MINUTE
Independent Living Fund Scotland: Board meeting
Fleming A, Atlantic Quay, 5 Broomielaw, Glasgow
Monday 16 January 2017: 11:00am – 3:00pm
In Attendance
Susan Douglas-Scott Chair, Board of Directors
Alan Dickson Board Director
Fiona O’Donnell Board Director
Elizabeth Humphreys Board Director
Betty McAtear Board Director
Apologies
Bridget Sly Board Director
Twimukye Mushaka Board Director
Present
Peter Scott CEO
Harvey Tilley Chief Operating Officer
Jim Maguire Finance Director
Nadeem Hanif Head of Finance
Susie Braham Head of Policy and Sponsorship, for Independent Living Fund, Scottish Government
Holly Child Communications Manager (Secretariat)
Welcome, declarations of interest and apologies
The Chair welcomed everyone to the ILF Scotland Board meeting.
There were no declarations of interest expressed from any attendees.
It was noted that Liz Humphreys (LH) had stated that a previous declaration of interest she had raised is now no longer relevant.
Apologies were noted.
1. Minutes of Previous Meeting
The ILF Scotland Board noted and recommended the following amendments to previous minutes:
2. Matters Arising
The following points were noted:
Audit and Risk Committee
A date had been set for a supplementary Audit and Risk Committee, which will take place on Friday 27th January 2017.
The Board agreed that after this had taken place, a date would be proposed for a risk workshop for Board Directors to attend.
Sleepovers
PS re-iterated GCC’s position with regards to sleepovers, the involvement of ILF Scotland in this work and that the best interests of fund recipients would continue to be prioritised in this work.
Welsh Administration
It was noted that since the last meeting, the Welsh Government had made the decision that from 2017/2018 they would now devolve ILF monies to Local Authorities in Wales.
Susan Douglas Scott (SD-S) explained to the rest of the Board that she had raised concerns at a meeting with Jamie MacDougall (Deputy Director for Care, Support and Rights in Scottish Government) about the fact that ILF Scotland staff and Board Directors had not been directly informed about this development and that they were only aware of this through subsequent media coverage.
Susie Braham (SB) wanted it to be noted that her understanding was that the Scotland Sponsor Team had informed ILF Scotland’s CEO and COO of the Welsh Government’s decision at a meeting in October. However, the Board challenged this statement.
Policy 13 – Decision Review
PS confirmed to the Board that the amendments to Policy 13 that had been submitted and were discussed at the previous meeting have now been approved.
Disability Equality Training (DET)
Betty McAtear (BM) asked if the date for DET training could be sent to Board Directors who are due to attend this training.
Action 1: Aileen McNiven to send date of DET training to Board Directors.
3. Strategic Report
The CEO introduced the paper and highlighted the following key points:
The Board noted the feedback from the staff survey. They raised concerns over the comments regarding the pay policy reward structure.
The Board/FO acknowledged disability committed accreditation.
The Board noted the statistics from the satisfaction survey from recipients was good.
Action 2: Updated satisfaction surveys to be sent to Board Directors.
4. Audit Committee Minutes 22/09/16
(Refer to Minutes of Audit & Risk Committee 15 December 2016)
The Board noted the update on the recent Audit and Risk Committee and that there will be a supplementary Audit and Risk Committee on Friday 27th January 2017.
AD highlighted that the Scottish Government has granted ILF Scotland permission to use unspent monies to cover the shortfall in administration costs.
AD emphasised the Committee’s concerns around the consequences of the implementation of the Scottish Living Wage and the risks posed by New Fund costs being absorbed into the current administration budget.
Action 3: The Board to send a letter to Aileen Campbell (Minister for Public Health and Sport) to outline their concerns surrounding the administration budget and the overall fund budget going forward.
5. Management Accounts to November 2016.
(Refer to paper)
The Board noted the management accounts and agreed the following points:
Grant in Aid Award Payments
Administration Costs
The Board noted the management accounts and agreed that they would have a conference call to look at the budget for 2017/18.
6. Risk Register
(Refer to paper)
The Board noted the Risk Register and the following points were highlighted:
PS explained that the organisation will try to implement all and any policy changes within the current allocated budget for Grant in Aid Awards, however an alternative policy change may be required in the interim, such as the ability to waiver an ILF recipient contribution under strict guidelines and criteria. PS will have further dialogue with SG about this.
The Board noted this and also asked if an Equality Impact Assessment could be carried out in relation to this risk.
Action 4: PS to speak to Margaret Wheatley (Head of Policy) about how to implement an EQIA.
7. MACC’s and PQQ’s
(Refer to paper)
The Board noted the paper.
8. New Fund
SB explained that the Minister has looked at the report and recommendations that were submitted by the Working Group. Following advice from Jeanne Freeman MSP (Minister for Social Security) and Shona Robison MSP (Cabinet Secretary for Health, Wellbeing and Sport), the Minister is looking to approve the recommendations.
The Minister is currently in discussion with the Scottish Government Communications team around the process for making further announcement surrounding the New Fund.
The Board highlighted concerns over the financing and implementation of the New Fund. Therefore, they agreed that they would approve the proposals for the New Fund on the basis of reassurance about costs and affordability from SG.
9. AOB
Governance
Internal Audit – Company Secretary:
The Board decided that JM would now be the Company Secretary.
Internal Audit – Terms of Reference:
The Board noted that there is currently nothing at the moment in the terms of reference for the Board to make urgent decisions.
Therefore, it was agreed by the Board going forward that the process for urgent decision making will be taken on a case by case basis at the discretion of the Chair.
NH stated that Aileen requires SD-S and AD to submit their registered interests to her as soon as possible.
The Board asked if the dates of all of the Remuneration Committee meetings for this year could be sent to them.
Action 5: Notify Companies House re change of Company Secretary from Peter Scott to Jim Maguire.
Action 6: Terms of Reference for Board and sub-committees to be changed to reflect Urgent Decision Making procedure.
Action 7: S-DS &AD to submit Declaration of Interest Forms.
Action 8: Aileen to send the Remuneration Committee dates to Board Directors.
The Board noted the paper that had been sent by the Northern Ireland Sponsor Team.
The Chair thanked everyone for their attendance and with no further business, the meeting was closed.
Next Board Meeting Date: Monday 10th April 2017