Minutes - Derbyshire Carers Association Board Meetings
Please click here for the Minutes from the DCA Board Meeting held on 31 January 2012.
Please click here for the Minutes from the DCA Board Meeting held on 29 November 2011.
Please click here for Minutes from DCA Management Committee Meeting held on 13 Sept 2011
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DERBYSHIRE CARERS ASSOCIATION
Minutes of Board Meeting held on Tuesday 19th July 2011
Present: Vicky L Davison Trustee
Vita Snowden Trustee
Ian Gill Trustee
Paul Lobley Trustee
Deborah Race Trustee
Sandra Pomerantz Trustee
In Attendance: Helen Robinson DCA Chief Executive
Joanne Goodison DCA – Business & Administration Manager
Deborah Gough DCA – Area Co-ordinator Manager
Thanh Yung DCA – Project Manager
Michaela Bell DCA Administration Officer – Minutes
11/01 - Apologies: Elspeth Jones Trustee
11/02 DECLARATION OF CONFLICT OF INTEREST
None Declared.
11/03 Minutes of meeting HELD Tuesday 10th May 2011
IG suggested Zoe van Zwanenberg who was present should also be included on the attendee list.
VS feels that her comment on page 2 11/06 was misinterpreted – (DR suggested increasing the Training Budget and VS said training is mandatory). She clarified that some training was mandatory but it was a suggestion rather than a statement
IG asked if JG could interpret page 3 section 11-09 about volunteer supervisions being carried out by post. He feels supervisions by post wouldn’t be ideal. JG confirmed that the initial supervision would be done this way but followed by a face to face meeting.
VS suggested that all board meeting minutes should be approved prior to them going on the website so that amendments can be made, if necessary.
The Minutes of the previous meeting were approved by VS and seconded by PL.
11/04 Matters arising from those Minutes
Page 2
HR confirmed that the risk register was now complete and no changes were made. VLD said that the risk register should be on the agenda at the next meeting so the board can review and discuss.
Page 3
No matters arising
Page 4
No matters arising
11/05 FINANCE
HR explained the year end statement of finance activities and PL explained the overall financial state of the organisation.
The income and expenditure statement is increased compared to previous financial years, this is higher due to DCA receiving funding for a number of different projects, i.e. Carers Breaks Scheme, Carers as Ambassadors, Carers as Researchers, etc.
There is a £500,000 reserved fund set aside which is NOT available to use. This is put aside for any major occurrences i.e. organisation collapses which results in redundancies, etc.
HR spoke about the organisations IT server which is currently not serving the organisation well.
Due to the recent expansion of the organisation, it was agreed that an upgrade is required.
However, because it is intended that Derby are to upgrade and have a server within the new premises VLD and HR suggested that we wait to hear the outcome of the recent Derby bid before upgrading at all.
Due to the demand of finances VLD agreed to relieve HR from some of the finance work to concentrate on other business. HR relayed that herself, JG and Nicky Parsons (Administration Officer) currently input information on SAGE and Tina Pickering (External Bookkeeper) comes into the office once a month to reconcile the bank statements. DCIL administer the staff salaries but this takes a lot of JG time. This is due to many staff currently undergoing additional temporary hours JG communicates with DCIL to confirm salaries.
VLD said that due to the expansion it would be cost effective for DCA to have an internal payroll post to start next financial year – March 2012. PL suggested that the post is started before March 2012 to set necessary procedures in place before the financial year starts.
11/06 DERBY FUNDING UPDATE
TY briefly explained the new bid submitted to Derby. Amongst other things the funding was to offload Derby City Council work to the voluntary sector. This is split into three sections – Carers Network, Screening and Assessment and Information and Advice. If DCA successfully win the bid, DCA will lead the work but will work closely with other organisations.
There seems to be lots of questions about the bid amongst trustees and VS suggested that if we are successful, as soon as we have notification a separate meeting needs to be organised so the board can discuss the bid in more detail.
11/07 HEALTH AND SAFETY
There were no Health and Safety Issues.
11/08 OPERATIONAL MATTERS
HR – nothing to add to her report that has been submitted.
JG – Administration Department are struggling to meet additional requests including the Network Carers Directory. Pam Gill (Learning Disabilities Coordinator) is currently looking for additional administration support from Ripley Head Office. We hope to look for additional support in the near future.
Some staff are currently working additional hours this is due to extra work/ projects the organisation is receiving. Staff are asking about the accrued additional annual leave entitlement. JG asked are staff entitled to additional hours, time in lieu. DR said that staff are entitled to accrued additional annual leave if they undertake additional hours for more than one month. All board members were in agreement. VLD said that this should be included in the Policy and Procedures.
VLD said that at each board meeting 2-3 (at the most) current policies need to be reviewed to make sure they are still up to date, etc.
DG – Summarised over the ACO staffs hours and additional hours.
Chesterfield Carers Centre is going well since opening, a little concerned with activities being organised and some have been cancelled due to lack of interest. A meeting took place to discuss this and staff said that the only source to advertise was through the Carers Newsletter which is quarterly. However, since then the attendance numbers have picked up.
Derby Carers Centre have recently held the official opening day, which was very successful. A Professional’s opening day took place on the 4th July which was well attended - 33 professionals. The yearly Carers Day event - swinging sixties was also a huge success.
TY – The Carers as Researchers project has now finished and completed with a positive feedback from Marilyn Hambly. Emergency Plan still ongoing.
11/09 COMPLIMENTS AND COMPLAINTS
There were several new Compliments. There were no Complaints since the last Board Meeting.
11/10 TRUSTEE APPLICATIONS
There had been one application received;
Gillian Withers from Derby – her previous job role as a social worker and working within the Substance and Misuse department. It was agreed, together with her past experience and living in Derby City Gill Withers should be appointed as a trustee member.
11/12 AOB
There was no Other Business.
The Meeting finished at 12.05pm
DATE OF NEXT MEETING
10.00am Tuesday 13th September 2011 at DCA Head Office, White House, The Willows, Slack Lane Ripley.
Minutes of Meeting Held
10th May 2011
Present: Vicky L Davison Chair Person
Vita Snowden Vice Chairperson
Ian Gill Trustee
Paul Lobley Treasurer
Deborah Race Trustee
In Attendance: Helen Robinson DCA Chief Executive
Joanne Goodison DCA – Business & Administration Manager
Deborah Gough DCA – Area Co-ordinator Manager
Nicola Parsons DCA Administration Officer – Minutes
11/01 - Apologies: Sandra Pomerantz Member
Elspeth Jones Member
11/02 DECLARATION OF CONFLICT OF INTEREST
Non Declared.
11/03 Minutes of meeting HELD Tuesday 29th march 2011
The Minutes of the previous meeting were approved by DR and seconded by PL.
11/04 Matters arising from those Minutes
Page 1 - VLD asked if her initials could be listed as VLD and also asked if the minutes could have page numbers on them. PL asked when the Board Minutes would be listed on the Website. HR confirmed this would be done from May 2011.
Page 2 – PL confirmed he was now to be a signatory at Lloyds for DCA.
Page 3 – HR confirmed that the opening of the new Chesterfield Carers Centre had gone very well and they were very busy. The new Admin Officer was to start on Monday 16th May 2011. VLD asked if the Derby Office had gone through yet and HR confirmed that it was to be signed this week and proposed an opening date of 10th July 2011. Everyone was to check their diaries (Action All).
11/05 RISK REGISTER
VLD introduced Zoe who took everyone through what had been done so far on the Risk Assessment Register Review the main points being;
1 Major Funding Decrease;
This had a high likelihood and a high impact
2 HQ Closure;
This had a high cost issue. Another issues came into this category too that being Pandemic contingencies.
3 Loss of SMT Re-Recruitment;
This would have a high impact but was difficult to put any contingency plan in place.
4 HR Policies and Proceedures;
Health and Saftey was flagged up as something DCA would have to seek professional advice on and also the employment legislation needs updating.
Other issues which Zoe said need addressing in this section were;
IT Practice
CRB (non compliance)
HMRC (non payment)
Zoe then brought up issues which needed to be address by the Managment Board, including;
Ensuring DCA meet the core funders and government key priorities and strategies.
Ensuring DCA lobby/network successfully.
Review Business Plans anually
VLD confirmed that everyone was happy for Zoe to go forward and complete the Risk Register.
Zoe confirmed she would be back at the next Board Meeting with an update. PL proposed a forward plan for the Risk Register and VS seconded the proposal. VS asked if, going forward, anything to do with Policies and Proceedures could go into the confidential meeting.
11/06 FINANCE
PL explained that the finance reports showed excessive income over expenditure. PL explained that this was partly because of designated funds for such as the new Derby/Chesterfield Carers Centres and that these funds were intended to be spent by the end of the year. PL also explained the reserves budget and went through the reserves policy. PL told everyone that there needed to be sufficient funds for winding up purposes, payment for accidents until insurance policies pay out, incontinuety of funding etc. DR asked if it was known what the split was for the Derby City funding between the PCT and Social Services, it was agreed that this must be made clear. VS asked for confirmation of help with the Accounts for HR and all agreed.
DR suggested increasing the Training Budget and VS said training was manditory. HR explained the difficulty of ACO`s working 20 hours and not being able to undertake too much training. VS said a Training Policy was required. DG said a training matrix had been done and DR asked if one should be done for the Board. PL said that £1004.00 would be transfered into the training budget. DR proposed to accept the budget and IG seconded it.
11/07 CARERS CENTRES UPDATE
HR confirmed that all was going well. Chesterfield `s opening had been a great sucesss. DG informed everyone of the many events up and coming to keep drawing people into the Carers Centre.
HR also confirmed that all was going well regarding the New Derby Carers with many volunteers already being recruited ready for the opening. VLD asked if the opening date could possibly be 14th July 2011. Everyone to check their diaries (Action All).
11/08 HEALTH AND SAFETY
There were no Health and Safety Issues.
11/09 OPERATIONAL MATTERS
HR read through Thanh Yung’s Operational Report and confirmed that as there would not be any more Holiday Grant Funding (as this was being put onto personal budgets) DCA would be looking at tendering for the administering of Personal Budgets.
IG asked if DCA had any comparison against any other similar Charity. PL said PQASSO is a benchmark of how we sit against other charities in the area. DR asked if DCA has considered Partnership Working. HR confirmed that TY was looking into this.
JG went through the Business and Administration Operational Report. JG explained that the Volunteer figures didn`t include the Trustees who were volunteers so this figure should read 50. DR asked about Volunteer Supervision and JG confirmed that this would be done by post as this was a far less time consuming way of doing supervision. HR confirmed the political sensitivity surrounding the Carers Breaks advertising and JG explained that this would lead to the majority of Carers accessing the Carers Breaks being DCA registered carers.
DG read through the Area Manager Operational Report and explained that the figures were not like for like as the way they are reported has changed in the last year. DG also pointed out that Crisis Intervention was so high because 80% of our carers don`t register with us until they are 5 years into their caring role.
11/10 COMPLIMENTS AND COMPLAINTS
There were several new Compliments. There were no Complaints since the last Board Meeting.
11/12 AOB
There was no Other Business.
The Meeting finished at 12.00pm
DATE OF NEXT MEETING
10.00am Tuesday 19TH July 2011 at DCA Head Office, White House, The Willows, Slack Lane Ripley.
.JPG)
