Minutes of the VSS Audit and Risk Committee

Thursday 20 October 2022, 2pm

Remote – via Zoom

 

 

ARC Members Present:

Colm Doran (CD)                      Chair

Bertha McDougall (B McD)        Board Member

Briege Lafferty (BL)                  ARC Member

Johnathan McCullough (J McC) ARC Member

 

VSS Officers in Attendance:

Andrew Walker (AW)                Chief Executive Officer

Tara Lewsley (TL)                    Head of Corporate Services

Carla Forte (CF)                       HR Officer (Minutes)

 

Others in Attendance:

Catriona McHugh (C McH)         Cavanagh Kelly (Internal Audit)

Kathy Doey (CD)                       NIAO

Sinead Brown (SB)                   TEO

 

 

A      Apologies

 

No Apologies.

 

B      Minutes of Previous Meeting held on 20 July 2022 were approved.

       

C      Action Points

 

        None outstanding

                                                                                                             

D      Conflict of Interest  

 

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

                                                                                                

 

 

E      Accounting Officer Update

       

AW provided an update of the current challenging and difficult environment including the current operating environment.  Externally, post-covid fatigue is compounded by the unstable political environment, an expired Victims Strategy, uncertainty over opening budgets, Peace gap funding and continued lack of progress on legacy mechanisms. Internally, the impact of these external factors continues to be significant.

 

There is significant pressure on SMT following the departure of the Head of Health and Wellbeing. AW also stated that the finance team is slowly being rebuilt with TL leading as the Head of Corporate Services. The staffing restructure is yet to be finalised and once it is the priority will be recruiting for vacant posts.

 

AW also outlined concerns around the allocation of opening budgets, an issue across all ALBs and Departments due to no executive being in place. This could be problematic particularly in relation to troubles conflict, more specifically bereaved payments but also Troubles Permanent Disablement Payment Scheme, HIA and Mother & Baby as they are not included in original budget allocation. Cost of living crisis is also a considerable concern. However, AW did state that assurances have been made by the Permanent Secretary on spending up to approved in business case.

 

SB from TEO assured that there will be enough budget to address uplift; bereaved, salaries & gap funding. The cashflow issue caused by the delay in payment of outstanding claims by SEUPB was discussed. Renewed projections to be reviewed with TL & TEO.

 

AW also stated that Regional Trauma Network moved to a live environment on Monday 24th October & this will allow connections to develop between the voluntary & statutory sector.

 

F      Quarterly Reports   

       

        F1    Quarterly ALB Report

 

The Committee noted this paper. AW also highlighted F3 & F1 as reduced risks & confirmed the induction of 2 new members to the board & although this is not full complement it is getting closer to it.

               

        F2    Quarterly Assurance Statement

 

The Committee noted this paper.

 

        F3    Quarterly M&E Report – Qtr 1 2022/23

 

Both Quarter 1 2022/23 and & Quarter 4 2021/22 were noted.

 

         

G     Internal Audit

       

A verbal update was provided by C McH in which she stated that the report to review new policy on Education & Training framework was issued on 19th October and to be agreed on at January 2023 audit & risk committee meeting. It was also noted that there has been a delay regarding financial management but this has been fast tracked. Review of prior year recommendations also need to be brought to the January 2023 audit & risk meeting.

C McH also referenced the Corporate Governance audit stating a satisfactory assurance overall. An issue was raised about some of the wording regarding the function of the board and it was confirmed by CMcH that the wording only highlights that there might be a “possible risk” and that it in no way suggests that the board is inadequate. It was agreed that wording would be amended.

                                                                                                      

H      External Audit Update

                                                                                                     

Verbal update from KD. The audit of the 2021/22 Annual Accounts and Report is underway. The Letter of Understanding to be reissued to interim CEO although content remains the same. Audit risks the same as last year; override of controls (management), regularity of grant expenditure & 1.5% underspend, which is to be reported correctly & figures checked.

 

I       Standing Agenda Items

 

All standing agenda Items were presented to the Committee.     

        I1     2020/21 ARC Self-Assessment Report - Action Plan                            

        I2     ARC Training Update and Requirements                          

        I3     Audit recommendations                                                   

        I4     Gifts and Hospitality Update                                            

        I5     Compliance Update

        I6     Procurement Update                                                       

        I7     Data Protection

 

 

 

J    Any Other Business

 

Audit Recommendations- QTR 3 are a priority. TL to update at next meeting.               

 

Date of Next Meeting

TBC