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Feb 18, 2016 | Board Minutes

Caranua Board minutes 18 February 2016

Caranua > Board Minutes > Caranua Board minutes 18 February 2016

These are the Board Meeting minutes from 18 February 2016

We are happy to publish the minutes of our Board meetings so that Board activities and decisions are accountable. There is always a delay between the meeting held and the publication of the minutes.  This is because the minutes must be approved before they can be published.  Minutes are approved at the meeting after the meeting they are a record off.  For example, if a Board meeting is held in March and the next meeting is held in April, the minutes of the March meeting will not be on the website until after the April meeting. 

Present:                    

David O’Callaghan, David Lane, Tom Daly, Austin Currie, Rosemary Adaser, Frances Harrington. Damian Casey, Katherine Finn, Phyllis Morgan

In attendance:          

Mary Higgins, Siobhán Kane, Lucy Kenny

Item

 

Discussion

Decision/

Action

Time

1. Minutes

 

 

The minutes of the meeting held on 18th February were approved, subject to a minor amendment.  Proposed by Tom Daly and seconded by Phyllis Morgan.

Approved

2. Report on action points arising from last meeting

 

The report was noted including:

  •  A meeting with the DES at which the current office arrangements were discussed, including the fact that the lease will expire in May
  • A temporary administrative assistant had been recruited.

Letter to be sent to DES highlighting the urgency of our accessing new premises.

Immediate

3. Matters arising

A document on the issue of Caranua providing funding for services being delivered by survivor support groups had been prepared by the executive and was considered by the Board.  Following discussion, it was agreed that the Fund could not be used for this purpose.

The report for September and October was considered and it was noted that by the end of October 10,594 applications had been processed to payment and total spend to date is €36,045,453.

Telephone calls and post continue to at the rate, respectively of 7000 and 3000 per month, In light of this it was agreed to recruit a temporary administrative assistant to help to manage this demand.

Caranua fund not available to fund other organisations.

 Immediate

4. Report on applications

The content of the report to the end of January 2016 was noted.  As this was the first time using the new format for reporting, as recommended by Mazars, this was also considered.  The following was agreed:

  • Future reports should include cumulative figures for all categories and a separate breakdown of the dates when applications awaiting assessment have been received
  •  A report on the level and reason for cancelled and reissued cheques be prepared for the next meeting.

Revise format to incorporate cumulative amounts

Report on cancelling and reissuing cheques for next meeting

Next meeting

5. CEO report, including implementation of review recommendation

  • The CEO report was noted, including the continuation of efforts to improve connections and coordination with the HSE and local authorities in Ireland.  In this context, it was noted that Caranua cannot be involved in political lobbying for an enhanced medical card but can work through the DES to this end.
  •  The sanction from DES and DPER to the recruitment of staff on two year contracts was welcomed.  It was agreed to tender for a company to manage the process, as PAS is not in a position to run the competition.
  • The outreach plan was presented and approved by the Board.

.

Tender process for company to manage recruitment.

Outreach plan approved.

Immediate

6.  Report of Audit and Risk sub committee

As the scheduled meeting of the committee had to be cancelled there was no report for the Board.

7. For information

a) Tenders and contracts – there were no new contracts this period

(b) The PQs were noted.

8.  Presentation on Internal Audit

Pauline Poots from Capita joined the meeting and made a presentation on the review Capita had carried out of “client services” (application process).  The findings and recommendations were noted by the Board and progress in implementing these.

9. Targets, limits and criteria

The executive made a presentation, following up on the special meeting held on 17th December, containing firmer proposals and these were considered and discussed by the Board.  The chair proposed the establishment of a sub committee of the Board to consider the proposals in more detail and to make clear recommendations to the Board at its next meeting.  A sub committee of Damian (chair), Rosemary and Frances, with support from Siobhan and Mary was agreed.

Establish sub committee to make recommendations to the Board

Next meeting

10. Draft annual report 2015

The draft report had been circulated in advance of the meeting.  It was agreed that the Chair would sign off on the report, once it had been finalised by the CEO.

Chair to approve final report.

Next meeting.

11.  Schedule of meetings 2016

The proposed schedule of meetings was agreed.

Schedule agreed.

12. A.O.B.

The Chair gave sanction for the purchase of a laptop for Frances Harrington for Board use.  The iPad previously given to Frances was passed on to Katherine.

Lap top approved for Board member

13. Next meeting

The next meeting will be held on 22nd April in Cork, to coincide with the outreach event to be held there.

Next meeting 22nd April.