Minutes of the VSS Board Meeting No 106
Board Meeting Type: Quarter End Board Meeting
Tuesday 13 August at 10:00am
The MAC, Belfast
Board Members Present:
Sandra Horley (SH) Board Member (Chair)
John Cahill (JC) Board Member
Catriona MacArthur (CMA) Board Member
Brian Gilfedder (BG) Board Member
VSS Officers in Attendance:
Andrew Walker (AW) Chief Executive Officer
Tara Lewsley (TL) Head of Corporate Services
Melissa McCartan (MM) Business Support Officer (Minutes)
A Apologies
Apologies received from Nicola Nugent and Emma Dargan.
B Minutes of Previous Meeting
Minutes of the previous meeting were approved.
C Action Points
- 22.05.24 – AP1 remains open, with view to having an update at the September meeting and closing Q3 2024/25.
- 25.01.24 - AP3 and 25.05.24 - AP2 are closed.
- 25.01.24 - AP2 remains open, with work scheduled for Q3 2024/25.
- One longstanding AP relating to MSFM Ref 4.4.3 remains open.
Action points arising from 13 August 2024:
13.08.24 – AP1: HWB Committee to deep dive into the new quarterly M&E reports to explore data and learn trends.
13.08.24 – AP2: Strategic stakeholder mapping session to be scheduled Q3 2024/25.
13.08.24 – AP3: Code of Conduct for Board members to be reviewed.
13.08.24 – AP4: Board strategic session to plan for future Victims Support Programme to be scheduled – September 2024.
13.08.24 – AP5: Invite to be issued to Fiona Ryan (HIA Commissioner) to attend future strategic Board meeting.
D Conflict of Interest
Chair asked all present to consider and declare any conflicts of interest. No conflicts of interest were declared.
D1 Supplier List / Agenda Items
The Board noted this paper.
D2 Declaration Form
The Board noted this paper.
E Chair’s Report
The Board noted this paper.
SH highlighted a recent engagement with CVS on 5 August 2024 and a new membership for VSS Chairperson (NI Public Sector Chairs’ Forum).
F Quarter 4 Reporting – 1 April 2024 – 30 June 2024
F1 CEO Exception Report
AW provided the Board with an update on the following key issues:
Budget
VSS has received the £20.44 million requested excluding additional Peace funding. A positive outcome. Within that budget allocation a fund for emerging needs allows VSS to provide additional in-year support to groups. As such, a funding call was issued in July 2024 with demand from the groups more than double the allocation (demonstrating the ongoing pressures).
PEACEPLUS
The PEACEPLUS programme has been approved after completing the SEUPB application process. An issue has arisen in that the Letter of Offer has been received in euros rather than sterling as requested. The exchange risk involved with that for VSS and the partner groups is not an acceptable risk. The Board noted that the SMT are currently working through escalation of that with TEO and SEUPB.
Staff Resourcing
AW advised the Board that the recruitment process in respect of the new staffing structure is ongoing at a steady rate.
AW informed that after an unsuccessful external recruitment process for the Grade 7 post for Head of Learning and Growth, an internal application process sees TL move across to that post for an initial period of six months. It was noted that HR are working through backfill of the Head of Corporate Services.
Board Appointments
No update since the previous meeting. Ministers have approved the appointments of a new Board Chair and three additional Board Members.
TPDPS
AW advised that the Secretary of State for Northern Ireland has extended the current backdating period by two years (until August 2026), which was very welcome news.
Key Achievements:
- A press release was completed to acknowledge VSS being accredited with a Silver ‘Trauma-Informed Quality Mark’. The Board noted that VSS are now assessing the process to progress to the ‘Gold Quality Mark’ and an update on plans will be provided in due course.
- The COSICA consultation to gather views on services opened on 19 June 2024. VSS continue to support in the distribution of this consultation via the frontline health & wellbeing and advocacy staff to elicit feedback from survivors on their future service needs. The consultation will close on 19 September 2024. Meeting with HIA Commissioner to be arranged.
- TEO has launched a public consultation on a Statutory Public Inquiry and Financial Redress. VSS intends to submit a response drawing on our experience in trauma informed working, and on our participation in similar arrangements relating to TPDPS and HIA. Consultation closes 19 September 2024.
- AW noted his ongoing engagement with the TEO Funder’s Forum, consisting of monthly meetings over the summer months to explore a number of key areas and identify learning opportunities and initiatives to improve the effectiveness and efficiency of grant funding. Further meeting of that group is due to take place tomorrow.
F1.1 Budget Report
TL provided an update on VSS budget position. The Board noted that the June Monitoring Allocation has been received at £20.44m. Subsequently VSS have submitted an October Monitoring submission, which includes some reallocations on individual budget lines as underspends are identified.
F1.2 Strategic Risk Register
The Board noted updates within the Strategic Risk Register. There are six items open, two of which are expected to be closed next quarter. Four were closed this quarter.
BG and SH asked questions around risk STG71 – relating to the Regional Trauma Network. AW assured the Board that VSS were taking the necessary steps to manage this risk.
F2 Quarterly ALB Performance Report
The Board noted this paper.
F3 Quarterly Assurance Statement
The Board noted this paper.
F4 M&E Quarterly Reports Q1 2024/25
AW presented the new M&E Quarterly Reports on screen and highlighted key figures within the following reports for the Board to note.
- M&E Outcome Report -Tc – Q1 2024-25
- M&E Outcome Report - HIA – Q1 2024-25
- M&E Outcome Report - MBMLW – Q1 2024-25
It was agreed that the HWB Committee will plan a strategic session to deep dive into the new quarterly M&E reports to explore data and learn trends.
G Board Subcommittees
G1 Audit and Risk Committee (Verbal Update)
An update was provided on the VSS Audit and Risk Committee. The following key points were noted:
- ARC meeting scheduled to take place tomorrow.
- Review of Financial Management, Individual Needs Grant Testing, and Programme Expenditure Verification audits have been completed, all resulting in a ‘Satisfactory’ rating.
- VSS Annual Report & Accounts has been shared with ARC members for approval. This will also be shared with the Board in due course.
G2 Health and Wellbeing Committee (Verbal Update)
SH provided an update on the Health and Wellbeing Committee. The following key points were noted:
- Health and Wellbeing Committee Workplan for 2024/25 has been agreed.
- Clinical Governance audit across 46 funded organisations has been completed.
- Procurement process ongoing to secure a provider for Serious Adverse Incident training.
H Board Workplan and Development
H1 Board Attendance and Work Plan
The Board noted this paper.
H2 Board Training Questionnaire
The Board noted this paper.
H3 Board Self-Assessment Update
TL provided an update on the actions captured at the June 2024 Board effectiveness session. The following key points were noted:
- Board strategic stakeholder mapping session to be scheduled Q3 2024/25.
- Board Code of Conduct to be reviewed Q3 2024/25.
- Board to revisit the draft Partnership Agreement and post 2019 Victims Strategy.
I Standing Agenda Items
I1 Compliance Update
The compliance paper was presented to the Board in advance of the Board meeting. The Board noted updates in respect of the June 2024 fraud case and call handling data for the period.
I2 Client Risk Update
The Board noted this paper.
J AOB
To conclude, the Board noted that the focus of the September strategic session would be planning for the future Victims Support Programme (the funding of the community and voluntary sector partners for support and service provision to victims and survivors of the Troubles/conflict) from 1 April 2026.
BSO to update Glossary of Terms.
K Date of Next Meeting
The next meeting of the Board is scheduled to take place on Thursday 19 September 2024.