DEPARTMENTAL BOARD (DB) MEETING
ROOM 229, DUNDONALD HOUSE
MONDAY 12 AUGUST 2013 AT 9.30 AM
Attendees:
Apologies:
Mr Noel Lavery
Mr Gerry Lavery
Mr Bert Houston
Dr Andrew Elliott
Dr John Speers
Mrs Tracey Teague
Mr Graeme Wilkinson
Mr David Russell
Mr Frank Caddy
(Chair)
Ms Joanne Morrow
Mrs Dolores Palmer
(Secretariat)
(Secretariat)
Mr David Small
1.
Declaration of Interests
1.1
Mr N Lavery reiterated that his daughter works for PricewaterhouseCoopers
(PwC) and that he would leave the meeting should any potential conflict arise.
Mr Elliott said his wife is in receipt of SFP and has an ESA agreement.
2.
Minutes of last meeting.
2.1
The minutes and action points of the June meeting were agreed.
Publication Scheme: Papers may be published.
3.
General Departmental Update
3.1
Mr N Lavery noted that Cathal O’hOison has been appointed as the new
DARD Assembly Private Secretary.
3.2
Referring the PfG targets, Mr Lavery noted 80% of the associated targets are
green or amber. He said the DB Away Day will take place on Thursday
29 August when the Strategic Plan will be reviewed and DB will have
substantive discussions on the major issues facing the Department over the
next 6 months.
3.3
Mr Lavery outlined the CAP Reform consultation timescales and mentioned
the possibility of a staff discussion workshop. He said if it’s agreed such a
workshop is feasible he will arrange for DB to be informed.
3.4
Mr Lavery went on to mention the Agri-food Strategy Board and the
Interdepartmental Working Group, the forthcoming PAC hearing on AFBI
governance on 23 October 2013 and the resourcing issues in Plant Health.
1
4.
Relocation Update
4.1
Mr G Lavery said a submission on relocation was sent to the Minister on 18
July and a formal response is awaited. He noted senior officials are meeting
the Minister on 20 August.
4.2
Mr G Lavery outlined the 4 relocations within the Department and noted
Rivers Agency will relocate to Loughry, Fisheries Division will relocate to
South Down, Forest Service will relocate to Fermanagh and the rest of DARD
Headquarters will relocate to Ballykelly. He noted Finance Division is working
on business cases for the 3 smaller relocations and that the business case
has now been drafted for the relocation to Ballykelly.
4.3
Mr N Lavery emphasized the need to continue to move forward with the
planning for the relocation of Headquarters to Ballykelly. Mr N Lavery asked
that, following their recent meetings, Grade 3s review their staffing needs in
their business areas and report back to him.
4.4
Mr G Lavery noted the final report from the relocation survey will be placed on
the intranet site this week.
He noted the survey showed potential
opportunities for staff from the wider NICS to transfer into DARD.
4.5
Mr Russell asked how staff are being kept informed. Mr G Lavery said
several written updates have been sent to staff and a further written update is
planned.
4.6
Mr Caddy asked how many staff currently working in the Department would
be willing to relocate to Ballykelly. Mr G Lavery said the vast majority of staff
want to stay in the Greater Belfast area and added that a staffing plan will be
developed to outline the terms and conditions of remaining in Headquarters
so staff can make an informed choice. Mr Caddy said the matter of relocation
remained a great concern to him. All DB agreed the forthcoming transition is
being given priority.
Action Point – Grade 3s to review their staffing needs in their business areas
and report back to Mr N Lavery.
5.
Departmental Annual Report and Accounts
5.1
Mr Wilkinson stated the Departmental Accounts were submitted within the
agreed timescale. He noted the NIAO were content with the quality of the
working papers.
5.2
Mr N Lavery thanked Mr Wilkinson and his team for the very professional
management of the Departmental Annual Report & Accounts.
5.3
Mr N Lavery suggested the management responses to the NIAO’s control
recommendations are discussed at the next Audit Committee meeting in
September.
2
6.
HR Reports – DARD Staffing Position
6.1
Mr G Lavery presented the DARD staffing position paper and DB noted the
Department’s staffing, vacancy and temporary promotion positions. He
outlined the forthcoming changes to the NICS recruitment advertisement
policy which reflects the diminishing role of newspapers.
6.2
Mr Caddy referred to the NIAO Report on overtime costs. In response to a
question posed by Mr N Lavery Mr F Caddy said he would like to see a paper
on overtime costs brought to a future Board meeting.
6.3
Mr Caddy queried the staffing position in relation to the available budget.
Mr G Lavery confirmed the Department can afford the additional staff forecast.
Action Point - Mr G Lavery to prepare a paper on overtime costs for a future
Board meeting.
Publication Scheme: This submission and associated appendices are fully
disclosable.
6a.
HR Reports – Managing Attendance Update
6.4
Mr G Lavery presented this paper and the Board noted the progress being
made towards the Ministerial target for reducing sickness absence and the
actions taken to manage sickness absence cases.
6.5
Mr N Lavery asked if DB colleagues are content that all sick absence related
Management tasks are being carried out on a correct and timely basis.
Mr G Lavery said Annex A of the paper “Actions taken to manage sickness
absence April – June 2013 shown no immediate areas for concern.
6.6
Mr N Lavery requested that Mr Gerry McPeake is asked how the Department
monitors referral to the Occupational Health Service (OHS).
6.7
Mr Caddy asked why the Northern Ireland Statistics and Research Agency
(NISRA) supplies information that should be available from within the
Department.
Mr G Lavery said the information provided by NISRA
standardizes the information for all the NICS Departments.
Action Point – Mr G Lavery to ask Mr Gerry McPeake how the Department
monitors referral to the Occupational Health Service (OHS).
Publication Scheme: This submission and associated appendices are fully
disclosable.
7.
Finance Reports – DARD Finance Report
7.1
Mr Wilkinson presented the June finance report. He drew the Board’s
attention to the substantive bids that were met in June monitoring, however
there remain significant pressures that need to be addressed as part of the
3
October monitoring process. Mr Wilkinson outlined the expenditure to date on
the NIRDP. He noted that a Capital exercise is currently underway and that
an Executive paper on options for taking forward the Budget exercise will be
circulated shortly.
7.2
Mr N Lavery emphasized the need for a realistic view on spend on AXIS 3.
Mr Lavery enquired about progress on the financial plan. Mr Wilkinson said
he hoped to have a first draft of the projections by the end of September. Mr
N Lavery asked Mr Wilkinson to include a section on “The Key Pressures
facing the Department in 2014/15” in his presentation at the DB Away Day on
29th August.
7.3
Mr F Caddy drew the Board’s attention to Annex A of the Finance Report and,
in particular, the table which relates to the Forest Service. Mr N Lavery asked
that Mr Wilkinson reviews the pressures within Forest Service.
7.4
Mr Russell asked how Agencies through whom the Department works can be
better educated in regards to underspend. Mr N Lavery said a lot of work has
been done in this area. He emphasized that DARD must receive early
notification of any potential underspend from business areas.
Action Point - Mr Wilkinson to include a section on “The Key Pressures
facing the Department in 2014/15” in his presentation at the DB Away Day on
29th August.
Action Point - Mr Wilkinson to review the pressures within Forest Service.
Publication Scheme: Papers may not be published under exemption 35 –
Policy Under Development
7b.
Corporate Balanced Scorecard Report
7.5
Mr Wilkinson presented this paper and noted that of the total 53 Scorecard
targets, none are reported as Red at 26 July and only 2 are reported as
Amber. The remainder are either Green (46) or Green / Amber (5). Following
a discussion on the Amber statuses, DB asked that a written update on the
Forestry Funding Scheme is provided at a future DB meeting.
7.6
Mr N Lavery asked that a comment is included against all targets on the
Corporate Balanced Scorecard, including those targets with Green RAG
status as an additional assurance that the RAG status given is correct. He
also asked that the current wording is reviewed by SRO’s to ensure they are
content with the position given. Mr Wilkinson will challenge RAG statuses as
he seen appropriate.
Action Point – A written update on the Forestry Funding Scheme is to be
provided at a future DB meeting
Action Point – Comments to be included against all targets on the Corporate
Balanced Scorecard, including those targets with Green RAG statuses.
4
Publication Scheme: This submission is fully disclosable.
7c.
Corporate Risk Register (CRR)
7.7
Mr Wilkinson presented this paper and asked DB to note the current draft of
the Corporate Risk Register (CRR). Mr N Lavery asked that a summary page
to show changes in the CRR is provided as a cover page to future reports to
DB.
7.8
Following a discussion on plant disease and animal disease, Mr Caddy noted
he has concerns regarding the potential commercial, economic and
reputational risk plant health poses. It was agreed this potential risk will be
monitored closely through the Risk Review Group.
7.9
Mr N Lavery noted the Risk Register contains a lot of information and asked if
it could be reviewed and shortened. Mr Caddy noted that the Register reflects
all information relevant to each risk.
Action Point –To include a summary page to show changes in the CRR in
future reports to DB.
Publication Scheme: Papers may not be published under exemption 35 –
Policy Under Development.
7d.
Quarterly Aged Debt Analysis
7.10
Mr G Wilkinson presented this paper and the Board noted there has been a
small increase in the debt position since the last report in March 2013.
Publication Scheme: This submission is fully disclosable
7e.
Single Tender Actions (STA)
7.11
Mr G Wilkinson presented this paper and the Board noted the summary list of
Single Tender Actions over £5k in the period 1 May – 30 June 2013.
Mr N Lavery asked DB colleagues to ensure that any STAs are robust.
Publication Scheme: This submission is fully disclosable
7f.
PPE Quarterly Update Report
7.12
DB noted the number of Post Project Evaluations that are currently
outstanding and that good progress is being made in this area.
Publication Scheme: This submission is fully disclosable
5
7g.
Departmental Procurement Plan
7.13
Mr Wilkinson presented the Departmental Procurement Plan to DB in line with
the requirements of the Procurement Board Strategic Plan 2012-15. He noted
the Minister is keen the Department continues to explore North South joint
procurement opportunities.
7.14
Mr G Lavery said a new CPD guidance note for social clauses was due to be
issued shortly. Mr N Lavery asked Mr Wilkinson to alert him when this
guidance note is issued and confirmed the guidance will also apply to Non
Departmental Public Bodies (NDPBs).
Action Point - Mr Wilkinson to alert Mr N Lavery when the guidance note for
social clauses is issued.
Publication Scheme: This submission is fully disclosable
8.
NIFAIS
8.1
Mr Houston presented this paper and said the outline business case is with
both Resource Economics Branch (REB) and Finance Division for
consideration. He noted the business case will need to be forwarded to DFP
in September in line with the agreed timetable.
8.2
Mr Caddy asked about resourcing in the NIFAIS team. Mr Houston said the
Senior Responsible Officer (SRO) post is very heavily weighted and, to
alleviate the pressure on the postholder, an SRO will be appointed on a
temporary basis to deal solely with NIFAIS. He said Business Development
Branch (BDB) is currently looking at the grading of the post and a job
specification for the post is being developed. Mr Houston added he hoped
this temporary post will be filled in 4/6 weeks.
8.3
Mr Wilkinson confirmed DFP are aware of the importance of the NIFAIS
project. Mr G Lavery said he will look at the vacant posts for Economists in
the Department. Mr N Lavery referred to the lack of staff resource at
Economist level in REB and asked if DARD have ensured DFP is sufficiently
sighted on this issue.
Action Point - Mr G Lavery to look at the vacant posts for Economists in the
Department.
9.
EU Audit Compliance Update
9.1
Mr Elliott presented this paper. Mr N Lavery noted the Minister had recently
expressed concern regarding ‘on-going expenditure and asked what is the
minimum level of fine the Department can get to in the next 5 years.
Mr G Lavery said the DARD target is 0 and noted the best performance
throughout Europe is less than 2%.
6
9.2
Mr A Elliott said a huge amount of work is being put into IT systems for
example, to seek to integrate the LPIS. He went on to discuss programme
governance and related costings.
9.3
Following a discussion it was agreed to chase up the current position of the
Business Case with DFP. Mr A Elliott said he would speak to Mr G Lavery
and explore whether to seek an Irish or a Scottish view. Mr G Lavery
confirmed he will raise the matter of Disallowance with the Foreign Office.
Action Point – Mr Elliott to chase up the current position of the Business
Case with DFP.
Action Point - Mr A Elliott to talk to Mr G Lavery and explore the Irish and
Scottish options for review.
Action Point - Mr G Lavery confirmed he will raise the matter of Disallowance
with the Foreign Office.
Publication Scheme: This submission is fully disclosable
10.
Plant Health – Ash Dieback Paper
10.1
Mr Beatty joined the meeting to present this paper. He said the objectives
continue to be to contain and eradicate the disease Chalara, to minimize the
risk of the disease becoming established and the take effective and
immediate action. Mr Beatty said there is currently no evidence of spread and
surveillance activities are being maintained.
10.2
Mr F Caddy said a lot has been achieved in this area and asked if DARD
need a specific policy? Mr M Beattie said further consideration needs to be
given to plant health policies and strategies. Mr Caddy asked if this disease
could have been detected earlier. Mr Beatty confirmed this would not have
been possible.
10.3
Mr Russell asked to what extent does the Department need to explain plant
health precautions and plant disease surveillance to the public. Mr M Beattie
said a strong communication process is already in place and his team will
continue to reinforce that message to both the public and industry.
10.4
Mr Caddy asked about the current effect of P. Ramorum. Mr Beatty said he is
awaiting on further advice on this.
10.5
Mr Russell noted this is an area where strong cross border co-operation
would be important. Following a discussion Mr N Lavery said he recognised
the Department need extra resource in this area.
Publication Scheme: This submission is fully disclosable.
11.
Fodder Taskforce Paper
11.1
DB noted this paper and the associated action plan which outlined the actions
that DARD will take following the meetings of the Fodder Taskforce. It was
7
noted the action plan was published on the DARD website in 17 July and the
Taskforce are due to meet again in mid August.
11.2
Mr N Lavery asked if there were any further actions that DARD should be
considering. Following a discussion it was agreed to include the Fodder
Taskforce Action Plan on the agenda of a future TMG meeting.
Action Point – To include the Fodder Taskforce Action Plan on the agenda of
a future TMG meeting.
Publication Scheme: Paper and its attachments are fully disclosable.
12.
DB Restructuring
12.1
Mr N Lavery presented the paper on DB Restructuring and noted the paper
had been produced by Mr Joe Cassells. He noted he has written to
Mr Wilkinson and Mr Rodgers and asked that they review DARD’s processes
for in-year monitoring of NDBPs.
12.2
Mr G Lavery said the Department needs to ensure the forthcoming changes
are introduced in a managed way. He noted he is looking at a change
framework that can be worked within and said he is inclined to review the
Change Management Board as there are so many interdependencies.
DB agreed –







That the six revised main advisory roles (paragraphs 4, 8 and 11) are
adopted;
An additional independent Board member should be recruited
(paragraph 14);
That the Corporate Governance and Audit Committee should be
renamed the “Audit and Risk Assurance Committee” (paragraph 15);
That the Strategy Board should be stood down (paragraph 15);
That the Equality Steering Group and the Departmental Information
Management Committee should continue to function but not as formal
committees of the Board (paragraph 15);
That the Change Management Board will be reviewed (paragraph 15)
and
That the draft Board Operating Framework should replace the current
Terms of Reference.
12.3
Mr N Lavery emphasized the importance that work carried out by the Strategy
Board currently in relation to the Business Plan and the Balanced Scorecard
is maintained and not lost through this new process.
12.4
Mr Caddy and Mr Russell both stated that it would be a positive move for the
Board to work closer on the determination of strategy.
Action Point – DB Secretariat to take forward the agreed recommendations.
8
Publication Scheme: This submission is fully disclosable
13.
Forward Agenda
13.1
The forward Agenda for the September meeting was agreed but with some
minor amendments which Mr N Lavery agreed to discuss with the Board
Secretariat.
Action Point - Mr N Lavery to review the agenda for the September DB
meeting.
Publication Scheme: This submission is fully disclosable
14.
AOB
14.1
Mr N Lavery noted the Minister agreed to the de-agentisation of Rivers
Agency with effect from 1 April 2014. He also noted he will be on leave and
will be unable to attend the September Board meeting.
9