112th MEETING OF THE FOYLE CARLINGFORD AND IRISH LIGHTS COMMISSION Wednesday 24th October 2018 at 11am Louth County Council Offices, Dundalk Attendees Present Andrew Duncan (Vice Chairman) Fiona Walsh Heather Mackey Ian McCrea Patrick Gibbons Phil Mahon (via conference call) In Attendance - Loughs Agency Sharon McMahon – Designated Officer Barry Fox – Director of Aquaculture and Shellfisheries John McCartney – Director of Conservation and Protection JP O’Doherty – Interim Director of Corporate Services Kevin Wilson – Director of Development Laura McCready (Minutes) Private Time for Board Members The Board did not require any private time. 1.
Apologies
Alastair Patterson Allan Ewart Michael McCormick Mick Murphy Terry McWilliams 2.
Conflict of Interest
There were no conflicts of interest with any agenda items.
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Minutes of the Previous Meeting
The minutes of the previous meeting were agreed as an accurate record. Proposed Patrick Gibbons Seconded Fiona Walsh 4.
Reserved Minutes
The reserved minutes from the previous meeting were agreed by all. Proposed Patrick Gibbons Seconded Fiona Walsh 5.
Matters Arising
There were no matters arising from the previous minutes. 6.
CEO Report
Strategic Planning Designated Officer thanked those Board Members who had recently attended a Strategic Planning session, organised by the Agency. She added that the session had been very useful, and she would propose a second day with Board Members. Designated Officer advised that Laura McCready would contact Members regarding a date for same. Monitoring Vessel Options Paper Designated Officer advised that she had contacted Sponsor Departments regarding the above, as requested by Board Members. She added that she had been advised by colleagues in the Department of Agriculture, Environment and Rural Affairs (DAERA), that there was currently no update on the Options Paper, as its current priority was Brexit. DAERA Board Meeting Designated Officer advised that she had raised the above matter with colleagues in DAERA, as requested by Board Members. She added that she had been advised that DAERA hoped that this meeting would take place before the end of 2018, however due to
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the current workload regarding Brexit, this may not be possible. DAERA to advise further prior to next Board Meeting. Internal Audit Designated Officer advised that the annual Internal Audit had commenced, with both Sponsor Departments’ Internal Audit Units currently at Headquarters. Engagements Designated Officer reported that she had been invited to appear before a sitting of the Joint Committee on the Implementation of the Good Friday Agreement, in the Oireachtas on Thursday 8th November 2018. She added that the Joint Committee has committed to engaging with the North South Implementation Bodies as part of its works programme, and in particular to address the concerns surrounding Brexit. Budgetary Pressures Designated Officer advised that she continues to raise the above issue with Sponsor Departments, particularly regarding the Agency’s baseline salaries budget. Phil Mahon asked if the Agency has any involvement in the River Foyle Strategy and Urban Plan, which has been announced recently. Kevin Wilson advised that the Agency had been involved in some of the initial discussions regarding this project 4-5 years ago. He added that this may be aspirational as he was unsure if funding had been secured for the Plan. Designated Officer advised that she was unaware of the Plan, however she would request an update from Kevin Wilson regarding same. Court Cases RESERVED Foyle Ambassadors Designated Officer advised that the Agency recently held a graduation ceremony for its Foyle Ambassadors. She added that all 32 students who signed up for the programme graduated, which was a testimony to how the programme was delivered. Designated Officer wished to thank Allan Bogle, the Agency’s Community Engagement Officer and the staff of the Agency who participated in the delivery of the programme, for their immense efforts.
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Save the Date Designated Officer advised the Board that the Agency will be celebrating its 21st Birthday and the International Year of the Salmon on 10th April 2019. She added that there will be a number of events scheduled throughout 2019 to celebrate the International Year of the Salmon, and she will keep the Board informed of these events. 7.
Directors’ Reports
The Vice Chairman advised the Board that Members had been provided with the Directors’ Reports and asked if Members had any questions, or issues, they wished to raise with the Directors. Aquaculture and Shellfisheries Barry Fox, Director of Aquaculture and Shellfisheries asked if there were any questions in relation to his report. Vice Chair thanked the Designated Officer for her update regarding the Monitoring Vessel, he asked Barry Fox if he had anything further to report. Barry advised that he had contacted Sponsor Departments prior to the meeting, however he had not received a response. Vice Chair requested that the Monitoring Vessel be placed on the agenda for forthcoming Board Meetings as a standing item, until a resolution is met. All agreed. There were no further questions / comments in relation to this report. Conservation and Protection John McCartney, Director of Conservation and Protection, asked if there were any questions in relation to his report. There were no questions / comments in relation to this report. Corporate Services JP O’Doherty, Interim Director of Corporate Services asked if there were any questions in relation to his report.
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Patrick Gibbons noted that the 2017 Annual Report and Accounts was currently with DAERA Graphics Unit for design and print. He added that he would have expected this to be brought to the Board for approval prior to printing. JP O’Doherty advised that for the first time Northern Ireland Audit Office (NIAO) had asked for the Annual Report and Accounts to be submitted, as one document by the 30th March 2018. Therefore logistically, due to the timing of Board Meetings, it was not possible for the Board to approve the content. JP confirmed that the Report was a look back on 2017. He added that going forward the Annual Report and Accounts will be prepared by 30th March each year, therefore a draft will be brought to the Board at its February Meeting. Fiona Walsh asked that a first draft of the 2018 Annual Report be brought to the Board at its next Meeting. There were no further questions/comments in relation to this report. Development Kevin Wilson, Director of Development asked if there were any questions in relation to his report. There were no questions / comments in relation to this report. 8.
Finance Update
The Board was provided with a financial outturn report up to midOctober 2018. Fiona Walsh advised that she had highlighted at the June Board Meeting that only 5% of the Agency’s capital budget had been spent, with this figure now sitting at 28%. She added that with 72% of capital monies remaining for 2018, this is not efficient delivery. Fiona asked that a paper be prepared for 2019 to enhance the performance of the Agency’s capital monies. She also asked that an update be provided on this paper at each Board Meeting, so the Board can monitor progress. Patrick Gibbons noted that the Omagh Office has been closed and was due to be demolished in the coming weeks. Patrick asked where the staff were now being housed. JP O’Doherty advised that they are now based in rented accommodation in the Omagh Enterprise Centre.
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9.
Risk Register Update
Board Members were provided with copies of the most up to date Risk Registers, and a draft version of the Strategic Risk Register for their information. Patrick Gibbons suggested that the Operational and Strategic Risk Registers now need to be aligned. JP O’Doherty advised that the Strategic Risk Register is not yet operational, however when final approval was received from the Board they would both be combined. Fiona Walsh highlighted the substantial amount of work that has gone into the Strategic Risk Register so far, and urged Board Members to engage fully with the Agency to complete the task. 10. Outturn Against Targets Board Members were provided with copies of the most up to date Outturn Against Targets for their information. 11. Audit and Risk Committee Update Patrick Gibbons gave the Board a short update following the last meeting of the Audit and Risk Committee, particularly in relation to the role of Internal Audit. Board Members were advised that they would receive the minutes of the previous Committee Meeting at the December Board Meeting. 12. External Funding Update Board Members were provided with a copy of the above for their information. Barry Fox advised that the interviews for the post of Principal Project Officer for the SeaMonitor Project are scheduled to take place on 9th November 2018. 13. AOB 2019 Meetings Patrick Gibbons thanked Laura McCready for providing dates for Board and Audit and Risk Committee Meetings for 2019. Patrick asked if the venues for meetings could be agreed as soon as possible. Fiona Walsh also asked that when considering venues for 6
meetings, particularly the winter meetings, that a venue with a conference call facility be selected. Patrick wished to thank Louth County Council for hosting the 112th Board Meeting. Designated Officer advised that Louth County Council CEO, Joan Martin apologised for not attending the Meeting, however she had a prior engagement. 2019 Business Plan Designated Officer thanked those Board Members who had provided comments in relation to the above. She asked that any further comments be provided to Laura McCready before 31st October 2018. 14. Date and Venue of Next Meeting The next meeting of the Board will be held on Wednesday 12th December 2018 at 11am in Mellon Country Inn, Omagh.
Item No 6 6 7
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Action Second Strategic Planning day to be arranged. Update from DAERA regarding Departmental Board Meeting. Monitoring Vessel to be placed on the agenda for forthcoming Board Meetings, until a resolution is met. Draft 2018 Annual Report to be presented to Board. Paper to be prepared on capital spend for 2019. Update to be provided at each Board Meeting. Venues for 2019 Board and Committee Meetings to be planned. Comments regarding 2019 Business Plan to be forwarded to Laura McCready.
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Responsible Laura McCready Designated Officer
Expected Delivery Date Prior to 12.12.18 12.12.18
Laura McCready
12.12.18
JP O’Doherty
12.12.18
JP O’Doherty
27.02.18
Laura McCready
12.12.18
Board Members
31.10.18