SIA Board paper Minutes of the Board Meeting held on 27 March 2014 The Board Elizabeth France, Chair (EF) Robin Dahlberg, Vice Chair (RD) Eddie Weiss, Non-Executive (EW) Sir Desmond Rea, Non-Executive (DR) Linda Sharpe, Non-Executive (LS) Geoff Zeidler, Non-Executive (GF) Sir Ian Johnston, Non-Executive (IJ) Bill Butler, Chief Executive (WAB) Dave Humphries, Director of Partnerships and Interventions (DH) Dianne Tranmer, Director of Corporate Services (DT) Steve McCormick, Director of Operations (SMc) In attendance Kim Marshall, Acting Deputy Director Finance (KM) Cassie Howe, Head of Corporate Support (CH) – minutes Tony Holyland, Development Manager (TH) - physical intervention agenda item only Bill Fox, CEO of Maybo (BF) – physical intervention agenda item only Apologies Bill Matthews, Non-Executive (BM) Minutes Topic Welcome and apologies 1. Apologies were received from Bill Matthews. 2. The Board recorded its formal thanks to Robin Dahlberg and Linda Sharpe for their contribution to the SIA Board. 3. The quorum requirements were met. Declaration of interest 4. Geoff Zeidler recorded his position as BSIA Chair. Action SIA Board paper Topic Action Approval of minutes and matters arising MB/13-14/03/1 5. The minutes of the January meeting were agreed and the proposed redactions discussed. 6. Matters arising were noted. 7. The discount issue was discussed and the Chief Executive reported that the issue was not yet resolved. 8. The Chief Executive and Director of Operations would now review the data before the next meeting. If the issue could not be identified then it was agreed that the internal auditors consider the matter; a clear scope and terms of reference would need to be provided for this work. WAB/ SMc Matters for report Topic Action Chairman’s report MB/13-14/03/2 9. The Chair thanked staff for the recent Staff Briefing Day and reported that it was a constructive and positive event. 10. It was noted that the March Strategic Consultation Group had been cancelled as it was held in February instead; there was nothing new to report. 11. The Chair provided an update on her meetings with John O’Brien. Chief Executive’s Report MB/13-14/03/3 12. The Chief Executive presented the report and provided an update on the supplier contract work. 13. The Authority congratulated those involved in achieving the Customer Service Excellence Award again. 14. Recent successful prosecutions were noted. Page 2 SIA Board paper Topic Action 15. The Chief Executive reported positive progress in reducing the volume of individual licence applications submitted on paper forms to support our move to digital channels 16. The Board discussed the good feedback from the first of the Spring 2014 ACS Forums and noted the assurance that will be provided to the industry regarding ACS. 17. Sir Desmond Rea provided an update on the meeting to discuss interoperability with the Private Security Authority and Department of Justice Northern Ireland. 18. The Board discussed enforcement powers, i.e. directions and conditions, and whether they have been used with the ACS group. It was agreed that this would be looked at further at the earliest opportunity. SMc /DH Performance Report MB/12-13/03/3 19. The Acting Deputy Director Finance presented the report and asked the Board to note the RAG status of the KPIs and the risk updates. 20. The Authority requested that the direction of travel for the RAG statuses be included in the report going forward. 21. Data on the number of incorrect applications and the trend information should also be provided in future. KM KM Financial Report MB/13-14/03/4 22. The Acting Deputy Director Finance presented the financial information on the month of February, the year to date and the Q3 forecast. 23. The Chair of the Audit and Risk Committee provided a brief update on the internal audit report and the laying of accounts. Page 3 SIA Board paper Matters for Noting Topic Action Minutes of the Audit Committee MB/13-14/03/5 24. The minutes of the Audit Committee held on 27 February 2014 were noted. Minutes of the Remuneration Committee MB/13-14/03/6 25. The minutes of the Remuneration Committee held on 30 January 2014 were noted. 26. Linda Sharpe, as Chair of the Remuneration Committee, reported that the new HR team had turned performance around and alerted the Authority to the need to monitor the stability of the team. Corporate and Business Plan MB/13-14/03/7 27. The Director of Corporate Services presented the report and asked the Authority to note the steps that will be taken to improve the planning cycle next year; this included a greater emphasis on stakeholder engagement and on establishing a better planning cycle. 28. There was discussion of the proposals made and a range of comments were offered by the Authority. Reference was made to the importance of maintaining positive morale during a period of change, recognising that that staff engagement and attitude to the uncertainty would vary. 29. It was agreed that the Chief Executive and Chair’s foreword would be circulated offline by the end of April. Page 4 WAB /EF SIA Board paper Matters for Discussion and/or Decision Topic Action Publication of January Board papers MB/13-14/03/8 30. The Authority agreed the proposed papers for publication. Budget MB/13-14/03/9 31. The Acting Deputy Director Finance presented the report and explained the assumptions that had been made regarding private investigations and business licensing. 32. The need for a staff member resource with analytical skills had been recognised and recruitment was taking place. 33. It was suggested that the inclusion of an estimated bracket and range of expectations would be helpful. 34. The Authority agreed to raise any additional points on the report with the Acting Deputy Director Finance by the end of the week. It was agreed that the report should be recirculated if this resulted in any substantive changes. Future Governance 35. The Chair outlined her intention to use the opportunity of new membership to the Authority to revisit the structure of the meetings of the board and its committees and to sharpen the focus between Executive and Non- executive responsibilities. 36. There was discussion of the possible ways forward and the objectives to be met by any changes. 37. The Chair agreed to provide a paper setting out proposals for change to the April Board. Review of measures we can take to further prevent deaths and injuries in the night time economy MB/13-14/03/12 Page 5 NEDs SIA Board paper Topic Action 38. The report was discussed and welcomed. 39. Bill Fox attended for this item and advised the Board of the risks to customers and door supervisors in the night time economy, which are often under-reported. 40. The Board was provided with a short demonstration of low-level touches, used to diffuse situations, and restrictive skills. 41. Bill Fox acknowledged the good work of the SIA so far; it had been well received and powers were seen to be appropriate. 42. The Authority confirmed its support for the Executive proposal for development of a violence reduction strategy which should now be progressed and funding agreed by the Chief Executive. It was agreed that Sir Ian Johnston and Geoff Zeidler would provide NonExecutive input into the project. SMc Any other business Topic Action Any other business 43. The Authority agreed that Linda Sharpe should be invited to attend the Audit Committee as an advisor until the internal audit report process is complete. Next Board meeting: 24 April 2014 Page 6