Northern Ireland Community Relations Council - About Us - Council Minutes

26 November 2008

1929/08 PRESENT: Action:

Mr J Deery, Mr S Farry, Ms H Francey, Ms E Gallagher, Ms S Gordon, Ms M Hetherington, Mr T Kennedy, Mr T McCusker. (Chair), Ms S McDermott, Ms R McCorley, Ms M Muldoon, Mr D Porter, Mr E Oakes, Ms C Wilson.

1930/08 APOLOGIES:

Mr M Campbell.

Staff: Mr J Fitzsimons [PD/DFAP]

1931/08 IN ATTENDANCE:

Dr D Morrow [CEO], Ms J Irwin {Deputy CEO], Mr P Jordan [Acting PD/F&D], Mr R Mullan [P/D Communication & Resources], Ms D McGlade{P/D Policy Dev], Mr J Dennison [P/O EU Prog], Ms H Scott [P/Secretary].

Katy Radford [External consultant]

Mr John McAlpine [Director of Operations, UCIT – for a later presentation]

1932/08 OBSERVER:

Mr D Haire (CRU/OFMDFM); Mr Colin Jack (OFMDFM)

1933/08 MINUTES:

The Minutes from the previous meetings (26^th September 2008) having been circulated, were taken as read. There were no amendments.

1934/08 MATTERS ARISING:

(i) Interface working group[Mins 1921/08, Item 2 refers]: The CEO confirmed that this report was now finalised and had been sent to Ministers with a request that they consider the issues arising out of it.

(ii) CSI (Cohesion Integration & Sharing policy): [Mins 1921/08 Item 1 refers]: Mr Haire (CRU) informed members that the draft policy had still not gone before Committee but he hoped to have an update at the end of the week. He said they would continue to press.

1934/08 Matters Arising continued: Action:

The Chair suggested that if delays continued members should consider adopting a proactive stance because waiting until 2010 for this policy to be implemented would affect Council’s ability to plan ahead.

1935/08 CHAIR’S BUSINESS:

(1) Billy Gamble (CRU/OFMDFM retired): The Chair told members that despite the recent death of his wife Mr Gamble attended the Farewell & Welcome dinner at Belfast Castle on the 19^th November. He extended formal condolences.

(2) One Small Step book launch: The Chair said that this booklet (One hundred small steps) was now available. He said that the original group would be meeting in CRC next week and members would be regularly updated on any initiatives.

(3) Lisburn CityCouncil: The Chair reported that he and the CEO had appeared before the Leisure Services Committee. He said lessons could be learned from the Stoneyford incident. The Chair said that the matter of CRC membership was raised but that this matter was not up for discussion as CRC had followed recommended procedures when appointing new members. He had advised the Committee that any queries regarding appointment should be taken up with our Sponsor body.

(4) Suffolk and Lenadoon: The Chair said that public policy did not appear to recognise the on-going situation in this area. He said that he and the CEO had met the group and discussed the closure of the school, the possible use of the buildings and how to connections might be sustained.

(5) Mr Colin Jack: The Chairman introduced Mr Jack (Head of Good Relations & Recon Division) to members

1936/08 PRESENTATION:

(1) Sharing Over Separation – A Rural Perspective – Katy Radford: The CEO said there were a number of issues that required CRC’s attention, rural cultural life lived in isolation and rural development policy and demographic policy in rural areas.

Katy Radford’s presentation was made under the following headings:

§ Increased rural segregation

Differing manifestations of social, cultural and economic exclusion

Sectarianism and racism

§ Community relations and community development

Formalised structures over informal networks

§ Flags and emblems

Re-imaging communities Programme

1937/08 Presentation (Sharing over separation – a rural perspective) Action:

§ Housing

Different motivation for developing shared housing

§ Interfaces

Rural areas tend not to be physical

Rural – more extreme avoidance than contact

§ Race and ethnicity

§ Rural institutions

Difference between rural institutions and those which have an impact on rural life.

§ Children and young people

Play, leisure facilities, education, hath and social services in post-conflict comfort zones

Social isolation

Boundary commissions

A paper will be considered in detail by the Policy and Communications Committee.

1938/08 OPERATIONAL PLANNING:

[Papers CRC/132/11/08/01, 01.1, 01.2 refer]

1 Performance Indicators 08-09: Ms Irwin advised that these were the targets for this year (01 & 01.1) and noted that the Council would not depart significantly from last year given the current policy vacuum. She proposed that indicators in Priority Areas 1 and 4 be suspended for 2008-09 until the review of the policy was completed and the implications for CRC were agreed – as had been the case in reporting on performance in 2007/08

Objective 3, Item 7 (pg 2): Ms Irwin noted a change in the wording of this objective.

This was agreed.

She advised that the performance indicators for the year will now go to CRU for approval.

2 Shared Service s Project (Arms length bodies - 01.2) Ms Irwin said that Mr Rooney (OFMDFM) had asked CRC to participate in this project. She said that this paper outlined initial aims of the project (pg 1) and services under consideration (pg 2). Ms Irwin said that the timescale was Dec 2009 phase1 would report whether this was a workable idea, phase 2

will be an implementation phase with phase 3 post implementation and evaluation.

1939/08 RECRUITMENT OF NEW MEMBERS: Action

Paper CRC/132/11/08/02 refers]

The Chair informed members that this has been discussed at the General Purposes Committee and it had been agreed that a skills audit would be undertaken which would look at, financial accounting skills and other gaps.

He suggested that the process be taken forward by a smaller group and that he and the CEO would discuss this next week.

Governance Meeting: The Chair said that the initial meeting had not taken place due to member’s unavailability. He said this would be reconvened in January.

Attendance at meetings: The Chair indicated that a formal note of attendance at all meetings was intended and the matter of remuneration (for attendance at Council meetings) was being addressed in the proposed changes to Articles and Memorandum of Association. The Chair suggested that this would possibly the only change, at this stage, given the current “policy gap”.

Mr Haire (CRU/OFMDFM) indicated that a conversation was needed regarding the tidying up/rewording of CRC’s Memorandum and Articles of Association.

1940/08 MEDIA PROPOSAL : SECTARIAN DAY

[Paper CRC/132/11/08/03 refers]

The CEO told members that media proposals were now reduced to a single proposal. He said that the proposal was to build on a research project and attempt to show small decisions(?) lead to patterns of behaviour. He said that based the report from ICR a seminar would take place in December and he would contact members regarding this.

The proposal is that a grant of £40,000 is used to develop a series of short films, principally directed at 16025 years olds, for web-sites, Youtube and other internet sites.

The CEO said if approved then an advertisement would be place and selections

(film makers) would be made in January 2009 with a view to paying the grant by March 2009.

The following points were highlighted by members:

§ The target age group should be raised e.g. sectarian attitudes are often held by adults

§ Who would manage it and the resource implications?

§ Broadening the age range would be preferable

§ Had topics been considered, where we work, where we shop rather than targeting age

1940/08 Media Proposal – Sectarian Day continued: Action:

§ Series of 10-15 short films meant around £2600 per film if there were 15 made – was this adequate?

§ Advertisement in the papers would cost around £3000.00

§ How was the selection (of film makers) to be done?

The CEO said that these points, including intergenerational audiences, would be brought to Dr Crozier’s attention if the grant was approved.

Mr Haire (CRU/OFMDFM) pointed out that these films had to be made by 31^st March 2009.

Proposal: £40,000.00 (for 10-15 short films)

Approved: £40,000.00 (for 10-15 short films) subject to points raised and considerations (1-3) as outlined on paper CRC/132/11/08/03.

1941/08 UCIT (Ulster Community investment Trust) PROPOSAL:

[Papers CRC/132/11/08/04 & 04.1 appendix refers]

Mr John McAlpine(Director of Operations, UCIT) outlined the background to the formation of UCIT (1990s) and then made a presentation to members.

The proposal is the formation of a strategic partnership with CRC based on two common goals:

· A joint bid by the partnership to RDC to secure up to £7.5M in financial assistance over a three year period (£2.5M p.a.) from IFI.

· The establishment of the first Social Enterprise and Reconciliation investment fund by the partnership in Northern Ireland.

After Mr McAlpine left the meeting there followed a general discussion amongst members.

A summary of concerns raised by members:

· CRC’s reputation

· Real financial costs to CRC

· Grants – not just about giving grants, there is monitoring, evaluation and administrative costs

· The possibility of a summary report from groups who have experience of UCIT

· Would the loan represent value for money?

· Financial implications – the proposal needed independent scrutiny.

1941/08 UCIT Proposal continued: Action:

The general consensus was that the Council was not ready to commit to this proposal. The issues raised should be investigated and the CEO would come back to members at a later date.

CEO

1942/08 POLICY PAPERS:

[Papers CRC/132/11/08/05 & 05.1 refer]

(i) outline draft (submission) re Strategic approach for victims and survivors - 05

(ii) Proposed Local Government boundary changes - 05.1

There were no questions.

1943/08 ONE SMALL STEP/CR AWARDS:

[Papers CRC/132/11/08/06 refers]

Mr Mullan said that in order to publicise community relations achievement it was proposed that CRC organise an annual Community Relations Awards ceremony with a broad range of categories. H said that nominations could be sought through a newspaper advert as well as via CRC’s website.

Mr Mullan said that it was proposed that the awards scheme take place under the One Small Step brand, which would build on the campaign’s recent work and be supported by the Belfast Telegraph who had already agreed to run an on-going series of weekly/monthly features.

The Chairman suggested that this be left with the appropriate Committee to progress and that a definite proposal be prepared for the next meeting.

This was agreed.

1944/08 CEO’S REPORT:

[Paper CRC/132/11/08/07 refers]

The CEO told members that there were two main items of interest:

1 Restoration of the Executive: The CEO said although a draft proposal (successor policy to A Shared Future) had been promised it had not been forthcoming. He said that it seemed unlikely that any policy paper could be finalised before May or June 2009.

1944/08 CEO’S report continued: Action:

2 The impact of the MoD’s homecoming parade. The CEO said that this event appeared to have brought sectarianism back to the front pages of the newspapers.

Ms McCorley expressed disappointment with the CEO’s report of the homecoming parade. She said that, in her view, the reason why there was no significant violence on the day was because Sinn Fein had managed the protest with dignity. Ms McCorley said that she attended the event and that policing arrangements were totally inadequate, a fact she pointed out, they later admitted. She felt that the CEO’s report should have reflected the reality of the situation.

3 CRC pay matters: The CEO told members that there had been a failure to implement new pay scales going back to 2005. He said that the proper salary scales had been identified and implemented though a small number of staff been overpaid. The CEO informed members that all back pay had been paid and that the matter of overpayment would be dealt with in due course in consultation with staff and the Department. He said staff had been updated and meetings with the Union had taken place.

The CEO said that he wanted a formal note of following:

(a) His apology to staff for the mess and upset it had caused.

(b) His apologies to the small number of staff who through no fault of their own found that they owed money.

The CEO said the procedurally the whole system had been overhauled as well as how salary scales are communicated to staff.

Mr Farry enquired if there had been any complications with regard to pensions.

The CEO said that he had handed this matter over to the Chair to investigate to avoid a potential conflict of interest.

CEO/Chair

The CEO said that he wished to record his appreciation to Council members and staff for their help during the absence of the Director of Finance. In particular he thanked Ms Irwin for keeping CRC safe and Ms Adamson who had undertaken a considerable amount of work in relation to salaries and salary scales.

1945/08 FINANCE: Action:

[Papers CRC/132/11/08/08, 08.1 (A - F) refer]

1 Profile of Expenditure @ 31.10.08(& Notes tabled at meeting refer)– 08

2 Grant Expenditure Review (A-F) – 08.1

The following 2 papers were also tabled at the meeting:

§ draft Financial Statements for 7 months ended 31.10.08

§ Grants receivable/Grants Paid/Overheads for 7 months to 31.10.08 refers]

Mr Farry provided a verbal update of the audit. He thanked Mr Haire and Mr Jack (CRU/OFMDFM) for the understanding that had been shown.

Mr Farry informed members that two internal audit reports by AMS Horwath had been drawn up in Spring this year but these had been lodged on Mr Fitzsimons’ computer and their existence had not been drawn to the Audit Committee’s or the Board’s attention. He said that one of the reports affected Funding and Development while the other CRC’s financial systems.

Mr Farry told members that the second report indicated that CRC’s financial systems were deemed to be limited. He assured members that the main critique was of administrative limitations and not of a financial nature.

Mr Farry reported that CRC had got a “satisfactory” overall assurance from the audit and suggested that Council should be grateful for this.

Mr Farry indicated that the Audit Committee had signed off the initial audit (by Finegan Gibson) unaware of the existence of two above-mentioned reports from ASM Horwath. He said that an awareness “statement of internal control” letter had now been sent to CRU and the Risk Register had been modified to record this. Mr Farry stated that financial structures were being drawn up by ASH Horwath and remedial actions are being undertaken.

Mr Farry advised members that a future audit was to be undertaken by the Northern Ireland Audit Office. He said Messrs Finegan Gibson would be retained to continue to assist with CRC’s financial requirements until the return of the Finance Director. He said that the Audit Committee would now be supported by CRC’s Deputy CEO Ms Irwin.

The Chair stated that during the absence of the Finance Director it had been a difficult time for staff and he thanked Mr Farry and the staff who had helped during this time. He said that there was an urgent need to reconfigure CRC’s finance sector and additional assistance would be sought.

1945/08 Finance continued: Action:

The CEO assured the Board that these matters had been taken extremely seriously and assured them that he would strive to ensure best outcomes in the future.

Mr Haire (CRU/OFMDFM) stated that it was a serious matter and important it had was treated accordingly and that procedures were being put in place to rectify shortcomings.

1945/08 SECTOR REPORTS:

[Papers CRC/132/11/08/09 to 13 refer]

Funding & Development Programme

(Paper CRC/132/11/08/09 refers)

European Programme (Paper CRC/132/11/08/10 tabled at meeting)

Communication & Learning Resources (Paper CRC/132/11/08/11 refers)

Community Bridges Programme

(Paper CRC/132/11/08/12 refers)

Policy Development Programme

(Paper CRC/132/11/08/13 & appendix13.1 refers

1946/08 AOB:

9^th December – Sectarian Day roundtable 12.30 to 3 p.m:An invitation to follow but any member wishing to attend should speak to the CEO.

15^th December – launch of CRC’s Annual Review (Ormeau Baths)

Continuity IRA– threats to shoot community workers in North Belfast – press statement condemning these threats to go out tomorrow.