Miss Rosemary Rainey (Chairperson), Rev Dr Norman Hamilton, Mr Alastair Mackay, Mrs Dinah MacManus, Ms Mairéad McCafferty, Mr Ciarán O Grady

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1 Belfast Education and Library Board Board Meeting Minutes of a Meeting of the Belfast Education and Library Board held on Thursday 24 November 2011 at 2.00 pm in the Boardroom, 40 Academy Street, Belfast Members Present Apology Miss Rosemary Rainey (Chairperson), Rev Dr Norman Hamilton, Mr Alastair Mackay, Mrs Dinah MacManus, Ms Mairéad McCafferty, Mr Ciarán O Grady Mr Gerry McMahon In Attendance Mr David Cargo Chief Executive Mr Gerry McGuinness Senior Education Officer Mr David Megaughin Chief Finance Officer Mrs Patricia Mellon Chief Administrative Officer Mr John Martin Information Officer Mrs Catherine Burnett Procurement Manager Welcome The chairperson welcomed everyone to the meeting Declaration of Interests by Members There were no declarations of interest Board Meeting It was proposed by Norman Hamilton, seconded by Alastair Mackay and agreed, that the minutes of the meeting of 27 October 2011, copies of which had been circulated, be received and adopted including any recommendations contained therein Matters Arising from the Board Minutes of 27 October Review of Board Governance Structures (minute refers) The chairperson and members again expressed their concerns regarding DE s ongoing failure to appoint the board s full complement of board members. The continued absence of political representation on the board was also an additional, ongoing concern to members who voiced their disbelief that DE had allowed this situation to continue for most of 18 months.

2 .2 Annual Accounts 2009/10 (minute refers) The chief finance officer reported that the board s Annual Accounts 2009/10 had been laid before the Northern Ireland Assembly..3 Putting Pupils First: Shaping Our Future - Update (minute 7749 refers) The chief executive briefed the meeting on the operation of DE s viability audit working group and the board s observer status on this group. The meeting discussed the impact of anticipated school budget cuts on the viability audit and the chief executive drew members attention to tabled correspondence to and from the permanent secretary regarding the inclusion of a contextualised value added approach that would take into account socio economic conditions. The chief finance officer briefed the meeting on the contents of a tabled DE paper Aggregated Schools Budget 2012/13 to 2014/15 and members discussed its implications. In order to facilitate the completion of the viability audit and area plan, and address the other current educational issues facing the board, the meeting decided to re-establish the education committee and agreed that all board members would serve on this committee. The meeting also agreed to postpone consideration of the establishment of a finance and general purposes committee until the New Year..4 ANIELB - Nomination of 4 Members to Executive Council (minute 7751 refers) The chairperson thanked Mairéad McCafferty and Gerry McMahon for proposing and seconding the board s Resolution on Early Years at the ANIELB Annual Conference on 17 November 2011 in Stranmillis University College. She also thanked the organisers of the Annual Conference which on the day had included input from the Minister, and from the chairperson of the Assembly s Committee for Education, on the timetable for the introduction of a single education authority. On the proposal of Norman Hamilton, seconded by Dinah MacManus, the meeting decided to nominate Mairéad McCafferty to serve as first vice-president of ANIELB. 2

3 .5 Voluntary Severance 2011/12 (minute 7752 refers) The chief executive drew members attention to a tabled copy of a letter which had been received today from the chief executive (designate) of ESA approving voluntary severance business cases. He indicated that offers of voluntary severance would be made to the staff whose business cases had been approved Audit and Risk Management Committee held on 9 November 2011 It was proposed by Norman Hamilton, seconded by Dinah MacManus and agreed, that the minutes of the meeting of 9 November 2011, copies of which had been circulated, be received and adopted including any recommendations contained therein Chairperson s and Chief Executive s Business.1 School of Music Christmas Concert The chairperson reminded members that the School of Music s Christmas Concert would be held at 7.30 pm on Wednesday 7 December 2011 in the Ulster Hall. Tickets were available for members on request..2 Governance and Accountability Meeting The chairperson informed the meeting that she would be attending a governance and accountability meeting at the Department of Education on 8 December 2011 and that members should advise her of any matters they wished her to raise at the meeting..3 Appointments to Senior Management Team The chairperson informed the meeting that shortlisting for the advertised 2 new senior management team posts would take place on 2 December 2011 and would be followed by interviews on 13 December 2011 and would involve the chairperson, vice-chairperson, chairperson of the audit and risk management committee and the chief executive..4 Appraisal of Board Members The chairperson reminded members that appraisal of board members had to be completed before April 2012 and would include a self-assessment which was in draft form at present and had been sent by DE to chairpersons for comment. The form would be issued when it was finalised and had to be agreed before its submission to 3

4 DE. Members would require some direction in respect of the selfassessment element..5 Appraisal of Chief Executive The chairperson advised the meeting that the appraisal of the chief executive had to be completed and submitted to DE by 30 November 2011 and that the remuneration committee would meet to discuss the level of remuneration and make a recommendation..6 December Board Meeting The meeting noted that the December board meeting would take place at am on Thursday 15 December and would be followed at pm by the chairperson s Christmas lunch..7 Strike Action - 30 November 2011 The chief administrative officer briefed the meeting regarding the strike action which was due to take place on 30 November 2011 and which would have significant implications for schools, including special schools, and for school transport and school meals. Guidance had been sent out to schools regarding the strike action..8 Events/Meetings Attended The chairperson informed members that she had attended the following events/meetings: The Chairpersons Forum Annual Tuesday 8 November 2011 Schools Debate Meeting with vice-chairperson Monday 14 November 2011 Board Members Forum and Thursday 17 November 2011 ANIELB Annual Conference, Stranmillis University College Informal Meeting with Friday 18 November 2011 Permanent Secretary Appraisal of Chief Executive Tuesday 22 November 2011 Launch of Belfast Dove Project at Wednesday 23 November 2011 Parliament Buildings 4

5 7762 Finance.1 Financial Report for October 2011 The chief finance officer spoke to a circulated paper which detailed information regarding the financial position at the end of October 2011 and included monthly pressures since June 2011 and information on: schools; centre; youth; earmarked; bids; forecast outturn. The chief finance officer reported a net pressure on school budgets of 0.484m and on centre budgets of 3.549m. The meeting noted the pressure outstanding of around 5.9m in respect of special education and associated transport on which DE has undertaken to work with the board..2 Additional Allocations The chief finance officer spoke to a circulated paper which gave details of both recurrent and capital additional allocations which had been received by the board from DE since the beginning of the financial year. The meeting noted the net additional allocations..3 LMS Outturn Statement 2010/11 The chief finance officer spoke to a circulated paper which provided information regarding the financial outturn of each school s budget for the year. Members noted both the outturn statement for 2010/11 and also that further information on significant school deficits will be available once the viability audit is complete Education and Youth.1 Curriculum Advice and Support Service (CASS) Update The senior education officer spoke to a circulated paper which provided information on a recent school inspection report on: 5

6 St Mary s Primary School - Report of an Inspection October 2011 The meeting noted the contents of the paper and of the inspection report..2 Children and Young People s Services (CYPS) - Update The senior education officer spoke to a circulated paper and draft consultation response on the Draft Northern Ireland Children and Young People s Plan The meeting discussed and agreed the draft consultation response and members were asked to forward any further comments to the senior education officer for inclusion in the final response..3 Youth Service - Update The senior education officer spoke to a circulated paper and a proposed Memorandum of Understanding between the board and the Ashton Community Trust in respect to the management of New Lodge Youth Club and responsibility for youth work provision in the New Lodge area. Members noted the contents of the paper and, on the proposal of Norman Hamilton, seconded by Mairéad McCafferty, approved the Memorandum of Understanding to effect the change of management from 1 January 2012 to 31 December Technical and Services.1 Report on Tenders for General Storage Furniture for the Period 1 January 2012 to 31 December 2014 (20200) The procurement manager advised the meeting that open competitive tenders were invited and the above joint-board tender administered by the Belfast board was advertised in the local press and on the e-sourcingni web site. Award decisions were made in favour of the highest scoring tender for each section; Alpha Office Furniture - sections 2, 3 and 4 and SOS Group - sections 1, 5 and 6. Estimated value of contract 145k (3 years, all boards). Dinah MacManus proposed, Mairéad McCafferty seconded and approval was given to award contracts as stated above. 6

7 .2 Joint Board Contracts Administered by Other Boards The meeting noted that joint board tenders had been accepted by the boards responsible for the administration of the contracts detailed below: Home Economics Light Equipment (30237) 18 October September 2013 (with the option of a further 2 periods of 12 months extension each) Administration by North Eastern Education Board Estimated value per annum Belfast, 10,000 Renewable Fuel - Wood Pellets (40518) 1 September August 2013 (with the option of a further 2 periods of 12 months extension each) Administration by South Eastern Education Board Estimated value per annum Belfast, 20,000 Training Services - First Aid and Health and Safety (40519) 3 October August 2013 (with the option of a further 12 months extension) Administration by South Eastern Education Board Estimated value per annum Belfast, 15,000 There being no further business the meeting ended at 3.21 pm. Signed Dated 7