Members Present:
Dorinnia Carville, Chair (C&AG)
Rodney Allen (COO)
Patrick Barr (Director)
Suzanne Jones (Director)
Colette Kane (Director)
Brian O’Neill (Director)
Seamus Wade (Director)
Tomas Wilkinson (Director)
In Attendance:
Jill Aicken (Head of People and OD) – agenda item 1,2 and 3.2
Louise Halligan (Secretariat Support)
Apologies
No apologies were recorded.
Declaration of Conflicts of Interest
There were no conflicts declared by members.
Minutes of previous meeting
Matters Arising
Minutes of the previous meeting held on 19 May 2025 were agreed and the matters arising noted as updated.
Corporate Management Team (CMT) Briefing
Jill Aicken provided a briefing on the CMT meeting held on 12 June 2025, highlighting the following key areas:
- CMT sought clarity from SLT on a contractual issue relating to contracted out audits. Tomas Wilkinson to consider and report back to CMT on the issue raised.
- CMT proposed assigning one person to be accountable for pension assurances for Further Education Colleges. Patrick Barr and Seamus Wade to consider the proposal and feedback to CMT.
- CMT recorded their appreciation to Patrick Barr for attending the meeting to discuss the forthcoming Senior Auditor vacancy with the Team.
Members thanked Jill for the comprehensive update provided and acknowledged the value of ongoing engagement with the Team.
People and OD
2.1 People and OD Monthly Report
Jill Aicken presented a report, members were asked to note the following key areas:
- Sickness absence statistics – members acknowledged the continued positive outcomes which continue to meet the corporate target.
- Succession Planning – A breakdown of the age profile of staff was presented. Members reviewed and discussed the information presented, agreeing to monitor this on a quarterly basis going forward. Seamus Wade to liaise with Jill on data from ORT to assist with the development of a succession plan ahead of the next quarterly update to SLT.
- Learning and Development - All staff have completed the required mandatory training.
Strategic Projects
3.1 Accommodation Project
Rodney Allen advised that work is ongoing to address the heating/cooling issues. Rodney also noted the remaining available space for tenants and outlined the ongoing efforts to secure tenants in the current market.
Workforce Planning
Seamus Wade provided a verbal update on resource planning, including developments relating to post-recess audits staffing requirements.
- Strategic Performance
Management Information (MI) Report – Financial Audit and Public Reporting
A combined report providing a breakdown of the costs associated with financial audits and the costs and timing for completing public reports was presented. The C&AG requested that a meeting be scheduled for July 2025 to progress public reporting feasibility studies.
4.2 Position re Backlog Accounts
Members provided the C&AG with an update on the current position regarding backlog audits.
4.3 Policy Review – Quarterly Update
Brian O’Neill reported that all circulars have now been updated to include a defined review frequency and approval process, with each circular indicating the date of the last review and the next scheduled review. A discussion followed regarding staff access to withdrawn circulars. Brian also noted the intention to acquire additional support to update people policies.
4.4 Annual Report from the Health and Safety Committee 2024-25
Members noted the report presented, discussion followed surrounding health and safety in homeworking arrangements.
4.5 SLT Self Evaluation Exercise
A review of best practice was undertaken by the Information and Governance Officer and the findings were endorsed by SLT. Members are now asked to complete the assessment before 30 June 2025, findings will be presented at the July SLT meeting.
Quality Report
5.1 Technical Team Update
Suzanne Jones provided an update on the following key areas:
Audit Quality - QCR reviews are now complete, members were advised that three reviews have been agreed for 2025-26.
- ISQC1 Quality Report (draft) – Suzanne requested that any feedback on the draft report be submitted to her as soon as possible, the final report is scheduled for presentation to ARAC on 30 June 2025.
5.2 Public Reporting (PR) Update
Patrick Barr provided an update on the following key areas:
Public Reporting Guidance Re-fresh – The work to update the guidance is ongoing. Two Performance Auditors have now completed their CIPFA training and a paper will be brought forward to SLT on the way forward.
Practitioner Group – Thenext meeting of the group will take place in July 2025.
Financial Management
6.1 Corporate Services Report
- Finance - Members noted the paper presented with no significant issues raised. Brian O’Neill advised the external audit had concluded, with the Report to Those Charged with Governance expected this week.
- Corporate Governance
- Business Support Services Report
A report to update members on Complaints, Procurement, Legal Advice, Information Management, Governance and Assembly Liaison was presented. No significant issues were raised.
Communications and Engagement
8.1 Communications and Engagement Report
Members noted the paper presented. The C&AG requested that the Learning and Development Officer notify Directors and Audit Managers of the dates when trainees have exams, study leave, or are expecting results.
9. Risk Management
9.1 Corporate Risk Register
The Corporate Risk Register was presented by Colette Kane with only minor changes having been made to Risk one and two since the last meeting. These changes were highlighted in red for members’ convenience.
9.2 Update of Corporate Risk Register
The Corporate Risk Register Working Group (CRRWG) has been meeting regularly to progress updates to the Register. At a recent meeting, the Group conducted a detailed review of all potential risks and are currently preparing a shortlist for discussion with SLT at a workshop to be scheduled later in the year. Colette advised that the advisory report from Internal Audit has been received and will be reviewed by the Group at its next meeting. Members discussed the composition of the CRRWG, with regard to a suggestion made regarding increased senior management involvement with the Group.
10. Papers noted:
Draft minutes of the Audit Risk and Assurance Committee (ARAC) meeting held on 28 May 2025
ARAC Draft Agenda meeting scheduled - 30 June 2025
11. Matters for Escalation to Advisory Board, ARAC, RemCom
Papers for escalation to ARAC:
11.1 Anti-Fraud, Raising Concerns and Complaints Statement
11.2 Senior Management/Non-Executive Director Expenses and Hospitality
11.3 ISQC1 Monitoring and Transparency Report (Draft)
11.4 IT Assurance Statement
A verbal update was provided on the progress of the following reports for escalation to ARAC:
Internal Audit – Counter Fraud Report
Internal Audit - Final Assurance Statement
External Audit – Report to those charged with governance
AOB
No AOB to note.
13. Date of next meeting
The next meeting will be held on 21 July 2025 subject to confirmation all papers can be prepared over the holiday period.