Minutes of SMT Meeting held on 23 May 2024 at 9.30am 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
- M McIntyre NICSHR Business Partner
- N Kean NICSHR Business Partner
The meeting commenced with an HR discussion with the business partners. Nikki has taken over from Marlene.
1. Apologies
There were no apologies.
2. Minutes of the last meeting
The minutes from the 17 April meeting were agreed.
3. Action points
There were no action points not covered by the agenda.
4. Corporate health, safety and welfare
Reminder sent about the Fire Marshal role.
5. (A) Audit, Risk Management, and Finance (ARMC)
The audit pack is with the auditors and work is underway. Fieldwork will commence on 28 May 2024. SMT noted the work on this led by Mr Ditchfield, Mrs Dempster and Financial Management Unit (FMU).
Internal audit will close out on audits for the 20 June meeting.
W/C 13 May, HSENI received an indicative resource budget for 2024/25 of £7,112, which compared to 2023/24 includes an extra £143,000 as a baseline adjustment. Whilst this is an increase on last year it did not take account of the trainee inspector pay uplift and did not cover the full five percent pay uplift from 2023/24. The net result of this is that we will have to reprofile £49,000 from Admin and £20,000 from Programme to Salaries and bid for £304,000 to cover the above. If this bid is met we would still be in a position where we could not fill any vacancies which would include the proposed new trainees joining within 2024/25. It is estimated we will require between £500,000 and £600,000 to fill all vacancies. Currently FMU in discussions with DfE. R Kidd will discuss this situation with D Malcolm (DM).
Programme allocation is £108,000 short on forecast based on our priorities identified in Published Plan (2024/25).
We have put a hold on all but essential programme spend.
5. (B) Emerging risks
Increasing staff vacancies as a number of people have resigned to take up posts in the private sector.
We may not be in a position to fill our existing vacancies unless additional funding can be secured.
This will impact on operating plan targets going forward.
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 |
|---|---|---|---|
| October 2023 | Board is awaiting a Chair and up to three additional board members | Minister is to consider the selection and appointment of a new Chair Subsequently we anticipate a competition in Autumn 2024 to appoint additional board members | Minister is expected to appoint a new Chair in June 2024 Possible Public Appointments Unit (PAU) competition in Autumn 2024 to fill board vacancies (if funding is available) |
| Many of the current vacancies are considered to have the potential to jeopardise statutory functions or Corporate Plan (CP) targets in the short term Plan to meet NICS HR to discuss some ongoing issues A number of issues around Candidate Information Booklet (CIB) format and types of competitions Competitions are being run in inefficient and more costly ways Vacancy numbers increasing once again. Discussion around staff choosing to move to private sector posts for better pay and conditions Also, some resignations due to retirements Ongoing staffing will dictate the levels of service that we are able to provide in this current year Given the opening draft budget SMT need to consider if they are in a position to fill vacancies beyond those to which we are already committed | 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 Potentially needing legal advice on HR matters and Candidate Information Booklets (CIBs) Identifying suitable contact in HR HR declined to convene a meeting to address our questions Recruitment needs to be more responsive and the system needs to enable the process to start sooner Concerns were discussed with the NICS HR business partners and partnership meeting re staffing and ongoing delays in agreeing CIBs etc SMT will continue to monitor Recruitment needs to be more responsive and the system needs to enable the process to start sooner RK to speak to DM re the anticipated position in monitoring rounds | To remain on the Risk Register as a Business Continuity Risk To remain under review until we see some of the business critical posts filled Continue to monitor progress as staff take up posts NISC HR declined to meet or agree to us getting expert legal advice Pay award is likely to too little too late for some Maintaining knowledge and competence withing 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 SMT has carried out an exercise to examine the number of staff who might consider retirement in the next 3-5 years but we can not estimate the number who will leave due to promotion or obtaining another job outside of HSENI At present the opening position means we do not have budget cover for the staff in post or to pay the trainee salary uplift or to provide cover for the anticipated pay award in 24/25 year |
6.Staffing
Slow progress being made on filling of staff vacancies. This is probably exacerbated by the posts being specialists.
Uncertainty over whether we can fill vacancies due to budget. It was noted that HSENI was committed to filling some of the vacancies.
We will have 14 full time equivalent vacancies which will arise in the current operating year.
7. Case and project work
The Criminal Justice Inspection Northern Ireland (CJINI) inspection has completed and the outcomes have been very positive with only minor recommendations expected when the formal report issues.
The team continue to be busy and are planning for the loss of a staff member in the coming weeks.
8. Business planning
SMT noted that the Operating Plan has gone to the Department and is back with a query relating to budget allocation. At present HSENI is not in a position to respond to this.
9. Performance monitoring
B Monson talked SMT through the report. SMT noted early fatalities. Inspection numbers are down on this period last year. This is not unusual for the time of year but will be raised with Head of Groups (HoGs) at next meeting. Complaints are up significantly. Improvement Notices (INs) are up due to a campaign by Major Hazards and Transport group in connection with PSNI.
10. Service level complaints
- Total received = 3
- Responded at Level One (DCE) = 2
- Still open Level One = 1
- Responded at Level Two (CE) = 0
- Still open at Level Two = 0
- Escalated to NIPSO = 1
- Still open NIPSO = 1
11. Board business
No chair has been announced as yet due to Minister being absent.
12. Any Other Business (AOB)
Ionising Radiation work resourcing discussed. We will not meet the published target this year due to resourcing pressures.
Discussion on the Project Leadership Program training – Nil return from us.
Discussion on requests for part time working or partial retirements and the approval level for these. CEO to issue a note to advise that applications need to be approved at DCE level.
Cyber Security assurance process using the CE or CE+ system was discussed. HSENI will develop a policy document to collate good practice in this area. Training for staff via an online module was purchased by DoF but we were excluded from this. There will be costs associated with this work.
Discussion around funding form DoJ to enable us to resource Explosives work.
CMS uplift – discussion on an inflationary increase to the service contract charges.
New CMS system development was discussed. IT Assist are working on a Microsoft Dynamics based platform for another user and we are watching with interest to see how it progresses.
SMT discussed the arrangements around Temporary Promotions (TPs). TP cover should only be employed for periods in excess of one month. Business needs must be considered and the specific arrangements will depend on the length of time to be covered, the availability and numbers of suitably experienced members of staff to ‘act up’ and budget cover needs to be in place and approval at DCE level to be sought. Alternatives to TP may be used to meet the specific business needs of the organisation where TP arrangements are not appropriate.
K Neeson thanked David for the delivery of CUBE training.
13. Date of next meeting
The date of the next meeting will be held on 18 June 2024 at 9.30am.
The meeting concluded at 12.00pm.