Northern Ireland Community Relations Council - About Us - Council Minutes

28 June 2007

MINUTES OF THE ONE HUNDRED & TWENTY-THIRD & ANNUAL GENERAL MEETING OF THE COMMUNITY RELATIONS COUNCIL

HELD ON THURSDAY 28^TH JUNE @ 1.30 p.m.

IN THE 5TH FLOOR BOARDROOM, GLENDINNING HOUSE, MURRAY STREET, BELFAST BT1

1788/07 PRESENT: Action:

Ms E Gallagher, Mr T McCusker, Dr D Stevens (Acting Chair), Ms C Wilson.

1789/07 APOLOGIES:

Mr W Erwin, Mr J Cousins, Mr C O’Halloran, Ms M Hetherington, Ms M Muldoon, Mr D O’Loan , Mr R Wilson, CRU: Mr Drew Haire

1790/07 IN ATTENDANCE:

Dr D Morrow [CEO], Ms J Irwin {Deputy CEO], Mr J Fitzsimons [P/D DFAP], Mr R Mullan [P/D Communication & Resources], Ms D McGlade [P/D Policy Dev Prog], Dr M Crozier (PD/Cultural Diversity Prof]], Ms H Scott [P/Secretary].

Mr C Dolan [Finegan & Gibson Chartered Accountants]

1791/07 OBSERVER:

None

1792/07 PRESENTATION on PARADES by Mr Will Glendinning

Mr Glendinning (Diversity Challenges) outlined the aim of the programme and its target audience. He said that the mission was for people to understand and take responsibility for the shared and distinctive traditions of all communities. The thrust of the programme was to assist culturally specific groups to integrate community relations principles and considerations within all aspects of their work

1793/07 MINUTES:

The Minutes from the previous meeting (30^th May 2007) having been circulated, were taken as read. These could not be ratified as this meeting was inquorate and therefore will be carried forward to the September meeting.

1794/07 CHAIRS BUSINESS:

None.

1795/07 FINANCE:

[Papers CRC/123/06/01(i)&(ii), 01.1 (A to D) refer]

[Mr Dolan came to the boardroom at approximately 14:20 p.m.]

Report from Mr Dolan auditor from Finegan and Gibson, Chartered Accountants. Draft Financial statements for the Year Ended 31 March 2007 were tabled at the meeting.

Mr Dolan said that CRC’s accounts were prepared in draft form and that they showed a good financial position for the Year Ending 31^st March 2007. However, he pointed out that because of legislative changes under FRS17 (entitled Application of FRS17 for Employing Authorities Contribution to NILSOSC) placed on all NILGOSC members including CRC, this healthy financial position had turned into a net deficit of £346,208 as a result of a declared pension benefit liability of £794,000.

Mr Dolan indicated that the NILGOSC deficit had been calculated on a large number of assumptions and that the figure denoting CRC’s liability at the 31^st March 2007 was notional and, in all reality, was not likely to be realised.

Mr Dolan pointed out that this presented CRC with a number of difficulties.

(i) He recommended CRC did not agree the draft Accounts this time (as at 28^th June 2007)

(ii) This change would present CRC with a difficulty in meeting the early closure target set by the Department

(iii) The Council was technically insolvent on the face of the balance sheet

(iv) The Council would be unable to ratify new Board membership because of its position of insolvency.

In connection with impact of the FRS17 for Employing Authorities Contributing to

NILGOSC the following actions were proposed:

(1) The CEO would contact its Sponsor Department outlining:

· The issue of liabilities arising from FRS17

· Impact on early closure of accounts

· Impact on confirming new Council members

(2) Make contact with other agencies who are in the same predicament and see if there is possibility of consulting/sharing information re this issue.

(3) Contact solicitors to establish the legal position and CRC’s liabilities

1795/07 FINANCE continued: Action:

(4) Contact NILGOSC re the “ liabilities” accruing from FRS17 and how this is might be addressed CEO/J Fitzsimons

The CEO pointed out that this debit balance could affect CRC’s prospect for applying to external sources for income and funding at a future date.

[Mr Dolan left the boardroom at approximately 14:45 hrs]

Profile of Expenditure & notes 01(i) & 01(ii) refer

Small Grants Review 01.1 (A-D) refer

Report from Audit Committee on 2006/07 Financial Statements (01.2) – not available at meeting – a verbal update was provided.

General Purposes Committee – report tabled at meeting(01.3) refers

draft Accounts: As this meeting was inquorate, it was agreed that the draft Accounts should be forwarded to all members not present.

J Fitzsimons

1796/07 MATTERS ARISING:

(i) Peace III [Mins 1779/07 refer] – The CEO gave a verbal update of current situation. He said that the draft tender submitted and had been returned for revision, the revised tender plus a tender for Measure 1.2 had to be with SEUPB on 6^th July 2007.

(ii) draft Operational Plan [Mins 1777/07 & e-mailed to Members

30:05:07 refers] – The CEO confirmed that no member had come back to Mrs Irwin suggesting amendments. He said that the current Operational Plan had therefore been ratified.

1797/07 PREMISES:

[Paper CRC/123/06/07/02 – tabled at meeting refers]

The CEO outlined the inadequacies of CRC’s current premises indicating that the limitations of what the building could offer in terms of accommodation which meant that staff were scattered throughout the building. He stated that with the impending arrival of new staff to deliver CRC’s responsibility under the EU Peace III programme plus the possible growth in the areas of training, research and evaluation meant that the only space remaining was CRC’s meeting rooms.

The CEO asked for permission to look for new premises and to hold discussions with CRU.

1797/07 Premises continued: Action:

Dr Stevens suggested that as the meeting was not quorate, the paper be forwarded again to members seeking permission to (i) look for new premises and (ii) hold discussions with CRU. Any member who had queries in this regard should be asked to contact the CEO by return. Secretary

1798/07 COUNCIL RECRUITMENT:

[Paper CRC/123/06/07/03 refers]

Dr Stevens informed members that the list of names of the successful candidates had been given to Mr McCartan who was not present at the meeting, these could therefore not be disclosed. He asked Mr Fitzsimons, who had acted as Clerk of the proceedings, to give a brief breakdown of his paper.

Mr Fitzsimons indicated from 40 initial applicants a total of 16 candidates were interviews. He stated that the scoring panel comprised of three members of CRC Board including the Chair of the Council. Mr Fitzsimons said that present was an independent assessor from the Office of the Commissioner of Public Appointments and himself as CRC’s Director of Finance and Personnel.

Dr Stevens indicated that, as the meeting was not quorate and the names of the successful candidates were not available it would not be possible to ratify them at this meeting.

Mr McCusker suggested that until the matters around the FRS17 legislation were resolved and legal advice obtained, this might not be advisable.

It was agreed to defer this matter until the September meeting.

1799/07 OPERATIONAL PLANNING:

[Papers CRC/123/06/07/04, 04(a) & 04.1, 04.1(a) refer]

(i) Equality Up-date – summarised developments since Council’s last

meeting 230^th May 2007.

(ii) Disability Action Plan – some pages appeared to be missing from the photocopies of this Plan, as the meeting was not quorate, it was agreed, although the dead-line date is 30^th June 2007, that this paper be e-mailed to Members for their attention and response.

Secretary

1799/07 Operational Planning continued: Action:

(iii) Risk Control Register – review June 2007 [04.1 & 04.1(a) refer]

Ms Irwin informed members that this had gone to both the General Purposes and Audit Committee and some minor amendments had been made.

It was agreed that as this meeting was inquorate, these documents would also be e-mailed to members for their response by 16^th July 2007.

Secretary

Ms Irwin indicated that adjustments to pages 5 and 10 would be required particularly in light of the DFP directive involving NILGOSC pension contributions which would require guidance and advice from CRC’s Sponsoring Department. She pointed out that there was no way of underwriting these liabilities.

Dr Stevens indicated that if appropriate these papers would be reissued at the next Council meeting in September.

1800/07 CORPORATE STRATEGIC PLAN:

[Paper CRC/123/06/07/05 refer]

The CEO confirmed this had been out for consultation and the deadline for responses was 30^th June 2007. He said these would be considered and integrated into the Corporate Strategic Plan and he hoped to do this with the Chairman and Mr McCusker over the summer.

CEO

1801/07 SHARED FUTURE UP-DATE:

[Papers CRC/123/06/07/06. 06.1 & 06.2 refer]

The CEO confirmed that an Assembly debate on A Shared Future had taken place on 4^th June and an amended motion endorsing the underpinning principles contained in the documents ‘A Shared Future’ (2005) and ‘A Shared Future: Triennial Action Plan’ (2006) was unanimously passed.

The CEO said that he had been approached by Mr Danny Kennedy requesting a formal presentation to the FOMDFM Committee sometime in September 2007.

Dr Stevens suggested that a paper be commissioned on the vital issues that keep coming in with regard to equality/good relations.

This was agreed. CEO

1802/07 SECTOR REPORTS:

[Papers CRC/123/06/08 to 12 refer]

These reports outline the main areas of work.

Funding & Development Programme

(Paper CRC/123/06/07/08 refers)

European Programme

(Paper CRC/123/06/07/9 refers)

Policy Development Programme

(Paper CRC/123/06/07/10 refers)

Communication & Learning Resources

(Paper CRC/123/06/07/11 refers)

IFI Community Bridges 2007 Portfolio

(Paper CRC/123/ 06/07/12 refers)

1803/07 AOB:

General Purpose Committee : 27 June 2007

(i) Recruitment and Selection Policy and Procedure

[Paper 7/27/4/07 tabled at meeting refers]

(ii) draft Access and Communications Policy and Procedures

[Paper 8/27/4/07 tabled at meeting refers]

Mr Fitzsimons advised members that the above papers had been presented to the General Purposes Committee and had been agreed in principle but could not be ratified as the meeting had not been quorate. As the Council meeting was also inquorate, Mr Fitzsimons asked permission to circulate the papers to Council members (not present) in order to have them ratified before the next Council meeting.

Dr Stevens suggested that these be sent to the absent Council members and they be asked to respond within a week of receipt.

This was agreed.

1804/07 DATES OF NEXT MEETINGS:

Thursday 27^th Sept 2007

Wednesday 28^th Nov 2007 (Linen Green Centre, Moygashel, Dungannon)