Agency Management Board Minutes 28 February 2008

Mr Davis (Chair)
Mr Boyle
Mr Boyd
Mr Adair
Mr Sinnamon
Dr Dixon
Dr Colin Sullivan
Mrs Heather Galbraith (Minutes)

Mr Davis welcomed everyone to the meeting. He particularly  welcomed Dr Colin Sullivan, who will replace Mr Adair on 3 March 2008 as Director of Operations.

Mr Davis welcomed Kevin Fox to the meeting. Mr Sinnamon provided a brief introduction to the presentation which was then delivered by Mr Fox. A Question and Answer session followed.       

The previous minutes were agreed subject to a minor amendment requested by Mr Boyle.

Mr Davis referred to the Status of action points in AMB 23/08 and noted the items that had been cleared since the previous meeting or which were being taken forward through specific Business Areas.  Mr Sinnamon agreed to provide a Paper to ATOG with regard to Action Point 04/08.

5.1 Financial Report – (AMB 25/08)
Mr Boyd presented the report to the Board and asked them to note the contents. He reported that spend was on target and that there were pressures and  easements in certain areas. He also asked the Board to note that  there was an improvement regarding SSA Debt, in that 6 DRTs were clearing their intake.

Modernisation
Mr Boyd stated that the year to date overspend of £156k and year end outturn pressure of £188k within Finance & Planning Directorate was mainly due to salaries and GAE in the Central Payment System Project and a GAE pressure in the CRU IT Upgrade Project.  

Annual Report and Accounts
Mr Boyd stated that the Accounts were currently ready to be audited. Mr Davis added that the Audit Office would be undertaking a ‘Value For Money’ exercise on debt this year and that Mr Boyd should co-ordinate the exercise in the Agency.  

Overtime
Mr Boyd stated that there was an overtime bid of £81k set aside to meet additional requirements and asked for this to be approved by the Board. This was approved. The Board also noted that DFP had removed £7m EYF on capital. The Paper was approved by the Board.

5.2 Manpower Update – (AMB 21/08)
Mr Sinnamon presented the Manpower paper to the Board and asked the Board to note the current staffing position at the end of January 2008.  He asked the Board to note that AO appointments from the current external competition have been delayed. Regarding AA placements, Mr Sinnamon reported that there had been few intakes since last month and Personnel have written to CPG, requesting that consideration be given to a further competition. Mr Davis asked that concerted efforts continue in order to reduce vacancies. The Board noted the Paper.

5.3 Operational Division Performance Report - (AMB 22/08)
Mr Adair presented the Paper and advised the Board that the performance in achieving targets was good. In particular he also asked the Board to note the improvement in Pension Credit performance and informed the Board that new claims to State Pension Credit had a high level of accuracy. On a general point Mr Davis referred to the need to continue to focus on tackling underpayments in conjunction with the Benefit Uptake efforts.The Board noted the Paper and Mr Davis added that he was pleased to see a well sustained performance, taking account of pressures due to staff shortages in certain areas.

5.4 Progress Against Additional Key Targets - (AMB 24/08)
AMB noted performance against the additional key target. The Board discussed the Training and Development Plan for 2008/09 and Mr Boyle agreed that this work was in hand. Mr Boyle gave a brief update on SBR and stated that DFP had still to approve the business case. He stated that good progress was being made with the business case, but stressed the point that the Agency would only have a new business model following approval by DFP, Ministers, the completion of a full public consultation, and approval by the Executive.

5.5 SSA Benefit Leaflet Review - (AMB 20/08)
Mr Adair presented the Paper and gave a brief background of the work to date. He stated that there was a necessity for leaflets to be Crystal Marked to make them easily understood. Mr Davis asked about the possibility of looking at information being distributed in other ways ie via Website at a later date.The paper was noted and approved.

5.6 Agency Efficiency Review - (AMB 26/08)
Mr Boyd presented the Paper. Following a general discussion it was agreed that a revised Paper would be presented to the Board in April.

Ongoing Assembly business was discussed.

7.2 Office Of The Permanent Secretary Deadlines
Mr Sinnamon raised the subject of deadlines with regard to replying   to requests from OPS. In many cases the deadline given for replying to communications was extremely tight. It was agreed that OPS should be contacted in cases where the deadline was impossible to meet and a further deadline negotiated.

7.3 Assembly Questions
Mr Davis raised the subject of Assembly Questions. He advised the Board that they should note any changes made in the closing Assembly Questions returned from the Private Office.

7.4 PAC Update
Mr Davis provided an update to the Board regarding the Public Accounts Committee. He stressed the need for underpayments to be looked at closely. He also stated that Agency staff had performed well in trying circumstances and that the Agency faced a time of future change.

7.5 Absence Management
Mr Sinnamon stated that the Managing Attendance Guidance has now been updated. He stated that he would be presenting a paper to ATOG regarding incentives for good attendance and he added that the Agency was continuing to benchmark with other organizations.  Mr Sinnamon also stated that he would be presenting a paper to ATOG on OHS services.

7.6 Audit Committee Update
Mr Boyd stated that the Certificate of Assurance had been registered. He stated that there were no major issues with the 9 months accounts and that a formal update would come to the Board at a later date

7.7 Safeguarding Vulnerable Groups
Mr Sinnamon outlined briefly the potential impact of the Safeguarding Vulnerable Groups legislation and stated that this issue was likely to grow in importance for the Agency over the coming months.     

7.8 Retirement of Dr Dixon
Mr Davis thanked Dr Dixon on behalf of the Board for all his work and wished him well in his retirement. Mr Davis also extended his thanks to Mr Adair on behalf of the Board for his contribution during the period he has been covering the Grade 5 post.

The next AMB meeting would take place on 31 March in the 5^th Floor Boardroom at 2 pm.