Minutes of the VSS Board Meeting No 93

Board Meeting Type: Strategic Board Meeting      

Tuesday 24 February at 10:00am

Titanic Suites

Board Members Present:

Oliver Wilkinson (OW)                  Chair

Patricia Haren (PH)                      Board Member

Bertha McDougall (BMcD)            Board Member

John Cahill (JC)                            Board Member

Sandra Horley (SH)                      Board Member

Sarah Knight (SK)                        Boardroom Apprentice

VSS Officers in Attendance:

Andrew Walker (AW) Interim Chief Executive Officer

Tara Lewsley (TL)                         Head of Corporate Services

Nicola Nugent (NN)                      Acting Head of Health and Wellbeing

Emma Dargan (ED)                      Acting Head of Service Development

Carol Carmichael (CC)                 Interim Programmes Manager

Lynsey Archibald (LA)                  Business Support Officer (Minutes) 

A      Apologies

No Apologies

B      Minutes of Previous Meeting

Minutes were accepted.

C      Conflict of Interest

Chair asked all present to consider and declare any conflicts of interest.  No conflicts of interest were declared.

D      CEO Exception Report

Before providing the CEO Exception Report, AW expressed his condolences regarding the recent passing of ARC member Jonathan McCullough.

The following issues were then discussed:

Agenda Item F

AW noted that it is increasingly likely, given the timeframes around Victims Strategy completion, consultation and approval – that there will be an additional rollover of the current Victims Support Programme into the 2024/2025 year. This remains under consideration and is subject to change depending on the progress of the Strategy.

The Board were informed that Patrick Gallagher (TEO) will attend one of the next Board meetings (possibly April) – which will include an update in this area from a TEO perspective.

Risks

a) Organisation

- Priority in coming months is agreement with TEO on mechanism to approve new VSS staff structure, and then identifying and filling key posts.

- AW/TL noted the ongoing difficulty of finding appropriate candidates, especially in area of finance.  This remains a risk and all efforts are being made to manage/mitigate.

b) Staffing

- Update provided in respect of PEACEIV staff contracts.

c) Budget

- Two areas of underspend in TPDPS and MBMLW discussed. These have been communicated to TEO at the earliest juncture, to enable TEO to consider allocation into other areas/organisations.  AW noted that if TEO do not agree the reduction of the budget in these areas – the overall 98.5% spend target is at risk due to these underspends.  These areas are ring fenced and demand led – leaving VSS with no options for alternative spend.

- Annual Reporting and Accounts 2021-22 certified and filed with Companies House as of February 2023.

- TL noted that 2022/23 accounts fall within the first live year of ‘Review of Financial Processes’ which will require draft accounts to be consolidated within TEO Accounts and so reportable by 28 April 2023.  This is a new and extremely challenging timeframe for VSS – particularly with ongoing vacant posts in the team.

d) Programmes

- VSS aware of increasing frustration with TPDPS among some applicants and victims groups, regarding timeframes for receiving determinations. Concerns were raised by SH and BMcD that there are no mechanisms in place to expedite claims, and that long waiting times could result (in some cases) in absence of a determination during claimant’s lifetime.  AW emphasised the need for all involved to manage expectations regarding realistic timescales from the start of the application process – in what is a very complex scheme/process.

- TPDPS timeframes to be added to Risk Register.

E    Strategic Discussion PEACE PLUS

- Presentation by ED to Board on outline structure of PEACE PLUS application by VSS.

- VSS Board discussed the proposed structure and content of the proposed project and made suggestions/comments for incorporation.

F      Victims Strategy Update

See notes under CEO Exception Report

G      AOB

Chair noted that two new Board Members may be appointed in April 2023, and is in ongoing discussions with TEO regarding Board needs in terms of experience and skills – to ensure that where possible, this is taken into account in the selection of the next 2 Members.

K      Date of Next Meeting

The next meeting of the Board is scheduled to take place on Thursday 23 March 2023.