ipas covid 19 group note of meeting 6 may 2020 · louise sandom, shane o’connor, david delaney,...

IPAS COVID 19 Group Note of Meeting

6 May 2020 Date/Time: Wednesday 6 May 2020 Next Meeting: Thursday 7 May Attendees: Oonagh Buckley (Chair), Michael Kirrane, Carol Baxter, Derek Tierney, Louise Sandom, Shane O’Connor, David Delaney, Janet Lacey, Brian Merriman, Caroline Mellows, Amy Sheils (Secretary). Apologies: Neil Ward, Mark Wilson

1. Update on Ministerial Meeting

Mick updated on the discussion that took place between Minister Flanagan, Minister Harris and senior officials from D/Health, the HSE and DoJE. The focus of the discussion was on supports in the context of enhanced testing and the implementation of the vulnerable groups guidance in relation to congregated settings. There was agreement on the need for ongoing supports. Minister Flanagan raised the possibility of having section 39 supports from the HSE in IPAS centres. It was agreed that discussions would continue at the level of officials to provide clarity in the coming days. From a DoJE perspective it will be important to clarify that centre managers are not engaged as health professionals, though they must run centres in line with public health advice. It was agreed that there is a need for supports and oversight around centres and that public health input must be provided. Carol noted that there are models in the areas of disability, Roma or homeless persons, where different types of support are provided by the HSE. These could be considered in the IPAS context. Mick updated that the draft document on the HSE/IPAS response to enhanced testing in IPAS centres is with the HSE and will be discussed at the HSE/IPAS teleconference tomorrow morning. Carol and Mick will attend a meeting of the NPHET subgroup on vulnerable people tomorrow, and will speak to relevant officials in D/Health and the HSE about progressing the matter so that in due course the NPHET Subgroup can be updated. *Action Point: follow up discussions to take place with HSE and D/Health to progress how additional supports can be provided to residents and Centre Managers.

2. Update on centre network Shane updated on the centre network. His team are responding to queries from centre managers through the helpdesk. Participants discussed test results awaited across the centre network and the procedures for returning residents to specific centres after self-isolation.

3. Self-Isolation Facilities David updated on the centre in Cahersiveen and discussions with the Outbreak Control Team (OCT). The OCT has acknowledged that the centre owner has engaged well and implemented all measures required of him. David will follow up with the OCT to see if there are any other actions they would like to see carried out. HSE and IPAS are working together to progress the Dundalk facility being able to take COVID-positive residents. A newsletter issued to centre managers today highlighting updates on cocooning, self-isolation and the International Protection Office, as well on advice on dealing with stress. HSE are working on advice in relation to residents who refuse to be tested and once this is prepared, a newsletter will issue to residents and managers with information and recommendations around testing.

4. Communications

Louise noted that a special Oireachtas Committee on COVID-19 has been established. Parliamentary Questions will resume on weekly basis from 13 May. This may remove the temporary arrangement to have an IPAS inbox for queries from Oireachtas members. Louise updated on possible media coverage relating to Cahersiveen and Direct Provision. Louise’s team are working on Q&A briefing for Ministerial statements next week.

5. Health and wellbeing of residents Mick updated on this conversation with JRS in relation to providing services to residents in IPAS centres. 3 JRS staff members are already engaged by IPAS currently, including providing a support service in Balseskin. JRS are open to the proposal and would likely provide a telephone line for residents, with clinics in centres where safe to do so. It would begin on a phased basis with the intention of rolling out nationally. Participants agreed to follow up and draft an outline of the services and structures required. *Action Point: Shane / Mark to develop the scope for JRS service to residents using existing IPAS-JRS agreement as a starting point. Brian has contacted WiFi service providers about strengthening WiFi signal in centres.

6. AOB Brian updated on work to move towards independent living in the Skellig Star Hotel in Cahersiveen which is in line with the IDG report recommendations and the original McMahon report.

Recap of Action Points: *Action Point: follow up discussions to take place with HSE and D/Health to progress the issue of additional supports for IPAS centres. *Action Point: Shane / Mark to develop the scope for JRS service to residents using existing IPAS-JRS agreement as a starting point.


7 May 2020 Date/Time: Thursday 7 May 2020 Next Meeting: Friday 8 May Attendees: Oonagh Buckley (Chair), Michael Kirrane, Carol Baxter, Mark Wilson, Derek Tierney, Louise Sandom, Shane O’Connor, David Delaney, Janet Lacey, Brian Merriman, Caroline Mellows, Amy Sheils (Secretary). Apologies: Neil Ward

1. Update on centre network Staff are following up on returns of test results across the centre network. Shane and David updated on the Outbreak Control Team meeting today in Cahersiveen. Discussions centred on encouraging residents to comply with social distancing. To assist with resident wellbeing, the centre owner is working on procuring outdoor gym equipment, which would have a rota for use and cleaning. HSE Public Health have drafted a message to residents outlining the critical importance of social distancing and the prolonged restrictions on movement due to non-compliance with social distancing in common areas. This will be distributed to residents through the centre manager. Mick updated on discussions with Minister Flanagan. Participants discussed issuing a communication to the community in Cahersiveen to outline the measures that have been taken to ensure compliance with public health, and to correct untrue rumours circulating in the community. *Action Point: Louise and Caroline to follow up on communication/messaging to community, including through the local PPN. Mark updated on discussions with the Irish Prison Service on their approach to infection control. They have done work identifying transmission hotspots which could be shared with centre managers. Work is ongoing on developing a readiness assessment for IPAS centres.

2. Update on HSE meetings and NPHET subgroup Mick updated on the meeting with the HSE National Social Inclusion office this morning. HSE colleagues agreed on the need for a HSE presence in the centres, particularly when there is an outbreak. Carol has been in touch with the Department of Health to set up a small group to meet next week to take this issue forward. Carol updated on the HSE support provided to other residential settings. Mick and Carol updated on the NPHET subgroup for vulnerable people, at which the meeting between the Ministers was discussed.

3. Document on Enhanced Testing in IPAS Centres The HSE have sent a revised document to IPAS on testing in IPAS centres. Participants noted the importance of having a practical document which clarifies guidance for residents returning to centres after self-isolation and communication of positive cases to IPAS. It will be important to have processes agreed in writing so they can be transferred locally to CHOs. Participants agreed to suggest a discussion about the document with Philip Crowley and HSE colleagues.

4. Self-isolation facilities Self-isolation facilities around the country are working well. Discussions continue within the HSE on the Dundalk facility. People leaving self-isolation are returning to their centre of origin unless there is public health advice to the contrary.

5. Wellbeing of Residents Mark updated on discussions with the Tusla lead for social inclusion on a draft action plan which would help align activities with CYPSCs and PPSFs. Janet’s team are following up with centre managers on a D/RCD initiative to carry out library book drops. The IPAS team on child and family welfare will meet tomorrow to update on work around welfare and education. Brian confirmed that the letter on strengthening WiFi has issued and centres have bene asked to highlight difficulties.

6. Communications

Louise updated on relevant news coverage. Minister Harris confirmed 164 cases among IPAS residents in the Daíl today. *Action Point: Janet will follow up with HSE on the figures quoted by Minister Harris. Participants noted the fact that DoJE are following HPSE guidance about households and that Public Health have not asked IPAS to move all residents into

single or double rooms. IPAS centres are not unique in either the public or private sector as residential settings where people share rooms.

7. AOB Brian updated on PPE orders - updated guidance from the HSE on PPE is expected. Caroline noted there are examples of good practice around Ramadan than can be used in a newsletter in the run up to Eid. Mark updated on a meeting with the CCMA regarding persons with status. Mark will circulate the minutes when they are available, another meeting is scheduled in three weeks.

Recap of Action Points: *Action Point: Louise and Caroline to follow up on communication/messaging to community in Cahersiveen, including through the local PPN. *Action Point: Janet will follow up with HSE on the figures quoted by Minister Harris.


8 May 2020 Date/Time: Friday 8 May 2020 Next Meeting: Monday 11 May 2020 Attendees: Oonagh Buckley (Chair), Michael Kirrane, Carol Baxter, Mark Wilson, Derek Tierney, Louise Sandom, Shane O’Connor, David Delaney, Janet Lacey, Brian Merriman, Caroline Mellows, Amy Sheils (Secretary). Apologies: Neil Ward

1. Update on High Level Contacts Oonagh updated on calls between the Secretary General with the Director General of the HSE and the Secretary General of the Department of Health in the morning. The HSE understood that NPHET would be discussing national testing in congregated settings. The HSE have been asked to consider additional supports into the centre in Caherciveen. Mick confirmed a contact was made during the meeting to set up that discussion on Monday. The SG of Health is aware that additional supports maybe needed in terms of public health into all centres (including on-site support), and agreed to discuss that with HSE. He was particularly concerned that some assurance should be possible about the following of public health advice. The SG of DoJE had indicated openness to any solution in that regard that would help centre managers meet public health

requirements; in that context a possible role for HIQA in a support capacity to centre managers was suggested. Carol has followed up with HIQA in the context of support and oversight to IPAS centres and a meeting will be organised as soon as possible next week to progress this. Mick updated on a call with EY to discuss national planning for possible enhanced testing. EY are organising testing and the return of results through the National Ambulance Service (NAS). Two areas of focus discussed include testing of children and issues around languages. It was agreed that a national coordinated approach is highly desirable and that, while the NAS aspect is important in terms of arranging of tests and deliver of test results, equally important is the follow up actions and management of any outbreak at the Centres. The Chief Operations Officer is to follow up with Mick regarding the approach after test results come back.

2. Update on Cahersiveen Participants discussed increasing support for centre management and residents in Cahersiveen. The centre owner has brought outside resources into the centre in the past few days, will himself be on site over the coming days, and will appoint senior support to the centre management. Oonagh indicated that he needed to understand the importance of ensuring adequate management and staffing support at the centre. Mark updated on his conversation with the KASI representative who is contracted by the HSE to provide social support and information to applicants in the centre. He noted that the centre facilities were good and management were doing a good job. He highlighted that some residents were struggling with the self-isolation and that some actions could be taken in this regard, such as providing additional toys for children and sourcing specific food for the residents. He did not have any serious concerns about the centre, though he noted there was tension from a small group of residents. He speaks to every resident on a daily basis, including those in self-isolation via Whatsapp. Shane updated on calls with UNHCR and NASC to see if they could provide any supports and relayed the suggestions of both. His own team has proposed the idea of resuming IPAS clinics using remote video technology and this will be pursued. The possibility of establishing a committee for residents is also being followed up on. Additional interpretation is being looked into for Georgian residents. On foot of the suggestions received from various sources, the following actions to be taken forward as soon as possible to increase residents’ wellbeing in the centre:

- Kettles will be installed in all rooms. - Phone credit (50€) will be provided to residents. - Gym equipment will be installed on Wednesday. - Snacks for residents will be ordered from specific shops in Tralee/Killarney

that stock the food residents are asking for. - Laptops/tablets will be provided for children through JRS. - Puzzles (including for adults) and additional toys for children will be provided.

- The Tusla secondee in IPAS will ring residents with children to see whether there are any specific concerns.

- Zoom clinics will be set up by IPAS for residents, starting next week. - Meals will be provided to residents in their rooms where required. - A phone service will be provided by JRS to support residents.

*Action Point: Brian, Shane and Mark will follow up on these actions. Mark noted that JRS will send a one-pager to IPAS on moving forward with the phone service support. This would begin in Cahersiveen but would be rolled out regionally and nationally. Participants agreed to consider the issue of a communication to the community in Cahersiveen to outline the efforts being done to support residents in the centre. The centre owner has informed IPAS he will be speaking to local elected representatives on Monday. To ensure learning from this, a draft list of actions to help residents during an outbreak will be prepared to be shared with all centre managers. *Action Point: Amy to compile list of actions to support residents during an outbreak.

3. Self-isolation facilities David noted that no positive tests were received today across the centre network. There are about 700 outstanding results from tests conducted a week ago, David following up with HSE on this.

4. Wellbeing of Residents Participants discussed residents cocooning and care workers. Mark updated on the child and family welfare activities. The Tusla secondee is making progress on linking in structurally with CYPCs and PPSFs. About 3-4 welfare concern cases are received per week. On the education and welfare side, students due to sit their leaving certificate, children in 6th class and children not currently linked to a school have been identified and referred to Education Welfare Officers (EWOs) for follow up. Mark has been liaising with the Education and Welfare Service to advance a full-time secondee to IPAS as early as possible. Children’s Rights Alliance will supply play mats for infants, and are working on material for a newsletter. The child and family team are beginning to scope summer activities, how they might be structured and how IPAS can link in with them.

5. PPE and Procurement Any centre requests for PPE are being handled.

6. Communications

A newsletter has issued today. All centre managers will be asked to ensure WhatsApp groups with residents are set up and the newsletter is linked through to them. Louise is preparing briefing for Minister Flanagan and Minister Stanton for Wednesday’s Daíl session.

7. AOB IPAS has been granted funding from the Public Service Innovation Fund for the bed management system. Mick noted that a subgroup of the Independent Review Group is being set up to look at ICT in the context of direct provision and the international protection process.

Recap of Action Points: *Action Point: Brian, Shane and Mark will follow up on the actions identified to increase residents’ wellbeing in Cahersiveen. *Action Point: Amy to compile a list of actions to support residents during an outbreak.


11 May 2020 Date/Time: Monday 11 May 2020 Next Meeting: Tuesday 12 May 2020 Attendees: Michael Kirrane (Chair), Carol Baxter, Mark Wilson, Derek Tierney, Louise Sandom, Shane O’Connor, David Delaney, Janet Lacey, Brian Merriman, Caroline Mellows, Amy Sheils (Secretary). Apologies: Oonagh Buckley, Neil Ward

1. Update on High Level Contacts Mick updated on high level discussions since Friday. At a press conference on Friday D/Health officials appeared to indicate that residents in Cahersiveen who cannot self-isolate can request a move to City West. An NGO has made representations to IPAS on behalf of some residents requesting a move to City West. IPAS officials sought to clarify with the Department of Health and the HSE whether this changed the referral routes into City West. The HSE have clarified there is no new referral pathway into City West - any referrals must be clinical or medical, and not in the remit of IPAS. Any requests to move there must be done through public health or a GP, with a decision on admission made by City West HSE staff.

*Action Point: David will follow up with the public health lead in CHO4 on how to proceed with requests to IPAS in respect of residents in Cahersiveen. *Action Point: Mick will meet with senior HSE officials again tomorrow to further discuss this and broader issues.

2. Update on Cahersiveen Participants discussed actions taken over the weekend in Cahersiveen. Shane reported the general mood was calm among most residents over the weekend. Through contacts with NASC and contacts with families by the Tusla secondee, resident requests have been identified and are being actioned to the extent possible. The actions agreed on Friday are being carried out in the centre. The centre owner met with local TDs and updated them on activities in the centre. Participants noted that the reports on Twitter that a woman who has given birth was going to be sent back to the Cahersiveen centre is untrue. Shane noted that IPAS was liaising last week (well in advance of any such inaccurate reports) with the public health doctor and community outreach worker to identify an appropriate location for the woman and her baby. Following public health advice, she will be going to another location. A response to a press query has clarified that a woman who has recently given birth would not go back to a centre that is being monitored by HSE on public health grounds.

3. Testing and Self-Isolation Facilities Discussions are ongoing with the HSE about enhanced testing in IPAS centres, which is likely to be focussed on areas where public health decide to test a particular location. David noted that the public health lead in CHO 4 has indicated that almost all outstanding test results have been returned as not detected.

4. Wellbeing of residents Mark updated on contacts with the Department of Education and Skills in relation to children in vulnerable settings. Mark’s team are continuing to work on the elements of the child and family strategy and will meet tomorrow morning. Mark updated on a meeting with the Dublin Regional Homeless Executive senior management team and Tusla, at which summer activities for children were discussed. Tusla will follow up with more details on how this is progressing. The Tusla secondee to IPAS has been following up with families in the Cahersiveen centre.

5. PPE and Procurement

The HSE will host a webinar on Thursday for Covid-19 infection control in vulnerable settings, headed by Professor Cormican. Prof Cormican has requested to visit and IPAS centre in Galway which IPAS will facilitate. The webinar will explain PPE requirements and how to use PPE. Centre managers and staff will be encouraged to participate and IPAS members will also join. *Action Point: Centre Managers to be continued to encourage to register for the event and IPAS staff to participate in HSE webinar on infection control. Brian updated on procurement and participants discussed next steps for contract extensions. Participants noted that self-isolation facilities and thinning out facilities will likely be required for some time.

6. Communications: Louise updated on correspondence in relation to Cahersiveen and work to prepare Daíl statements for Wednesday. Participants noted that responses to queries that involve the HSE will be copied to both D/Health and HSE press offices. Lines around general issues can be shared in advance of queries being received. In response to a letter from the Irish Refugee Council, the Department will confirm that no residents are detained in Cahersiveen. Caroline updated on work around linking in with local community structures. A newsletter piece around Eid is planned for this week with a feature of peer support and good practice. Janet noted that some centres have received calls from the HSE and Safetynet about possible testing, with no dates provided. A newsletter to centre managers issued today.

Recap of Action Points: . *Action Point: David will follow up with the public health lead in CHO4 on how to proceed with requests to IPAS in respect of residents in Cahersiveen. *Action Point: Mick will meet with senior HSE officials tomorrow to further discuss this and broader issues. *Action Point: Centre Mangers to be encouraged to participate in HSE Webinar on infection control and IPAS staff to participate also.


12 May 2020

Date/Time: Tuesday 12 May 2020 Next Meeting: Wednesday 13 May 2020 Attendees: Oonagh Buckley (Chair) Michael Kirrane, Carol Baxter, Mark Wilson, Louise Sandom, Shane O’Connor, David Delaney, Janet Lacey, Brian Merriman, Caroline Mellows, Amy Sheils (Secretary). Apologies: Neil Ward, Derek Tierney

1. Update on the Centre Network Shane updated on activities across the centre network. Janet updated on centres that have been notified they will be tested. Centre managers have been asked to revert with their PPE requirements. A notice on the HSE-led webinar on infection control in vulnerable settings has been circulated to all centre managers and they will be reminded of it during the daily calls tomorrow. Shane’s team facilitated visits to St Patrick’s Centre in Monaghan and the Great Western Centre in Galway for two of the people running the HSE Webinar on Thursday. Centre managers have been asked to set up WhatsApp groups to assist with the dissemination of the newsletter for residents. There will be additional content about Ramadan in the upcoming newsletter, and Jane Ann is working on a piece explaining the process for testing and what happens if a resident tests positive. Shane noted a questionnaire was issued by a recruitment agency to a centre asking for details of testing on residents. A reply will be drafted clarifying the privacy policy in relation to test results.

2. Update on Cahersiveen Mick updated on a meeting with health officials which took place today to discuss Cahersiveen. Priorities from the IPAS side were around securing additional supports to the current HSE funded KASI worker in the centre and clarifying the process of requests for City West. Public Health officials agreed to consider additional health and social supports. Mick outlined the measures taken in the centre and the continued advice on adhering to public health guidelines. It was agreed that no new pathway into City West had been created and HSE are following up to clarify this. Mick will follow up with the HSE on this tomorrow. Shane’s team is setting up virtual clinics for residents in Cahersiveen. Bernard Cantillon is speaking to families over the phone and this initiative may be extended to all residents.

3. Additional Supports for Centres

Mark will follow up with the McVerry trust about the possibility of partnering at a national level to provide support to certain locations. Oonagh updated on a discussion with HIQA and HSE about options for additional support to manage infection control. It was not considered appropriate for this support to be provided by HIQA. Participants agreed to write a letter to the HSE and Department of Health outlining the importance of efforts by the HSE to provide public health and section 39 support to IPAS centres. This support could be delivered nationally, or regionally by the CHOs. Carol will follow up on this matter with D/Health officials. *Action Point: letter to issue to HSE and D/Health on public health support for IPAS centres.

4. PPE and Procurement A discussion on medium term plans for procurement will take place on Thursday this week. Brian updated on the sourcing of wall dispensers for hand sanitiser.

5. Welfare of residents Mark updated on the action plan with Tusla for engagement with CYPSCs and PPFSs. Engagement with Leaving Certificate students is being reviewed in light of the recent changes to the Leaving Certificate process. Mark is in discussions with Tusla and the Dublin Regional Homeless Executive about summer activities for children. Mark noted that over 80 people have moved out of IPAS centres this month through the With Status project. Shane updated on the development of a document advising centre managers on how to increase residents’ wellbeing during an outbreak situation. *Action Point: Finalise document on recommendations to increase residents’ wellbeing Caroline updated on practical tips for residents and centre managers in the run-up to Eid, and NGO offers to distribute Eid-specific food packages.

6. Communications Louise updated on the briefing being prepared for the Minister’s statement in the Daíl tomorrow. Participants agreed to organise a briefing for immigration NGOs on Thursday. *Action Point: briefing for immigration NGOs to be organised on Thursday. Letters are issuing this evening to certain TDs and the Irish Refugee Council in response to calls to close the Cahersiveen centre. A response will also issue to the letter from IHREC to Minister Stanton.

Recap of Action Points:

*Action Point: letter to issue to HSE and D/Health on public health support for IPAS centres. *Action Point: briefing for immigration NGOs to be organised on Thursday.


13 May 2020 Date/Time: Wednesday 13 May 2020 Next Meeting: Thursday 14 May 2020 Attendees: Oonagh Buckley (Chair) Michael Kirrane, Carol Baxter, Mark Wilson, Louise Sandom, Shane O’Connor, Janet Lacey, Brian Merriman, Caroline Mellows, Amy Sheils (Secretary). Apologies: Neil Ward, Derek Tierney, David Delaney

1. Update on the Centre Network Participants discussed individual cases in the centre network. A substantial number of test results have started to come in, generally negative. Shane updated on activities with HSE regarding suspected cases in an IPAS centre. Two IPAS centres received confirmed negative results today and some additional centres are being tested in the coming days. Participants discussed scaling up the remote clinics which are being set up for the centre in Cahersiveen, so that this could take place across the centre network. Participants discussed the fact that some IPAS centre residents are not availing of the alternative accommodation offered by HSE to healthcare workers. Mark updated on the work with the HSE to agree a joint document around testing and outbreaks in IPAS centres.

2. Update on Cahersiveen Shane noted there are officially no positive test results in the centre in Cahersiveen. Shane’s team will begin remote clinics for residents early next week, having addressed some initial staff concerns, and the Tusla secondee is ringing residents on a regular basis while the clinics are being set up. The gym equipment is being installed in the centre today. Mick is liaising with the HSE about securing additional health supports to the centre. Participants discussed drafting a letter to HSE management on additional supports.

Participants discussed the staffing situation in Cahersiveen.

3. Welfare of residents Participants discussed draft recommendations to centre managers on increasing resident wellbeing during an outbreak in a centre. It was noted that residents committees should be assisted to convene virtually and options for peer to peer supports should be explored. *Action Point: Recommendation document to be finalised and checked against the HSE guidelines for vulnerable settings. Shane updated on additional communication to residents encouraging social distancing through the newsletter. The newsletter to residents also contains a piece developed by HSE to reduce fears around testing. Mark updated on discussions with the McVerry Trust to provide social supports across the network, with focus on those centres which are assessed as most needing an intervention, relative to the MHC risk assessment framework. *Action Point: Mick, Shane and Mark will have a meeting with the CEO and deputy CEO of McVerry Trust early next week on the telephone support service. *Action point: Finalise the setup of the JRS telephone support service in the coming days with a view to operationalising it next week. *Action Point: Mark will seek an update on the activity of the Safetynet public health phone line. Notices have been sent to centre managers about the HSE webinar tomorrow on infection control and use of PPE and attendance is being strongly encouraged.

4. Communications

Louise noted that a briefing document has been prepared for the Ministers ahead of Daíl statements today. Over the last 8 weeks 190 press queries have been answered by the Department of Justice and Equality, of which 72% have been on Direct Provision. A briefing for NGOs on immigration side has been organised for 11 am tomorrow.

5. PPE and Procurement Brian updated that the wall-mounted hand sanitiser dispensers have been tested and will be sent to centres. Oonagh, Brian and Mick will have a meeting on medium term procurement planning on Friday.

AOB Participants discussed modifying the procedure for persons who are new international protection applicants and how they may be accommodated in the IPAS system. Mick will follow up with David on his return. Mark updated on work with the HSE to develop a risk assessment framework for IPAS centres in the context of COVID-19, to complement and focus the work already being done with centre managers. Some additional staff members have been sourced for the IPAS team.

Recap of Action Points: *Action Point: Recommendation document to be finalised and checked against the HSE guidelines for vulnerable settings. *Action Point: Mick, Shane and Mark will have a meeting with the CEO and deputy CEO of McVerry Trust early next week on the telephone support service *Action point: Finalise the setup of the JRS telephone support service in the coming days with a view to operationalising it next week. *Action Point: Mark will seek an update on the activity of the Safetynet public health phone line


14 May 2020 Date/Time: Thursday 14 May 2020 Next Meeting: Friday 15 May 2020 Attendees: Oonagh Buckley (Chair) Michael Kirrane, Carol Baxter, Mark Wilson, Louise Sandom, Shane O’Connor, Janet Lacey, Brian Merriman, Caroline Mellows, Amy Sheils (Secretary). Apologies: Neil Ward, Derek Tierney, David Delaney

1. Update on the Centre Network Participants noted that after a significant amount of testing, particularly in the CHO 4 area, there has not been a significant increase in positive cases and the numbers of recovered cases continues to rise. Shane updated on work with the HSE in relation to positive cases, suspected cases and close contacts who have been moved offsite into self-isolation.

Shane spoke about the sad news of the death of a resident in a workplace accident. The IPAS Tusla secondee has contacted Tusla colleagues who are offering support to the family of the deceased. Mark has spoken to HSE about additional supports to the centre concerned. Shane updated on discussions with AGS about an applicant whose behaviour is challenging. Janet provided an update on centres which are being tested. A newsletter for residents will issue tomorrow with information on testing, and will include a video for children. Content on Ramadan will issue to centre managers on Monday. Janet’s team are drafting a FAQ document for the IPAS website based on queries coming through the helpdesk. A notice will issue to centre managers asking for their assistance in challenging false allegations about IPAS centres on social media. Carol updated on discussions with Catherine Day regarding the timeframes for completing reports.

2. Update on Cahersiveen Shane updated on activity to deliver laptops and tablets to the centre for residents. Brian noted that the centre owner has spent a significant amount on refurbishing the hotel and that the management structure is being significantly strengthened. The HSE will offer a listening and emotional support telephone service to centre residents which will run until 25 May. . Participants discussed posters that have gone up locally and concern that individuals are named.

3. Welfare of residents JRS and IPAS have agreed the format for the helpline for residents, in keeping with the visiting support service that JRS have been offering. The first three months will use JRS resources currently contracted by the Department as they cannot carry out their usual activities. This will be reviewed after three months. The aim is to establish a Freephone line by next week. Residents will be made aware of the service and JRS will provide posters for residents. The Safetynet/HSE colleague who operates the public health phone line has agreed to take calls from JRS that relate to public health. JRS can also refer relevant issues to the Tusla secondee. *Action Point: JRS helpline for residents to be established.

Mark updated on the level of contact with the Safetynet public health phone line. The level of queries into the service are not high but it has enabled a sustained level of dialogue with centres around public health issues. Mark updated on the development of a risk assessment framework for IPAS centres. A draft has been prepared by IPAS and HSE social inclusion, and has been sent to the IPS inspection control for views. The framework mirrors the approach of the Mental Health Commission. The intention is to rank the centres so that IPAS and HSE can prioritise improvement measures for those which are most in need. Participants discussed how to carry out the assessment and the possibility of outsourcing this work. Carol will ask HIQA for views on this. Mark updated on the Joint document for testing in IPAS centres. Mark has worked with HSE on the document which will go to IPAS and HSE senior management today. A letter to HSE senior management about strengthening public health supports to IPAS centres will be sent this evening.

4. PPE and Procurement

Brian updated on stocks of face masks. The wall-mounted hand sanitizers and additional PPE will issue to centres next week. *Action Point: Oonagh and Brian’s team will meet next week to discuss next steps in light of anticipated guidance in relation to facemasks.

5. Communications Louise and Caroline are working on communications to the community in Cahersiveen. An open letter from the Minister will be published in local newspapers and dropped to the community, and the Minister will appear on local radio on Monday morning. Louise is sourcing photographs from inside and outside the centre which could be shared with residents. AOB Participants discussed residents who are working in care centres. HSE have drafted a document outlining actions they are taking in this regard, including the offer of alternative accommodation. Participants agreed on the need ensure all steps are taken to increase the uptake of this alternative accommodation to decrease any risk to the centres. Accommodation offered to applicants needs to be suitable and appropriate. It was agreed to set up a subgroup to take this issue forward with HSE colleagues, *Action plan: set up a subgroup between IPAS and HSE to take forward the issue of residents working in care facilities.

Participants also discussed working with the HSE to strengthen the processes for new applicants coming into the IPAS system. *Action Point: set up a subgroup between IPAS and HSE to take forward the issue of new applicants.

Recap of Action Points: *Action Point: Oonagh and Brian’s team will meet next week to discuss next steps in light of anticipated guidance in relation to facemasks. *Action Point: JRS helpline for residents to be established. *Action plan: set up a subgroup between IPAS and HSE to take forward the issue of residents working in care facilities. *Action Point: set up a subgroup between IPAS and HSE to take forward the issue of new applicants.


15 May 2020 Date/Time: Friday 15 May 2020 Next Meeting: Monday 18 May 2020 Attendees: Oonagh Buckley (Chair) Michael Kirrane, Carol Baxter, Mark Wilson, Shane O’Connor, David Delaney, Janet Lacey, Brian Merriman, Darragh Brennan, Amy Sheils (Secretary). Apologies: Neil Ward, Derek Tierney, Louise Sandom, Caroline Mellows

1. Update on the Centre Network A company is offering to fund laptops for children and adults for a number of IPAS centres. They are working with Tusla and the centres on distribution. Shane updated on matters across the centre network. Shane’s team has been linking in with other Government Departments around support for the family of a deceased resident. The HSE is coordinating the care response into that centre and IPAS is providing support to the centre manager. Shane updated on a resident who has been challenging who is now in a centre supported by the McVerry Trust. The situation will be reviewed early next week. Participants discussed the situation of applicants voluntarily living off-site who may wish to return to a centre, and applicants who were moved to ensure no more than three non-family members per room. A notice to centres may be required to clarify

what phase 1 means for those who moved off-site. There will need to be clarity about when people can start moving back. Shane noted that remote clinics are taking place in Cahersiveen on Monday with interpreters.

2. Testing and self-isolation David noted that no positive test results have been received today, and test results for several centres are due tomorrow. The Dundalk self-isolation centre should be able to accept Covid-positive applicants in the coming days.

3. Welfare of residents Mark is working with the Jesuit Refugee Service (JRS) to have the support phone line for residents running by Wednesday. JRS will have a poster prepared for distribution to centres. Discussions with HSE are almost complete on a joint document around testing and outbreaks in IPAS centres. The document is intended to provide clarity for centre managers and IPAS staff. Mark has shared the draft risk assessment framework with the Irish Prison Service for observations. *Action Point: Amy will pilot the framework with an IPAS centre early next week to assess the effectiveness of the questionnaire. There will be a meeting with the CEO and deputy CEO of the McVerry Trust on Monday to explore social care elements that can be targeted to centres. A demonstration of the new bed management system will take place early next week. Mark updated on work to establish a dedicated accommodation unit for women believed to have been trafficked. *Action Point: progress the dedicated accommodation for women who have been trafficked with Ruhama and De Paul next week. Mark is working with HSE colleagues in relation to applicants coming in to the IPAS system. *Action Point: document on incoming applicants to be circulated next week. Work is ongoing on the child and family strategy.

4. Communications Participants discussed doing a communications piece on the continued support to persons with status who have been assisted to leave IPAS accommodation since the beginning of the year. This might assist NGO partners in their calls for properties.

*Action Point: Darragh and Mark to follow up on communications relating to accommodation for persons with status. Darragh updated on communications relating to the centre in Cahersiveen. A letter from Minister Flanagan to the community should arrive in the community next week and Minister Flanagan will appear on local radio on Monday. Participants agreed on the need for clear messaging to centre residents and staff on the easing of restrictions in the centre. It will be important that the community understands that the centre is clear from Covid, and that residents continue to comply with existing rules around social distancing. A specific communication will issue to centre staff through the centre management. *Action Point: communication to be agreed to Cahersiveen centre staff and residents. Janet updated on the newsletters issuing to residents and centre managers. Her team have been looking at ways for centre managers to set up WhatsApp groups that do not show resident’s personal numbers. Janet’s team attended the HSE webinar and will link to the content in a future newsletter. *Action Point: Janet’s team will draft content for the next newsletter outlining the restrictions that will be lifted on Monday 18 May.

5. PPE Participants discussed stocks of PPE including masks in light of anticipated Government guidance. AOB Carol updated that the Catherine Day group may have their report completed by September. Catherine Day will prepare a briefing note for Minister Flanagan on the progress of the group. The Department is working with the group on costings related to direct provision. Oonagh has written to HSE senior management asking for additional supports to IPAS centres through social inclusion. Oonagh, Mick, Brian and George have had a discussion about medium term planning, and decisions will be circulated to the group.

Recap of Action Points: *Action Point: Amy will pilot the framework with an IPAS centre early next week to assess the effectiveness of the questionnaire. *Action Point: progress the dedicated accommodation for women who have been trafficked with Ruhama and De Paul next week. *Action Point: document on incoming applicants to be circulated next week

*Action Point: Darragh and Mark to follow up on communications relating to accommodation for persons with status. *Action Point: communication to be agreed to Cahersiveen centre staff and residents. *Action Point: Janet’s team will draft content for the next newsletter outlining the restrictions that will be lifted on Monday 18 May.


18 May 2020 Date/Time: Monday 18 May 2020 Next Meeting: Tuesday 19 May 2020 Attendees: Oonagh Buckley (Chair) Michael Kirrane, Carol Baxter, Mark Wilson, Shane O’Connor, David Delaney, Janet Lacey, Brian Merriman, Louise Sandom, Caroline Mellows, Amy Sheils (Secretary). Apologies: Neil Ward, Derek Tierney

1. Update on the Centre Network The full IPAS operations team will meet tomorrow to discuss the longer term re-accommodation situation and that likelihood that, as relaxations begin, applicants living offsite will begin to return to centres. In addition, Brian is working to expand capacity across the centre network over the coming period, particularly if temporary hotel accommodation may not be available as owners revert to original usage. , however this would be dependent on public health guidance in relation to moving people. This matter will be raised with the HSE at Thursday’s IPAS/HSE meeting. Shane updated on a meeting with the McVerry Trust at which a good outcome was agreed in relation to an applicant with specific behavioural issues. Participants discussed further strengthening COVID-19 signage in centres and will look at distributing a stock of posters. *Action Point: follow up on COVID-19 signage for centres. *Action Point: Discussions on future accommodation needs to be opened with the HSE.

2. Update of weekend activities

David updated on positive test results that came back over the weekend. All individuals who required self-isolation have been moved to isolation facilities. The system for transport and transfers to self-isolation worked well. David updated on overall test results in CHO 4 which, after mass testing, appear to have yielded very few positive results. David updated on Outbreak Control Team discussions over the weekend. Participants discussed renewal of contracts for isolation facilities. Participants discussed the need to take action with regard to the risk that, with the relaxation of restrictions and hotels re-opening to other guests, premises hosting applicants could become mixed-use. Participants noted hotels are only a temporary solution and discussed planning for the next phase of accommodation.

3. Welfare of residents

Mark updated on a meeting with the McVerry Trust to discuss piloting social care supports into centres. Mark and the Deputy CEO will develop a pilot for six centres which will have a person-centred McVerry presence. Discussions are ongoing on the pilot locations, which may be influenced by the risk assessment framework outcome. There will be a review built into the pilot programme. The role would be similar to the reception officer position envisaged in the new National Standards for Accommodation Centres, providing support to applicants. *Action Point: McVerry Trust pilot support project to be progressed. The “persons with status” project was also discussed, McVerry Trust considers it to be working well. Mark will follow up with McVerry Trust and De Paul on communications with residents and CCMA around this project. *Action Point: Follow-up on communications with De Paul and McVerry Trust. Mark updated on the set up of the JRS phone line which will be operational over the coming days.

4. Communications A letter to residents in Cahersiveen will be published in two local newspapers on Wednesday morning and on the Department’s website. An appearance on local radio by Minister Flanagan on Wednesday morning is being offered. Participants noted the imminent decision on an internal review of an FOI, noting that additional documents that were not within the scope of the original request would be released outside the Act to improve transparency on how DJE is managing the situation in centres. AOB

Participants are working with the HSE on the approach to new applicants to the IPAS system. Mark noted the bed management system was shown to him today, this should deliver significant efficiencies in terms of administration and costs. Oonagh will meet with participants to discuss medium term team requirements and structures.

Recap of Action Points: *Action Point: follow up on COVID-19 signage for centres. *Action Point: Discussions on future accommodation needs to be opened with the HSE. *Action Point: McVerry Trust pilot support project to be progressed. *Action Point: Follow-up on communications with De Paul and McVerry Trust.


19 May 2020 Date/Time: Tuesday 19 May 2020 Next Meeting: Wednesday 20 May 2020 Attendees: Michael Kirrane (Chair), Carol Baxter, Mark Wilson, Shane O’Connor, David Delaney, Janet Lacey, Brian Merriman, Louise Sandom, Caroline Mellows, Amy Sheils (Secretary). Apologies: Oonagh Buckley, Neil Ward, Derek Tierney

1. Update on the Centre Network Shane updated on the meeting of the HSE led Outbreak Control Team on the centre in Cahersiveen. The meeting focussed on discussing lifting the restrictions in the centre tomorrow. The HSE has prepared a letter to residents which will be distributed by IPAS tomorrow morning. Its content is in line with the message from Minister Flanagan that will appear in local newspapers tomorrow to the residents of Cahersiveen. Minister Flanagan is also due to appear on local radio. IPAS has engaged with the community worker in the centre ahead of the restrictions in the centre being lifted. The local community Garda will also be on hand to advise residents and the local community as required. Participants noted that residents will be subject to the same restrictions as the rest of the community in Cahersiveen.

David updated on testing across the centre network, noting that no positive results were received today. Participants discussed additional accommodation needs in the context of people wishing to come back into the system. Shane’s team is surveying available accommodation and working on scenario-planning. *Action Point: planning to be carried out in relation to applicants living off-site returning to centres. Participants noted the importance of permanent accommodation for residents where possible and discussed moves out of temporary facilities.

2. Procurement Brian updated on contracts due for renewal and participants agreed to work, in conjunction with the HSE, on mapping the requirements for self-isolation facilities going forward.

3. Welfare of residents Shane’s team carried out 26 remote clinics in the centre in Cahersiveen. This activity will be continued in centres where there may be a particular need. The JRS phone line is on track to be operational tomorrow, providing further one on one support for residents. Mark will meet with Tusla tomorrow to discuss structured links with CYPSCs and PPFS, and his team are looking at doing a weekly newsletter for children.

4. Joint documents Shane and Mark updated on plans with regard to new arrivals in the IPAS system. Mark has shared a short draft paper with the HSE on the IPAS reception system during Covid-19. The paper identifies challenges, risks and proposes an agreed way forward. The aim is to have broad agreement at Thursday’s HSE/IPAS meeting. *Action Point: draft paper on IPAS reception system during Covid-19 to be agreed with HSE. Amy piloted the draft risk assessment framework today, which will be further discussed with HSE tomorrow with the aim of finalising it over the coming days. Participants noted the rollout of the framework and subsequent follow up actions will be resource intensive. *Action Point: risk assessment framework to be agreed with HSE. Mark noted that the draft HSE/IPAS joint document on testing and outbreaks is due to be agreed. Mark will link in with the HSE in relation to vulnerability assessments and will update further tomorrow.

5. Communications

Louise updated on communications activities. Minister Flanagan will be carrying out tomorrow in relation to the centre in Cahersiveen. There is a large volume of PQs on the centre in Cahersiveen to be answered. Janet noted that a newsletter to residents will issue tomorrow with information on the lifting of restrictions, and information on the JRS helpline. A newsletter issued to centre managers yesterday with further practical tips in relation to Ramadan.

Recap of Action Points: *Action Point: planning to be carried out in relation to applicants living off-site returning to centres. *Action Point: draft paper on IPAS reception system during Covid-19 to be agreed with HSE. *Action Point: risk assessment framework to be agreed with HSE.


20 May 2020 Date/Time: Wednesday 20 May 2020 Next Meeting: Thursday 21 May 2020 Attendees: Oonagh Buckley (Chair), Michael Kirrane, Carol Baxter, Mark Wilson, Shane O’Connor, Janet Lacey, Brian Merriman, Louise Sandom, Caroline Mellows, Amy Sheils (Secretary). Apologies: Neil Ward, Derek Tierney, David Delaney

1. Update on the Centre Network Participants noted the positive trend across centre network in terms of recovered and new cases. There were no positive cases reported today. Shane is working on re-accommodation for residents and returning those who are finished with their self-isolation period. Residents are returning to their centre of origin after self-isolation in line with public health advice, except where a centre is in effective quarantine. These matters will be discussed at the HSE/IPAS meeting tomorrow. *Action Point: HSE views to be sought on moves to provide residents with permanent accommodation, and on residents returning from self-isolation.

Participants discussed moving residents to permanent accommodation. Participants discussed a press query about Cahersiveen.

2. Welfare of residents The IPAS National Residents Support Helpline run by JRS Ireland went live today. A message went out to residents today informing them about the helpline. Mark updated on a meeting with the Tusla lead on social inclusion. IPAS and Tusla will be working with the CYPSCs and PPFS Committees and Mark will report back on progress.

3. Joint HSE/IPAS documents Mark and Amy have finalised the risk assessment template for centres with the HSE and are hoping it will be agreed by both sides at the meeting tomorrow. *Action Point: Finalise the risk assessment framework for IPAS centres. The joint IPAS/HSE document on testing and outbreak management should be finalised by tomorrow. *Action Point: Finalise document on testing and outbreak management. Mark’s paper on incoming applicants to the IPAS system will also be discussed at tomorrow’s HSE/IPAS meeting. Participants discussed the communications with the HSE regarding additional public health supports for IPAS centres. Mark updated on discussions about vulnerability assessments with the HSE.

4. Communications Participants discussed the internal review of an FOI and the publication of additional documents to improve transparency on how DJE is managing the situation in centres. Louise noted work is ongoing to prepare for the Special Committee on Covid-19 Response next week and updated on Minister Flanagan’s media appearances. A resident from the Cahersiveen centre will be interviewed on local radio tomorrow. Louise noted the value of having material from the centres on all the positive work being done. Janet updated on the newsletter to centres managers which has issued today with information on the JRS phone line, Eid celebration, the JRS phone line and issues around sexual violence. The level of engagement by centre managers with newsletters has been high.


*Action Point: HSE views to be sought on moves to provide residents with permanent accommodation, and on residents returning from self-isolation. *Action Point: Finalise the risk assessment framework for IPAS centres. *Action Point: Finalise document on testing and outbreak management.


20 May 2020 Date/Time: Wednesday 20 May 2020 Next Meeting: Thursday 21 May 2020 Attendees: Oonagh Buckley (Chair), Michael Kirrane, Carol Baxter, Mark Wilson, Shane O’Connor, Janet Lacey, Brian Merriman, Louise Sandom, Caroline Mellows, Amy Sheils (Secretary). Apologies: Neil Ward, Derek Tierney, David Delaney

1. Update on the Centre Network Participants noted the positive trend across centre network in terms of recovered and new cases. There were no positive cases reported today. Shane is working on re-accommodation for residents and returning those who are finished with their self-isolation period. Residents are returning to their centre of origin after self-isolation in line with public health advice, except where a centre is in effective quarantine. These matters will be discussed at the HSE/IPAS meeting tomorrow. *Action Point: HSE views to be sought on moves to provide residents with permanent accommodation, and on residents returning from self-isolation. Participants discussed moving residents to permanent accommodation. Participants discussed a press query about Cahersiveen.

2. Welfare of residents The IPAS National Residents Support Helpline run by JRS Ireland went live today. A message went out to residents today informing them about the helpline. Mark updated on a meeting with the Tusla lead on social inclusion. IPAS and Tusla will be working with the CYPSCs and PPFS Committees and Mark will report back on progress.

3. Joint HSE/IPAS documents

Mark and Amy have finalised the risk assessment template for centres with the HSE and are hoping it will be agreed by both sides at the meeting tomorrow. *Action Point: Finalise the risk assessment framework for IPAS centres. The joint IPAS/HSE document on testing and outbreak management should be finalised by tomorrow. *Action Point: Finalise document on testing and outbreak management. Mark’s paper on incoming applicants to the IPAS system will also be discussed at tomorrow’s HSE/IPAS meeting. Participants discussed the communications with the HSE regarding additional public health supports for IPAS centres. Mark updated on discussions about vulnerability assessments with the HSE.

4. Communications Participants discussed the internal review of an FOI and the publication of additional documents to improve transparency on how DJE is managing the situation in centres. Louise noted work is ongoing to prepare for the Special Committee on Covid-19 Response next week and updated on Minister Flanagan’s media appearances. A resident from the Cahersiveen centre will be interviewed on local radio tomorrow. Louise noted the value of having material from the centres on all the positive work being done. Janet updated on the newsletter to centres managers which has issued today with information on the JRS phone line, Eid celebration, the JRS phone line and issues around sexual violence. The level of engagement by centre managers with newsletters has been high.

Recap of Action Points: *Action Point: HSE views to be sought on moves to provide residents with permanent accommodation, and on residents returning from self-isolation. *Action Point: Finalise the risk assessment framework for IPAS centres. *Action Point: Finalise document on testing and outbreak management.


21 May 2020 Date/Time: Thursday 21 May 2020

Next Meeting: Friday 22 May 2020 Attendees: Oonagh Buckley (Chair), Michael Kirrane, Carol Baxter, Mark Wilson, Shane O’Connor, Janet Lacey, Brian Merriman, David Delaney, Louise Sandom, Caroline Mellows, Amy Sheils (Secretary). Apologies: Neil Ward, Derek Tierney

1. Update on the Centre Network Shane updated on the staff meeting that UNHCR attends on a weekly basis. The post-covid situation and the end-to-end process of international protection were discussed. Mick will follow up on the activity of the Ministerial Decision Unit. Training for IPAS staff is taking place next week, including on resilience-building, self-care and managing challenging behaviour. Shane’s team is working on re-accommodating applicants who have been living outside IPAS accommodation. Mark updated on discussions with the HSE on moving residents and new arrivals to the IPAS system. IPAS has presented some proposals and the HSE are considering them from a public health perspective and will revert. David noted there have been no positive cases across the centre network since the weekend. Participants discussed the centre in Cahersiveen.

2. Procurement and PPE Participants discussed the medium-term strategy for the self-isolation facilities and will advance work on this in the coming days. *Action Point: medium-term strategy for self-isolation facilities to be agreed. Participants discussed medium term planning for accommodation and ensuring that residents have a permanent place to live. Brian’s team working on the next stage of PPE procurement.

3. Welfare of residents The JRS phone line is active and has been receiving calls since yesterday. Shane’s team are carrying out remote clinics in some IPAS centres, the next is due to take place early next week.

4. Joint documents with HSE Mark noted that the joint document on testing and outbreak management has been agreed and circulated to participants.

It was agreed at the HSE/IPAS meeting this morning to move forward with the risk assessment framework. Amy and the HSE contact will work with Janet’s team to target centres for a first round of calls on the risk assessment. A scoring and review will take place with the aim of completing all locations in the coming two weeks. Activity will be put in place to identify any weaknesses and to target centres that require extra supports. *Action Point: Risk assessment exercise to be carried out for all IPAS centres. AOB Mick has followed up with the HSE in relation to the provision of additional public health supports to IPAS centres, and is waiting on the HSE to revert. Participants discussed an offer from the Ombudsman’s office to temporarily re-assign a member of staff to assist with Arabic language requirements. The NPHET vulnerable persons’ subgroup will next meet the week after next.

Recap of Action Points: *Action Point: medium-term strategy for self-isolation facilities to be agreed. *Action Point: Risk assessment exercise to be carried out for all IPAS centres.


21 May 2020 Date/Time: Thursday 21 May 2020 Next Meeting: Friday 22 May 2020 Attendees: Oonagh Buckley (Chair), Michael Kirrane, Carol Baxter, Mark Wilson, Shane O’Connor, Janet Lacey, Brian Merriman, David Delaney, Louise Sandom, Caroline Mellows, Amy Sheils (Secretary). Apologies: Neil Ward, Derek Tierney

1. Update on the Centre Network Shane updated on the staff meeting that UNHCR attends on a weekly basis. The post-covid situation and the end-to-end process of international protection were discussed. Mick will follow up on the activity of the Ministerial Decision Unit. Training for IPAS staff is taking place next week, including on resilience-building, self-care and managing challenging behaviour. Shane’s team is working on re-accommodating applicants who have been living outside IPAS accommodation.

Mark updated on discussions with the HSE on moving residents and new arrivals to the IPAS system. IPAS has presented some proposals and the HSE are considering them from a public health perspective and will revert. David noted there have been no positive cases across the centre network since the weekend. Participants discussed the centre in Cahersiveen.

2. Procurement and PPE Participants discussed the medium-term strategy for the self-isolation facilities and will advance work on this in the coming days. *Action Point: medium-term strategy for self-isolation facilities to be agreed. Participants discussed medium term planning for accommodation and ensuring that residents have a permanent place to live. Brian’s team working on the next stage of PPE procurement.

3. Welfare of residents The JRS phone line is active and has been receiving calls since yesterday. Shane’s team are carrying out remote clinics in some IPAS centres, the next is due to take place early next week.

4. Joint documents with HSE Mark noted that the joint document on testing and outbreak management has been agreed and circulated to participants. It was agreed at the HSE/IPAS meeting this morning to move forward with the risk assessment framework. Amy and the HSE contact will work with Janet’s team to target centres for a first round of calls on the risk assessment. A scoring and review will take place with the aim of completing all locations in the coming two weeks. Activity will be put in place to identify any weaknesses and to target centres that require extra supports. *Action Point: Risk assessment exercise to be carried out for all IPAS centres. AOB Mick has followed up with the HSE in relation to the provision of additional public health supports to IPAS centres, and is waiting on the HSE to revert. Participants discussed an offer from the Ombudsman’s office to temporarily re-assign a member of staff to assist with Arabic language requirements. The NPHET vulnerable persons’ subgroup will next meet the week after next.

Recap of Action Points: *Action Point: medium-term strategy for self-isolation facilities to be agreed. *Action Point: Risk assessment exercise to be carried out for all IPAS centres.


22 May 2020 Date/Time: Friday 22 May 2020 Next Meeting: Monday 25 May 2020 Attendees: Oonagh Buckley (Chair), Michael Kirrane, Carol Baxter, Mark Wilson, Shane O’Connor, Janet Lacey, Brian Merriman, David Delaney, Louise Sandom, Caroline Mellows, Amy Sheils (Secretary). Apologies: Neil Ward, Derek Tierney

1. Update on the Centre Network Current active cases of Covid-19 are low across the centre network. Shane updated on the work of his team which includes: contributing to briefing for the Covid-19 committee next week, preparing for test results to issue over the weekend, forward planning in relation to moves in and out of IPAS accommodation, and new arrivals. Shane’s team will meet with Brian’s team next week to discuss accommodation requirements. Remote clinics will continue to take place in centres. A follow-up clinic will be arranged for the centre in Cahersiveen in a week’s time. A link to the HSE webinar on PPE has been circulated to all centres. Centre managers have been encouraged to set up WhatsApp broadcasts, which do not reveal personal information of residents. Shane’s team are providing information on FAQs for the IPAS website. Mick updated on discussions with the HPSC on statistics and ensuring coherence of figures.

2. Update on Cahersiveen Mark updated on contacts with the centre in Cahersiveen and confirmed that all staff have completed online child protection training.

3. Testing and self-isolation facilities

David noted that no positive test results have been communicated this week. Participants have engaged with HSE and have agreed procedures for new arrivals

into the IPAS system and for moving residents out of temporary and into permanent accommodation in a safe manner. Any quarantining required is being facilitated. Participants discussed contract renewals for the self-isolation facilities with a view to ensuring that the self-isolation facilities are managed in an efficient and useful way. Further meetings may take place with HSE and DPER on this. There is full alignment with the HSE in terms of managing reception of applicants, positive cases and self-isolation across the Dublin facilities. *Action Point: Participants agreed to have a communications meeting on medium-term accommodation planning.

4. Welfare of residents JRS will provide a weekly update on the uptake of their resident support phone line. IPAS will keep them informed of resident moves so to ensure support can be provided where necessary. Amy provided an update on the child and family strategy meeting. Work has been done to ensure that CYPSCs and PPFSs include IPAS centres in their planning. *Action Point: Mark’s team to consider the proposal submitted by Barnardos on strengthening support to centres.

5. PPE and Procurement Brian updated on a Wifi boost that has been secured for the state-run centres in Kerry. Professional signage on social distancing is being sourced for IPAS centres. AOB HSE and IPAS have worked together to develop a risk assessment framework for IPAS centres in the context of Covid-19. The aim is to have returns from all IPAS centres on this framework over the next two weeks. *Action Point: Risk assessment exercise to be carried out across the centre network. McVerry Trust will pilot provision of social care support in 6 IPAS centres and the risk assessment will help to identify the locations. Discussions are ongoing with the McVerry Trust in relation to a resident who was causing difficulties and required particular support. Carol noted that Catherine Day has sent a Chair’s report to the Ministers and political parties.


*Action Point: Participants agreed to have a communications meeting on medium-term accommodation planning. *Action Point: Mark’s team to consider the proposal submitted by Barnardos on strengthening support to centres. *Action Point: Risk assessment exercise to be carried out across the centre network.


25 May 2020 Date/Time: Monday 25 May 2020 Next Meeting: Wednesday 27 May 2020 Attendees: Oonagh Buckley (Chair), Michael Kirrane, Mark Wilson, Shane O’Connor, Brian Merriman, David Delaney, Louise Sandom, Caroline Mellows, Linda Keating, Amy Sheils (Secretary). Apologies: Neil Ward, Carol Baxter, Derek Tierney, Janet Lacey

1. Update ahead of Special Committee on Covid-19 response Participants discussed preparations and briefing ahead of the appearance of DSG Buckley, Mick Kirrane and Mark Wilson before the Special Committee on Covid-19 response on 26 May.

2. Update on Centre network Shane updated on testing taking place in one centre. The operations and self-isolation teams did great work over the weekend ensuring smooth movement of residents out of temporary accommodation and into a self-isolation facility ahead of a move to permanent accommodation. A newsletter has issued to centre managers informing them of the risk assessment exercise. Content on education is being prepared for a newsletter this week.

3. Welfare of residents Mark’s team will meet tomorrow to update on the child and family strategy and are working on some additional questions for centre managers.

4. Communications The internal review of an FOI will be completed tomorrow, minutes of meetings shared will be published on the Department’s website to provide increased transparency around the Department’s response to Covid-19 in IPAS settings.

IPAS COVID 19 Group

Note of Meeting 27 May 2020

Date/Time: Wednesday 27 May 2020 Next Meeting: Thursday 28 May 2020 Attendees: Oonagh Buckley (Chair), Michael Kirrane, Mark Wilson, Shane O’Connor, Brian Merriman, David Delaney, Louise Sandom, Caroline Mellows, Linda Keating, Amy Sheils (Secretary). Apologies: Neil Ward, Carol Baxter, Derek Tierney, Janet Lacey

1. Special Committee on Covid-19 response The Chair thanked participants for the briefing prepared ahead of yesterday’s appearance before the Special Committee on the Covid-19 Response and the hard work across all teams since March. Working is ongoing on any follow-up required. The Chair updated on discussions about a review of the actions taken in response to the pandemic with a view to improving processes going forward.

2. Update on Centre network Shane and David held a staff meeting with their teams today to discuss action over the next few months. A small project team will look at a planning for returns and where new accommodation will be required. The team will take a client-oriented approach and develop a roadmap for each person or family. *Action Point: project team to develop roadmaps for residents requiring moves. Brian noted that a new children’s playground is being set up in the centre in Cahersiveen next week.

3. Offsite facilities Participants discussed two positive cases reported today in one centre. Discussions are ongoing with public health and it is expected that an Outbreak Control Team will be convened. Mark has been in touch with McVerry Trust about providing services to the Dublin self-isolation facility in the event that it becomes a reception facility.

4. Welfare of residents Mark updated on a document circulated to participants which provides an overview of the work of CYPSCs at local level and with IPAS centres. Work is ongoing with TUSLA to engage strategically with the Committees.

Mark updated on a meeting with the CCMA today on the issue of housing for residents with status.

5. Procurement/PPE

*Action Point: Participants will seek an update from the HSE on guidance relating to PPE in IPAS settings.

6. Communications Participants agreed to strengthen internal communications across the IPAS teams and circulate a regular internal newsletter. Participants agreed that once there has been a sustained period with no cases across the network the communication with centres can be pared back from daily calls to several calls a week. Colleagues in the transparency division may also be involved. *Action Point: develop a medium-term communications plan for IPAS centres. Participants agreed to discuss with HSE how to coordinate data-gathering requests to centres in order to avoid over-burdening centres with requests. AOB Oonagh, Mark and Mick are working on a structured approach to staffing in the medium term. Participants agreed to reduce number of meetings to two per week as of next week.

Recap of Action Points: *Action Point: project team to develop roadmaps for residents requiring moves. *Action Point: Participants will seek an update from the HSE on guidance relating to PPE in IPAS settings. *Action Point: develop a medium-term communications plan for IPAS centres.


28 May 2020 Date/Time: Thursday 28 May 2020 Next Meeting: Friday 29 May 2020 Attendees: Oonagh Buckley (Chair), Michael Kirrane, Mark Wilson, Shane O’Connor, Brian Merriman, David Delaney, Louise Sandom, Caroline Mellows, Linda Keating, Amy Sheils (Secretary).

Apologies: Neil Ward, Carol Baxter, Derek Tierney, Janet Lacey

1. Update on Centre Network Participants discussed requests to accommodate individuals who have deportation orders against them who might otherwise be homeless. Shane’s team are working on a strategy to target centres with remote clinics. Participants agreed to discuss the re-opening of centres to certain activities e.g. inspections with the HSE. *Action Point: discussions to take place with HSE on inspections in centres. The risk assessment exercise is ongoing and is due to be completed by the end of next week. Shane confirmed there are no active positive cases in Cahersiveen. Staff are following up on English language classes for residents.

2. Testing and self-isolation An outbreak control team (OCT) has been convened for the two positive cases discussed yesterday. The cases will isolate onsite on the basis of medical advice. The OCT is looking into possible close contacts. Another centre had some positive results today, there will be an OCT meeting tomorrow.

3. Communications Mick Thornhill noted there has been a reduction in manager queries this week.

Recap of Action Points: *Action Point: discussions to take place with HSE on inspections in centres.


29 May 2020 Date/Time: Friday 29 May 2020 Next Meeting: Tuesday 1 June 2020 Attendees: Oonagh Buckley (Chair), Michael Kirrane, Neil Ward, Mark Wilson, Brian Merriman, David Delaney, Louise Sandom, Caroline Mellows, Linda Keating, Amy Sheils (Secretary). Apologies: Derek Tierney, Carol Baxter, Janet Lacey, Shane O’Connor

1. Update on centre network

David updated on individual issues across the centre network. An Outbreak Control Team (OCT) meeting took place today for an IPAS centre. Eight close contacts were identified and tested, all can isolate onsite while awaiting test results. A strategy for new arrivals and re-accommodations is in place. Participants discussed a resident with behavioural difficulties, a plan has been agreed with McVerry Trust for this individual. IPAS staff completed training this week on boundaries and mindfulness.

2. Update on IPAS/HSE meeting Mick updated on the meeting with the HSE which took place this morning. Issues discussed included the movement of residents, the appearance before the Special Committee on the Covid-19 Response and the initial returns from the risk assessment exercise. Next steps in relation to the risk assessment are being discussed with the HSE and the relevant IPAS teams. A discussion took place on longer term planning and moving away from emergency accommodation, as well as opening up centres (e.g. for inspections and visits). Oonagh updated on work to carry out a review of actions taken in response to COVID-19 in order to apply lessons learned moving forward. Participants discussed follow-up questions from the Special Committee on COVID-19 Response. *Action Point: follow-up on outstanding questions for the Special Committee on COVID-19 Response.

3. Welfare of Residents Mark is working with the Garda Vetting Unit to ensure compliance in centres. The Tusla secondee has been linking with the CYPSCs around activities for families and children. Guidelines from the Department of Education and Skills will be included in a newsletter to residents next week. 250 play mats have been ordered from the CYPSCs and the Children’s Rights Alliance and will be distributed to children under the age of one.

4. PPE and Procurement Brian noted that PPE distribution took place last week, and individual requests for specific PPE can be responded to by his team. HSE have not advised IPAS that residents should wear face masks beyond the guidelines provided to the general public.

AOB Participants agreed to meet on Tuesday and Thursday of next week. Participants agreed to discuss frequency of contact with centres next week. *Action Point: medium-term communications plan with centres to be agreed.

Recap of Action Points: *Action Point: follow-up on outstanding questions for the Special Committee on COVID-19 Response. *Action Point: medium-term communications plan with centres to be agreed.

ipas covid 19 group note of meeting 6 may 2020 · louise sandom, shane o’connor, david delaney,...

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