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Listen to this siteTuesday 24 October 2006
Meeting held at The Monk Bar Hotel, York
Attendees
Chair
Chrissie Dunn
MHS Board Members
Celia Bennett
Maureen Edmondson
John Harwood
Alick Simmons
MHS Board Adviser
Alan Dearman, Defra representing the Chief Veterinary Officer
Secretariat
David Bramley, MHS
Officials
Chris Lawson, MHS
Participating
Jane Downes, MHS
Mike Greaves, MHS
Kevin Goddard, MHS representing Kathryn Davies
Monica Redmond, MHS
Jenny Sergeant, MHS
Officials Attending
Jill Boddy, FSA Scotland
Kevin Waggott, MHS
Observer Julia Unwin (FSA Deputy Chair) Items 1 - 7
Introduction and Apologies
1. The Chair welcomed all attendees to the meeting and in particular John Harwood, interim FSA Chief Executive and MHS Board member, who was attending his first MHS Board meeting.
The Chair also welcomed Alan Dearman who was representing the Chief Veterinary Officer (CVO) as adviser to the MHS Board.
The Chair introduced Julia Unwin, Deputy Chair of the FSA Board, who was observing the meeting.
Apologies had been received from Valerie Howarth (MHS Board member) and Deryk Mead (MHS Board member) and Kathryn Davies (MHS).
2. The Chair reminded MHS Board members and adviser of their obligation to declare any relevant interests before agenda items were discussed. No interests were declared.
Back to top3. Board members agreed the minutes as an accurate record of the MHS Board meeting held on 28 March 2006. The Chair reminded attendees that approved meeting minutes would be posted on the MHS Board section of the FSA website in line with the MHS Board's commitment to openness and transparency.
Back to top4. All actions arising from the March meeting were recorded as complete except the actions at:
Action: MHS Chief Executive
5. In response to a question from the Chair regarding the progress report on the action at para 26 of the March minutes, Kevin Goddard reported that a table would be sent to Board members by 12 May 2006, setting out the comments received from Board members on the business plan and any action taken or proposed.
He thanked Board members for their comments, which had been very helpful.
Action: Kevin Goddard
6. The MHS Board had held a session prior to the Board meeting to discuss the format and objectives for the MHS Board's stakeholder meeting on 18 July 2006 in Cardiff. The MHS Board had agreed that the focus of the meeting would be to provide an opportunity for stakeholders to present the key issues facing them, in relation to the MHS, over the next few years. Stakeholders would be invited to make a short presentation but, depending on the level of interest, groups of stakeholders could be asked to work together on presentations.
The MHS Chief Executive position had now been advertised. The Chair undertook to keep the MHS Board informed of progress to recruit a successor to Chris Lawson, when he retires in January 2007.
Action: Chair of MHS Board
The Chair had discussed with the FSA Chair and Deputy Chair, the Chair of the FSA Audit Committee and the FSA Director of Enforcement the concerns expressed by the MHS Board at its meeting in March about the FSA external audit of the MHS. In response the Director of Enforcement had provided a statement for the Chair to pass on to the MHS Board:
'A meeting was held of representatives from the four countries to discuss audit priorities for 2006/07 and these priorities are currently being finalised in relation to the external programme of MHS audits and the audit of Department of Agriculture and Rural Development (Northern Ireland).
A further meeting will be held to complete a similar exercise in respect of local authority audits and also to complete a three year strategy for audit.
The SMART (SMART is an acronym: Specific, Measurable, Achievable, Relevant and Time-bound) programmes will be monitored on a regular basis and Directors will be advised where performance is falling short of the targets set in the plans. Directors have agreed to provide supportive remedial action to ensure programmes are delivered on target.
In discussion, it was noted that it was important to have a consistent approach to external audit to ensure consistent consumer protection across the UK.
The specification for the review of Audit Committee arrangements in the FSA and MHS had been provided to MHS Board members. MHS Board members would have an opportunity to contribute to the review and the Deputy Chairs of the FSA Board and MHS Board had been added to the list of people who would be interviewed.
The Chair would be presenting her next report to the FSA Board at its open meeting in July 2006. She would ensure that MHS Board members had an opportunity to comment on a draft outline for the report and also a draft of the actual report.
As part of her continuing commitment to visit each region at least once per year, the Chair had visited a Kosher poultry plant in the North Region.
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Industrial Action
7. The MHS Chief Executive reported that the five-day strike scheduled for the week beginning on Monday 3 April 2006 had been suspended by UNISON at 1900 on Friday 31 March 2006.
Despite the short notice of the suspension of strike action, work by MHS operational managers over the weekend had ensured that all plants that wanted to had been able to operate on the Monday.
Further national strike action planned for end of April and May had been deferred by UNISON, pending its talks with the Local Government employers. However, further strike action might be called if talks fail.
The MHS was seeking further legal advice to ensure that if further strike action took place it was in the best possible position to maximise its service provision to plant operators.
Avian Influenza
8. The MHS Chief Executive said that no further cases of the highly pathogenic Avian Influenza H5N1 strain had been found following the discovery of a dead swan at Cellardyke, Scotland.
The restrictions imposed in the area had now been lifted.
Three cases of low pathogenic Avian Influenza H7N3 strain had been confirmed at three poultry farms in Norfolk.
Restriction zones, surveillance and appropriate worker protection measures had been put in place.
MHS staff would continue to be kept informed of developments.
9. The MHS Chief Executive reported that MHS resources had been necessarily focussed on minimising the impact of potential industrial action and issues around avian influenza. This meant that some lower priority work had been delayed. In response to a question from the Chair, the MHS Chief Executive confirmed that Parliamentary Questions had been treated in accordance with the normal standards and that other priorities, including the 2006/07 Corporate Business Plan, Annual Report and Accounts and Assessment of MHS performance during 2005/06, were proceeding to schedule. Alan Dearman said that the good working relationship between Defra and the MHS had been helpful in joint-working on Avian Influenza. He added that MHS communications on potential strike action had been appreciated by Defra.
Death of Official Veterinarian
10. The MHS Chief Executive reported that a fatal accident involving an Official Veterinarian had occurred on 13 April 2006.
The accident had affected everyone across the MHS and was a tragedy for the veterinarian's family.
The Health and Safety Executive were immediately informed and were now carrying out a joint investigation with the police.
11. The Chair said that the accident illustrated the difficult environment that MHS operational staff work in and asked that the MHS Chief Executive pass on the condolences of the MHS Board to the family of the veterinarian.
Action: MHS Chief Executive
Accommodation
12. The MHS Chief Executive said that the earliest possible date for temporary relocation of the MHS Headquarters was 17 July 2006, which was dependent on the resolution of IT requirements.
Staff would be undertaking familiarisation visits to the new building.
Veterinary Supervision Consultation
13. The MHS Chief Executive reported that the consultation on veterinary supervision was launched on 11 April 2006.
Meetings with Regional Veterinary Advisers, chaired by Jane Downes, and contractor representatives, chaired by Mike Greaves, had followed the launch.
So far, six parliamentary questions in relation to the consultation had been received.
The consultation would finish on 7 July 2006 and details of the response to the consultation would be presented to the MHS Board.
Annual Report and Accounts
14. The draft Accounts had been prepared and were being audited by the National Audit Office (NAO).
The Annual Report had been slightly delayed due to other priorities.
A draft would be submitted to the NAO by the end of the week, subject to the outcome of the MHS Board's assessment of MHS performance during 2005/06 [discussed under Item 7].
Service Level Agreements (SLAs) with Defra and its Agencies
15. The MHS Chief Executive said that an updated SLA with the Rural Payments Agency had been signed last week.
An updated SLA with Defra was expected to be signed shortly and the SLAs would be circulated to MHS Board members once they had been signed.
Action: MHS Chief Executive
16. Alan Dearman added that updated versions of the existing individual SLAs were being assembled into a single global document, supported by detailed annexes. The global SLA was expected to be signed shortly. The annexes currently contained high-level outcomes and indicative budgets.
17. The MHS Chief Executive reported that his annual meeting with a Defra Minister was scheduled for 10 May 2006.
Removal of Ban on Beef Exports
18. The MHS Chief Executive reported that, as of 28 April 2006, 700 MHS staff (representing two thirds of operational staff) had completed a training course on the updated Specified Risk Material (SRM) requirements, following the removal of the beef export ban on 3 May 2006.
Removing the ban had exposed a complication regarding the application of procedures for vertebral column removal in 24 - 30 month old cattle in butchers shops.
The MHS Board agreed that, whilst this was a policy issue, it was necessary for them to be kept informed of the situation to help enable them to discharge their governance function effectively.
Action: MHS Chief Executive
MHS Financial Position
19. The MHS Chief Executive reported that this would be covered in Item 7: Assessment of MHS Performance against Aims.
20. The Chair reminded Board members that the OTM testing Implementation Review Group was set up to oversee implementation of the BSE testing regime for its first twelve months of operation; and that Celia Bennett represented the MHS Board on the IRG.
21. The MHS Chief Executive updated the MHS Board on the GB position regarding the slaughter of OTM animals for human consumption as at the end of April 2006:
22. The Chair invited Celia Bennett to provide an update on the IRG's work. Celia reported that legal advice in GB and Northern Ireland had agreed that it would be:
Celia also reported that:
23. In discussion a question was raised about the number and location of pre-August 1996 cattle and it was agreed to provide information on the British Cattle Movement Service to those Board members who had not yet received it.
Action: MHS Board Secretariat
24.Kevin Goddard, Head of the Business Development Unit, introduced this paper.
Aim 1
The narrow failure to achieve the target for HACCP implementation in large plants could be attributed to the implementation of H123 regulations.
These had caused changes to the definition and approach to HACCP.
Therefore the failure was due to administrative difficulties rather than a failure of plants to apply good hygiene practice.
The level of HACCP implementation, particularly in large plants, remained a concern for the MHS Board and needed to be improved.
Aim 2
The draft accounts for 2005/06 were being audited by NAO officials, no issues had been identified so far, and the draft accounts showed a
2.6m favourable position.
Aim 3
The balance of indicators selected for Aim 3 did not accurately reflect the intended outcome of the Aim to 'improve the expertise, knowledge, motivation and skills of staff and develop the internal culture necessary to deliver organisational objectives.'
A greater range and balance of indicators has been included in the people quadrant of the balanced scorecard approach adopted for 2006/07.
The managing attendance policy and training had been effective in improving staff attendance rates, and in particular, long term sickness absence.
Sickness absence is measured in numbers of episodes rather than number of people who have taken sick leave.
The MHS achieved one of its four diversity targets. The achievement of diversity targets has been affected by a relatively low and stable turnover rate (7%).
The MHS Board considered that the achievement in reducing sickness absence beyond the target set by the MHS Board outweighed the failure to achieve all diversity targets.
Aim 4
The majority of indicators for this Aim were met.
Around a third of complaints received were about issues outside of MHS control.
It is difficult to accurately assess customer satisfaction when only 26% of customers responded to the customer satisfaction survey.
Aim 5
The cost per livestock unit indicator was 0.2% outside of the target.
This was due to the inclusion of the start up costs of the BSE testing of OTM bovines and a relatively slow take up by industry. All other efficiency targets were achieved.
It would be helpful to compare MHS cost per livestock unit costs against those for other similar EU organisations.
The reduction in the number of upheld appeals against additional charges in Indicator 5.5 is due to policy and operations functions working together effectively.
25. In conclusion, the MHS Board:
26. The Chair invited Monica Redmond, MHS Human Resources Director, to the table to introduce the paper. In discussion:
Action: Monica Redmond
The MHS Board noted progress to date and agreed to receive updates on development of the HR strategy twice a year.
Action: Monica Redmond
27. The Chair invited Jenny Sergeant, MHS Director of IT, to the table to introduce the paper. In discussion:
Board members welcomed the paper and appreciated the opportunity to enhance their understanding of a complex and important area for the MHS.
Back to top28. Alick Simmons reported that he had been invited to address the British Veterinary Association Congress in the autumn in his role as FSA Veterinary Director. Both he and the Chief Veterinary Officer had been invited to address the conference on the subject of 'Government Employment for Veterinarians'. He would work with MHS and Defra to ensure presentations were consistent.
29. A Board member raised the possibility of inviting organisations based in Northern Ireland to GB stakeholder meetings as observers.
It was noted that although there were legislative and procedural differences this could aid openness and consistency across the UK.
The FSA Chief Executive and MHS Chief Executive agreed to discuss this further outside the meeting.
Action: FSA Chief Executive and MHS Chief Executive
Date of next meeting
30. The next formal MHS Board meeting will be held on 26 September 2006 in York.
The MHS Board stakeholder meeting will be held on 18 July 2006 in Cardiff.
The Chair noted that should any major issues arise that require the attention of the MHS Board, then a short meeting could be added to the stakeholder meeting on 18 July 2006.
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