Item

Discussion

Decision

Action

Time

Introductory Remarks

The Chair welcomed the new Director of Services, Rachel Downes and the new Head of Administration, Caitríona Ní Mhurchú to Caranua.

1.     Minutes

The minutes of the meeting held on 26^st July 2016 were approved following amendment, proposed by Rosemary Adaser and seconded by Tom Daly.

Approved

2.     Report on action points arising from last meeting

The report was noted with all items being on the agenda.inc luding that all items are on the agenda for this meeting.

3.     Matters arising not on the Agenda or in CEO Report

·         The Board noted that improvements to the offices are nearing completion but that the OPW had decided not to renew the lease of the office building when it expires in May 2017.  They have identified alternative office space in D1, despite the current market, but that the current rent-free arrangement could not be continued.  It was decided that the Chairperson and CEO should meet the OPW and DES to request that rent not be charged against the Fund.

·         The approval of the Strategic Plan is deferred to the next meeting..

·         The Performance Delivery Agreement renewal is still with the Department.

Chair and CEO to meet OPW and DES on rent

Deferral Noted

Before next meeting

Next Meeting

4.     Report on applications

·         The report to the end of September was noted with the Director of Services highlighting that repeat applications are around 25 per week and that the waiting list continues to shorten with the target of under three months likely to be achieved before the year-end.  The Board complimented the improvement in the situation since the start of the year and requested that the Chairperson should write to the TD that has been asking about the delays and inform her of this target.

·         The June 2016 revised criteria and process is operating well resulting in a quicker turnaround of claims.

·         The Board noted the expenditure on Services and requested that reporting on administration expenditure be combined in a single document.

·         The Board noted the low level of Customer Charter complaints and requested a breakdown under the 3 stages of the process

Chair to write to TD

Expenditure to be included in single report

Complaints breakdown

Before next meeting

Next meeting

 Next meeting

5.     CEO Report

·         The Board welcomed the completion of recruitment and approved maternity leave cover for the post of Head of Communications & Outreach in Q1 2017.

·         It was agreed not to support the proposal on needs assessments in Dublin North but to develop a more comprehensive approach to be discussed at the next meeting.

·         It was noted that the SEAI Board has agreed to provide assessment services for housing energy efficiency improvements.

·         The issue of funeral costs was discussed and a more detailed submission to be prepared for the next meeting. In the meantime, claims should be processed providing that at least one written quote/invoice.

·         The Board noted the key activities undertaken under the programme of linking with specialists and other relevant bodies.

·         The “Frequently asked questions prepared by Rosemary Adaser was discussed and it was agreed that she and Siobhan would work on a short leaflet to be considered by the Board at its next meeting.

Maternity Leave cover approved

Paper on options for enhanced assessment process

Approved processing of current funeral claims pending a detailed paper on safeguards

Incorporation of additional FAQ on website

Leaflet to be prepared

Q1 2017

Next meeting

Next meeting

Before next meeting

Next meeting

6.     Finance & Risk Matters

·         An oral report on the last meeting of the Audit & Risk Committee was provided by the Committee Chairperson, referring to the Minutes of the Meeting of 6^th Oct 2016, Code of Practice for the Governance of State Bodies, Terms of Reference for the Audit & Risk Committee, Risk Management Policy and Draft Financial Statements for the year ended 31 Dec 2015, as included with the papers.

·         The Board requested that it be kept informed on the progress of the audit by the Office of the Comptroller & Auditor General.

·         The Board noted the progress in implementing a formal Risk Management framework including the drafting of a Policy and scheduling of a facilitated workshop.

·         The Board approved the resolution to amend the bank signatories on its Bank of Ireland account occasioned by recent staff changes.

Update on C&AG Audit

Bank Resolution

Next meeting

7.     Governance Matters

·         The Board were circulated with a bound copy of the Code of Practice for the Governance of State Bodies as published by the Department of Public Expenditure & Reform with effect from 1^stSep 2016.  The Board were briefed on the Principles underlying each section and noting that the Board’s participation in the implementation plan to ensure full compliance by the due date of 1^st Sep 2017.  The Board agreed to keep this on the Agenda.

·         The Board approved a revised Terms of Reference for the Audit & Risk Committee, noting that it is in line with the Model Terms of Reference as contained in the Code of Practice.

·         The Board approved the Risk Management Policy, as previously agreed by the Audit & Risk Committee noting the allocation of roles and responsibilities therein.

Implementation Plan for Code to be kept on Agenda

Terms of Reference for the Audit & Risk Committee

Risk Management Policy approved

Next meeting

8.     For Information

·         The Board approved the administration contracts as listed in the papers.

·         The Board noted the detailed PQs and responses as included in the papers.

Administration Contracts Approved

9.     Any Other Business

·         The CEO briefed the Board on a Judicial Review that has been taken by an applicant.

Redacted SC Advice to be circulated

Before next meeting

10.  Next Meeting

·         The next meeting of the Board is to be held on 15^th December 2016.

The meeting concluded at 15:00