Loughs Agency Headquarters, Prehen

Transcription

1 107 th MEETING OF THE FOYLE CARLINGFORD AND IRISH LIGHTS COMMISSION Attendees Monday 18 th December 2017 at 11am Loughs Agency Headquarters, Prehen Present Laurence Arbuckle (Chairman) Alastair Patterson Fiona Walsh (Conference Call) Michael McCormick Patrick Gibbons (Conference Call) Phil Mahon Terry McWilliams (Conference Call) In Attendance - Loughs Agency Sharon McMahon Designated Officer John McCartney Director of Conservation and Protection Barry Fox Director of Aquaculture and Shellfisheries Kevin Wilson Director of Development JP O Doherty Interim Director of Corporate Services Laura McCready (Minutes) 1. Apologies Andrew Duncan (Vice Chair) Allan Ewart Heather Mackey Ian McCrea Mick Murphy Chairman thanked all for attending the meeting which had been rescheduled at short notice. He also apologised to those Members who had travelled to the previous Board Meeting which had been cancelled due to the adverse weather conditions. 2. Conflict of Interest There were no conflicts of interest with any agenda items. 1

2 3. Minutes of the Previous Meeting Chairman advised that he had received a number of proposed corrections from Fiona Walsh regarding the minutes of the 106 th Board Meeting. These were discussed in detail and some suggested amendments are to be sent to Board Members for approval. The remainder of the minutes of the previous meeting were agreed as an accurate record. Proposed Alastair Patterson Seconded Phil Mahon 4. Reserved Minutes The reserved minutes from the previous meeting were agreed by all. Proposed Alastair Patterson Seconded Phil Mahon 5. Matters Arising There were no matters arising from the previous minutes. 6. CEO Report Capital Projects and In Year Monitoring Round Bids Designated Officer advised the Board that she, and the Interim Director of Corporate Services, had recently met with representatives from both Sponsor Departments regarding the above. She advised that discussions were ongoing and she hoped to have more information to present to the Board at their next meeting. Payroll Budget Designated Officer advised that at the previous Board Meeting, Members requested that the Chairman and Designated Officer seek a meeting with the Permanent Secretary and Secretary in both Sponsor Departments, to try to alleviate their concerns regarding vacancies and staff stress levels. Following discussions with the Chairman, it was agreed that he would write in the first instance to the Senior Sponsors in both Departments stating the concerns raised by the Board. Designated Officer added that letters had been 2

3 sent to both Senior Sponsors. The Chairman confirmed that to date he had not received a response. Designated Officer advised that both Senior Sponsors may be able to attend the next Board Meeting. Designated Officer further advised the Board that she, and the Interim Director of Corporate Services, had recently met with representatives from both Sponsor Departments regarding the above. RESERVED Rebranding Designated Officer advised the meeting that the Agency had been considering changing its logo for a number of years. She added that the current logo was difficult to replicate on clothing, marketing etc. and was not easily recognisable. Designated Officer reported that DAERA Graphics Unit had provided the Agency with a number of new logos and these were currently with staff for consultation. Michael McCormick enquired as to the cost of the rebranding. Designated Officer advised that DAERA Graphics Unit had completed the work free of charge. She added that if it was agreed to change the logo signage, clothing, equipment etc. would be changed over time, as and when they were due to be replaced. 7. Directors Reports The 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. Chairman noted from Barry s report that the oyster fishery had been closed. Barry advised that the decision was taken to close the fishery on conservation grounds from the 22 nd November 2017 to the 31 st January He added that a review will be completed during the closed period to determine if there are reasonable grounds to reopen the fishery during February and March There were no further questions / comments in relation to this report. 3

4 Conservation and Protection John McCartney, Director of Conservation and Protection, asked if there were any questions in relation to his report. Patrick Gibbons highlighted the 162 incidents of pollution and asked if the Board could be of any assistance in relation to same. John advised that currently the biggest threat to the Agency, regarding pollution, was agricultural pollution, due to the adverse weather conditions during 2017, and the closed slurry spreading period. He added that the Agency had made representation to both the Irish Farmers Association and the Ulster Farmers Union to raise awareness, however, weather conditions have left many members of the farming community in difficulty. John advised that the Agency continues to work with the Northern Ireland Environment Agency, the Environmental Protection Agency and local councils in relation to same. John provided Members with a letter from the Department of Infrastructure regarding the A5 Western Transport Corridor Dual Carriageway Scheme for their information. There were no further 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. RESERVED Chairman raised concern in relation to same. Designated Officer advised that this matter continues to be discussed with staff and the Sponsor Departments, however, due to the lack of payroll budget the Agency has to prioritise the work it can undertake at this time. Alastair Patterson asked if the Agency had been reimbursed for the work carried out during the flood of August JP advised that the Agency had spent many man hours on the ground and had received a letter of thanks from DAERA s Permanent Secretary in relation to same. RESERVED 4

5 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. Chairman highlighted the 177 educational workshops delivered up to 1 st November He added that this was outstanding and congratulated the staff involved in same. There were no further questions / comments in relation to this report. 8. Finance Update The Board were provided with a financial outturn report up to the end of November 2017, with projected spend to the end December 2017, as requested at the previous Board Meeting. 9. Risk Register Update JP O Doherty advised that he and the Designated Officer recently met with representatives from Ally, who would be completing the review of the Risk Register. He added that Ally had also met with two of the Agency s Directors and would return in the New Year to meet the third Director. Phil Mahon advised that she was pleased with the progress and looked forward to an early outcome. 10. Outturn Against Targets Board Members were provided with copies of the most up to date Outturn Against Targets for their information. Patrick Gibbons highlighted the development and implementation of a new Marketing and Promotional Plan 2017 for the Agency, and asked if a new Plan would be drawn up for 2018 or would this not be possible due to budget cuts. Kevin Wilson advised that staff were currently working on this and the Plan was expected to be signed off in January Audit and Risk Committee Update Phil Mahon advised that the Audit and Risk Committee held their previous meeting on 12 th December Phil advised that during 5

6 the meeting concern was raised in relation to the Strule Trust and the fact that a member of staff, from the Agency, was the Company Secretary. JP O Doherty advised that the Agency had sought legal advice regarding this matter, and would advise the Board once this information was received. Patrick Gibbons added that the Strule Trust accounts had also been discussed at the meeting. He added that these should be completed by the Trust and not the Agency on their behalf. Phil advised that she and the Committee had completed a Self- Assessment, and as part of her Self-Assessment it had been highlighted that it was good practice for her to meet both Internal and External audit once per year. She advised that she had met with Pauline Cronin from DCCAE and had hoped to meet with Eveline Doherty from DAERA and a representative from Northern Ireland Audit Office over the coming months. Phil advised that while completing the Self-Assessment a common concern was the lack of an accountant on the Audit and Risk Committee. She added that a decision had been made to co-opt an accountant from another North South Body, if possible, onto the Committee. Phil advised that she had drafted the 2017 Audit and Risk Committee Annual Report and this would be presented at the next Committee and Board Meeting. 12. Foyle and Carlingford Area Catchment Status Reports The Board was provided with copies of the above for their information. Chairman thanked John McCartney for these. 13. EU Projects and Partnerships Update The Board was provided with a paper from Barry Fox prior to the meeting regarding the SWELL, SeaMonitor and CatchmentCARE Projects. Kevin Wilson provided the meeting with a verbal update regarding funding opportunities for

7 14. Lough Foyle Oyster Fishery Reports The Board was provided with copies of the above for their information. Chairman thanked Barry Fox for these. Fiona Walsh echoed these comments adding that the reports were very informative. 15. AOB Actions from Board Meetings Fiona Walsh suggested that a table of actions be inserted at the end of each set of Board Minutes, including who is responsible for the action and the expected delivery date. Patrick Gibbons echoed Fiona s statement. Unregulated Trestles Terry McWilliams asked if there had been any update on the above. Chairman advised that following the Board s last letter of 25 th August 2017, a response had been received from the NSMC on 10 th October Chairman added that this had been sent to the Board with the papers for the 106 th Board Meeting, and there had been no further correspondence. 16. Date and Venue of Next Meeting The next meeting of the Board will be held on Friday 9 th February 2018 at 11am in the NSMC Offices, Armagh. Item No Action Responsible Expected Delivery Date 3 Laura McCready to make appropriate changes Laura McCready January 2018 to minutes and to the Board for approval. 11 JP O Doherty to provide the Board with legal JP O Doherty February 2018 advice regarding Strule Trust once received. 15 Fiona Walsh asked that a table of actions be placed at the end of each set of Board Minutes. Laura McCready February