Northern Ireland Community Relations Council - About Us - Council Minutes

11 December 2003

Core Funding Committee Victims and Survivors

11 December 2003

Attendees: John Cousins (CHAIR), Maureen Hetherington, Marie-Helene Knox, Chris O'Halloran, Caroline Wilson, Caroline Evans,

Apologies: Jim Campbell, Sheila-Jane Malley, Sarah Todd

In Attendance: Michaéla Mackin Brian Mullan, Joan Clements, Derrick Mathews, Carol Taylor

1. Minutes of last meeting

In relation to accuracy. Issues were raised in the officers reports for rates, it was understood that both groups will not receive funding towards rates.

Ms Todd requested that minutes are sent out within one week of the meeting. This was agreed.

Ms Knox requested some clarification on a number of issues as she was not in attendance at the last meeting and these were dealt with.

Matters Arising

No matters arising

Core Funding Officers Reports (CRCV/11/09/03/02)

Mr Mullan welcomed Mr Mathews back after being off for the past few months ill. Mr Mullan asked if the committee had any questions regarding his and Ms Clements' reports.

There was concern in groups not forwarding their projected expenditure. It was suggested if a group has not forwarded this information for two quarters then payment should be suspended until otherwise agreed by the committee. Officers have always encouraged and warned groups. A letter was recently sent out to groups to inform them that projected expenditure was part of their contractual agreement and failure could jeopardise future payment. Officers previously used their discretion but agreed it would make the verification process easier with an absolute policy.

Concern was expressed that at times there will be exceptions to this rule for groups i.e. unforeseen circumstances.

Decision: If a group fails to return projected expenditure for a quarter then they will be issued with a warning. Failure to return projected expenditure for the second quarter will result in suspension of payment until otherwise decided by the committee.

Ms Evans asked if there had been much interest shown in the final round of Core Funding for new groups. There has not been many applications submitted as of yet. Officers have been speaking to groups who were previously turned down in the first round and keeping groups informed of the small grants scheme.

Mr Mullan and Ms Clements expressed concern about the following:

The Ely Centre

Core Funding awarded the Ely Centre a part time admin post and a Directors salary. Director has recently left the organisation and P/T Admin Post Holder has taken over the post of Director. It has come to our attention that this is a breach of fair employment for a number of reasons

No interview took place and P/T Admin Postholder was not on the reserve list for the post of Director when it was previously awarded to Director.

CRC were not informed of Director's departure.

P/T Admin Postholder has now moved to full time salary and we are unaware of where the part time salary is being used.

P/T Admin Postholder has gone on a months leave on a Full time Director's salary.

Ms Mackin showed the committee a letter that was sent to Chair of the group informing the group that they were in breach of contract. As of yet we have not received a reply. The office is currently closed. It was agreed that the next quarter payment should not be issued until this matter has been clarified. Mr Mullan stated he had concerns through verification on their monitoring and evaluation of events etc.

Action: Issue a further letter regarding the last quarter payment, request a report of their previous work as we have not yet received written verification from this group. Payments will be suspended until completion of verification. It was agreed that this letter will be sent by recorded delivery mail.

Nova

This group was funded for 2 Counsellors and 1 Admin. They were also awarded a contribution towards Directors salary. The group have one counsellor in position and have not yet recruited the second counsellor, this salary has been placed towards the Directors salary. Discussion took place on whether the groups' payments should be suspended.

Action: Committee would like to see a breakdown of salaries awarded for Nova. A letter will be issued informing group that payments will be suspended due to an 'abnormality' found during verification visit.

Cunamh

Previously changed their budget headings with agreement of committee to cover their insurance costs, however the group are still £400 short. Discussion took place on the necessity of insurance cover and that it is part of their contract. The groups' insurance has jumped immensely from the time when they applied for funding.

Decision: Agreed insurance cover should be paid.

Contact Youth

This group currently have an underspend due to difficulty in recruitment. They have requested to spread unspent salary costs for other headings. The group have now recruited for the post. It was discussed that this would be changing the original application for funding and it was considered essential to remain consistent across the board. CFO recommended that we pay salary until 2005 and reclaim the remaining funds.

Decision: Request Denied.

Maternity Leave

Discussion took place regarding the payment of maternity. It was noted that this was previously denied for New Life Counselling as the money was not available. The group legally must pay maternity cover. This could lead to discrimination in recruitment if not awarded.

Decision: It was agreed that we should aim to support maternity costs.

Relatives For Justice

This group overpaid their worker by £1,000. Group have agreed with employee to pay this money back on a monthly basis. This agreement is to be put into writing.

Decision: Groups are responsible for overspends.

FOD.D.D.

This group previously let go of their worker and all decisions would be made by their committee. Verification showed that they are in need of a co-ordinator.

Decision: Recommendation approved.

FODDD have been paying their rent from their VSCF nominated bank account. They were not awarded rent through this scheme although it was requested on their application form.

FODDD are currently receiving part rent from another funding body. It was agreed that exact costs will need to be established before a decision can be reached.

Decision: Defer until more information is available.

The group did not apply for insurance in their application form and they need this to be paid. Group not being insured is a breach of contract. It was firstly agreed to defer this until the next meeting, however, this would result in this matter not being resolved for three months. It was considered that for future funding and insurance certificate must be presented with agreement forms.

Decision: Subject to verification being satisfactory that we would pay insurance. This will also be discussed at next meeting.

MAST

MAST situated in Kilkeel have put in a request to move office to a more central location.

Decision: Deferred until next meeting until further information becomes available.

Corpus Christi Counselling Services

Admin assistant salary has been topped up by income generation. This means 60% of salary is paid by CRC and 40% paid by Income Generation. Corpus Christi Services have requested that second year funding for their admin assistant would be paid 100% for a number of weeks and their own income generation would pay 100% for the remaining weeks. It was suggested that the group should have an account for salaries and salary could be combined into this account to prevent two pay dates and reduce tax. One cheque would be issued each month to pay salary.

Decision: Agreed it is the groups' responsibility to issue payments to staff. This suggestion will be forwarded to group.

Springhill Community House

This groups worker is currently out on long term sick and has now moved onto statutory sick pay. This is now leaving the group with an underspend. Statutory sick payments leaves with 29 hours funding not being covered. The group have requested for temporary employment to cover workload.

Mr Mathews spoke to CRC human resources and legally they can hire locally on condition they are qualified for a maximum of four months but group must consult with the labour relations agency.

Decision: Accept recommendation for three months.

Budget Update

Mr Mullan gave a compiled list of all payments to date. Mr Mullan stated it was unfair to count underspends for heating and lighting as this will change from season to season. There is currently an underspend in salary costs due to delays in successful recruitment. Presently the underspend is £70,965.

Mr Mullan suggested to wait until the first year has been completed and second round of core funding is allocated before deciding what will be done with the overspend.

Officers have been discouraging underspends and have been informing groups that all underspends must be returned to the funder.

It was noted an error on the last page the total was 8 million this will be corrected for the next budget briefing for committee meetings.

Training for CFVSG

Mr Mathews gave the committee an update on training. There is a potential risk of duplication if we tender for accredited training. Mr Mathews would like to encourage groups to apply to WEA. Discussion took place on why groups are not taking part in training. Mr Mathews summarised that as part of contract groups are obliged to undertake training and we should encourage attendance. As there is a shortfall of interest for training discussion took place on how to rectify this. It was suggested changing the word training to e.g. Skills Development.

Decision – Paper accepted, groups would be encouraged to apply to WEA training.

Evaluation of Scheme

This will shortly be going out to tender. Some clarification was sought on a number of points. VU and VLU asked to see revised paper before confirming.

Action: E-mail committee final draft.

Grant Applications Under request

Omagh Support and Self Help Group – Archiving Project

Ms Evans advised she had funded £45,000 previously for the project. The Education and Library Board are taking the lead and now consider £90,000 inadequate to support the costs of the project. An offer of £25,000 from LSP has been offered. Ms Evans expressed concern as there are currently no systems in place e.g. Admin, finance etc.

Query whether the group is working in co-operation with Education and Library Board.

Funding for project would be divided and how would this be managed.

The amount of money may be too high.

Decision: This will be deferred for further information.

8. Any Other Business

New groups: Core Funding

Last round of Core Funding ends on 16th January 2004. New applications will need to be considered at the next committee meeting in March 2005.

Conference Proposal

Mr Mathews discussed and explained paper to committee. Ideas were discussed as to the actual layout of the schedule regarding workshops and speakers etc. Mr Mathews informed committee that a questionnaire had been sent out to groups to gather their needs and requests – compiled in consultation with Ms Mackin. Responses to be returned by 22nd December.

Date of next meeting: 11th March 2004 in Dungannon Office