DEPARTMENT OF JUSTICE BOARD

DEPARTMENTAL BOARD MEETING
- Minutes Friday, 27 June 2014 at 10.00
Castle Buildings
Present:
Nick Perry (Permanent Secretary)
Jacqui Durkin (NICTS, for David Lavery)
Anthony Harbinson (Director, Safer Communities)
Sue McAllister (Director General, NIPS)
Colm McKenna (Independent Board Member)
Lian Patterson (Director, Justice Delivery)
Apologies:
David Lavery (Director, Access to Justice)
Rotha Johnston (Independent Board Member)
In Attendance:
Declan McGeown (Deputy Director, POSD)
Moira Doherty (Deputy Director, SIRD)
Peter Grant (Secretary)
ACTION
OPERATING ENVIRONMENT
1.1
The Permanent Secretary welcomed everyone to the meeting
of the Departmental Board.
1.2
There were no Declarations of Interest.
1.3
The Board agreed the May minutes.
Board
Secretary to
place May
minutes on
Departmental
website.
Critical Issues
2.1
The Permanent Secretary noted that the Executive had not considered
DFP’s June Monitoring Round paper which proposed cuts to all NICS
Departments. The message from PSG is that all Departments will be
expected to live within budget and must plan accordingly. Recent parades
have been quiet but there is potential for disruption. The situation is being
closely monitored however the determinations for some of the key parades
were still awaited. Preparations for Mutual Aid are in place and will impact
upon the PSNI budget if activated. The Board discussed the implications
and arrangements in the event of serious disorder.
2.2
The Board noted the departure of Matt Baggott as Chief Constable and the
arrival of George Hamilton as his successor. Best wishes were offered to
both for the future.
DOJ Operational Performance
Combined Business Plan/PfG
3.1
The Board considered the revised combined paper which reflects the new
Business Plan for 2014-15. The Board asked for more linkages to be
drawn to the PfG targets and for commentary to cover risks rated at
Green/Amber through to Red. The improvements on Faster, Fairer Justice
were welcomed. The Chair asked Directors to review their respective
targets in light of recent developments, particularly the financial position.
Resourcing Update
3.2
Lian Patterson gave an overview of the resourcing issues facing the
Department. A bid had been made for £19.5m in the June Monitoring
Round, primarily to cover Legal Aid. As noted under Critical Issues the
Executive did not consider the proposed budget further but the Department
has been making contingency plans. Final decisions will be made when the
extent of any additional budget reductions are known. Work on the 201516 budget would probably need to commence later in the summer, and
would represent a considerable amount of work for divisions.
3.3
Procurement compliance is improving but there is still more to do. NICTS
have made improvements and the best practice established will be shared
with other business areas.
Risk Register 2014/15
3.4
Members welcomed and agreed the new style Risk Register. The Chair
asked all Directors to review and update their Risks.
COMMUNICATION
Board Brief
3.5
The Board secretary to
The Board reviewed the draft Brief and suggested a number of additions to amend the Brief.
reflect recent events. Members asked for clarification regarding the role
The Board secretary to
and nature of the Brief and Staff Ezine. The July Board Brief will contain an initiate a discussion on
the respective roles,
update to staff on how the Restructuring is to be coordinated.
nature and timings of
the Board
Staff Ezine.
Brief
and
STRATEGY
Pilot Learning Set Feedback
4.
The Board considered the Pilot Learning Set Feedback paper. The need
for the Study Visits had been identified during the Grade 7 Awayday.
On
examination of the comments and lessons learnt in the paper
Members noted that Masterclasses may be a better way to address this
The Pilot Learning Set
need. Members further suggested that the Masterclasses could take place paper to be discussed
further
at the July
following the
SCS
meeting
on
restructuring.
in the context of the wider ongoing restructuring. This matter will be Board
considered further discussion at the July Board meeting.
GOVERNANCE
Health & Safety Annual Report
5.1
The Board noted the Health & Safety Annual Report. There were eight
incidents recorded in the accident book for 2013/14 in accordance with the
Reporting of Injuries, Diseases and Dangerous Occurrences Regulations.
The measures in place to prevent occurrences, which include a range of
training and audits, were discussed. The Board agreed to issue a reminder
on Health and Safety responsibilities to all staff.
Learning & Development – End Year Report
5.2
The Board considered the Learning & Development End Year Report.
Members noted a number of missed opportunities in relation to training
which staff failed to attend and the associated costs. Declan McGeown
stated that no systemic issues with regard to non-attendance had been
identified and urged Directors to ensure that only training which is
absolutely necessary is placed on PDPs. Divisional Training Co-ordinators
will assist with the identification and profiling of training needs. Underutilisation of training remains a concern and will be closely monitored with
budgets being redistributed to the areas of greatest need.
5.3
Having been identified as the Corporate Priorities for 2013/14 training has
been delivered on ‘Difficult Conversations’, ‘Mental Resilience Training’ and
Finance. The focus on these matters remains through 2014/15 along with
training on ‘Smarter Spending’, Autism and Change Management.
Workforce Planning
5.4
The Board considered the Workforce Planning paper. It was agreed that
Directors will examine the 64.2 posts identified by POSD and determine
which are still required in light of the ongoing structural reform. Individuals
will then be placed from the surplus list into the vacant posts. The Board
mandated POSD to contact business areas to discuss with them the need
to take those surplus staff who could fill a vacancy in their area. Any issues
arising will be elevated to Directors.
5.5
POSD will also examine those posts currently filled by Agency staff to
determine if these posts could be filled from the surplus list. Members
noted that Agency staff tend to be used in income generating self-funding
posts which may need to be offset against the structural reform.
Sickness Absence Update
5.6
The Board noted the sickness absence levels for the Department during
May 2014.
Performance
Departmental Dashboard
6.
The Board noted the Dashboard and quarterly metrics and continue to be
impressed by the level of service delivery across the Department. The
format has been altered to address issues raised by the Board. Moira
Doherty has been conducting a review of the Criminal Justice Board (CJB)
and will be putting a paper to the July Board meeting which includes a
consideration of the information which the CJB requires and will aid in Board
determining the format and style of the Dashboard. Board members were
asked to identify any data needs which are omitted from the Dashboard in
members
to
identify
any
data
currently omitted from
the Dashboard.
its current form.
ANY OTHER BUSINESS
NICS Live Steering Group
7.1
Moira Doherty provided an update to the Board on the NICS Live Steering
Group meeting of Friday morning. The NICS Live event will take place in
March 2015 at a venue to be confirmed. There is a huge focus on public
sector reform and a requirement to ensure all Departments are engaged
Board
members
to
keynote
speakers and issues for
seminars at the NICS
Live event to Moira
Doherty.
and represented. Apart from the time commitment of staff no public money suggest
will be required. A list of keynote speakers and issues for seminars has
been prepared and Board Members were invited to make their own
suggestions directly to Moira.
7.2
The presentation on Information Assurance requested by the Board at the
April meeting will take place at the September Board meeting.
7.3
The Chair informed the Board that a competition had been held to find a
new Independent Board Member to replace Colm McKenna. Clarke Black
had been successful and has accepted the post. It is hoped that Mr Black
can attend the July meeting in shadow form.
7.4
The next meeting will be held on 25 July at 13.00 in Castle Buildings.

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