Agency Management Board minutes 03 February 2009

Mr Davis (Chair)
Mr Boyle
Miss Bill
Dr Sullivan
Mr Magee
Miss Hill (Observer)
Miss Conway (Minutes)

Mr Davis welcomed everyone to the meeting in particular Mrs Hill from the Operations Directorate Support and advised that apologies had been received from Dr Wallace.

 

The minutes of the previous meeting were agreed.

 

Mr Davis referred to the status of action points in AMB 08/09 and noted the items that had been cleared since the previous meeting or were being taken forward through specific Business Areas.  It was agreed following discussion that Action Point 54/08 should be treated as cleared with an update to be provided at March AMB.  Action Points 88/08 was also cleared following discussion.  Action Point 90/08 It was agreed that a presentation would be given at February AMB meeting to demonstrate the current staffing position using the Manpower Modelling Tool.
(Action Point 01/09):Mr Magee

 

Miss Bill presented the Financial Report for 31 December 2008, she advised the Board that the financial data carried a ‘health warning’ and provided an overview of the reasons.  She updated the Board with on the current position of the pressures and easements within all budgets, a general discussion followed and it was agreed that a number of action points be taken forward.
(Action Point 02/09):Miss Bill
(Action Point 03/09):Miss Bill

Overtime Bids
Miss Bill provided the Board with an update on the overtime spend and the overtime bids to be approved, advising that if approved the amount of uncommitted overtime reserve would be £23k.  Dr Sullivan advised that the Operations Directorate had an additional overtime bid, it was agreed that a further paper to the Board was required.  
(Action Point 04/09):Miss Bill

Economic Downturn
Miss Bill provided an update on the impact of the economic downturn.

The Board noted approved the paper Finance Paper.

Mr Magee presented the Manpower paper.  He updated the Board on the staffing position at the end of December 2008, including the current vacancies as detailed within the report.  A general discussion followed on the recruitment of staff and availability supply lines.

The Board noted and approved the paper.

Dr Sullivan presented the paper for results at the end of December 2008, and updated the Board on the current position for claims clearance; advising that the month end target had been missed for Jobseekers Allowance but that he expects target to be met for the year end.  Dr Sullivan also updated the Board on the September 2008 financial accuracy performance as reported last month, he advised that he was continuing to monitor deemed errors and based on current predictions expected 4 of the 6 financial accuracy targets to be met within tolerance.

The Board discussed the general increases in workloads, what was considered ‘acceptable stock’ (particularly within JSA) and how this would impact on the 2009/10 performance.  

Dr Sullivan advised that the Belfast Benefit Delivery Centre had not met monthly clearance times targets for JSA and IB, he highlighted that the targets were impacted by increased claims within JSA and the impact of ESA on IB claims. He also provided the Board with his assessment of the overall performance with the centre.

Dr Sullivan provided the Board with an overview of the impact the increased workloads are having across operations and drew the Boards attention to the information provided in paragraph 9 of the report.  Following discussion it was agreed that Dr Sullivan would investigate the operational reasons for the variances against forecasts and Miss Bill would look at the original assumptions underpinning forecasts.
(Action Point 5/09):Dr Sullivan/Miss Bill

The Board acknowledged the good performance across Operations and approved the paper.

The Board noted performance against the additional key targets and discussed the relevant areas.  Medical Support Services: It was agreed that Dr Sullivan would liaise with Miss Bill on both the impact of the staffing/accommodation proposals on the accounting treatment and budget treatment for the revised support structure and that he would meet with both Miss Bill and Mr Boyle to ensure governance arrangement are in place.
(Action Point 6/09):Dr Sullivan

Miss Bill presented the paper which was discussed and agreed subject to some minor amendments.

Mr Magee advised the Board that sick absence statistics were not available due to the introduction of HR Connect.  He provided the Board with an overview of the paper.  Mr Davis asked that he be provided with briefing for DMB later in the week.
(Action Point 7/09):Mr Magee

The Board noted the paper.

 

Ongoing Assembly business discussed.

 

Updates were provided on Account NI, HR Connect, PTP, ESA and SBR.

 

The Board discussed the continuing increases in Benefit Registers and the potential impact across operations.

 

The date of the next AMB meeting Wednesday 4th March 2009.

The Board noted the above papers.