Minutes of SMT Meeting held on 16 October 2024 at 9.30am via MS Teams.
In attendance:
- R Kidd Chair and Chief Executive
- N Monson Deputy Chief Executive
- B Monson Deputy Chief Executive
- L Burns Deputy Chief Executive
1. Apologies
There was an apology from K Neeson.
2. Minutes of the last meeting
The minutes from the 17 September meeting were agreed.
3. Action points
There were no action points not covered by the agenda.
4. Corporate health, safety and welfare
There was a discussion around the need to identify a suitable supplier for some female specific Personal Protective Equipment (PPE) items.
5. (A) Audit, Risk Management, and Finance (ARMC)
It was agreed at the recent Audit Risk Management Committee (ARMC) meeting that the finance paper will be updated for presentation to the board as there have been some recent changes which will be helpful for the board to be aware of as it improves our position and removes some issues that would have been considered as risks.
There will be a business case put to the board regarding the planned Spring 2025 Health conference. Spend will be contingent upon confirmed budget position.
5. (B) Emerging risks
Ongoing staff vacancy situation.
Table of emerging risks
| Date of SMT meeting where Emerging Risk was first discussed | Nature of Emerging Risk | Action required | Current status of Emerging Risk |
|---|---|---|---|
| October 2023 | Board is awaiting up to three additional board members | Chair now appointed. We anticipate a competition in autumn 2024 to appoint additional board members | Planned Public Appointment Unit (PAU) competition in autumn 2024 to fill existing board vacancies |
| Many of the current vacancies are considered to have the potential to jeopardise statutory functions or Corporate Plan (CP) targets in the short term Plan to meet NICSHR to discuss some ongoing issues A number of issues around Candidate Information Booklet (CIB) format and types of competitions Competitions are being run in inefficient and more costly ways Vacancy numbers increasing once again. Discussion around staff choosing to move to private sector posts for better pay and conditions Also, some resignations due to retirements Ongoing staffing will dictate the levels of service that we are able to provide in this current year | Regular liaison with NICS HR to highlight the importance of filling critical vacancies – a number of meetings took place with NICS HR and following these we have seen some slow progress towards launching competitions Some progress on a number of posts Some progress with Strategic Planning & Governance (SPG) as they reverted to an earlier draft of the CIB which is similar to what we felt was required. Concerns were discussed with the NICS HR business partners and partnership meeting re staffing and ongoing delays in agreeing CIBs etc SMT will continue to monitor Recruitment needs to be more responsive and the system needs to enable the process to start promptly | To remain on the Risk Register as a Business Continuity Risk To remain under review until we see some of the business critical posts filled Continue to monitor progress as staff take up posts NISC HR declined to meet or agree to us getting expert legal advice NICSHR declined to meet or agree to us getting expert legal advice Maintaining knowledge and competence within the organisation will be a challenge if turnover increases to the extent where we lose a great deal of experience in a short period without the opportunity to have proper handovers and training for new staff SMT has carried out an exercise to examine the number of staff who might consider retirement in the next 3-5 years but we cannot estimate the number that will leave due to promotion or obtaining another job outside of HSENI SMT to meet with G3 in Strategic Planning & Governance (SPG) for follow up in late September |
6.Staffing
Slow progress being made on filling of staff vacancies. This is probably exacerbated by the posts being specialists.
SMT met with Grade 3 in SPG to discuss a number of matters. The recommendations from that meeting have been actioned. A follow up meeting to discuss progress was planned for late September and now rescheduled to 17 October.
We currently have 15.5 Full Time Equivalent (FTE) vacancies which will arise in the current operating year.
An internal review of the RTP is almost complete. A draft report will be shared with SMT.
A discussion on work areas under pressure due to vacancies and the options for redeployment took place. It was acknowledged that there is no simple solution due to the number of vacancies and the increasing demands on teams. It was agreed that certain areas of work will need to be suspended and we will look at this with each Head of Group (HoG) to identify relevant areas that can be stopped.
7. Case and project work
The Major Investigation Team (MIT) team continue to be busy with ongoing investigation cases.
SMT noted and agreed that a project board will be established to take forward some of the key steps necessary to replace the Case Management System (CMS). Membership of the group was agreed.
8. Business planning
Finance update for the board was noted.
Calling note to issue to heads of groups re the new business plan for 2025/26.
A business case will go the November board meeting for the health campaign.
An oral presentation will be given to the board setting out the proposals around the health campaign.
There will also be a paper tabled on the new layout of the Annual Report and Accounts.
9. Performance monitoring
B Monson updated SMT. The number of fatalities are down on the same period last year. Accidents are down significantly. Serious are slightly down. Visit interactions are down but closer to target than we anticipated. Complaints are down 10 percent on last year. Enforcement activity is on down on last year, but this reflects some specific campaign activity that took place last year.
10. Service level complaints
- Total received = 7
- Responded at Level One (DCE) = 5*
- Still open Level One = 0
- Responded at Level Two (CE) = 1
- Still open Level Two = 1
- Escalated to or direct to NIPSO = 3
- Still open NIPSO = 2**
*Two complaints were already with NIPSO.
** One complaint now escalated to next level investigation by NIPSO (7 October 2024).
11. Board business
Items covered under business planning discussion.
12. Any Other Business (AOB)
R Kidd agreed to put a short note in SHINE to remind staff of the need to complete In Year reviews.
SMT noted the new Committee membership for the local NIPSA branch.
13. Date of next meeting
The date of the next meeting will be November.
The meeting concluded at 1.30pm.