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08 Nov 2017
Caranua Board minutes 5th October 2017

These are the Board minutes from 5th October 2017

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.  



David O’Callaghan, Patricia Carey, Damian Casey, Thomas Cronin, Tom Daly, Frances Harrington, Dr. Mary T. Lodato, Francis Treanor.


Katherine Finn

In attendance:             

David Yeomans (Secretary), Rachel Downes, Sinéad Fennell, Caitríona Ní Mhúrchú. 







1.     Private Session

Prior to the commencement of the meeting, the Board held a private session without any Executive being present. 



2.     Quorum, Apologies and Conflicts of Interest Declarations


The Chair noted that there was a quorum present and that apologies had been received from one member who was unable to attend.  The Secretary stated that no member had declared an interest in the Agenda.  The Chair noted the restricted circulation of documents in relation to legal advice concerning Appeals Officer Decisions. 






3.     Minutes

The Minutes of the last meeting held on 26th July 2017 were approved as proposed by P Carey and seconded by T Daly.



4.     Matters Arising not on the Agenda

There were no matters arising other than those on the Agenda.



5.     Appeals Officer Decisions

Redacted due to Legal Privilege over the matter under discussion.



6.     Executive Report

The Board welcomed the completion of the office relocation.  The Board noted that there are two current staff vacancies.

The Board were also informed that there continues to be some issues with some applicants using threats or intimidating/threatening behaviour towards staff.  The Board reiterated that such unacceptable actions should receive appropriate sanctions, in accordance with the Customer Charter.

The Board received an update on the Communications & Outreach Programme noting the recent engagements in the UK and also that the facility for meeting applicants by appointment in the offices would be rolled out shortly.

The Board also noted that there were no UNCAT recommendations concerning Caranua.

A discussion took place around services for UK applicants, Members of the Travelling Community and applicants in Prison with the Director of Services and Head of Communications & Outreach agreeing to consider further opportunities for engagement.






7.     Governance Matters

The Board were circulated with an update on the current status of compliance with the Code that showed progress in achieving compliance with its 272 provisions.  The Board was satisfied with progress to date noting 55 are not applicable to Caranua, with the levels of compliance are currently 157 (72%) full compliance, 47 (22%) partially compliant and remaining 1 (0%) non-compliant.  The Board endorsed the recommendation from Executive that the agreement be sought from the Department for derogations on 12 provisions, mainly related to the carrying out of an annual review of Internal Controls.  The Board also approved a resolution concerning the access of Board members to seeking independent professional advice and proposed amendments to the Board Handbook for issue before the next meeting.

The Board noted that the Minister has signed the final commencement order re the RISF Act 2012.

The Chair of the Criteria Review Committee provided an update on its first meeting where it had evaluated the three tenders received for the Independent Review of the Implementation of the New Service Criteria.  The Board agreed to its recommendation of tenderer and requested that the contract be issued as soon as the consent is received from the Minister.




Partial Derogation to be sought

Resolution re members’ advice.

Board Handbook changes




Oct 2017



Next meeting

8.     Finance & Risk Matters

The Minutes of the meeting of the Audit & Risk Committee on 12th July 2017 was circulated for information.   The Chair of the Audit & Risk Committee briefed the Board on its meeting of 12th July 2017 including reviews carried out by Internal Audit, the audit of the 2016 Accounts by the Office of the C&AG, the finalisation of funeral contracts, a review of credit card expenditure and Management Accounts.

The Chairman referred to the Department of Education & Skills’ Eligibility Review and, inter alia, its phase 1 analysis of the Fund’s commitments.  It is expected that the results of this analysis will be made available to the Board for consideration at its next meeting.



9.     Correspondence & PQs

The Board reviewed the list of requests and responses noting the increased level of such correspondence and the significant administrative burden being imposed on Caranua.



10.  A.O.B.

The Board noted a letter from the Department of Education & Skills that contained a request from a named Survivor to address the Board with at least five other Survivors.  The Chair briefed the Board on previous occasions where he, accompanied by another Board member, had agreed to meet individual applicants.  This offer had been made to this Survivor who declined, making this request instead.  The Board unanimously decided not to accede to this request.

The Board noted a request from an organisation called Reclaiming Self that it be included, as a survivor advocacy representative group, in any regular meetings with survivor groups.  The Board asked that it be added to the list.





Include Reclaiming Self in list of organisations





Before next Board meeting

11.  Private Session

Redacted due to the confidential nature of the matter under discussion.



12.  Next Meeting

The next meeting of the Board will be held on 2nd November 2017 at 10:30.

The meeting concluded at 14:30.