Minutes of SMT Meeting held on 26 February 2024 at 1.30pm on MS Teams.
In attendance:
- R Kidd Chair and Chief Executive
- N Monson Deputy Chief Executive
- B Monson Deputy Chief Executive
- L Burns Deputy Chief Executive
- K Neeson Deputy Chief Executive
1. Apologies
There were no apologies.
2. Minutes of the last meeting
The minutes from the 15 January meeting were agreed.
3. Action points
There were no action points not covered by the agenda.
4. Corporate Health, Safety and Welfare
SMT noted that the Fire wardens policy is moving to implementation next Monday 4 March.
In-Out boards are now delivered and locations will be considered on the ground floor to make them accessible.
42 staff took up places on the First Aid at Work training. A number of others will already have valid certificates. It was noted this was a positive uptake.
Face Fit testing is complete bar two staff on maternity leave.
SMT noted the Whatsapp Live Location service was mentioned at the recent SMT HoGs meeting.
5. (A) Audit, Risk Management, and Finance
A meeting has been arranged with Ross Boyd, the external auditor to discuss the timetable.
It was noted that all internal audit exercises are on track for completion by the deadline.
SMT noted that programme spend monitoring will continue as we move to the final weeks of the reporting year. Heads of Group will be asked to update financial projections as soon as they know of changes.
(B) Emerging Risks
It was noted that Departmental board raised a concern over our response to an IT Cyber Security questionnaire. We will engage with them to discuss their concerns but we believe we have fulfilled all requests made of us. Additionally, we receive the same service from IT Assist as all core departments so we would not expect to be out of step with them.
A planned progression exercise is currently under consideration by TUS. Once agreed, our intention would be move this ahead swiftly to seek the views of staff.
Table of emerging risks
Date of SMT meeting where Emerging Risk was first discussedNature of Emerging riskAction requiredCurrent status of Emerging Risk
Date of SMT meeting where Emerging Risk was first discussed | Nature of Emerging risk | Action required | Current Status of Emerging Risk |
Board loss of staff | Existing board require reappointment for second term before the next meeting | Minister will be invited by the Department to reappoint the existing board members for their second term | A competition to appoint a new chair is underway. There are also two board member vacancies that would require to be filled. |
18 April 2023 – Reviewed 16 August reviewed 13 September 19 October – reviewed
15 November – reviewed | Many of the current vacancies are considered to have the potential to jeopardise statutory functions or CP targets in the short term. | Regular liaison with NICS HR to highlight the importance of filling critical vacancies – a number of meetings took place with NICS HR and following these we have seen some slow progress towards launching competitions. Some progress on a number of posts. | To remain on the Q2 risk register as a Business Continuity Risk with the likelihood of three and an impact of three. To remain under review until we see some of the business critical posts filled. Some staff in post and some confirmed start dates in October and first half of November. Risk reduced irt Business Disruption on Corporate Risk Register to a likelihood of two and an impact of two in October 2023. Continue to monitor progress as staff take up posts |
13 December –reviewed 15 January – Reviewed
26 February - Reviewed | Plan to meet NICSHR to discuss some ongoing issues A number of issues around CIB format and types of competitions. Competitions are being run in inefficient and more costly ways. | Identifying suitable contact in HR. Potentially needing legal advice on HR matters and CIBs HR Declined to convene a meeting to address our questions |
Ongoing |
6. Staffing
SMT discussed a number of staffing matters including the next trainee inspector recruitment. Discussions on the CIB remain live. Nikki Monson (NM) has been liaising with Northern Ireland Civil Service Human Resource (NICSHR) in an effort to address a number of concerns but as yet with no satisfactory resolution.
The staff handovers of the Public sector team and Major Incident Team (MIT) were discussed. The vacancies created by the moves and resignation were also discussed as these will need factored into the trainee recruitment.
SMT will plan a session to look at the staffing and resourcing needs of the organisation when we have the output of the staff progression exercise.
7. Case and Project Work
SMT noted the MIT update. It was also noted that we have an upcoming visit by Criminal Justice Inspection (CJI) and this will be taken forward by Justine McIntyre who will liaise with SMT afterwards if necessary.
8. Business Planning
SMT noted that the Operating Plan is almost complete.
Bryan Monson (BM) advised that the new Farm Safety (FS) Action Plan work is ongoing.
There was a discussion on the offer from NI water / Department for Infrastructure (DfI) around the audit of dangerous goods movements.
Issues around the Windsor Framework are being dealt with.
9. Performance Management
BM talked SMT through the report. SMT noted fatals are up significantly on this time last year, interactions are up significantly over 15500 from 14000 last year site visits are down slightly and as a result we may fall slightly short of the end of year target.
Workplace Transport Safety (WTS)
The WTS Campaign activity has proven to be more complex and time consuming than we envisaged but this reinforced the value of the campaign across all of the groups.
10. Board Business
A competition to appoint a Chair to the HSENI board is underway through the public appointments’ unit in Department for Economy (DfE). It is anticipated that the Minister will make the appointment by the start of April 2024.
11. Any Other Business (AOB)
BM highlighted a meeting with Health and Safety Authority (HSA) colleagues coming up in Limerick in early March.
12. Next Meeting
The date of the next meeting will be 20 March 2024.
The meeting concluded at 3.15pm.