Members Present:
Dorinnia Carville, Chair (C&AG)
Rodney Allen (COO)
Patrick Barr (Director)
Colette Kane (Director)
Brian O’Neill (Director)
Suzanne Jones (Director)
Tomas Wilkinson (Director)
In Attendance:
Julie Brown (Head of People and OD) Agenda item 2
Louise Donnelly (Secretary)
Apologies
Seamus Wade (Director)
Declaration of Conflicts of Interest
There were no conflicts declared by members.
Minutes of previous meeting
Minutes of the previous meeting held on 18 December 2023 were agreed and the matters arising noted as updated.
1. People and OD
Julie Brown provided an update on the following:
Sickness Absence Statistics - Members noted the encouraging figures presented welcoming the continued positive trend.
Recruitment Summary – SLT recorded their disappointment at having to introduce a temporary freeze on recruitment due to budgetary constraints for 2024-25. The C&AG advised that to date, there has been no response to her letter sent to the Secretary of State on 27 November 2023 seeking an opportunity to discuss the budgetary position for 2024-25.
Learning & Development
Mental Health First Aid Certificate - Health champions will complete this training in January 2024.
Excel Training – As a result of positive feedback received about this training carried out in-house during December 2023 further training has been scheduled for January 2024.
Aspiring Leaders programme – Sessions three and four will be delivered in January 2024.
Young Scotland and Northern Ireland Programme - Two colleagues will be participating in this programme in January 2024.
GDPR Awareness Mandatory Training - An updated Data Protection Essentials course is now mandatory for all staff to complete by March 2024 regardless of when they last completed GDPR training.
Technical Training - The technical team hopes to procure auditing and accounting update training through a call-off contract that Audit Wales is in the process of commissioning. An update will be sought from Audit Wales.
Employee Relations – Julie Brown advised that guidance had been issued by TUS to NIAO members surrounding the NICS and wider strike action planned for 18 January 2024. SLT were asked to note that although the planned strike action does not apply to NIAO staff it is likely that work at clients’ premises may be disrupted and teams should bear this in mind when considering if on-site auditing is necessary.
2. Strategic Projects
2.1 Accommodation Project
Brian O’Neill provided an update on developments to secure potential tenants for the vacant office space advising that advanced talks are ongoing with one potential tenant. Assurance has been given from the contractor that the issues in respect of the heating/cooling system in the Office have now been resolved.
3. Strategic Performance
3.1 Management Information Report
Brian O’Neill presented the interactive performance report to update members on the status of all ongoing audits and Public Reports. The C&AG advised that she intends to schedule one to one meetings with Directors to discuss audit positions and outcomes.
3.2 Position re Backlog Accounts
Members noted the current positive status and expressed their thanks to the teams involved for their ongoing work and ensuring backlog is kept to a minimum.
3.3 Audit Costs
SLT noted the paper presented and reiterated the need for teams to regularly update the Custom Fields section in the Administration Tab on Time and Space for all jobs so that up-to-date information is recorded and underpins accurate analysis.
3.4 Public Reporting Monitoring Report
A reformatted report has been developed and was presented for consideration. Members were advised that going forward, the position will be monitored and updated by Kyle Bingham. Kyle and his team will liaise with Directors to obtain up to date and relevant information.
3.5 SLT Annual Programme of Work
The C&AG asked members to forward any updates or revisions to the 2024-25 Annual Programme to Louise Donnelly. She asked Louise to reconsider the in-year timing of some items.
4. Financial Management
Corporate Services Report
Brian O’Neill provided an update on the following:
Finance – Members noted the current financial position. The C&AG advised there has been no response to the letters sent to the Secretary of State and the Department of Finance seeking an opportunity to engage directly to discuss the budget position for 2024-25. Concerns were discussed about potential budgetary positions, our ability to live within a reduced budget and the significant adverse impacts this would have.
Business Continuity Planning (BCP) – As a result of the test of the BCP on 11 January 2024, a lessons learned report will be provided to SLT and to all staff. Members noted the test had been largely very successful.
5. Corporate Governance
5.1 Business Support Services Report
Brian O’Neill presented a report to update members on Complaints, Procurement, Legal Advice, Information Management, Governance and Assembly Liaison. Members noted the report presented with no significant issues raised.
6. Communications and Engagement
6.1 Communications and Engagement Report
Members noted the report presented. The C&AG advised that she will arrange to meet with the Team to discuss the content and information contained in the report.
7. Risk Management
7.1 Corporate Risk Register
The Corporate Risk Register was presented by Colette Kane. Changes made since the last meeting and ‘completed actions’ marked for deletion were highlighted in red for members’ convenience. Discussion followed concerning possible risks associated with future staff retirement and succession planning, Colette agreed to include this as a risk trigger and action which is being taken forward by the HR Team. The risk register will be reviewed by the Audit and Risk Assurance Committee at their meeting on 22 January.
8. Audit Technical
8.1 Technical Report
Suzanne Jones provided an update on the following key areas:
Technical Team Resourcing – The Central Management Team are to discuss and appoint a resource to progress feedback received from ISA 315 and consideration is to be given to a current temporary promotion within the Team.
ICAEW – Members discussed and agreed an additional member of staff to attend the next scheduled meeting with ICAEW.
9. Papers to noted:
ARAC Agenda – 22 January 2024 – noted.
Financial Statements - judgements/financial estimates – noted.
Charging for Audits – Members noted the paper presented and were asked to consider further the information contained in the paper and the matter will be revisited at the next SLT meeting ahead of the Advisory Board meeting scheduled for 26 February 2024.
10. Matters for Escalation to Advisory Board, ARAC, RemCom
Next meeting dates:
ARAC – 22 January 2024
Advisory Board 26 February 2024
For escalation to ARAC:
Financial Statements - judgements/financial estimates
11. AOB
There was no AOB to note.