Minutes of SMT Meeting held on 13 September 2023 at 9.30am, Robens Room, Ladas Drive.
In attendance:
- R Kidd Chair and Chief Executive
- N Monson Deputy Chief Executive
- K Neeson Deputy Chief Executive
- B Monson Deputy Chief Executive
- M McIntyre NICS HR Business Partner
- J Smith NICS HR Business Partner
1. Apologies
There was an apology from L Burns Deputy Chief Executive.
2. Minutes of the last meeting
The minutes from the 16 August meeting were agreed.
3. Action points
There were no action points not covered by the agenda.
4. Corporate health, safety and welfare
SMT agreed the paper on the proposed solution for fire wardens in Ladas Drive. It was referred to TUS to invite their comments and endorsement. Comments have been received and are being considered.
First aid training proposal was referred to TUS and following discussion with HR Business Partner it was agreed to seek quotes for closed courses via existing contract via CAL.
SMT noted that R Magee has confirmed he will deliver Legionella awareness training for staff and dates are set.
SMT discussed a volunteering opportunity to clear the weeds at the front of the building.
It was also noted that G4S should be asked to unlock the rear pedestrian gate to prevent staff having to walk on the road when leaving the complex on foot. We will continue to check this is being done on a regular basis.
DoF are unable to provide services to repaint the car park markings. SMT reviewed the situation and agreed the car park will be kept open and under review. While the markings are not clear they are sufficient.
The messaging system for lone working policy is being progressed to give Heads of Group some guidance to pilot a scheme for a short period.
5. (a) Audit, Risk Management and Finance
SMT noted that the training had been provided at SMT HOGS for the exercise on retention and disposal as part of the file review.
The draft finance letter has now been confirmed as the actual letter of grant from the Department.
5. (b) Emerging risks
One potential issue was discussed but it was hoped this would be resolved in the coming days.
6. Staffing
SMT discussed a number of matters with NICS HR business partners. There has been some progress on filling some specialist posts. PI competition is live, NIP Admin post has been filled and a candidate has been identified for SO in Marketing. Discussions on trainee competition and IMU posts are ongoing.
7. Case and project work
SMT noted the MIT update and the fact that there are plenty of new cases coming onstream. Some capacity exists.
8. Business planning
It was noted that the Workplace Transport Campaign formally launched. This was well received and there was great support from the stakeholder organisations invited to represent their sectors.
9. Performance monitoring
B Monson talked SMT through the new format of the report and explained some of the graphical read outs. SMT noted complaints are up significantly, inspections visits are down on last year but we predict we will meet the target. Over three day reports are up. Serious and fatals are up on same period last year.
10. Board business
A reminder will issue to the board regarding inputs for the workshop planned for 26 September.
11. Any other business
SMT discussed the PI being asked to speak at the next board meeting. K McNamara has agreed to do this.
K Neeson raised the prospect of delivering an electrical safety course relating to EV charging points. Costs are being sought for face to face delivery.
SMT discussed the Staff Survey document and noted that once again HSENI has come out very highly rated by our staff. The paper will now go to the WWSG and then be shared with all staff.
12. Date of next meeting
The date of the next meeting is scheduled for 18 October 2023.
The meeting concluded at 2.10pm.