These are the Board minutes from 24th May 2018
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, Tom Daly, Damian Casey, Katherine Finn, Frances Harrington, Francis Treanor.
Apologies: Patricia Carey
In attendance: Saragh Fitzpatrick (Secretary), Rachel Downes, Sinead Dwyer, Sinéad Fennell, Caitríona Ní Mhúrchú
|Decision / Action
|1. 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. No member had declared an interest in the Agenda.
|Minutes of the last Board meeting were agreed.
CEO noted that SIPO / Board evaluation forms were required by all Board members.
|Proposed by Tom Daly and seconded by Francis Traynor
CEO to forward SIPO / Board evaluation forms to all members.
|3. Matters Arising not on the Agenda
|All action points were agreed as appearing on the agenda for this meeting.
|4. Report on Applications and Spend
|The CEO updated the Board on the statistical report:
|CEO will provide Board member Frances Harrington with some additional information in relation to the breakdown between those applicants from the UK and those from Ireland.
Some additional information will be added to the website.
|5. Executive Report
|The CEO took the Board through the Executive Report:
Update from latest meetings with survivor support groups and counselling services:
An easy to read document has been produced and will be sent to all survivors who have applied to Caranua.
The website will be updated to reflect the implementation of GDPR.
Head of Communications gave an update of attendees at the survivor meetings, and also in regards to the Parliamentary Questions and Dáil Debates referencing Caranua for the period 18th April 2018 to 16th May 2018.
|Await Ministerial response.
CEO and Head of Communications will send business case to the Department of Education and Skills for sanction.
Meetings will continue with the relevant departments and further correspondence will be drafted.
Senior Management team will provide statistics regarding volume of phone calls to the Board at each meeting going forward.
|6. Governance Matters
|No agenda items relating to Governance Matters for this Board meeting.
|7. Finance & Risk Matters
|Chair of Audit and Risk Committee updated the Board in relation to the following:
1.Internal Audit plan
The Internal Audit plan and the Internal Audit charter as submitted by RSM UK were discussed and agreed at the last ARC meeting on 18th May. This is now to be approved by the Board so that it may progress to implementation. The Director of Finance talked through the priorities for internal audit in 2018, and how this relates to the plan in place.
2. Code of Practice for Governance of State Bodies
The status of the implementation of the Code of Practice for Governance of State Bodies currently stands at 72%. This is to be progressed to 100% by the end of the year.
3. Report of the Audit and Risk Committee for 2016 and 2017
These reports are formally submitted to the Board for review, after approval at the most recent Audit and Risk Committee meeting of 18th May last.
4. External Audit
Director of Finance talked through the progress of the external audit by the Comptroller and Auditor General.
The audit of the 2017 annual financial statements will commence later in the year.
a. Changes to banking
Following a review by the current Director of Finance, there is a requirement for update to the signatories to the bank account. The DOF gave the relevant forms to the chair and to the head of the ARC for completion.
In addition, the administrator of the banking online service requires updating, and all agreed that there should be more than one for continuity purposes. This should be the current director of finance, and the current CEO (there is scope for 2 administrators). The relevant forms were completed at the Board meeting.
|Director of Finance to progress implementation of internal audit plan.
An update on implementation progression will be supplied by the Director of Finance and the Chair of the Audit & Risk Committee to each Board meeting.
Director of Finance and CEO to liaise with Bank of Ireland to have this information updated as soon as possible.
|8. Correspondence & PQs
|A letter from the Board of Caranua to the Minister of Education and Skills on 14th May was reviewed, which set out the Board of Caranua’s view that given the diminishing fund, we should now be planning for the orderly winding down of the operations of the fund, including an early public statement on a cessation date for applications.
Correspondence from a UK survivor service meeting was reviewed. This group has requested funding from Caranua. The Board reiterated its previous decision that organisations cannot be provided with funding via Caranua, as per 2012 legislation governing the setup and operation of Caranua.
|Await Ministerial response.
Correspondence will issue.
No other business was identified.
|10. Next meeting
|The date for the next meeting of the Board was agreed as 28th June 2018 at 10:30. The meeting concluded at 12:30.