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26 June 2008

MINUTES OF THE ONE HUNDRED & TWENTY-NINETH AND ANNUAL GENERAL MEETING OF THE COMMUNITY RELATIONS COUNCIL HELD ON THURSDAY 26TH JUNE 2008 @ 1.30 p.m. AT LA MON HOUSE HOTEL, 41 GRANCHSHA ROAD, CASTLEREAGH, BELFAST BT23 5RF

1893/08 PRESENT: Action:
Mr M Campbell, Mr S Farry, Ms S Gordon, Ms R McCorley, Mr T McCusker. (Chair), Ms M Muldoon, Mr E Oakes, Ms C Wilson,

1894/08 APOLOGIES:

Mr J Deery, Ms H Francey, Ms E Gallagher, Ms M Hetherington, Mr T Kennedy, Ms S McDermott, Mr D Porter.

Staff: Mr J Fitzsimons

1895/08 IN ATTENDANCE:

Dr D Morrow [CEO], Ms J Irwin {Deputy CEO], Mr R Mullan [P/D Communication & Resources], Ms D McGlade{P/D Policy Dev], Ms B McKinley [P/O Policy Dev], Ms H Scott [P/Secretary].

1896/08 OBSERVER:

Mr D Haire (CRU/OFMDFM)

1897/08 MINUTES:

The Minutes from the previous meeting (21 May 2008) having been circulated, were taken as read. There were no amendments.

1898/08 CHAIR’S BUSINESS:

(1) “One Small Step” booklet: This will be launched on 2^nd July. Mr McCusker said that there were a 100 examples of “small steps” that people could try.

(2) Summer intervention/diversionary funds: These were underway to groups who requested assistance during the summer period.

Mr Haire (CRU) informed members that OFMDFM had increased funds for North Belfast. He said that the summer funding would be assessed in September for duplication and overlap.

1898/08 Chairs Business continued: Action:

(3) CEO’s summer holidays: The CEO out be “out of office” from Monday 30^th until 18^th July. The Deputy CEO would be available during this period.

1899/08 MATTERS ARISING:

(i) Premises[Mins 1884/08 refer]: The CEO reported that the final phase of the refurbishment had been complete with the reinstatement of the reception. He said that the Resource Centre staff had moved over and were now located on the first floor area. The CEO said that the Resource Centre was closed as was the office on the 5^th floor and all CRC staff were located between the first and second floors.

The CEO thanked the Premises Group for all their work during this time

and, in particular Ms Jo Adamson.

(ii) Schedule of meetings: The Chairman said there were likely to be further changes to Council meeting dates but these would be confirmed later and amended copies would be sent to members.

CEO/Secretary

1900/08 FINANCE:

[Papers CRC/129/06/08/02(a), (b), (c) and (d) refer]

Draft Financial statements – Paper C RC/129/06/08/02(a) refers

The CEO informed members that Mr Fitzsimons had been involved in a road traffic accident with a driver who had no licence and no insurance and has had to go to hospital for possible injuries to his head a shoulder. He said that Mr Fitzsimons would therefore not be at the meeting to circulate and clarify the draft Accounts 2007/08. The CEO said that these (draft) Accounts 2007/08 would be posted to members or, if necessary, circulated to members at the September meeting. CEO/Mr Fitzsimons

Representatives from Chartered Accountants Messrs Finegan Gibson introduced themselves to Council members. (Joined the meeting @ 1.55 p.m.)

Mr Conor Dolan, auditor from Accountants Finegan Gibson, reported on the draft Accounts. He informed Board Members that he did not envisage any major changes. Mr Dolan took members through the main figures confirming that CRC’s (draft) Accounts showed a good financial position for the Year Ending 31^st March 2008.

Ms Lindsay Alexander reported on the overall position and said that it had been a good year with a surplus of £120,000.00 before accounting for the pension scheme.

£6.9M income for the year

£6.8M total expenditure leaving the £120,000.0 surplus.

Ms Alexander pointed out that the large imbalance due to unpaid grants.

1900/08 FINANCE continued: Action:

Pension: Mr Dolan reported a healthy balance sheet. He said that Pension Scheme liability of £257,000 (2007:£800,000) was notional and would only become payable should CRC leave the pension scheme or the scheme itself close.

Mr Haire asked if the Auditors would give CRC a guidance note on the change.

Mr Dolan said that difference (from last year) had accrued due to the change in the discount rate and he would send CRC a copy of the note issued.

The Chairman indicated that draft Accounts 2007/08 would be issued to members after the meeting. He said that any member with serious concerns about these draft Accounts should get back to the CEO/Mr Fitzsimons immediately. CEO/Mr Fitzsimons

The CEO pointed out that the draft Accounts had been considered yesterday

(25^th June) and had been passed.

Mr Farry indicated that a separate issue had arisen at the Audit committee which might lead to CRC’s accounts being open to scrutiny by the NI Audit Office.

(The auditors left the meeting room at 2.25 p.m.)

Appointment of Auditors: The CEO proposed to reappoint Messrs Finegan and Gibson.

The Chair said that, subject to confirmation by Comptroller and Auditor General (C&AG) it was unlikely that they would audit this year half way through a Financial Year.

Internal Audit:

Mr Farry said that the Audit Committee had considered the number of days allocated to an internal audit – it was felt that 12 days may be too short due the complexities of funding and suggested this would need to be discussed by Council.

The Chair thought it might be better to be over cautious on an internal audit and suggested that the Audit Committee’s advice to go to 18 days should be accepted. He said that if the Council agreed to 18 days this could be progressed with CRU.

The CEO pointed out that the contract would be for a 2 year period.

The Council agreed to 18 days for an internal audit.

Mr Farry proposed the re-appointment of the (external) Auditors Messrs Finegan Gibson, this proposal was seconded by Ms S Gordon.

1900/08 FINANCE continued: Action:

Notes to Profile of Expenditure – Paper C RC/129/06/08/02(b) refers

Profile of Expenditure - Paper C RC/129/06/08/02(c) refers

There were no queries regarding the above-mentioned two papers.

1901/08 OPERATIONAL PLANNING:

Papers CRC/129/06/08/03 & 03.1 refers

1 Risk Register – 03

2 Equality Update – 03.1

Risk Register: Council members raised the need to discuss the wider strategic risks facing CRC rather than the operational aspects.

The CEO advised members that CIPFA guidelines indicated that Council has to bring operational as well as strategic matters to members. He said that the issue of wider strategic risks made up the rest of the agenda for the two days residential (e.g. race, victims, cohesion, sharing and integration)

The Chairman affirmed that Council did have to identify the large strategic issues and the risks. He said that planning had been delayed by A Shared Future/Cohesion, Sharing and Integration debate and, because of lack of outcome, the Council had been operating in a vacuum.

The Chair stated that when the wider government policy was finally agreed, Council would be able to adjust its own strategic plan. Meanwhile there was a need for an interim policy.

The Chair indicated that a public affairs strategy may require an additional Risk Register from the CEO. He asked members if they were satisfied with the current Risk Register.

This was agreed.

Equality Scheme update: Ms Irwin said this paper was a summary of developments that had taken place since Council’s last meeting on 10^th April.

Ms Irwin confirmed that Council was using the “welcome statements” in collaboration with the Equality Commission and the balance was shifting back. She said that the “welcome statements” would continue to be used.

Ms Irwin reported an increase in job applications this was due to the backlog of vacancies during the period when the redundancy policy was in operation last year.

1902/08 NI OFFICE : ALTERNATIVES TO PROSECUTION –Discussion paper

[Paper CRC/129/06/08/04 refers]

Ms McKinley said that this paper had given the Policy Development Committee an opportunity to reiterate CRC’s position.

Ms McKinley drew member’s attention to the following:

– The impact of the problem of “fixed penalties” – if these notices were introduced it would possibly skew the incidents or the report of them.

– The need to address the underlying issues e.g. policing and society

– Recommendations: Ms McKinley said that she was concerned that there was no historical context with relation to NI.

(Ms Muldoon left @ 3.30 p.m.)

A general discussed ensued.

Mr Campbell suggested that the submission needed proofing. He felt that the meaning of some sentences was not clear. Mr Campbell said that if the police were trained to know what sectarianism and racism was then Fixed Penalty notices would not be confused with harassment.

Mr Farry indicated that he was in favour of the submission. He asked that, in terms of policy responses, was CRC there to say it was in favour (or otherwise) of policies or was it there to look at the community relations elements of them? Mr Farry suggested “not for or against” but providing a role.

The Chairman said that compared with the Irish Language Act, where CRC took a definite position and supported the Act, there were instances where CRC was more ambiguous. There might be other instances were there were divisions around the table. In this case he thought there might not be enough evidence to have concerns.

Mr Farry thought there should be a distinction – that CRC should consider policies that have CR issues, this policy was, he thought, essentially a Criminal Justice issue and CRC should seek out the CR elements in it. Mr Farry asked in terms of responses how did CRC decide which ones to consider?

The CEO said that a list went before the Policy Development Committee to decide which we respond3ed to and which we did not. He said that, in general

terms, those closest to CR interests were the ones that CRC focussed on e.g. RPA, Eames Bradley, Programme for Government etc.

The Chairman pointed out that besides interest/relevance there is also the capacity of the organisation to respond to all consultations.

1902/08 NI Office : Alternatives to Prosecution –Discussion paper continued: Action

Ms McGlade pointed out that the Policy Development sector tried as best as it could to prioritise, this was often at very short notice which did not always fit in with the CRC meetings time table,. She said that in these situations they had submitted drafts to meet deadlines.

The Chairman asked members if they were happy with the paper subject to suggestions already made.

The draft was agreed.

1903/08 CHIEF EXECUTIVE’S REPORT:

[Paper CRC/129/06/08/05 refers]

Cohesion Sharing and Integration: The CEO told members that CRC had waited (since last summer) assuming that the gap between A Shared Future and the new policy would be relatively small. He pointed out that the absence of any policy focussed on reconciliation was both politically precarious and organisationally difficult as policy development was impeded by the absence of a framework. The CEO said he would appreciate advice from members as to tone and approach that might be taken in public and political decisions.

The CEO pointed out that if this matter did not get to Assembly Committee level by September it was likely that there would be a very long period before it comes policy.

A general discussion ensued.

(Ms Wilson arrived @ 4.10 p.m.)

Mr Haire (CRU/OFMDFM) said that there would be a discussion with advisors tomorrow (27^th June) and this might indicate a change in process.

The Chairman suggested that, if there was no news from Mr Haire next week and no change when the CEO returned from leave a letter could be written. He pointed out that the Council had not previously engaged Ministers on this issue and felt that it might be unwise to move from non-engagement to “hyper” engagement and thought that al letter to Ministers on behalf of Council would beappropriate. CEO

Mr Haire (OFMDFM/CRU) said that an approach to Bruce Robinson (new Head of the Civil Service) might also be helpful.

1903/08 Chief Executive’s Report continued: Action:

Mr Farry thought that CRC should have a challenge function and become a “licensed irritant” and agreed with the view that CRC should pursue this matter with Ministers.

There was general agreement by Council to pursue the matter (in relation to absence of policy) with Ministers.

1904/08 SECTOR REPORTS:

[Papers CRC/129/06/08/06 to 09 refer]

These papers outline the main areas of work.

Funding & Development Programme

(Paper CRC/129/06/08/06 refers)

European Programme

(Paper CRC/129/06/08/07 refers)

Communication & Learning Resources

(Paper CRC/129/06/08/08 refers)

Policy Development Programme

(Paper CRC/128/06/08/09 refers)

There were no questions.

1905/08 AOB:

(1) Bonfires Proposal – tabled at meeting refers

[Beacon development Project 2008 business case proposal & costs}

The CEO said this would be for a “one off” prototype (getting a design specification done by the University of Ulster)

Amount Recommended: up to £15,122.00

Amount Approved: partial funding agreed of up to £7,561.00

After a general debate it was agreed that this project should be partially funded e.g. up to 50%