FRS Management Board Meeting

FRS Management Board Meeting Tuesday 17th May 2005 10:30 hrs, FRS Freshwater Laboratory PitlochryPresent: Robin Cook (Chairman) Ron Stagg Malcolm Beveridge Trevor Hastings Colin Moffat Bill Turrell Pamela Reid Morag McCall Alastair Johnstone (Secretary)1. Introduction and ApologiesThe Chairman welcomed members to the meeting at the FRS Freshwater Laboratory Pitlochry. There were no apologies.2. Action Points arising from meeting on 18 April 2005Action 1. FRS publications recording system. Sarah Heath has arranged for Procite to be installed and used on the FRS computing network, by all PAs initially. Action 2. Naming of the new research vessel. Discussion deferred to item 6 on the agenda.Action 3. Staff notice re MS Word 2003. A notice has been issued advising staff how to overcome problems with track changes in MS Word 2003.Action 4. Staff resources in finance. Discussion deferred to item 3c on the agenda.Action 5. Pay and Grading system. Robin Cook has sent comments on the current SE Pay and Grading system to the Scottish Executive Pay and Policy Division as requested by Pay Policy Division. Action 6. ICT Audit Report. A meeting to discuss the ICT Audit Report was held on 16 May 2005.Action 7. ICES ASC. It was reported that registration and submission of science papers for the ICES Annual Science Conference in September 05 in Aberdeen had been completed by the deadline.Action 8. ICES Conference publicity. The SE press office contacted FRS regarding the ICES ASC arrangements and dialogue is currently taking place in relation to the attendance of the First Minister and any other VIPs. Action 9. Comments on the Data Management Strategy. No further comments on the FRS Data Management Strategy had been passed to Ron Stagg.1Action 10. Data Management Strategy publication. The final version of the FRS Data Management Strategy has been published on the FRS Intranet.Action 11. ME Programme Science Review report. The ME Visiting Group review has been published on the FRS Intranet under “Documentation”.3. Finance and Administration a) Finance Report Pamela Reid gave an oral report of the financial position of the Agency. It was reported that external auditors would visit FRS during the period 13 – 24 June and may wish to discuss any over or under spends in budgets with Programme Directors. A note will be circulated to Programme Directors giving an outline programme for the audit visit. Finance group will review spend details and outturns for 2004-05 by the end of May.The budget for 2005-06 should now be agreed at Group level, ie by Cost Centre. Overall allocations will be issued by Gary Black to Programme Directors so that they can allocate the budget into T&S, Overtime and Consumables. Any staff cost savings from the current recruitment freeze, however, will return to the central budget and are not available for incorporation as savings within Group budgets. HR has produced a list of current staff vacancies. The list will be circulated to Management Board members. The list will contain a brief post description, indication of grade, Group and Programme. Once the list is circulated, vacancies will be reviewed and discussed by the Board to decide on essential posts to be filled. If running costs continue to rise then inevitably there is a need to reduce the programme of work to stay within the budget allocation. It was reported that in the next few weeks an EU audit of the data collection work would be carried out. Although no formal contract exists an added resource of £650K is received by FRS for conducting the work. Finance is continuing to make adjustments to SEAS to ensure that all time cards have been submitted and that foreign transactions and project costs are completely up to date. Staff costs for 2005-06 are also being established. Capital allocations are under review with priorities to be set. A Board meeting to decide on capital allocations for 05/06 will be held prior to 10 June 2005. Action: Pamela Reid to circulate a note to PDs giving an outline programme for the external auditors visit. Morag McCall to circulate list of staff vacancies to Management Board members. b) Finance Staff Resources The continuing shortage of staff within Finance was discussed. Another member of staff has resigned and leaves at the end of May. It was agreed that Robin Cook, Ron Stagg, Pamela Reid and Morag McCall will meet in the near future to discuss both structure and posts within Finance. Action: Robin Cook, Ron Stagg, Pamela Reid and Morag McCall to meet to discuss structure and posts within Finance.2 c) Partnership Agreement The Partnership Agreement is currently in draft form and has been submitted to the Unions involved for consideration. Prospect has asked for a Whitley Council meeting to be held in mid- June, with topics including the construction of the new research vessel, recruitment policy and the buildings policy (environmental issues). A full-time union official from the SE, Joy Dunn, has been invited to attend.4. FRS Risk Register a) Working Time Directive Implications. It was noted that the implications of the Working Time Directive are not specifically mentioned within the FRS Risk Register. Since the Directive is essentially to protect the health and safety of employees it was considered that monitoring adherence to the WTD policy should continue to be conducted as standard practice within the Laboratory. Monitoring systems have been set up within the FM/ME Programme and HR also keep records. The WTD implications for staff working hours need to be implemented equitably and fairly throughout the Agency. It is particularly important to manage working practices to meet the needs of the FRS sampling programmes. It was agreed that Pamela Reid and Bill Turrell would confer on WTD implications for the FM Programme.Action: Pamela Reid and Bill Turrell to confer on WTD implications for FM Programme. b) Other issues The Risk Register was discussed at the Audit Committee on 23 March 2005 and it was agreed that it would be regularly reviewed by the Management Board. The current draft, however, requires a dedicated meeting for review. It was agreed that the Secretary would arrange a meeting to review the Risk Register inviting the named persons to attend. Prior to the meeting attendees would be asked to provide information on how risks identified are managed, what action has been taken or is required, re-evaluate the scoring and update the review date for the risk.Action: Secretary to arrange a meeting to review Risk Register.5. Agency TargetsThe list of targets for 2004-5 is not yet complete although values available up to the end of March have been entered. The final version will be prepared once outturn figures are complete. It was agreed that Ron Stagg will provide Pamela Reid with the review reports for each Commission obtained from Phil Balls. It was noted that the FRS Publications target should be a 3 year running average. The achievement for 2004-05 was 1.28 publications per member of staff. The target proposals for 2005-06 were discussed. Programme Directors were invited to propose accreditation targets for inclusion in the quality management system. In future ROAMEs will include the requirement for a project review at completion, but the Agency continues to need measures of scientific output and how well FRS communicates. It was suggested that the FRS internal auditors Scott- Moncrieff could recommend appropriate measures and would be invited to do so by the Audit Committee. Another suggestion is to establish a series of working groups of scientific staff to 3 suggest future performance measures for the Agency. Pamela Reid was invited to suggest appropriate financial measures. Action: Ron Stagg to provide Pamela Reid with the review reports for each Commission obtained from Phil Balls; PDs are invited to propose accreditation targets for inclusion in the quality management system; Ron Stagg to invite Scott Moncrieff to suggest revised Agency targets. Pamela Reid to suggest financial measures as future key agency targets.6. Naming of New Research VesselA list of proposed names suggested by staff was considered by the Board. Members were asked to edit the list and send acceptable names to Ron Stagg to compile a short-list. The short-list will then be circulated for approval by the Management Board for issue to staff allowing a vote to take place. Action: Board members to return edited new research vessel name proposals to Ron Stagg by 31 May; Ron Stagg to circulate collated short-list of vessel names to members for approval.7. Up-date on Capital Procurement Projects a) FRV Clupea replacement It was reported that Macduff Ship Design has been appointed project managers for the new vessel construction. Draft plans for the vessel have been published on the Intranet. Final specifications for the vessel will be agreed by 31 May 2005. All scientific staff and ship’s officers cabins are now designed with en-suite facilities. The question of capability for handling high volumes of fish is currently being considered. b) Building project Update on progress was given. Revision of the business case is in progress in consultation with Graham & Sibbald and SE economists. Negotiations between FRS and Aberdeen City Council re acquisition of the Victoria Road playing field are continuing.8. Health and Safety Committee updateA report on the proposed FRS Health and Safety Committee future composition and terms of reference was supplied to members for information. The terms of reference were agreed in consultation with the appropriate Unions. A list of sub-committees set up to deal with specific issues was discussed. A leader for each sub-committee needs to be identified and nominations should be passed to Ron Stagg for consideration. The central H&S Committee will hold meetings quarterly. A note of thanks was proposed to the previous FRS Health and Safety Committee members for all their hard work over the years. Action: PDs to identify appropriate leaders from the list of staff forming H&S advisory sub- committees and inform Ron Stagg. 49. Update on ICES 2005 ASCICES has invited EU Commissioner Borg to attend the Annual Science Conference. SE representatives have been in touch with FRS Corporate Communication regarding the opening ceremony which may involve ministerial attendance. FRS staff participating in the Conference should already be registered officially via ICES, however, members of staff who wish to attend the Conference on an informal basis for a day may do so at the discretion of Line Managers.10. FRS Science Day ReportAround 80 staff and visitors attended the FRS Science Day on the topic of sea lice. The event was considered useful as a means of gathering together those involved in sea lice research in an open forum for discussion. On reflection, the format of presentations did not allow sufficient time for questions and will be improved in future. Reasonable feed-back has been received. A summary of the discussion has been produced in draft form and submitted to the SE for approval. The summary will shortly appear on the FRS Intranet. FRS is committed to continue to hold discussions with key players to direct scientific research in the future. The mix of external speakers, scientists and policy customers has wide appeal. However, there needs to be more opportunity for audience involvement. Topics planned include the OSPAR Programme and cross-cutting issues. This summer the group organising the science days will meet to review arrangements and select the next two topics. Themes, proposed dates and detail of the future format will drafted for Management Board approval. The programme will be announced in August/September 2005 for the following 12 months. It was agreed that new and younger members of staff should be encouraged to give presentations, but ensure that these are well prepared and rehearsed in advance. HR may wish to consider the potential demand for science presentation training. Action: Malcolm Beveridge to produce proposals on future Science Day events for Board approval at August 2005 MB meeting; HR to consider the potential demand for science presentation training. 11. Directors Monthly ReportsDirectorateProposed cuts in the provision of services because of the flat budget in 2005-06 were discussed. Any cuts will be reflected in the targets and tasks in the Annual Operating Plan for Directorate.Major issues considered at the recent Management Group of Directors meeting were discussed. The CFRD WG on Algal Toxin has now ceased. Joint funding for blue whiting surveys was raised since previously it was agreed that costs should be split between DEFRA and FRS for the annual stock survey. However, CEFAS are currently discussing the level of funding with customers in DEFRA. 5Support ServicesMembers were advised of changes in the FRS HR Officer responsibilities. With effect from 1 June 2005 Jennifer Park will takeover HR responsibility for the ICT, Ships and Purchasing and Engineering Groups. The Annual Operating plan has not been finalised and awaits contributions from the ME/FM Programme and agreed milestones for ROAMES and SLAs from Policy Divisions. Members considered whether future AOP editions may be published electronically on the FRS Intranet as individual Programme ‘chapters’ become available. Hard copies are nevertheless still required for circulation to SE Policy Division customers. Pamela Reid undertook to chase the return of ROAME and SLA milestones from Phil Balls in SEERAD. The current FRS recruitment freeze has a direct impact on service provision, particularly in relation to the deliveries function.Colin Moffat expressed an interest in the report on the development of mini-grab sampling equipment and it was agreed that Chris Hall would contact Colin Moffat to provide further information. Action: Pamela Reid to chase return of ROAME and SLA milestones from Phil Balls. Chris Hall to provide info on mini-grab sampler development to Colin Moffat.Aquatic EnvironmentThere is still continuing uncertainty over contracts from FSA/FSAS. Dialogue is continuing between the Home Office and FSA and until there is clarification FRS is not in a position to proceed with contracts. There is increasing concern that the contract situation will not be sorted out by the 1 July 2005 deadline. However, staff involved have been redeployed in the short- term. It was drawn to Board members attention that Stewart King of the carbon trust had offered to give a seminar to Management Board members as one of the Environment Protection WG seminars. A question was raised about whether the standard font for use in FRS documents is Ariel 11 and if so can it be set as the default front and size on PCs. (Secretary’s note: The approved font for FRS official documents is Ariel font style regular size 11. To make Ariel 11 the default font in Word, open document in Word, go to format, font. On the font tab choose font :ariel, font style : regular, size : 11 and then select the default button at the bottom left hand corner.)Aquaculture and Animal HealthIt was noted that performance targets are being reviewed for 2005-06 because of the current freeze on recruitment and there may have to be a reduction in the milestones to be achieved for the year. The reason for the need to complete a ‘record of overtime’ form in addition to overtime/travel time claim forms was discussed. It was explained that this form is an audit requirement , the form provides the detail that audit require to allow them to verify the accuracy and legitimacy of claims. The process for submission of overtime claim forms was also discussed. It is not 6 possible for HR to receive claims because the forms must be sent directly by the countersigning officer to Pay Section in Edinburgh. This again is an audit requirement to reduce the likelihood of claims being altered after they have been countersigned. As HR no longer process overtime claims there is no scope for them to become a link in this chain for the same reason. Registry bag all enveloped and addressed overtime forms for single submission to SE Saughton House on a daily basis.Action: Programme Directors to cascade the procedure for submitting overtime claims to Group Leaders to ensure that they are aware of their responsibilities as countersigning officers.The current Bacterial Kidney Disease (BKD) emergency situation was also highlighted.Freshwater LaboratoryThe current uncertainty about the future viability of the Kinnaber smolt trapping facility on the North Esk was raised. The smolt trap provides an estimate of total smolt output for the river and is used as a national index. Morphy Dyke, the weir upstream of the lade, is essential for the operation of the smolt-trap. However, Esk DSFB members are considering demolition of the dyke which would negate smolt-trap operation. It is likely, however, that the fish-counter weir at Logie will remain as the Crump weir structure is not deemed to be an obstruction to fish passage. 11. AOB a) SEERAD Away Day. Any FRS reports for the SEERAD Away Day should be issued to Robin Cook as soon as possible. In the absence of Malcolm Beveridge, Ian Malcolm will provide input from the FRS Freshwater Laboratory. Science Directors are asked to provide thoughts on areas of science for investment in the future. Such proposals should not necessarily be policy driven but should be new science ideas/techniques for FRS investment. These proposals could form a 5 year science strategy for future discussion at the Away Day with Phil Balls and Policy Division customers.Action: All Science Programme Directors to send Robin Cook thoughts for development of a 5 year science strategy for FRS for Monday 23 May 2005. b) Aberdeen Research Consortium. A recent meeting of the Consortium focussed on collaboration and cooperation. The Consortium wish to create more benefits by sharing facilities and staff and look at potential administrative savings by sharing and providing joint training between organisations. Within ARC there are currently 11 science groups with FRS involved in one. However, the Consortium is looking for collaboration on a wider front with a common agreement to share research strategies and look at areas of strength within the Aberdeen catchment. Currently these include nutrition and human health; energy; environmental issues and ecosystem issues in general. c) Radioactive substances. A recent inspection of FRS had identified that currently no work involving radioactive substances is undertaken. The inspectors recommended therefore that FRS cancel its annual registration (£1300pa). Ron Stagg called for views from members on whether FRS should renew the licence to work with radioactive substances on Laboratory premises. If the licence is not renewed currently it would take 6 months to re-establish in future. Trevor Hastings undertook to consult Carey 7Cunningham about potential future use of radioactive substances and would reply directly to Ron Stagg. Action: Trevor Hastings to consult Carey Cunningham about potential future use of radioactive substances and inform Ron Stagg.13. Next Meeting : Tuesday 21 June 2005 at the FRS Marine Laboratory Aberdeen.Alastair Johnstone 31 May 20058Action Points from FRS MB meeting 17 May 2005 1. Pamela Reid to circulate a note to PDs giving an outline programme for the external auditors visit.2. Morag McCall to circulate list of staff vacancies to Management Board members.3. Robin Cook, Ron Stagg, Pamela Reid and Morag McCall to meet to discuss structure and posts within Finance.4. Pamela Reid and Bill Turrell to confer on WTD implications for FM Programme.5. Secretary to arrange a meeting to review Risk Register.6. Ron Stagg to provide Pamela Reid with the review reports for each Commission obtained from Phil Balls 7. Ron Stagg to invite Scott Moncrieff to suggest revised Agency targets.8. PDs are invited to propose accreditation targets for inclusion in the quality management system.9. Pamela Reid to suggest financial measures as future key agency targets.10. Board Members to return edited new research vessel name proposals to Ron Stagg by 31 May.11. Ron Stagg to circulate collated short-list of vessel names to members for approval.12. PDs to identify appropriate leaders from the list of staff forming H&S advisory sub- committees and inform Ron Stagg 13. Malcolm Beveridge to produce proposals on future Science Day events for Board approval by August 2005 MB meeting.14. HR to consider the potential demand for science presentation training.15. Pamela Reid to chase return of ROAME and SLA milestones from Phil Balls.15. Chris Hall to provide info on mini-grab sampler development to Colin Moffat. 16. Programme Directors to cascade procedure for submitting overtime claim forms to Group Leaders to ensure that they are aware of their responsibilities as countersigning officers.17. All Science Programme Directors to send Robin Cook thoughts for development of a 5 year science strategy for FRS for Monday 23 May 2005. 18. Trevor Hastings to consult Carey Cunningham about potential future use of radioactive substances and inform Ron Stagg.910

FRS Management Board Meeting

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