Minutes of the VSS Audit and Risk Committee

Wednesday 13 October 2021, 14:00pm

Remote – via Zoom

ARC Members Present:

Bertha McDougall (BMcD)                     Board Member (Chair)

Richard Solomon (RS)                           Board Member

Briege Lafferty (BL)                               ARC Member

Jonathan McCullough (JMcC)                ARC Member

VSS Officers in Attendance:

Andrew Walker (AW)                             Interim Chief Executive Officer

Tara Lewsley (TL)                                 Acting Head of Corporate Services

Ivor Johnston (IJ)                                     Temporary Head of Corporate Services

David Murray (DM)                                Acting Finance and Governance Manager

Melissa McCartan (MMcC)                      Business Support Officer (Minutes)

Others in Attendance:

Marie Mathews (MM)                            TEO

Stephen Lindsay (SL)                            Cavanagh Kelly

Susanne Walsh (SW)                               NIAO

A      Apologies

        None. 

B      Minutes of Previous Meeting

The minutes of the previous Audit and Risk Committee meeting held on 21 July 2021 were agreed.

C      Action Points

There were no outstanding action points to be discussed.

D      Conflict of Interest

        All papers were noted by the Committee and no conflicts of interest were declared.

E      Accounting Officer Update

E1    CEO/AO Exception Report

AW provided an update on the progress against business plan targets and delivering on outcomes. The following key points were highlighted:

- Complementary Therapies continues to be at risk due to the impact of Covid-19 on close contact services. It was noted VSS programmes officers will review the service provision within each funded organisation in the coming weeks.

- Whilst demand for talking therapies within community partner organisations remains high, the demand for services on an individual basis from VSS is less than anticipated. Partial achievement is expected of this target.

- HIA 1:1 literacy and numeracy is not expected to be achieved. It was noted this is due to more immediate HWB needs of survivors of HIA being prioritised before addressing this need.

- VSS have launched a new service to support carers within the Volunteering Programme and are engaging in a communications strategy to promote this service. It is expected that this will improve uptake and go some way towards achievement of this target but at this time, the expected demand levels cannot be estimated.

- Approx. 2,000 individuals are currently waiting on assistance from welfare organisations in respect of the application form for TPDPS. Given the significant figures, AW advised that he will look at options to alleviate this and will submit a request to TEO for additional resources.

- Calls will be issued in Q3 in areas of Social Isolation, Gender, and Family Therapy (PEACE IV areas).

The Committee noted that VSS continues to provide interim emotional support for victims and survivors of Mother and Baby Institutions, Magdalene Laundries and Workhouses (MBI-MLW). AW provided an update following the Truth Recovery Design Panel Report published early this month, which specifically referenced VSS within recommendation 5 ‘Redress, Reparation and Compensation’. AW advised that VSS await further information from TEO on their consideration of that recommendation.

E2    Progress against Budget

The Committee noted that VSS has made an October monitoring round bid for the following key elements:

- Bereaved Scheme

- Staffing Review

- HIA Frameworks

TL highlighted a minor error within the budget report and advised the paper has now been updated and will be reissued after the meeting.

E3    Strategic Risk Register

The Committee noted risk STG 51, which relates to VSS staff health & wellbeing, has been successfully mitigated from red to amber.

It was also noted that two risks coming forward, STG43 and STG58, have been successfully mitigated from amber risk to green risk.

AW advised risk STG61, which relates to Home Heating, has been closed.

In respect of STG50, VSS Board vacancies and succession planning, AW advised the VSS Chair has issued communication to the director of TEO to flag ongoing concerns/pressures in relation to VSS Board.

The Committee noted the HIA and MBI-MLW strategic risk register remains separate to Troubles/conflict.

F      Quarterly Reports

        F1                                                                                           Quarterly ALB Report

The Committee noted this paper.

BL raised a question around reporting for HIA and MBI-MLW and asked why these areas are not reflected within this report. TL advised reporting for HIA and MBI-MLW goes to a separate sponsor Dept branch.

        F2                                                                                           Quarterly Assurance Statement

The Committee noted this paper.

F3                                                                                           Quarterly M&E Report

The Committee noted this paper and provided positive feedback on the new M&E report. 

G     Internal Audit Update

SL presented the 2021-22 Internal Audit Strategy and Plan and highlighted the possible audit areas and timeframes:

- Programme Management

- People and Governance

- Information and Technology

It was noted the focus for year 1 will be on Programme Management and People and Governance. The Committee confirmed they were content with the proposed plan for year 1.

H      External Audit Update

BMcD welcomed SW to the ARC meeting and extended thanks to Kathy Doey of NIAO for the work undertaken with VSS over the last number of years.

SW presented NIAO’s rational for the significant audit risk in respect of regularity of grant expenditure. SW advised that NIAO will keep the factors highlighted in view and will revisit again next year.

BMcD asked TL or SW to provide details on the total number of suspected fraud cases reported last year. TL confirmed there were 3 suspected cases reported. The Committee noted that this is significantly low in terms of percentage against payments made. SW again highlighted that NIAO will continue to monitor this and revisit again next year. 

BL asked SW to provide clarification on the figures presented within the report. It was agreed SW will seek clarification from KD on this.

I     Standing Agenda Items

I1   2019/20 ARC Self-Assessment Report and Action Plan

The Committee noted this paper.

  I2   ARC Training Update and Requirements

The Committee noted this paper.

  I3   Audit Recommendations

The Committee noted this paper.

  I4   Gifts and Hospitality Update

The Committee noted this paper.

  I5   Compliance Update

DM provided the Committee with an update on the three suspected fraud cases open at the quarter end.

The Committee noted that one case is still awaiting a CCNI Final Report and that further contact has been made with CCNI in January 2021 but no response has been received to date. Of the 2 active cases open at the quarter end, all have been referred on to TEO and GFIS, who have subsequently engaged the PSNI/Gardai.

Of the four debtor balances identified at quarter end, it was noted all cases are actively being sought by VSS, with one referred on to legal. 

The Committee noted that no new whistleblowing allegations were raised in respect of funded organisations during the period. No new Ombudsman complaints were received in the quarter; however, one case brought forward from the previous quarter, remains open with no response yet received.

There are no ongoing governance reviews at 30 September 2021, and three assembly questions received, for which a response was provided within timescales.

The Committee noted that five FOI requests were received during the quarter, and a response was provided for four of these within the required timeframe. The response to the remaining request is currently being prepared and is expected to be released within the required timeframe

It was noted one complaint was received by VSS during the quarter. It was received from a VSS client relating to a postage issue which was resolved informally.

The Committee noted that 97 Subject Access Requests were received in the quarter, of which 92 relate to the Troubles Permanent Disablement Payment Scheme (TPDPS).

DM provided an update on call handling for Q2 2021-22. The Committee noted that incoming calls increased by 50% when compared to July-September 2020, this is largely due to the number of queries received in respect of TPDPS, as well as continued client calls relating to Home Heating payments. DM highlighted that following a review of systems and processes for call management, VSS have seen month-on-month reductions in missed calls during Q2, despite increasing call volumes.

GDPR Update

The Committee noted that the revised Data Sharing Agreement has been agreed and is currently being finalised. This will then be shared with all funded organisations at the earliest opportunity.

  I6   Procurement Update

The Committee noted this paper.

  I7   Data Protection

Covered in I4.

J    Any Other Business

BMcD extended her well wishes to TL ahead of her maternity leave period.

J1 ARC Code of Conduct (Staff) Review

The Committee noted this paper.

J2 ARC Terms of Reference Annual Review

IJ presented the Audit and Risk Committee ToR (updated October 2021) and highlighted changes made to section 1.2 and 3.5.

TL highlighted the key concern around the ARC ToR and membership at present is that BMcD and RS are both coming to the end of their second term. It was noted a proposal will be presented to VSS Board to extend their terms for a period of one year or the earlier of new appointments onto the VSS Board.

K    Date of Next Meeting

The next VSS Audit and Risk Committee meeting is scheduled to take place in December 2021. Date TBC.