FSAI Board Meeting Minutes 12th December 2023

Location: Market 1, FSAI Offices 

Present

• Ms. Ann Horan (AH) (Chair)  
• Mr Patrick Knight (PK) 
• Ms Mary Cullen (MC)  
• Prof Martin Cormican (P. MC) 
• Prof Francis Butler (FB) 
• Ms Eilis O’Brien (EOB) 
• Ms Lisa Manselli (LM) 
• Mr Gerard McCurdy (GMcC) 

In attendance  

• Dr Pamela Byrne (PB), Chief Executive 
• Mr Kevin Roantree (KR), Board Secretary 
• Ms Gail Carroll, (GC) Director of Regulatory Affairs and Compliance Building  
• Mr Ray Bowe, (RB) Chair of the Food Safety Consultative Council (Remotely) (Item 7.1 only) 
• Ms Fiona Dwyer (FD), PA to Director of Corporate Affairs 
• Ms Gill McNamara (GMcN) Programme Manager, FSAI (Remotely) (Item 6 only) 
• Ms Bridget Kenna, (BK) HR Manager FSAI (Item 7.3 only) 

Apologies

• Dr Cliodhna Foley-Nolan (CFN)  

The Chair welcomed all attendees to the last scheduled Board meeting of the year.  She passed on the apologies of Ms Cliodhna Foley-Nolan who was unable to attend today’s meeting.

The Chair gave an overview of the agenda.  She advised that Gail Carroll, who was due to present on her role as Director of Regulatory Affairs and Compliance Building, was invited to attend the full meeting.  The Chair advised that she has received the formal letter of her appointment as Chair of the Authority from the Minister for Health.  Board members offered their congratulations.  

1. Disclosure of Interests 

There were no declarations.  

2. Minutes of the last meeting: 24th October 2023 

Amendments to the minutes had been received in advance by email and were confirmed to be accurate.  The Board reviewed and approved the minutes for signing by the Chair.

3. Matters Arising 

KR provided an update on open actions from the minutes of the 24th October2023.   

Actions update: 
 
1.    The HR Manager is continuing to work on the FSAI recruitment and retirement process. 
2.    Will be covered in the January 2024 CEO report to the Board. 
3.    Will be removed from the list and the CEO will inform the Board should a press release be issued in the new year.   
4.    Staff survey action plan will be tabled at the January 2024 Board meeting. 
5.    The presentation on innovation will be deferred until March 2024. 
6.    Work on the FSAI values framework is ongoing.  It is expected this will be provided to the Board in March 2024 
7.    A presentation on the FSAI’s approach to the environment, climate and sustainability will be provided at the May 2024 Board meeting. 
8.    A report to the Board on the evaluation of blended working will be provided in March 2024.  
9.    CEO to include a section on reactive media stats in her January report. 
10.    Action closed  
11.    Action closed  
12.    Action closed  
13.    Action closed  
14.    Action closed  
15.    Action closed  
16.    Action closed  
17.    Action closed  

4. CEO Report 

At the request of the Chair, comments on the CEO report were received by email in advance of the meeting.   The Chair and the CEO responded to the questions received.

The Chair commented on the recent media coverage of FSAI expenditure on the International Heads of Food Agency Forum and advised that governance aspects of this expenditure had been in line with current policy. For future events, the Board will receive a high-level business case, at the early planning stage.  This proposal should include a summary of the purpose of the event, the benefits and risks for the FSAI and include a high-level budget for approval.

A number of the questions received related to the proposed transfer of the Local Authority Veterinary Service (LAVS) to the Department of Agriculture, Food and the Marine (DAFM).  The Chair noted that there was a lot of activity on this subject in recent weeks, which is being led by the CEO.  In particular, the CEO had engaged in a series of one-to-one meetings with senior officials in the (DAFM), the Department of Health (DoH) and the Local Authorities as well as attending meetings of the DoH led steering group, which was formed to oversee the transfer of the service to the DAFM.  The Chair reported on the meeting she and the CEO had with the Dept of Health (DoH), at which there was agreement from both sides that the management of the LAVS is best suited to the remit of the Dept of Agriculture Food and Marine (DAFM) and that both sides will work to assist the transfer happen as a matter of priority.   The Chair reassured the Board she is satisfied that the CEO and the Director of Enforcement Policy are very capably managing the transfer while ensuring the quality of current services are maintained. 

The Board discussed audits of the LA’s and it was noted that audit findings will be shared with DAFM.  

The Board discussed the decision to terminate the contract with the company the FSAI had engaged for “NHC Assist”.  The Board noted the decision to terminate and suggested that FSAI capture any learnings when deciding whether to re-tender for the project.

5. Enforcement Orders 

The schedule of recent Enforcement Orders was noted by Board members.

Gill McNamara, Programme Manager, joined the meeting.

6. Strategy and Planning  

6.1 Strategy Development Update 

The Chair introduced Gillian McNamara, FSAI lead for the development of the new strategy, and welcomed her to the meeting.  She complimented GMcN and Strategy Development consultant Geoff Dooley on the 1st Strategy workshop held on 7th November in the Gibson Hotel.  The Chair and PK both represented the Board at the workshop.  They agreed that the workshop was well attended and that there was a high level of engagement and energy in the room.

GMcN gave an overview of her Strategy Development update paper and invited questions from the Board.

The Board asked about the level of engagement of the working group and SLT and GMcN informed the Board that at present she is formally presenting on progress to the SLT every two weeks and has on going interaction with the Director of CA and other SLT members as issues arise.

When asked about the approval process for the strategy GMcN informed the group that she intends to share an early draft of the strategy with the DOH, at food unit level, for initial comments before the plan will be formally agreed by the Board for presentation to the DoH.

The CEO informed the Board that the DoH had informed her they are hoping to commence the Periodic Critical Review by mid-January.  She advised that the Department recognises the importance of the PCR and the Strategic Planning process being aligned.

Action: It was agreed that the notes from this morning’s SLT and Board session with Frank Munnelly on “Core Purpose” would be sent to the Strategy Project Team for consideration.  

The Chair thanked GMcN for her report and expressed her satisfaction with the work of the Project Team in relation to both the workshop and the report. 
  *GMcN left the meeting 

As the meeting was running ahead of schedule, it was decided to take a number of items from Agenda Item 7.  before breaking for lunch.  

7.4 Board Work Plan  

The Board agreed to the workplan as tabled. 

Action: The Board requested that the code of conduct be moved within the workplan for review in May 2024.  It was suggested that FSAI look at the issue of safeguarding when reviewing our Code of Conduct.  

7.5 Board Effectiveness Survey  

Action: FD to circulate an online version of the Board Effectiveness Survey.  It was noted that all actions from the previous survey will be closed out by Jan 2024.

The meeting broke for the annual Board & Staff end of year lunch.

The meeting resumed at 13.45 

Bridget Kenna, HR Manager, FSAI and Ray Bowe (RB), Chair of the Food Safety Consultative Council joined the meeting (RB online).  

7.1 Food Safety Consultative Council update  

RB gave a presentation to the Board on the work of the FSCC during 2023.  

Following his presentation, the Chair noted that RB was stepping down as Chair of the FSCC, after 11 years on the Council, six of which were as Chair.  She thanked him for his very valuable contribution to the work of the FSAI and wished him well.

Ray in turn thanked GC, the CEO, the Board and the staff of the FSAI for their support during his time as Chair of the FSCC.  

RB left the meeting.  

7.2 Presentation on the role of the Director of Regulatory Affairs and Compliance Building  

The Chair introduced this presentation which was the second in a series by members of the Senior Leadership Team.  She reiterated that the purpose was to give Board members an opportunity to get to know the individual members of the SLT and to gain a better understanding of their roles in the FSAI and how the team roles are interconnected.

Gail Carroll, Director of Regulatory Affairs and Compliance Building gave a presentation on the work of her functional areas as well as opportunities and challenges for the future.

Following her presentation, the Board asked GC to elaborate on plans for a National Regulatory Strategy.   The Board offered their support for her efforts to progress this strategy and the collective benefits which it would bring.

7.3 Board Skills Assessment 

The Chair introduced and welcomed the HR Manager, Bridget Kenna to the meeting.  She noted that the Board Skills Assessment was one of the 3 actions of the Board Development Plan, agreed following the Board Effectiveness Survey in December 2022.  The Board discussed the paper as tabled and agreed amendments to the desired skills within the matrix.  

Action: BK to amend the skills and circulate an online survey to Board members for completion.  

The Chair thanked BK for attending.  

BK left the meeting.  

7.6 Board Terms of Reference 

The revised Board Terms of Reference was tabled for approval.  The Board reviewed the document and requested a change to the circulation of Board minutes to read as follows: 

“Draft minutes are sent to the members and adopted by the members of the Board at the next Board meeting and are signed by the Chairperson.”  
 Action: The Board Terms of Reference were approved subject to the agreed amendment.

7.7 Business Plan 2024  

At the request of the Chair, KR gave an overview of the process undertaken for the development of the 2024 business plan.  The plan is based on the assumption that the budget and allocation of funds as advised by the DoH would not subsequently be amended.  The Department will issue the formal Letter of Allocation in January and at that stage, the Business Plan will be submitted to the DoH for review.  

Board members approved the plan on the basis of known information in relation to the allocation of funding by the DoH and on the understanding that the Department would not request any material changes following their review.  The Chair requested that any significant changes to the plan be brought back to the Board by the CEO for ratification.

Action:  Any significant changes by the DoH to the 2024 Business Plan be brought back to the Board by the CEO for ratification.

8. Finance Update 

8.1 Forecasting 2023 & 8.2 Budget 2024 

KR provided an update and explanation on variances for budget forecast to end 2023. 

The Board asked about the Albania project funding.

Action: The Chair invited Vanessa Cooling, the FSAI Lead on the Albania project to join a meeting of the Board in 2024 to share her experiences and the lessons learned as a result of the project.  

9. Committee Updates 

9.1. Scientific Committee Update  

P.MC informed the Board that the last meeting of the Scientific Committee focused on the preparatory work for the total diet study.  More information on this will follow at the January Board meeting update.  

9.2  Performance & Remuneration Committee ToR Update  

The Terms of Reference for the Performance & Remuneration Committee were approved by the Board.

9.3  Audit and Risk committee Update  

GMcC, Chair of the Audit and Risk Committee informed the Board that the November meeting of the ARC was  in person. This was the first in person meeting since the Covid 19 pandemic.  It was agreed that alternate meetings of the group will be held in person in 2024.  The CEO has been invited to attend the March and September meetings of the ARC. 

GMcC provided an update on their last meeting, 28th November 2023 and noted that Qaiser Ali Shah of BDO and Michelle Minihan, Director of Audit, Incidents, and Investigations had joined the last meeting to discuss the findings of the audit and investigations internal audit.  It was noted that there were no high-level findings from the audit and the management responses had committed to addressing the 3 medium level findings in 2024.  

In relation to the Risk Register the ARC proposed that Risk 1 be separated into two parts, one which highlights the risks to public safety and the other documenting risks associated with the FSAI’s service contract with the LA’s. 

GMcC informed the Board that the ARC has approved their workplan for 2024. 

10. Corporate Governance 

10.1 Risk and Opportunities Register  

The Board discussed the ranking of the Risk on cyber security. 

Action: KR to review the ranking in conjunction with the SLT members.  

10.2 Risk Appetite Statement  

KR informed the Board that the SLT met to review the Risk Appetite Statement and the amended document presented today better connects the Risk Appetite statement to the Risk Register, Strategy and Business Plan.

The Board agreed with the new approach and approved the Risk Appetite Statement.  

11. AOB  

There were no items raised for discussion.

The Chair on behalf of the Board thanked the CEO, SLT and FSAI staff for their support and hard work in 2023 and wished all an enjoyable and well-deserved Christmas break.  

12. Private session 

All FSAI staff left the meeting for a Board private session.  

The meeting concluded at 16.30. 
 
 Date of next meeting: 30th January 2024 

FSAI Board Actions: December 2023

To Note: Actions raised by the Board will be placed into the Actions table and remain there until completed (or removed by request of the Chair). Once an action is completed it will be marked as such for one meeting prior to being removed.