Minutes of the VSS Board Meeting No. 25
Tuesday, 19 January 2016, 9.30 am
Seatem House, Belfast
Board Members Present:
Oliver Wilkinson (OW)
Board Member (Chair)
Richard Solomon (RS)
Board Member
Patricia Haren (PH)
Board Member
Bertha McDougall (BMcD) Board Member
Beverley Clarke (BC)
Board Member
Stephen McIlveen (SMcI) Board member
Séamus Magee (SM)
Board Member
VSS Officers in Attendance:
Brendan Smith (BS)
Head of Service Delivery
Caroline Armstrong (CA) Finance and Governance Manager (Secretary)
Sara Templer (ST)
Communications Officer (Minutes)
Apologies:
Margaret Bateson (MB)
Accounting Officer and Interim CEO
A
Apologies
A1
Apologies were noted from MB, who was on annual leave.
B
Minutes of Previous Meetings
B1
15 December 2015: The minutes of the previous meeting were agreed.
C
Action Points
Arising from 17 November 2015
C1
It was noted that AP2 would be addressed at point K below.
C2
AP3 (Head of Service Delivery and Independent Assessment Panel sub group to
develop the detail of Option 2 – VSS Board Assessment, in particular the resource
implications and procedures including appeals mechanisms): BS proposed the sub
1
group should meet within the coming two weeks, and it was agreed that dates would
be circulated via email.
Arising from 15 December 2015
C3
It was noted that an update regarding AP1 (VSS to arrange a meeting with the
Commissioner for Victims and Survivors to discuss governance requirements
affecting the delivery of the INP) is provided in the Accounting Officer Report.
C4
It was noted that AP2 (VSS to write to OFMDFM for approval to allocate additional
funds to organisation under VSP) was complete, and further details would be
provided at J below.
C5
Regarding the actions to be undertaken from January 2016 as a result of the VSS
Board review of the MSFM in December 2015:

Point 3.5.4: Board Appraisals: The Chair confirmed the appraisals of relevant
members for 14/15 had been completed and submitted. The appraisals of all
current members for 15/16 should now be completed by 31/03/16. The Finance
and Governance Manager advised that she would forward the pro-forma to the
Chair.

Point 3.5.5: Job Descriptions and Code of Practice: The Head of Service
Delivery noted that he would liaise directly with the Chair to take this forward.

Point 3.5.5: Register of Interests to be published on VSS website: It was noted
that this will be completed by the end of January.

Point 3.6.3: As part of this discussion, the Board asked whether VSS has been
“designated” by OFMDFM in terms of its Equality Scheme.
C6
The following progress was noted in relation to the following additional outstanding
actions:

VSS CEO Job Description and Recruitment: The Board met with the VSS HR
Officer following the Board meeting to progress this action.

VSS Organisation Structure: VSS held a staff planning day on 7 January 2016
and a further day is planned for 11 February 2016. These days are informing
the development of the VSS Corporate Plan 2016-19 and the VSS Business
Plan for 2016-17, and the associated updated organisation structure.
D
Conflict of Interest
D1
The Board reviewed the Supplier List.
D2
No conflicts of interest were declared.
2
E
Chairperson’s Report
E1
The Chair presented his update report, noting the activities undertaken. Additional
developments since the report was drafted were noted as follows:
F
1
16 January 2016 – The Chair attended a residential coordinated by the
Ashton Centre, in relation to the Transitional Justice Grassroots Toolkit
and Trainers’ Manual resource developed by Ashton in conjunction with the
Transitional Justice Institute, University of Ulster. This was funded under the
Victims Support Programme.
2
13 January 2016 – The Chair attended a session of the Knowledge Exchange
Seminar Series at Stormont in relation to Dealing with the Past:
Commemoration and Victims, and recommended the series to the other Board
Members.
Interim CEO and Accounting Officer Update
The Head of Service Delivery presented the Interim CEO and Accounting Officer
Update Report and highlighted the following points:
1 Budget Update: Commitment of the budget remains a priority, with VSS undercommitted by £728k at December. An action plan is in place, with the SMT
meeting regularly to monitor progress on the following major actions, which will
ensure maximum commitment by January month end:
- The Disability Aids Pilot Scheme is now open. The Board discussed the merits
of this Pilot Scheme, emphasising the importance of ensuring that VSS is not
duplicating a service that the Housing Executive should be providing to people
anyway. The Board agreed on the importance of a robust evaluation of the
whole exercise, to highlight the added value of VSS support, but clear
identification of boundaries to be observed in service delivery.
- The Board were content with the actions being taken, as highlighted in the
report.
2
AP1
Board: The Board noted the Staff Planning Day that took place on 7 January
2016, which circulated the updated Vision, Mission and Objectives to all staff
and began the process of business and corporate planning for 2016/17. It was
noted that the next Staff Planning Day is scheduled for 11 February 2016, and
that the Draft VSS Corporate and Business Plan for the coming year will be
circulated to the Board as soon as it is ready.
Head of Service Delivery to circulate draft Corporate and Business Plan to
Board as soon as it is available.
3
3
Audit: It was noted that the 10% spot check of Financial Assistance
applications by Self Declaration is now underway.
It was also noted that, following the NIAO audit and concerns regarding the
Individual Needs Programme, the VSS Internal Audit supplier had requested
additional days to conduct more extensive fieldwork in this area. The Board
noted that the priority is to meet with NIAO and OFMDFM about their concerns
to clarify how VSS can address these. Until this is clarified, VSS cannot agree
to additional Internal Audit fieldwork. Once an agreed way forward is in place,
however, consideration may be given to allocating additional days specifically to
give assurance around the effective delivery of any additional NIAO
requirements.
4
Progress Against Business Plan: The Board noted that Progress Against the
current Business Plan is on track.
5
Risk Register: The Board noted that one new risk was added to the register in
December, regarding controls in the delivery of the Individual Needs
Programme and the need to clarify how VSS can manage the conflict between
NIAO requirements and the victim centred approach required of VSS more
generally.
6
Monitoring & Evaluation: It was noted that intensive engagement with the
VSP funded groups is ongoing, in relation to collating qualitative information
about the delivery of their Social Support activities. Work to establish MYMOP
and CORENET for the monitoring and evaluation of Health and Wellbeing
services is ongoing.
7
Eligibility: It was noted that VSS has engaged directly with the PSNI to
develop a protocol for communicating in relation to individual clients, in
particular with regard to ascertaining eligibility for VSS services where the
‘incident date’ is post-1998. A clear channel for communication has been
established. It was noted that PSNI will not comment on any cases where there
is an active investigation ongoing. The Board noted the complexity and
sensitivity of this issue and the importance of ensuring that the Department,
CVS and VSS are all on same page in this discussion. It was noted that a
meeting has been proposed by the CVS in this regard, and VSS will
communicate with the CVS to establish a suitable date in February.
8
Co-Design & Stakeholder Engagement: Ongoing per section G below.
9
VSPWG: It was noted that the regional roll-out of these meetings is progressing
well, with VSS in the role of Chair.
4
10
G
Resource pressure: It was noted that the VSS Psychologist resigned in
January 2016. A contingency is in place to meet the resulting resource
pressure, in terms of the seconded Health & Wellbeing G7 staff member due to
start on 1 February 2016. This new staff member will review the Client Services
function and define the requirements of HWB team.
Co-Design Update including PEACE IV
The Head of Service Delivery presented the update on Co-Design and PEACE IV,
noting in particular that since the update was prepared, a Co-Design Meeting had
taken place on Thursday 14 January 2016. At that meeting, the draft evaluation
report on the Personalised Budget approach was reviewed. This report is not yet
complete; as yet, it does not provide a clear outline of the resources needed for
rolling out the model on a longer-term basis. VSS has emphasised the importance of
this information for moving forward. It was noted that, in the meantime, VSS
continues to prepare for the delivery of INP 16/17 on the basis of the INP 15/16
approach.
The Board noted the remainder of the update.
H
Other Key Issues
H1
Audit and Risk Committee (ARC)
It was noted that there is no ARC meeting this month. The dates for the meetings
scheduled in 2016 were noted.
H2
Corporate and Business Planning
Covered at point F above.
I
Standing Agenda Items
The Board asked the Finance and Governance Manager to provide an update on the
standing agenda items. Referring to the relevant reports, the Finance and
Governance Manager updated the Board in relation to each standing agenda item,
highlighting the following points:
I1 – Compliance Update
The Finance and Governance Manager provided an update in relation to the
Suspected Fraud, Irregularities, Debtors and Whistleblowing Registers.
VSS/FR/18: The Board considered the paper tabled by the Finance and Governance
Manager. The Board approved an amended option 3.
The Board noted the actions being taken with regard to remaining cases identified on
each of these registers.
5
I2 – VSS Policies and Procedures Update
The Finance and Governance Manager drew the Board’s attention to the following
procedures, which had been updated as a matter of routine since the last Board
meeting:
Code of Conduct Policy
Complaints Policy and Procedures
The Board approved these policies.
I3 – Complaints and Appeals
It was noted that there were no new complaints or appeals tabled for the Board’s
attention.
I4 – Challenging and Unacceptable Customer Behaviour Register
It was noted that no new cases were listed on the Challenging and Unacceptable
Customer Behaviour Register in December 2015. There are currently no open
entries on the register.
I5 – Board Training Requirements
The Finance and Governance Manager provided an update, noting that final training
had now been scheduled, and that audit recommendations in this regard have now,
therefore, been completed.
I6 – Board Self-Assessment
The Board reviewed the Status Update on Actions arising from the Board Self
Assessment and agreed on the following action:
AP2
Finance & Governance Manager to schedule the 16/17 Board Self
Assessment for the February Board Meeting, to be facilitated by the VSS
Internal Audit supplier.
I7 – Board Attendance
It was noted by the Board that the Interim CEO has formally written to OFMDFM for
permission to increase allocation for 15/16 and for 16/17.
J
Any Other Business
J1
Funding
The Head of Service Delivery provided the Board with a summary overview in
relation to the case of the organisation that has approached VSS requesting
additional funding. It was noted that:
-
The case was unique in terms of the strategic importance of the service
provided by the organisation, and the historical reasons as to why it had not
6
-
-
received sufficient funding under VSP to maintain its current level of service
provision to the end of the current funded period.
The VSS had sought OFMDFM approval to allocate an additional £29.7K for
15/16. This had been given in terms of budget approval, but the Department
advised VSS to seek legal advice on the matter.
The VSS had sought legal advice, and on that basis had reviewed the case in
line with the VSS’s obligations under the current MSFM.
In light of all of the information presented, the Board approved the allocation of the
additional £29.7k for 15/16. It was noted that the allocation of any additional funding
to the organisation in 16/17 would depend on further advice from OFMDFM.
.
J2
AP3
J2
AP4
K
VSP Appeals
It was also noted that up to now, in cases where an applicant to the Victims Support
Programme has been successful in the initial application, but concerns have
emerged in relation to governance over the course of the funded period, VSS has
handled appeals in line with the VSS Complaints Policy and Procedures. It was
agreed that VSS should consider developing a separate Appeals procedure for
handling such cases.
Head of Service Delivery to include development of an Appeals Process
specifically for Victims Support Programme-funded organisations, where
a decision is taken by VSS in the funded period to suspend or cease
funding, as part of Independent Assessment Panel sub group
discussions.
Sub-Group on Policy and Resources
The Board discussed membership and scheduling of the new sub-group on Policy
and Resources.
Head of Service Delivery to set up Board sub-group on Policy and
Resources (to include SMcI and PH) to be scheduled for the same day as
ARC meetings going forward. Head of Service Delivery to include a draft
TOR for this sub group in the February Board papers.
Date of Next Meetings
The dates of upcoming meetings were agreed as follows:
Tuesday, 16 February 2016 at 9.30am
Tuesday, 15 March 2016 at 9.30am
Tuesday, 26 April 2016 at 9.30am
Tuesday, 17 May 2016 at 9.30am
Tuesday, 14 June 2016 at 9.30am
Tuesday, 16 August 2016 at 9.30am
Tuesday, 13 September 2016 at 9.30am
7
-
Tuesday, 25 October 2016 at 9.30am
Tuesday, 15 November 2016 at 2pm
Tuesday, 13 December 2016 at 9.30am
8