Minutes of the VSS Board Meeting No 94

Board Meeting Type: Quarter End Board Meeting      

Thursday 20 April at 10:00am

Clayton Hotel

 

 

Board Members Present:

Oliver Wilkinson (OW)                  Chair

Patricia Haren (PH)                      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) 

 

TEO Staff in Attendance:

Patrick Gallagher (PG)                 Director of Victims and Survivors

Sinead Brown (SB)                      Head of Victims and Survivors Unit

 

 

 

 

Update from Patrick Gallagher – TEO

 

PG and SB from TEO attended the start of the Board Meeting, to update on a number of matters.

 

 

 

·       Budget 23/24

PG updated the board on the current difficulties being faced within government departments across NI in respect of the block grant and allocations of funding. It was noted that VSS have been provided with an indicative budget to allow for continued operation and that the next steps for TEO were to complete and publish an EQIA, expected at end of April 2023.

 

PEACE Gap funding was discussed, with AW outlining a current budget shortfall which will be quantified and discussed with TEO at the earliest opportunity.

 

·       Strategy

TEO are preparing to submit a draft of the victims strategy to its Board next week, which has been drafted through a co-design process involving TEO, CVS and VSS as well as engagement with the Victims and survivors sector. Due to Ministers not being in post, PG/SB advised that the draft could be agreed by July/August and then sent for public consultation, outside of normal process. PH asked if there was cross departmental awareness of the strategy, with SB confirming that when in post Ministers had been aware of the strategy and on return and adoption of this strategy, they would feedback through their teams to ensure a joined-up, trauma-informed approach across all government departments.

 

PG updated that the draft seeks to protect the flexibility surrounding victims services, to reflect their changing demographic of Victims and survivors as the population ages. It also seeks to take account of acknowledgment and truth/justice services, in context of the of the potential Legacy and Reconciliation (Northern Ireland Troubles) Bill. Part of this includes a review of approaches to transgenerational trauma, so that the new strategy addresses the needs of survivors.

 

·       Board Appointments

TEO staff will make a submission to the TEO Permanent Secretary to make two new VSS Board appointments, given BM’s term ending in December 2023, and OW’s/PH’s terms both ending in March 2024. The need for clinical and HR expertise within the VSS Board membership was reaffirmed by AW, in line with previous discussions with TEO.

 

 

·       HIA

A Northern Ireland-wide leaflet drop is scheduled to take place after the May council elections, as part of the TEO awareness campaign. 

 

·       Other

 

PG updated that procurement is underway to conduct research around Clerical Abuse, which should conclude in the next few weeks.

 

TEO Staff, PG and SB left the meeting.

 

A      Apologies

 

Apologies received from BM.

 

B      Minutes of Previous Meeting

 

Minutes were accepted.

 

 

D      Board Action Points

 

1 – To revisit with the appointment of new Board Members

 

2 – Ongoing, subject to ministers returning to Stormont

 

 

E      Conflict of Interest

 

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

 

E1     Supplier List/Agenda Items

         The Board noted this paper.

 

E2     Declaration Form

 

         The Board noted this paper.

 

F       Chair’s Report

 

The Board noted this paper, and discussed working relationships with CVS. Ian Jeffers, Commissioner for Victims and Survivors to be invited to a future meeting.

AP1 -  Ian Jeffers, Commissioner for Victims and Survivors to be invited to a future meeting.

 

G1   Quarterly Reporting  

 

G1   CEO Exception Report

 

AW noted that several the areas covered within the exception report have been discussed through the update from PG to the Board already. AW provided an update on the staffing restructure, advising that an agreed process for the completion and approval of a business case to support the revised staffing structure is in place. AW also updated that a new Finance Manager has been appointed with a start date set for May. AW noted that the opening of a referral portal RTN is now operational, and a DNA testing pilot for MBMLW has been established. NN advised that VSS will seek accreditation for the pilot from academics and professionals in the genealogy and DNA testing fields.

 

AW updated the Board on his attendance at several events commemorating 25 years since the GFA, including a conference at Queen’s University Belfast.

 

G1.1 Budget Report

 

AW identified two areas of underspend in MBMLW and TPDPS. In the case of MBMLW, this was a new area for VSS in 2022/23.  An initial ‘full year’ budget was allocated to VSS, however significant spend could not commence until the business case for services was approved (June), community partners appointed (August/September) and services launched (30 September).  Anticipated spend for the remainder of the year was difficult to quantify (being needs-led and at point of launch).  VSS agreed a budget reduction with TEO based on best available estimates of levels of need and demand.  Activity against the reduced budget has been lower than anticipated.

TPDPS underspend arose due to difficulties within the labour market encountered by VSS-funded groups.

TEO has been kept informed of this environment throughout the latter stages of the year. NIAO have also been informed of this budget position in audit planning.

 

TL to submit draft accounts for consolidation to TEO on 28th April.

 

G1.2 Strategic Risk Register

 

Four risks were closed in this quarter and four new risks added to register, including one in respect of the flooding at Seatem House.

The Chair acknowledged the significant impact the office flooding has had on VSS working arrangements, with all staff working from home on a full-time basis until the building is declared safe.

 

G2    Quarterly ALB Performance Report

 

The Board noted this paper.

 

G3    Quarterly Assurance Statement

 

The Board noted this paper.

 

G4    M&E Quarterly Report Q4 2022/23

 

All targets met except for two under T/C (Education & Training, and Volunteering).  The Board noted these papers.

 

H      Board Subcommittees

 

H1    Audit and Risk Committee (Verbal Update)

 

It was noted that the next ARC meeting would take place on Thursday 27 April 2023.

 

 

H2    Health and Wellbeing Committee (Verbal Update)

 

PH provided an update on the 23 February 2023 HWB Committee. Committee reviewed the ToR, Agenda and Workplan, and PH added that future meetings will be synchronised with Board Meeting dates, so that HWB Committee Meeting minutes can be circulated to VSS Board members ahead of meetings.

 

Next meeting scheduled for 17th May.

 

I        Board Workplan and Development

 

A strategic Board Meeting to allow a Board self-assessment and objective setting for 2023/24 is to be rescheduled for May 2023, with a presentation from a VSP funded organisation to be arranged.

 

I1     Board Attendance and Workplan

 

The Board noted this paper.

 

I2     Board Training Questionnaire

 

The Board noted this paper.

 

I3      Board Self Assessment Update

 

All action points closed.

 

J      Standing Agenda Items

 

Trauma Quality Mark

 

NN updated that VSS is in the process of standing up a working group to establish an action plan and governance framework. Once this is completed, an accreditation application will be submitted.

 

J1     Compliance Paper

 

One fraud case noted (longstanding). Decision to write-off one debtor balance has been approved. TL updated that Case 49 is progressing via debtors.

 

Call handling data shows a sharp increase in calls for March, in line with SDA payment timelines.

 

Under GDPR updates, the Data-Sharing Agreement between VSS and COSICA has been signed off.

 

J2     Client Risk Update

 

The Board noted this paper, no concerns.

 

K      AOB

 

Seatem House - AW has been informed that the fourth floor will be usable once the building’s fire alarm has been fixed, but a series of delays have postponed the mid-May return date. In the absence of VSS offices, SDA payments were be completed from TEO offices in Castle Buildings, and SAR requests are being processed from alternative, secure office space.

 

K      Date of Next Meeting

 

The next meeting of the Board is scheduled to take place on Thursday 25 May 2023.