Minutes of SMT Meeting held on 20 March 2024 at 11.00am in the Robens Room at Ladas Drive.
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
SMT were joined by NICS HR business partners for our quarterly catch up on HR matters.
1. Apologies
There were no apologies.
2. Minutes of the last meeting
The minutes from the 26 February 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 now active
- In-Out boards are now delivered and locations agreed on the ground floor to make them accessible
- SMT noted some concerns had been raised by staff over the Whatsapp Live Location service - this will be discussed at the next SMT Heads of Groups (HoGs) meeting to clarify any issues of concern
- issue over some Personal Protective Equipment (PPE) not being available off the current contract in sizes suitable for female staff members - this will be raised at SMT HoGs meeting to discuss the options
5. (A) Audit, Risk Management, and Finance
- questions had been raised over the Terms of Reference (ToR) for the fourth audit exercise of the year - these have been resolved and three audits are now complete and the fourth will complete on time by 11 April
- the agreed position is that we are aiming for early closing with sign off of annual reports and accounts before summer recess
- we do not anticipate any issues with an underspend at this time
5. (B) Emerging Risks
- B Monson updated SMT on the engagement with the Department over the IT Cyber Security
- Trade Union Side (TUS) side has agreed the proposed planned progression exercise to enable SMT to gather some indicative information on the likely staffing implications for the organisation in the coming three to five years
- discussion on vacancies on inspectorate side of the business -vacancies not at a level where significant risk of not being able to meet Corporate and Operating plan targets – risk to be added to Corporate Risk Register
Table of emerging risks
| Date of SMT meeting where Emerging Risk was first discussed | Nature of Emerging Risk | Action required | Current status of Emerging Risk |
|---|---|---|---|
| 15 November | 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 Appointment of new Chair required | A competition to appoint a new Chair is underway There are also 2-3 board member vacancies that would require to be filled Minister will be invited to renew board members for a second 3 year term |
| 18 April 2023 - reviewed 16 August 2023 - reviewed 13 September 2023 - reviewed 19 October 2023 - reviewed 15 November 2023 - reviewed 26 February 2024 - reviewed 20 March 2024 - reviewed | Many of the current vacancies are considered to have the potential to jeopardise statutory functions or Corporate Plan targets in the short term Competitions are being run in inefficient and costly ways Vacancy numbers increasing once again. Discussion around staff choosing to move to private sector for better pay and conditions | Regular liaison with NICR HR to highlight the importance of filling critical vacancies - a number of meetings took place with NICS HR and following thesenwe have seen some slow progress towards launching competitions Some progress on a number of posts HR declined to convene a meeting to address our questions Pay offer is with NIPSA for consideration but it is likely to be too little too late for some Concerns were discussed with the NICS HR business partners re staffing and ongoing delays in agreeing Candidate Information Booklets (CIBs) etc | To remain on the Q2 risk register as a Business Continuity Risk with the likelihood of 3 and an impact of 3 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 2 and an impact of 2 in October 2023 Continue to monitor progress as staff take up posts Ongoing Maintaining knowledge and competence within the organisation will be a challenge if turnover increases to the extent where we lose a great deal of experience in a short period without the opportunity to have proper handovers and training for new staff. To be included on the Corporate Risk Register |
6. Staffing
- some issues remain unresolved with CIBs and CEO may need to write to head of NICS HR in an effort to get these matters on the table
- SMT planned a session to look at the staffing and resourcing needs of the organisation when we have the output of the staff progression exercise - unfortunately, due to Easter and leave this may not take place until the next meeting
7. Case and project work
SMT noted the MIT update which was circulated. The team continue to be extremely busy and running at close to capacity.
8. Business planning
SMT noted that the Operating Plan is almost finalised.
B Monson advised that the new Farm Safety Action Plan work is ongoing and that he has been engaging with the Department for Agriculture, Environment and Rural Affairs (DAERA) as this is a cross cutting matter.
9. Performance monitoring
B Monson talked SMT through the report. SMT noted fatals are up significantly on this time last year, interactions are up significantly and we will exceed the target. Site visits are down slightly and as a result we may fall slightly short of the end of year target. Complaints are up 20% on previous year and almost 60% upheld fully or partially. It was noted that complaints come from members of the public and also employees.
Workplace transport safety
The Workplace Transport Safety (WTS) Campaign feedback has been overwhelmingly positive and endorses the need for such a campaign to have been delivered. This will give crucial baseline data across all sectors for further checks in due course.
10. Service level complaints
Service level complaints
- Total received = 10
- Responded at Level One (DCE) = 10
- Still open Level One = 0
- Responded at Level Two (CE) = 1
- Still open at Level Two = 0
- Escalated to NIPSO = 2
- Still open NIPSO = 2
11. Board business
No update at this time.
12. Any Other Business (AOB)
B Monson gave SMT an update on some considerations around the replacement of CMS going forward.
13. Date of next meeting
The date of the next meeting will be 17 April 2024.
The meeting concluded at 1.30pm.