Agenda

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AgendaAgenda

““Working With Your TrusteesWorking With Your Trustees””

7:30 – 7:357:30 – 7:35 IntroductionIntroduction

7:35 – 8:107:35 – 8:10 Roles & RelationshipsRoles & RelationshipsMargaret O’BrienMargaret O’Brien

8:10 – 8:408:10 – 8:40 Ethos & The BoardEthos & The BoardNed PrendergastNed Prendergast

8:40 -8:558:40 -8:55 Break/RefreshmentsBreak/Refreshments

8:55 – 9:258:55 – 9:25 Financial ManagementFinancial ManagementMike HigginsMike Higgins

9:25 – 9:309:25 – 9:30 Questions/Wrap-upQuestions/Wrap-up

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CEISTCEIST Board of Board of Management TrainingManagement TrainingRoles & RelationshipsRoles & Relationships

Nov 2008

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Guiding PrinciplesGuiding Principles

CEIST CharterCEIST Charter

Articles of ManagementArticles of Management

Blue JMB Manual for Boards of Blue JMB Manual for Boards of Management- procedural mattersManagement- procedural matters

Overall framework of legislation, Education Overall framework of legislation, Education Act 1998, Education Welfare Act etc.Act 1998, Education Welfare Act etc.

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Composition of Board of Composition of Board of ManagementManagement Four Trustee nominees-one of whom is Four Trustee nominees-one of whom is

selected as Chairpersonselected as Chairperson

Two Parent NomineesTwo Parent Nominees

Two Teacher NomineesTwo Teacher Nominees

All appointed by CEIST to be a corporate All appointed by CEIST to be a corporate body and use varied experience, wisdom body and use varied experience, wisdom and experience to support the and experience to support the management of the schoolmanagement of the school

The principal is the non-voting Secretary to The principal is the non-voting Secretary to the Boardthe Board

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ChairpersonChairperson

Skilled and challenging functionSkilled and challenging function

Presides over meetings of BOMPresides over meetings of BOM

Acts on behalf of BOM in certain Acts on behalf of BOM in certain circumstancescircumstances

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ChairpersonChairperson

Informs him/herself on school ethos and Informs him/herself on school ethos and ensures that concerns of trustees are ensures that concerns of trustees are implemented at policy level and in practiceimplemented at policy level and in practice

Ensures that school policy is in place in Ensures that school policy is in place in respect of mission statement, school aims respect of mission statement, school aims and specific policy areas as are determined and specific policy areas as are determined from time to timefrom time to time

Ensures that policy is transparent and Ensures that policy is transparent and available from time to timeavailable from time to time

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ChairpersonChairperson

Ensures that practice is consistent with Ensures that practice is consistent with policypolicy

Ensures that the school engages with Ensures that the school engages with whole school review, school development whole school review, school development planning and annual report processplanning and annual report process

Ensures that the business of the Board is Ensures that the business of the Board is conducted in a systematic and effective conducted in a systematic and effective mannermanner

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MeetingsMeetings At least six meetings per year –most At least six meetings per year –most

Boards meet once per month during term Boards meet once per month during term

Ensures that every meeting has a Ensures that every meeting has a manageable agendamanageable agenda

Delegates tasks to working groups and Delegates tasks to working groups and receives reports from themreceives reports from them

Ensures that the Board considers key Ensures that the Board considers key issues at the appropriate timeissues at the appropriate time

Ensures that the decisions of the Board are Ensures that the decisions of the Board are implementedimplemented

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LeadershipLeadership Good personal working relationships with Good personal working relationships with

Board membersBoard members

Knowledge of the talents, expertise and Knowledge of the talents, expertise and experience of team members-draw on theseexperience of team members-draw on these

Provide special help for new members Provide special help for new members

Encourage a healthy partnership with Encourage a healthy partnership with management, teachers, parents and management, teachers, parents and community community

Notifying CEIST of vacancies as they occurNotifying CEIST of vacancies as they occur

Chairperson represents BOM at AMCSS Chairperson represents BOM at AMCSS meetings meetings

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MeetingsMeetingsThe most significant issues which are generallyThe most significant issues which are generallycovered in standing orders or rules:covered in standing orders or rules:

Frequency of meetingsFrequency of meetings Special meetings-unexpected or urgent mattersSpecial meetings-unexpected or urgent matters Emergency meeting matters requiringEmergency meeting matters requiring immediate attentionimmediate attention Timing of meetings-no quorum within 30mins ofTiming of meetings-no quorum within 30mins of starting time- dissolvestarting time- dissolve Notice of meetings-7days of ordinary meetingsNotice of meetings-7days of ordinary meetings Quorum-at least 4 membersQuorum-at least 4 members Board members leaving a meeting-if upsetsBoard members leaving a meeting-if upsets quorum adjourn meeting until future date asquorum adjourn meeting until future date as decisions taken in absence of quorum would bedecisions taken in absence of quorum would be unsound legally.unsound legally.

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Order of Business/AgendaOrder of Business/Agenda

The agenda of a Board is the single most The agenda of a Board is the single most important policy instrument available to the important policy instrument available to the board in the discharge of its responsibilities board in the discharge of its responsibilities for the good conduct , proper management for the good conduct , proper management and delivery of a quality education to the and delivery of a quality education to the students in a school.students in a school.

Best practice suggests that the agenda Best practice suggests that the agenda should always be agreed prior to the should always be agreed prior to the meeting by the principal and chairperson of meeting by the principal and chairperson of the Boardthe Board

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Role of the BoardRole of the Board

A duty of care for all students in the schoolA duty of care for all students in the school A public trust function e.g. delivery of A public trust function e.g. delivery of

quality education, disbursement of fundsquality education, disbursement of funds A responsibility for maintaining and A responsibility for maintaining and

promoting the ethos of the schoolpromoting the ethos of the school A responsibility for compliance with A responsibility for compliance with

legislative requirements :SDP, legislative requirements :SDP, expulsions/dropout and as employerexpulsions/dropout and as employer

A commitment to partnership with trustees, A commitment to partnership with trustees, parents, staff and wider communityparents, staff and wider community

A commitment to openness, transparency A commitment to openness, transparency and accountabilityand accountability

The agenda should facilitate the Board in The agenda should facilitate the Board in discharging these obligations discharging these obligations

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CEISTCEIST The minutes of Board meetings give us an The minutes of Board meetings give us an

up-to-date picture of how the school is up-to-date picture of how the school is operating in its own particular context. operating in its own particular context. Policies such as Admissions Policy, Code Policies such as Admissions Policy, Code of Behaviour, Special Needs, Health & of Behaviour, Special Needs, Health & Safety, Child Protection, Guidance, Safety, Child Protection, Guidance, Pastoral Care etc. Up-dating Pastoral Care etc. Up-dating

Annual Statistics give an idea of student Annual Statistics give an idea of student profile and changing demographicsprofile and changing demographics

Annual Report –gives the progress for the Annual Report –gives the progress for the year on action items defined by the Board year on action items defined by the Board

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School Relationships Co-School Relationships Co-ordinatorsordinators

Read and respond to issues in the Board Read and respond to issues in the Board minutes as necessaryminutes as necessary

Tom, Damien, Michael and Tony are Tom, Damien, Michael and Tony are assigned 28 schools each for their special assigned 28 schools each for their special attention. They visit each school and meet attention. They visit each school and meet the senior management team in the schoolthe senior management team in the school

We provide assistance to Boards in the We provide assistance to Boards in the recruitment and appointment of new recruitment and appointment of new principals and deputy principalsprincipals and deputy principals

Involved in organising an annual Involved in organising an annual conference for principals and deputiesconference for principals and deputies

Allow schools to share good practice at Allow schools to share good practice at these conferences in the future these conferences in the future

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BOM Preparing for Whole School BOM Preparing for Whole School EvaluationEvaluation

Usually the school has had a number of subject Usually the school has had a number of subject inspections prior to the announcement of a WSE.inspections prior to the announcement of a WSE.

Usually the principal gets two weeks notice of a Usually the principal gets two weeks notice of a WSEWSE

All documentation regarding the School Plan and All documentation regarding the School Plan and policies to date are requiredpolicies to date are required

Management and planning, curriculum-teaching Management and planning, curriculum-teaching and learning and supports for students are and learning and supports for students are evaluatedevaluated

The WSE team evaluate and affirm the strengths The WSE team evaluate and affirm the strengths of the school and make clear recommendations of the school and make clear recommendations on areas for development and improvementon areas for development and improvement

The Board of Management is involved in the pre-The Board of Management is involved in the pre-meetings and in hearing the report prior to meetings and in hearing the report prior to publication and to which they can make a publication and to which they can make a response.response.

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Board of ManagementBoard of Management

Have a vision for education-support and challenge Have a vision for education-support and challenge those involved to share and sustain the visionthose involved to share and sustain the vision

Have an agenda for school improvement- map out Have an agenda for school improvement- map out future developments -self evaluate. Engender future developments -self evaluate. Engender collective responsibilitycollective responsibility

Ensure that all of the resources of the school are Ensure that all of the resources of the school are optimised for the benefit of the education of the optimised for the benefit of the education of the students-allow for innovation and staff developmentstudents-allow for innovation and staff development

Ensure that the CEIST Charter values are evident in Ensure that the CEIST Charter values are evident in policies and activities, communications and positive policies and activities, communications and positive relationships within the schoolrelationships within the school

Recognise achievement, motivate and support Recognise achievement, motivate and support others involved with you in the educational others involved with you in the educational enterprise enterprise

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CEISTCEIST School Board Of ManagementSchool Board Of ManagementTrainingTraining

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CEISTCEIST Board of Board of Management TrainingManagement TrainingFinancial ManagementFinancial Management

Nov 2008

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Welcome!Welcome!

Welcome to everyone and thank you for Welcome to everyone and thank you for being here today.being here today.

IntroductionIntroduction Mike Higgins, Director of Finance, Mike Higgins, Director of Finance, CEISTCEIST

Limited.Limited.

ContextContextTrustees – support , advise, guide and to Trustees – support , advise, guide and to

create lines of communication and create lines of communication and understanding.understanding.

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Topics For TodayTopics For Today

Board of Management – Financial Board of Management – Financial ResponsibilitiesResponsibilities

Finance Sub-CommitteeFinance Sub-Committee

School BudgetingSchool Budgeting

School Annual AccountsSchool Annual Accounts

Capital ExpenditureCapital Expenditure

InsuranceInsurance

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1.Board of Management

Financial Responsibility

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Board of Management – Board of Management – Financial ResponsibilitiesFinancial Responsibilities

Education Act 1998 – statutory basis for Education Act 1998 – statutory basis for the education system.the education system.

Sets out the role and responsibility of the Sets out the role and responsibility of the Trustees and BOM.Trustees and BOM.

Section 12: State Funding of Schools.Section 12: State Funding of Schools. Section 14: Establishment of BOMs.Section 14: Establishment of BOMs. Section 15: Function of BOM.Section 15: Function of BOM. Section 18: Accountability – keeping of Section 18: Accountability – keeping of

accounts.accounts.

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Education Act – Section 18Education Act – Section 18

““the board shall keep all proper and usual the board shall keep all proper and usual accounts and records of all monies accounts and records of all monies received by it or expenditure of such received by it or expenditure of such monies incurred by it and shall ensure that monies incurred by it and shall ensure that in such year all such accounts are in such year all such accounts are properly audited or certified in properly audited or certified in accordance with best accounting accordance with best accounting practicepractice; accounts kept in pursuance of ; accounts kept in pursuance of this section shall be made available by the this section shall be made available by the school concerned for school concerned for inspection by the inspection by the Minister and by parents of students in Minister and by parents of students in the schoolthe school, in so far as those accounts , in so far as those accounts relate to monies provided in accordance relate to monies provided in accordance with section 12” (S. 12 Education Act with section 12” (S. 12 Education Act 1998).1998).

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Articles of Management (2 & Articles of Management (2 & 15)15)Article 2Article 2: The financial administration of the school is under : The financial administration of the school is under

the control of the BOM subject to the general supervision the control of the BOM subject to the general supervision and control of the Trustees.and control of the Trustees.

Article 15Article 15: Sets out the Financial responsibilities of the BOM:: Sets out the Financial responsibilities of the BOM: Proper Books of A/Cs & School Bank A/CProper Books of A/Cs & School Bank A/C Licence fee to TrusteesLicence fee to Trustees Day to day expenditure (expenditure must not exceed Day to day expenditure (expenditure must not exceed

income; annual budget)income; annual budget) Finance Sub-CommitteeFinance Sub-Committee Cheque SignatoriesCheque Signatories Use of School PremisesUse of School Premises InsuranceInsurance

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Articles of Management (27 & 28)Articles of Management (27 & 28)ASTI - AMCSSASTI - AMCSS

Article 27:Article 27: Any extension, improvement or replacement of Any extension, improvement or replacement of

school building requires trustee approval school building requires trustee approval (because Trustees own the property in which (because Trustees own the property in which the enterprise takes place).the enterprise takes place).

Hire purchase/lease agreements, bank loans, Hire purchase/lease agreements, bank loans, overdrafts or any other loan may not be overdrafts or any other loan may not be arranged without prior Trustee approval.arranged without prior Trustee approval.

Article 28:Article 28: Trustees will indemnify BOM members against Trustees will indemnify BOM members against

any claim for capital debts or expenditure any claim for capital debts or expenditure provided Articles 15 & 27 are complied with by provided Articles 15 & 27 are complied with by the BOM. the BOM.

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2.Finance Sub-Committee

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Finance Sub-CommitteeFinance Sub-Committee

Obligatory under Article 15(d) of Obligatory under Article 15(d) of AOM (Principal and two Board AOM (Principal and two Board Members).Members).

Carries out duties assigned by BOM.Carries out duties assigned by BOM. BOM formally agrees:BOM formally agrees:

Terms of ReferenceTerms of Reference MembershipMembership TenureTenure Reporting Arrangements.Reporting Arrangements.

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Functions – Finance Sub-Functions – Finance Sub-CommitteeCommittee Assists the Principal in following areas:Assists the Principal in following areas:

Regular financial reports to BOM.Regular financial reports to BOM. Annual budget.Annual budget. Ensure finalising of school accounts.Ensure finalising of school accounts. School asset register.School asset register. Internal controls (see checklist from Internal controls (see checklist from

FSSU – Appendix 2).FSSU – Appendix 2). Articles of Management.Articles of Management. Requirements of Trustees, DES, FSSU.Requirements of Trustees, DES, FSSU.

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Terms of ReferenceTerms of Reference Monitor financial affairs of school and make Monitor financial affairs of school and make

regular reports and recommendations.regular reports and recommendations.

Internal Controls in line with the Guidelines.Internal Controls in line with the Guidelines.

Annual School Budget. Annual School Budget.

Review financial statements and reports.Review financial statements and reports.

Annual school accounts.Annual school accounts.

Best practice guidelines are monitored and Best practice guidelines are monitored and implemented. implemented.

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Regular/Monthly Financial Regular/Monthly Financial ReportsReports

A financial report is presented to each BOM A financial report is presented to each BOM meeting (Appendix V FSSU Guidelines).meeting (Appendix V FSSU Guidelines).

Structure of ReportStructure of Report:: Summary of Receipts & Payments Summary of Receipts & Payments

statement.statement. Bank Reconciliation Statement for each Bank Reconciliation Statement for each

bank account.bank account. Summary Income & Expenditure Account Summary Income & Expenditure Account

(Actual and Budget)(Actual and Budget) Capital Income & Expenditure Account.Capital Income & Expenditure Account.

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3.School Budgeting

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School BudgetingSchool Budgeting

Budgeting is:Budgeting is:

Planning for the futurePlanning for the future Expressing in monetary termsExpressing in monetary terms Managing and controlling school Managing and controlling school

financesfinances

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Planning The BudgetPlanning The Budget

The Budget Team:The Budget Team: PrincipalPrincipal Finance Sub-CommitteeFinance Sub-Committee

Prepare draft in January (may take 3 to 4 Prepare draft in January (may take 3 to 4 meetings). Templates available from Trustee and/or meetings). Templates available from Trustee and/or FSSU. Significant piece of work.FSSU. Significant piece of work.

Submit to BOM in March/April for adoption. Submit to BOM in March/April for adoption. (Checklist available from(Checklist available from CEIST CEIST – Appendix X in – Appendix X in Supplementary Guidelines).Supplementary Guidelines).

Forward to Trustees in May for ratification.Forward to Trustees in May for ratification.

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Budget StepsBudget Steps

ParticipationParticipation – seek submissions. – seek submissions. Ensure key information is available.Ensure key information is available. Projected Projected enrolment enrolment in total and for in total and for

specific courses.specific courses. All All grantgrant entitlements. entitlements. Expected number of Expected number of teachersteachers by category. by category. School paid School paid employeesemployees and rates of pay. and rates of pay. Detailed Detailed Income & ExpenditureIncome & Expenditure for last for last

2/3 years.2/3 years.NB: No budget deficit without Trustee NB: No budget deficit without Trustee

approval.approval.

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4.School Accounts

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School Accounts - TimelinesSchool Accounts - Timelines

SeptemberSeptember – send school accounts to School – send school accounts to School Accountant/Auditor.Accountant/Auditor.

Draft Annual Accounts considered by BOM by the Draft Annual Accounts considered by BOM by the end of end of OctoberOctober..

Copy of Draft Annual Accounts forwarded to Copy of Draft Annual Accounts forwarded to CEISTCEIST (Trustees) for approval.(Trustees) for approval.

Accounts reviewed by Trustees and any queries Accounts reviewed by Trustees and any queries sent to BOM in sent to BOM in Nov/DecNov/Dec..

Re-drafted accounts, if necessary, sent to Trustees Re-drafted accounts, if necessary, sent to Trustees duringduring Nov/Dec Nov/Dec..

Trustees send Trustee Declaration Form to BOM Trustees send Trustee Declaration Form to BOM once satisfied with accounts once satisfied with accounts Nov/DecNov/Dec..

BOM formally adopts accounts and send copy to BOM formally adopts accounts and send copy to FSSU by FSSU by end of Januaryend of January..

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School Accounts - TimelinesSchool Accounts - Timelines

Timelines are very tight.Timelines are very tight. Schools should ensure that good internal Schools should ensure that good internal

controls are in place.controls are in place. Do not leave everything to last minute.Do not leave everything to last minute. Regular monthly reports should mean Regular monthly reports should mean

minimum work at the end of year for minimum work at the end of year for Accountant/Auditor in finalising accounts.Accountant/Auditor in finalising accounts.

Trustees understand the pressures.Trustees understand the pressures. Must comply with legislation.Must comply with legislation.

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5.Capital Expenditure

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Capital Expenditure (CAPEX)Capital Expenditure (CAPEX) Articles of Management – 27.Articles of Management – 27. CAPEX should be included in annual CAPEX should be included in annual

budget.budget. CAPEX not exceeding €2,500 per 100 CAPEX not exceeding €2,500 per 100

pupils does not need approval by Trustees pupils does not need approval by Trustees so long as included in budget.so long as included in budget.

All other CAPEX All other CAPEX mustmust have prior Trustee have prior Trustee approval (forms are available in approval (forms are available in CEISTCEIST Supplementary Financial Guidelines or Supplementary Financial Guidelines or from from CEIST CEIST OfficeOffice).).

Hire Purchase, Equipment Leasing – Hire Purchase, Equipment Leasing – require prior Trustee approval.require prior Trustee approval.

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5.Insurance

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School InsurancesSchool Insurances

Block policy in place for all 112 Block policy in place for all 112 CEISTCEIST schools with Allianz. schools with Allianz.

Payable in two moieties – Oct and Payable in two moieties – Oct and Apr to ease cashflow.Apr to ease cashflow.

Custodian School Protection Policy.Custodian School Protection Policy.

Any queries – contact Any queries – contact CEISTCEIST..

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Custodian School Protection Custodian School Protection PolicyPolicy

The policy is divided into six sections:The policy is divided into six sections:

1.1. Loss or damage to school property.Loss or damage to school property.

2.2. Consequential Loss (i.e. financial loss resulting Consequential Loss (i.e. financial loss resulting from damage covered by 1).from damage covered by 1).

3.3. Loss or theft of money.Loss or theft of money.

4.4. Liability of the school to employees and other Liability of the school to employees and other persons (Employers’ Liability and Public Liability).persons (Employers’ Liability and Public Liability).

5.5. Indemnity to the Management (Professional Indemnity to the Management (Professional Indemnity and Fidelity Guarantee).Indemnity and Fidelity Guarantee).

6.6. Legal Expenses (in defence of legal actions Legal Expenses (in defence of legal actions against BOM).against BOM).

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The End!The End!

Thank you for your time and attention.Thank you for your time and attention.

Remember – Your Trustees are Remember – Your Trustees are always there to offer support and always there to offer support and guidance where appropriate.guidance where appropriate.

Tel: (01) 6510350Tel: (01) 6510350

WWW.CEIST.IEWWW.CEIST.IE

Wishing you and your Board Wishing you and your Board continued success for the future.continued success for the future.