Minutes of the VSS Board Meeting No 69
Board Meeting Type: Year-end Board Meeting
Wednesday 22nd April 2020 at 10:00am
Remote – via Zoom
Board Members Present:
Oliver Wilkinson (OW) Chair
Patricia Haren (PH) Board Member
Beverley Clarke (BC) Board Member
Bertha McDougall (BMcD) Board Member
Richard Solomon (RS) Board Member
VSS Officers in Attendance:
Margaret Bateson (MB) Chief Executive Officer
Andrew Walker (AW) Acting Head of Operations
Tara Lewsley (TL) Acting Head of Corporate Services
Melissa McCartan (MM) Business Support Officer (minutes)
No apologies were received.
The minutes of the previous Board meeting held on 31 March 2020 were approved.
22.04.20 AP1: Accounting Officer to procure a Clinical Advisor for VSS Health and Wellbeing Committee.
22.04.20 AP2: OW, PH and MB to sit on panel for the Head of Service Development G7 position. Shortlisting and Interviews to take place remotely.
D1 Supplier List / Agenda Items
The Board noted this paper.
D2 Declaration Form
No conflicts of interest were declared.
The Chairman provided the Board with an update, highlighting his recent meeting with the Commission for Victims and Survivors.
F1 CEO/AO Exception Report
VSP Resource Guide;
The Board noted this paper.
INP Resource Guide;
The Board noted this paper.
VSS Staff Health and Wellbeing Guide;
The Board noted this paper.
Strategic Risk Register
MB provided the Board with an update on the strategic risk register.
It was noted that risk STG 34, Mental Health Trauma Service, remains red. MB advised that a meeting with the Health Minister was held in March 2020, where the key issue of intention for RTN as envisaged at time of SHA was discussed.
It was noted that VSS funded organisations plan to engage with First and Deputy First minister in relation to executive direction on the RTN. In light of Covid-19, MB acknowledged that the priorities in the DoH will have changed and highlighted the difficult circumstances our health colleagues are currently working under but VSS would continue to progress as much as possible.
MB advised there has been no change since the last update in relation to STG 35, Legacy Institutions. It was noted that the Victims Payment Scheme, due to have effect by May 2020, is looking very unlikely as the Department are not committing to any timelines at present. It was noted that the Victims Payment Scheme administrator is still to be confirmed. In relation to STG 43, Peace Cashflow, AW advised that Head of Corporate Services is currently finalising a new budget profile and cashflow model which will allow VSS to identify any gaps.
It was noted that VSS received correspondence from TEO in March 2020 in relation to STG 50, VSS Board Members. TEO communicated new terms to 3 Board Members and are liaising with CPANI to progress appointment of new members. BC highlighted how this risk also impacts the VSS Health and Wellbeing Committee, noting that a diversity of skill mix is needed. It was agreed that the VSS Accounting Officer will procure a Clinical Advisor to supplement the VSS Health and Wellbeing Committee.
MB advised that the Head of Service Development position at G7 level is currently being advertised for recruitment and will be completed remotely. An appointment to this post will significantly increase senior staff capacity and therefore contribute to addressing risk STG 52. It was also noted that TEO have approved a temporary G6 level position in the organisation for a period of 3 months.
It was noted VSS has taken a number of steps to help mitigate the factors contributing to risk STG 51, Staff Health and Wellbeing. A staff Health and Wellbeing Guide for working at home during covid-19 was issued to all staff alongside an ongoing daily 'take 5' communication for staff wellbeing.
MB provided the Board with an update in relation to risk STG 53, Termination of Funding. It was noted that funding has been terminated for one organisation and was currently under appeal. Funding has been suspended for another organisation and VSS await a new proposal from this organisation in the coming weeks. In respect of the third organisation, TL advised VSS are at the debt recovery process.
MB updated the Board on risk STG 56, Historical Institutional Abuse. It was noted that VSS will work with and assist HIA Interim Advocate Office to provide interim
wellbeing services to victims and survivors from April – Summer 2020. Confirmation of long term VSS role and proposal to be submitted to the Department.
F2 Quarterly ALB Performance Report
The board noted this paper.
F3 Quarterly Assurance Statement
The Board noted this paper.
F4 Quarterly Outcomes Based M&E
In light of Covid-19, it was noted the VSS Quarterly M&E Report has been postponed until July 2020.
G1 Audit and Risk Committee Update
The Board noted this paper.
BMcD advised that the Audit and Risk Committee self-assessments will take place remotely in the coming weeks. Dates to be arranged.
G2 Health & Wellbeing Committee Update
The Board noted this paper.
BC highlighted the work done by staff around policies being completed and delivered.
AW noted that help from an external contractor has resulted in a number of recommendations following a full review of the corporate governance framework, policies and guidance notes. It was noted VSS Case Managers will take this forward in the coming months.
Board Self-Assessment Update
TL advised that the 19/20 Board Self-Assessment has been agreed via email communication following the previous Board meeting. In light of Covid-19, it was noted that the 20/21 Board Objective Setting will now take place in Summer 2020. Date to be confirmed.
I1 Compliance Update
TL provided the Board with an update on the seven suspected fraud cases open at the quarter end. The Board noted that one case is still awaiting a CCNI Final Report and CCNI have indicated there is unlikely to be follow up actions for VSS.
Of the 6 active cases open at the quarter end, two cases are closed, with two currently referred on to the PSNI / Gardai. 1 new case has been identified in the quarter which has been referred to TEO/GFIS. It was noted VSS await their advice on next steps. Of the 4 debtor balances identified at quarter end, 2 have been recovered in April 2020.
The Board noted that there was one whistleblowing allegation received during the quarter. It was noted that an internal review was conducted by VSS and no evidence of misuse of funds was identified. This case is now closed.
There were no new Ombudsman Complaints received during the period and no open cases carried forward.
There are no ongoing governance reviews at 31st March 2020.
There was one FOI request carried forward from the previous quarter. A full response was prepared and issued within the required timeframes and the request closed. There was one FOI request received and closed during the quarter. It was noted a full response was prepared and issued within the required timeframes. There was one FOI request received during the quarter which remains open. A response is currently being prepared by VSS management which will be issued within the required timeframes.
I2 Client Risk Update
No client risk to note.
I3 Data Protection Update
Covered within compliance paper.
AP3 22.04.20: AW to arrange Board appraisal form to be revised and circulated to VSS Board members.
AP4 22.04.20: Chairman to arrange 1-1 Zoom calls with Board members to complete new Board appraisal forms.
The next meeting of the Board is scheduled to take place on Tuesday 12 May 2020 via Zoom.