Agency Management Board Minutes 3 June 2008

Present:

Mr Davis (Chair)
Mr Boyle
Mr Boyd
Dr Sullivan
Mr Sinnamon
Dr Wallace
Miss Conway (Minutes)

Mr Davis welcomed everyone to the meeting.

The minutes of the previous meeting were agreed.

Mr Davis referred to the status of action points in AMB 66/08 and noted the items that had been cleared since the previous meeting or were being taken forward through specific Business Areas.  It was agreed that Action Point 78/07 be noted as cleared and the in future be reported on in the Additional Key Targets paper.  Action Point 38/08 was discussed and it was agreed that the allocation of the budget for training be investigated and the Board advised accordingly.
(Action Point 40/08):Mr Sinnamon

4.1 Financial Report - (AMB69/08)
Mr Boyd presented the Financial Report and advised that the information related to spend for April, allocated budgets will be profiled in the coming week and the May report will reflect spend against allocated budgets.  There followed a general discussion and the Board agreed it was essential that profiling and monitoring of budgets was carried out accurately and identification of underspends should be surrendered as early as possible.

Annual Report and Accounts
Mr Boyd advised that a draft certificate from the Audit Office has been received, and advised that discussions were ongoing to resolve outstanding issues.

Efficiency Plan
Mr Boyd advised that the Department is still waiting on guidance from DFP to enable the Agency’s Efficiency Plan to be finalized.

The Board noted and approved the paper.

4.2 Manpower Update – (AMB 68/08)
Mr Sinnamon presented the Manpower paper.  He updated the Board on the staffing position at the end of April and provided an update on the information provided at Appendix 2.  Following discussion it was agreed that Mr Sinnamon would raise the timescale of the anticipated Grade 7 and EO1 promotion competitions with CPG. He also agreed to provide details to ATOG on the current SO graduates, placed with the Agency.
(Action Point 41/08):Mr Sinnamon(Action Point 42/08):Mr Sinnamon

The paper was noted and approved by the Board.

4.3 Operational Division Performance Report – (AMB 67/08)
Dr Sullivan presented the paper explaining that the report reflected the results for April and continued to reflect a good performance across all benefits.  He highlighted in particular the indicative case accuracy results for State Pension Credit (SPC) which had improved from 81% in March 2008 to 92.6% in May 2008, and indicated he would soon finalise the new Accuracy Improvement Plan (AP3).  He also explained that the slight downturn in clearance times for Income Support (IS) and SPC were due to the exclusion of Health Cost Claims from the calculation.  These remained within the target and would continue to be monitored.  Mr Davis stressed the need to continually keep focused particularly on Financial Accuracy but agreed that performance remained good.

Belfast Benefit Delivery Centre (BBDC)
Dr Sullivan advised that the Belfast Benefit Delivery Centre had met all targets.

The Board noted and approved the paper.

4.4 Progress Against Additional Key Targets – (AMB 49/08)
The Board noted performance against the additional key targets.  It was agreed that Mr Sinnamon would bring a paper to ATOG on the HR Strategy and that a paper would also be brought to ATOG by Dr Sullivan on Social Fund.  Dr Sullivan also agreed to follow up on the Jobs and Benefit rollout regarding the time frame for Corporation Street.
(Action Point 43/08):Mr Sinnamon
(Action Point 44/08):Dr Sullivan
(Action Point 45/08):Dr Sullivan

4.5 Report from Grade 7’s on Absence Management - (AMB 52/08)
Mr Sinnamon provided the Board with the background to the paper and explained the new reporting template for completion by Grade 7’s.  He highlighted the information contained in the report and that the assurance provided by Grade 7’s indicated that procedures are being followed in most cases.  A general discussion followed and it was agreed that Mr Sinnamon would write to all Grade 7s setting out what was required by them by way of Auditing and that in future Grade 7’s maybe called to the Board to explain the absence rates within their command.  It was also agreed that the reporting template be amended to capture additional information on long term absences.  Directors agreed to take forward the findings from the report within their own areas.  
(Action Point 46/08):Mr Sinnamon

4.6 Expiry of current Disability & Carers System (DACS) Contract 20 - (AMB 62/08)
Mr Boyle provided the background and purpose of the paper.  He explained in detail the contents of the paper and asked the Board to consider the recommendations.  A general discussion followed, in which a number of issues were raised. These were addressed by Mr Boyle.

The Board endorsed the recommendations.

4.7 SSA Corporate Risk Register 2008-2009 – (AMB 71/08)  
Mr Boyd presented the 2008-2009 Risk Register and gave an overview of the changes from the 2007/2008 register.  He asked the Board to approve the 2008-2009 Risk Register and also explained that he was seeking approval to have a Risk Register health check carried out advising that this would ensure compliance with current governance arrangements.  

The Board approved the paper.

Ongoing Assembly business discussed.

6.1 Agenda for Boards visit to DSFA
The Board discussed the proposed agenda for their visit to DSFA, it was agreed that clarification of the timescale of presentations and discussions be sought and that coordination of the Agency’s input would be through the CEO.
(Action Point 47/08):CEO

6.2 Forward Look
Mr Davis raised concerns in relation to information being provided to the Board on upcoming issues. Following discussion it was agreed that a monthly paper would be submitted to the Board to provide a Forward Look on all significant issues.  Information for the paper will be coordinated thought the CEO.  
(Action Point 48/08): CEO

6.3 Dr Wallace raised some issues regarding the current volume of work for sessionial doctors and noted that it was anticipated that work loads would increase following the introduction of ESA. He advised the Board that he would be continuing to monitor the situation and would keep the Board informed.

The next AMB meeting would take place on 30 June 2008 in the 5^th Floor Boardroom at 13.30pm.

Update on Efficiency Strategy (AMB 70/08) Mr Boyd
Update on PAC – 26^th Report(AMB 45/08) Dr Sullivan
The Board noted the above papers.