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IN ATTENDANCE
Rosemary Symes Minutes
Michael McGreevey For item 8
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d. Allan Jones gave a brief update on data quality projects.
e. David Gilmour reported that a recent audit carried out by PWC on behalf
of DFP, categorised NIW procurement as ‘exemplar’ and a Centre of Procurement
Excellence. He also noted that the Purchase 2 Pay system would be rolled out
fully within NIW by the end of August 2009.
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j. Trevor Haslett briefed the Members on the property rationalisation project
and reported that the Minister had agreed that the project could move to the Final
Business Case (“FBC”) stage. It was anticipated that the FBC would be available
in three weeks’ time.
k. Mark Ellesmere reported that the Echo contract had been signed on Friday
31 July 2009.
2. Minutes of the Previous Meeting
a. The minutes of the ET meeting held on 20 July were agreed subject to minor
amendments.
b. Laurence MacKenzie said he had been asked to bring a half year review on costs
to the Board in due course and was therefore interested in the number of
temporary staff and consultants employed by the Company. Pauline Shepherd
gave a brief summary of the position and agreed to discuss this matter further with
the Chief Executive when they met on Thursday 6 August 2009.
[Action: Pauline Shepherd]
3. Matters Arising
a. It was noted that matters arising had been completed or were scheduled for
completion in due course.
4. Chief Executive’s Report on July Board
a. Laurence MacKenzie reported that the Board Effectiveness review would now
take place in September.
b. The Board had expressed its thanks to Chris Mellor for his efforts in acting as
both Chairman and CEO over the past fourteen months.
c. Ronan Larkin had presented a Quarter One forecast to the July Board meeting
which was discussed by the Board Members. The Board was informed that the
Operating Plan had been approved in the June monitoring round subject to a
potential small adjustment to the CWP.
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d. An update on the HR Strategy was put on the agenda for the September Board
meeting and Laurence MacKenzie agreed to discuss this further with Pauline
Shepherd outside the meeting.
[Action: Laurence MacKenzie/Pauline Shepherd]
e. The Reporter had addressed the Board Members on his draft report which had
been very positive. The Board had approved the AIR09 and the Regulatory
Report and Accounts.
f. The Board Members noted the positive progress which had been made on the
Undertakings. The Board was eager to ensure that eventually the Company
would be able to discharge its obligations and to this end the Utility Regulator had
been provided with a set of draft definitions setting out the steps that would
represent each undertaking having been complied with. It was agreed that this
latter point would be discussed at a scheduled meeting with Utility Regulator on
14 August.
[Action: Laurence MacKenzie]
g. It was noted that the BHC had requested an indemnity from the Company,
against any future damages which might be caused by discharge from the tunnel’s
outfall into the Herdman Channel. This matter had been considered by both the
AIC and the Board. The Board had noted that the Company had been aware of
the need to provide an indemnity and the Chief Executive reminded members that
matters requiring board approval should be brought forward in good time.
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[Action: Mark Ellesmere]
5. Business Operating Model (BOM) Update
a. Darren Mawhinney made a brief presentation to the ET on the progress to date
outlining plans to take matters forward going forward.
b. The ET noted the high level design stage of BOM and their need to attend
forthcoming bilateral meetings to agree broad principles. The ET also noted the
intention to benchmark future operating arrangements with ‘best in class’ water
utilities.
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c. ET noted that the Trade Unions were being kept updated on matters and were
positive on the actions being taken.
c. ET approved the Option 3 outlined in the report and agreed to the running of a
PILS in Northern Ireland managed by SNIPEF. The Chief Executive agreed to
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include reference to the Regulations in his report for the September Board
Meeting.
[Action: Laurence MacKenzie]
d. Michael McGreevy agreed to liaise with Pat McParland on public relations issues
when rolling out option 3.
[Action: Michael McGreevy]
9. Ipsos MORI Research
a. It was agreed to defer this paper to the next meeting.
[Action: Secretariat]
10. Internal Audit Status of Red and Amber Recommendations
a. Ronan Larkin reported that at 30 July 2009, there were fifty-four
outstanding audit recommendations, two of which were causing some concern,
the first being Business Continuity Planning. ET noted that David Dangerfield
had produced a draft report on this and recommendations had been executed. The
second area of concern was further strengthening of Disaster Recovery
procedures.
b. ET noted that the Company did not have a corporate structure for the
Business Continuity Plan at present and this was being reviewed by Internal
Audit. ET discussed this and where the Business Continuity Plan should sit
corporately.
d. The Chief Executive indicated that he had arranged a meeting with the
Internal Audit Manager to set the tempo to address outstanding issues.
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11. Forward Look
a. Noted.
b. Mark Ellesmere reported that although there was no Board Meeting in August, a
Reporting Pack would still be prepared and distributed.
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MINUTES OF NI WATER – EXECUTIVE TEAM MEETING HELD ON
TUESDAY 18 AUGUST 2009 AT NIW OFFICES, NEWRY
PRESENT
Laurence MacKenzie Chief Executive
George Butler Director of Asset Management
Mark Ellesmere Head of Legal and Company Secretary
David Gilmour Commercial Director
Trevor Haslett Director of Engineering Procurement
Allan Jones Chief Information Officer
Ronan Larkin Director of Finance and Regulation
Darren Mawhinney Strategic Advisor
Pat McParland Director of Corporate Affairs
Pauline Shepherd Director of Human Resources
IN ATTENDANCE
Rosemary Symes Minutes
Geraldine Irwin Head of Billing
Charlie Gallagher Head of Water Supply
b. Trevor Haslett reported that the recent Alliance Industry Days had been positive
and the Alliance Project was progressing in line with expectations. Allan Jones
agreed to liaise with Trevor Haslett in order to ensure that the regular updating of
asset data was included within the project.
[Action: Allan Jones/ Trevor Haslet]
c. Darren Mawhinney asked the team to note recent comments made by the Ulster
Unionist Party in relation to the future funding of NIW.
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d. George Butler reported that IWO was holding a seminar on careers on 2 October
2009 and he circulated copies of the invitation.
f. Pat McParland also referred to a recent media enquiry on the travel expenses of
public sector bodies and noted that NIW would be providing relevant information
to the journalist.
3. Matters Arising
a. All matters arising had been dealt with or were in the course of being dealt with.
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David Gilmour joined the meeting at this stage
f. George Butler noted any comments made for incorporation into the report
before it was included in the August Reporting Pack.
5. CEO Report
a. The report was taken as read. Laurence MacKenzie reported that NIAUR
had agreed to respond to NIW’s draft definitions at the beginning of September.
b. Laurence MacKenzie requested further input from E.T colleagues into the
report before it was included in the August Board Reporting Pack.
3
6. KPI Report
(i) Customer Services Report
a. Geraldine Irwin said that DG6 was being reviewed and work was
continuing on DG7. It was anticipated that billing contact issues would be
resolved in September.
b. The main focus was on the collection of cash from billing and debt
collection. ECHO was engaging with NIW at present.
c. There had been fifty-six CCNI complaints to-date (both stage 1 and 2).
The target for closing complaints in July had been missed in a single instance as
there had been confusion with CCNI regarding the ownership of a written
complaint.
d. DG8 was showing as red due to the delay in measured billing as only
metered reads which were completed in April and May were uploaded onto the
system.
e. Allan Jones noted that a more formal approach was necessary to ensure
that NIW complied with undertaking B. He agreed to amalgamate DIG work with
fast-track projects and have them under the same governance framework.
[Action: Allan Jones]
f. The Chief Executive asked the team to note the number of billing contacts
that remained open beyond 10 days and the overall number of written complaints.
It was noted that Ronan Larkin would be meeting with Liam Mulholland and
Geraldine Irwin in early September in order to review these matters.
[Action: Geraldine Irwin]
g. Geraldine Irwin noted any comments made for incorporation into the
report before it was included in the August Board Reporting Pack.
(ii) Environmental Compliance Report
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a. George Butler noted that there we no high pollution incidents in the year
to date. The wet summer had had a serious impact on bathing water quality due
to increased discharges from combined sewer overflows.
c. George Butler noted any comments made for incorporation into the report
before it was included in the August Board Reporting Pack.
b. ET noted that a number of Opt Out Agreements under the Working Time
Directive remained outstanding primarily due to holiday leave. Mark Ellesmere
made it clear that all Opt Outs must be in place asap and in any event will in
advance of the September Board meeting.
5
a. The report was taken as read. ET reviewed CR19, agreed that it should
remain on the risk register and had a discussion about the most appropriate owner
for the risk. David Gilmour agreed to supply suggested alternative wording for
CR19 for discussion at the next ET.
[Action: David Gilmour]
b. Pat McParland noted further comments made for incorporation into the
report before it was included in the August Board Reporting Pack.
(vi)Operational Highlights
a. Charlie Gallagher reported that the July target for DG3 had been met. ET
noted that the Reporter had produced his draft report on leakage which on the
whole was a fair document.
c. Ronan Larkin emphasised that the delay in billing would impact on the
collectability of debts.
d. The operating profit to-date was £900K below budget due to a reduction in
income and higher than budgeted operating expenditure.
e. The Chief Executive said that the key focus should be on income and the
importance of delivering the full year operating profit by adhering to or improving
on the agreed budget.
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8. Internal Audit Status of Red and Amber Recommendations
a. Ronan Larkin noted that the number of outstanding internal audit
recommendations should drop from 47 to 41 by the end of August. The 3
outstanding issues from 2007/08 had been reduced to 2. He reported that the key
issues were around billing and cash management.
9. People Issues
a. Pauline Shepherd circulated a HR update report and gave a summary of
the Resource Project, noting that the annual cost of non NIW staff was £6.6M.
ET Members agreed to review their Directorates and supply HR with details of all
staff within their remit by the end of August 2009. The Chief Executive
underscored the importance of full compliance with this process.
[Action: ALL]
b. ET noted the actions listed within the cost to Resource Project.
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It was agreed to take item 11 next
Sara Grant – Vest joined the meeting for the next item only
11. Ipsos MORI Research
a. Pat McParland introduced Sara Grant – Vest from IPOS MORI to ET who
then gave a powerpoint presentation which outlined the public’s perception of a
number of prominent organisations including NIW.
b. ET noted the presentation and thanked Sara Grant – Vest for her
attendance.
Sara Grant – Vest left the meeting at this stage
b. The Chief Executive stressed the need for Management to carry through
actions.
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b. Alistair Jinks would chair the cross functional team with support from
Yvonne Temple.
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MINUTES OF NI WATER – EXECUTIVE TEAM MEETING HELD ON
MONDAY 2 NOVEMBER 2009 IN THE ICT CONFERENCE ROOM,
WESTLAND HOUSE, BELFAST AT 8AM
PRESENT
Laurence MacKenzie Chief Executive
George Butler Director of Asset Management
David Gilmour Commercial Director
Trevor Haslett Director of Engineering Procurement
Alistair Jinks Director of One Programme (Acting)
Allan Jones Chief Information Officer
Ronan Larkin Director of Finance and Regulation
Pat McParland Director of Corporate Affairs
Alec McQuillan Operations Directorate
Pauline Shepherd Director of Human Resources
IN ATTENDANCE
Rosemary Symes Minutes
1
[Action: Secretariat]
5. 2010/11 Operating Plan and Budget
a. Ronan Larkin updated ET on the status of the 2010/11 Operating Plan and Budget
and said that a more detailed note would be circulated in due course.
[Action: Ronan Larkin]
6. People Issues/HR Quarterly Report
a. Pauline Shepherd took questions from ET on the HR Quarterly Report.
e. ET noted that that the reports in 2009/10 were showing as amber and that
it was essential that these be closed as soon as possible. ET reviewed the chart
showing 84 open recommendations of which 27 were overdue as at the end of
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October 2009. ET recognised the need to act on the recommendations. Ronan
Larkin agreed to include target lines in this chart for future reference.
[Action: Ronan Larkin]
f. Ronan Larkin reported on the work being carried out by the Data Quality
Task Group. He also noted that the Internal Auditors had asked for a holistic
view of the Company’s data therefore Ronan Larkin askd ET to complete the
template which had been circulated, by the end of the week.
[Action: ALL]
8. BOM
a. In Darren Mawhinney’s absence, Laurence MacKenzie briefed ET on the report
and noted that the Process Design project would focus primarily on Customer
Operations processes. Alec McQuillan said he intended liaising with Darren
Mawhinney on this project.