annual report 2018...2 annual report 2018 property registration authoritythe authority members of...

A N N U A LR E P O R T

P R O P E R T Y R E G I S T R A T I O N A U T H O R I T Y

S A F E G U A R D I N G P R O P E R T Y R I G H T S A N D T R A N S A C T I O N S

I N I R E L A N D

2018

Cover Images1. Seal on vault door in Registry of Deeds, Henrietta Street, Dublin 12. Minister of State John Paul Phelan, Chairperson of the Authority John Coleman and CEO Liz Pope at the launch of the PRA

Statement of Strategy 2019-2021

INTAKE: 199,728+8% SINCE 2017

OUTPUT: 200,872+14% SINCE 2017

NO. OF FOLIOS ON THE REGISTER: 2.26 MILLION

+2% SINCE 2017

ONLINE ACTIONS: 10 MILLION

+12% SINCE 2017

STAFF NUMBERS: 509+9 STAFF MEMBERS SINCE 2017

FEE INCOME: 67 MILLION+7% SINCE 2017

EXPENDITURE: 28 MILLION+4% SINCE 2017

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Property Registration Authority Annual Report 2018

A B O U T U S

O U R R O L EThe Property Registration Authority (PRA) was established on 4 November 2006 under the provisions of the Registration of Deeds and Title Act 2006.

O U R M I S S I O NSafeguarding property rights and transactions in Ireland

O U R V I S I O NA secure and fully electronic property registration system contributing to economic and social development

O U R V A L U E S

INTEGRITYWe care about our culture and the ethical tone in our organisation. Integrity as the governing ethos of the PRA, relates to our work in upholding the public trust in both the integrity of the register and property registration services.

ACCOUNTABILITYWe promote accountability and compliance through good governance and welcome scrutiny and oversight by stakeholders in our authorising environment.

INNOVATIONWe thrive on implementing new ideas for services and processes and remain open to change which will assist in the achievement of our strategic goals.

PROFESSIONALISMWe strive to continuously enhance professional knowledge, skills and behaviours to the level required to deliver excellent customer service.

STAFF DEVELOPMENTWe prioritise the enhancement of capability through embedded workforce planning, including performance management, motivation and engagement and encouraging all staff to bring their whole selves to work.

O U R F U N C T I O N S

1. To provide and maintain a system of registration of Titles and Deeds in accordance with the relevant legislation.

2. To promote and extend the registration of ownership to land.

3. To deal with applications under Part 3 of the Landlord and Tenant (Ground Rents) (No. 2) Act, 1978.

4. To keep the Minister for Housing, Planning & Local Government informed of progress in relation to the registration of ownership to land and to assist him or her in the development of policy in relation to such registration.

5. To provide reliable and comprehensive information and certification services.

6. To maintain financial viability.

2

Annual Report 2018 Property Registration Authority

T H E A U T H O R I T Y

Members of the Authority are appointed by the Minister for Housing, Planning and Local Government.

Notes: • The term of Michael Kelly ended in February 2018 and Teresa Pilkington was a member until July 2018. • Úna Cassidy was appointed with effect from 8th March 2019. • The staff representative role on the Authority was held by Aodhán MacDomhnaill until the end of March 2019.

Gerard Long was elected to this role on the 30th of April 2019.

Helen Murray O'Connor

Ciara O'Callaghan Yvonne Quinn Colin Ryan

John T ColemanChairperson

Liam Daly John Fitzgerald Deirdre FoxÚna Cassidy

Gerard Long

3


Island National HR Award for its diversity activities.

For the 100th Anniversary of Armistice Day an event was held in November to commemorate the fifteen men from the Land Registry and the Registry of Deeds who were killed in action during the First World War. This was attended by PRA staff, representatives of the Royal Dublin Fusiliers Association and Leinster Regiment Association Ireland, and relatives of some of the men who died. This report is dedicated to these deceased former staff members, full details of whose war service was documented for posterity at the time by loyal and committed registry colleagues. The PRA is justly proud of its heritage and the full list of names of the fallen is recorded later in this report.

Following the appointment of a dedicated Archives Manager for the Registry of Deeds archives, the PRA profile on Twitter has been greatly enhanced. This culminated in December in an interview on the Today with Sean O’Rourke programme on RTE Radio 1. I can confirm that already the number of group tours confirmed for 2019 exceeds numbers recorded for previous years.

In conclusion, I would like to thank Authority members past and present and the CEO and entire staff for their ongoing commitment to achieving the PRA’s strategic goals and mission; whilst collaboratively working towards merger with their colleagues in the Valuation Office and Ordnance Survey Ireland.

In terms of governance I am obliged, in particular, to furnish to the Minister a comprehensive report confirming our compliance with the Code of Practice of State Bodies – Business and Financial Reporting. This has now been carried out, as required. In addition, the Statement by the Accounting Officer on Internal Financial Control is included at Appendix 1.

I am gratified to be in a position to provide very positive headline figures for 2018. Total fee income for 2018 was €67M, whilst total expenditure amounted to €28M. In addition, although there was an increase of 8% in intake of applications this was exceeded by an increase of 14% in output.

During the year our new Statement of Strategy: Integrity and Innovation, which outlines the key organisational goals for the period 2019 -2021, was launched by Minister of State John Paul Phelan. I wish to thank the Minister of State for his support and attendance at this launch. I also wish to acknowledge the work undertaken in this regard by a team comprising members of the Authority and the Management Board.

A new counter fraud strategy was implemented during the year in line with the increasing phenomenon of white collar crime generally. Customer centric initiatives including online videos and checklists were also further rolled out to facilitate improvements in documentation lodged by solicitors and assist in minimising any delays for their clients. Progress was also made in establishing an overall quality management framework in line with the PRA’s strategic goal of maintaining the integrity and reliability of the register. The PRA was shortlisted in the Civil Service Excellence and Innovation Awards for its strategic workforce planning and received a Legal

O n b e h a l f o f t h e P r o p e r t y R e g i s t r a t i o n A u t h o r i t y , I a m p l e a s e d t o p r e s e n t t h e A n n u a l R e p o r t f o r t h e y e a r 2 0 1 8 t o t h e

M i n i s t e r f o r H o u s i n g , P l a n n i n g a n d L o c a l G o v e r n m e n t . T h i s r e p o r t g i v e s a w i d e -

r a n g i n g a c c o u n t o f t h e a c t i v i t i e s u n d e r t a k e n b y t h e A u t h o r i t y a n d i t s w o r k f o r c e .

J O H N T C O L E M A N

C h a i r p e r s o n

C H A I R P E R S O N ' S F O R E W O R D

4


T H E M A N A G E M E N T B O A R D

John MurphyDeputy Registrar

(Legal)

John O'SheaDeputy Registrar

(Legal)

Henry SullivanChief Information

Officer

Aidan TimminsCasework &

Customer Services Manager

Liz PopeChief Executive

Tom BrosnahanHead of Mapping

Dr. Aileen McHughHead of Operations

Jean MurrayHR Manager

James O'BoyleFinancial Controller

5


T h e w o r k o f t h e P R A r e f l e c t s a c t i v i t y i n t h e p r o p e r t y m a r k e t . A s a c t i v i t y i n c r e a s e d , s o t o o d i d o u r b u s i n e s s w i t h a n i n c r e a s e o f a p p l i c a t i o n s f o r r e g i s t r a t i o n . I n a d d i t i o n , c h a n g e s i n t h e p r o p e r t y m a r k e t b u s i n e s s a l s o p l a c e d n e w a n d c h a l l e n g i n g

d e m a n d s o n o u r s e r v i c e d e l i v e r y m o d e l . A s t h i s u p w a r d t r e n d i s s e t t o c o n t i n u e , w e a r e

f u l l y p r e p a r e d t o r e s p o n d a n d a d a p t t h r o u g h s t r a t e g i c w o r k f o r c e p l a n n i n g , d e l i v e r e d b y a

d e d i c a t e d a n d p r o f e s s i o n a l s t a f f .

L I Z P O P E

C h i e f E x e c u t i v e

C H I E F E X E C U T I V E ' S S U M M A R Y

whether paper or digital, the integrity of the register will remain the guiding principle of title registration. Integrity is a core value of our workforce and remains at the heart of our service delivery.

At the end of our first year under the remit of the Department of Housing, Planning and Local Government, I would like to thank the Department for its welcome to us and facilitating a smooth transition. In collaboration with our colleagues in the Department, progress towards the merger with the Valuation Office and Ordnance Survey Ireland continues apace, and we will continue working collaboratively to ensure a successful merger into Tailte Éireann.

I wish to thank and acknowledge the contribution and professionalism of staff as we work together to deliver on our goals.

I also wish to express my gratitude to the Chairperson of the PRA, John Coleman and members of the Authority for their ongoing support and commitment. I look forward to working together to deliver on the Statement of Strategy 2019-2021.

Interaction via landdirect.ie, the PRA’s portal for access to property ownership information, increased by 12% in 2018. An increasingly diverse range of users are accessing this service, as, evidenced by 10 million hits on the portal during the year.

As part of our counter fraud strategy, we built our Property Alert Service in-house during 2018, which was launched on landdirect.ie in early 2019. This service allows property owners to protect themselves, via SMS or email, through an early warning notification of activity on the land register.

Extension of the register continues to be a key priority for the PRA in delivering on our mandate and we completed 14,000 first registrations during 2018.

As the year came to a close, we were very pleased to welcome Minister of State John Paul Phelan to launch the PRA’s Statement of Strategy 2019-2021, at a stakeholder event hosted by the PRA. The Strategy sets out our vision for a secure and fully electronic property registration system contributing to economic and social development. Our mission reflects a clear and fundamental mandate:

“Safeguarding property rights and transactions in Ireland”

This is what we have been doing since the commencement of registration in the Registry of Deeds in 1708 and the registration of title since 1892. We have a long history of safeguarding property rights and intend to continue that tradition far into the future. Irrespective of the process of registration,

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S T R A T E G I C G O A L S 2 0 1 9 - 2 0 2 1

2 . P R O M O T E A N D D R I V E T H E E X T E N S I O N O F T H E R E G I S T E R

6 . I N C R E A S E R E G I S T R A T I O N C A P A C I T Y T H R O U G H I C T

I N N O V A T I O N

1 . M A I N T A I N T H E I N T E G R I T Y A N D R E L I A B I L I T Y O F T H E

R E G I S T E R

4 . A W O R K F O R C E V A L U E D F O R I T S P R O F E S S I O N A L I S M A N D

I N T E G R I T Y

5 . O P T I M I S E T H E P O T E N T I A L O F I N F O R M A T I O N H E L D I N

T H E R E G I S T E R

3 . D E L I V E R Y O F E X C E L L E N T C U S T O M E R S E R V I C E

7


P R O M O T I O N A N D E X T E N S I O N O F T H E R E G I S T E R


The level of voluntary certification by solicitors in compulsory First Registration areas amounted to 71% of First Registration applications received in 2018 (74% in 2017).

The Legal Services Division, comprising staff at all levels from Clerical Officer upwards in teams headed by an Examiner or Chief Examiner of Titles, continues to support the processing of applications requiring full examination of title. Consideration is continuing in regard to extending “triggers” for First Registration to transactions other than sales and leases.

A key project commenced on clearance of backlogs in First Registration casework and additional specialist legal personnel were recruited from external Civil Service competition panels.

The Land Registry continued to actively engage in clearance of cases on hand throughout the year. The number of such cases on hand at the end of 2018 is 2% lower than at the end of 2017.

In addition, substantial progress has been made in respect of reducing ‘turnaround times’. In 2018, 82% of cases in order for registration were completed within 10 days (compared to 62% in 2017). For further service delivery target outcomes see page 11.

O V E R V I E W

9 3 %O v e r a l l l a n d m a s s

r e g i s t e r e d a t e n d 2 0 1 8

W O R K O N H A N D

The number of changes to the Land Register during 2018 amounted to 452,824, and the number of live folios on the Register increased by 1.7% to 2.26 million. These figures illustrate the ongoing level of activity in the PRA as we work towards extending the Land Register.

2 , 2 6 3 , 1 0 9 L I V E F O L I O S O N T H E R E G I S T E R A T E N D 2 0 1 8

32

During 2018 overall output, at 200,872 registered applications, exceeded intake by 1,144. The number of applications received was 8% higher than in 2017 and output increased by 14%. Intake of First Registrations was marginally lower than 2017, with output growing by 10%, and in the case of adverse possession applications, by 33%. Completion of Prescriptive Easements rose by 11% compared to 2017, which amounts to a cumulative increase of 81% since 2016. For further details see page 8.

These improvements in overall productivity have been achieved through the combined interaction of various strategic workforce planning initiatives including enhanced business planning, proactive absence and performance management, learning and development, staff and stakeholder engagement, use of dedicated teams, business process improvement and targeted recruitment and promotions.

C A S E W O R K A C T I V I T Y

3 3 8 , 0 0 0E s t i m a t e d u n r e g i s t e r e d

t i t l e s a t e n d 2 0 1 8

8 8 %O v e r a l l t i t l e s r e g i s t e r e d

a t e n d 2 0 1 8

8



P R A W O R K F L O W S

199,728

200,872

10,970

56,208

185,085

176,847

10,765

57,918

171,391

164,307

10,218

50,179

Intake

Output

Under Query

Work inProgress

Applications for Registration

5,245

5,788

4,858

13,214

5,277

5,226

4,496

13,596

5,156

4,071

4,368

13,305

Intake

Output

Under Query

Work inProgress

Examiners Cases (First Registrations)

905

1,056

973

2,164

789

795

1,140

2,321

727

684

1,023

2,295

Intake

Output

Under Query

Work inProgress

Section 49 Cases (Adverse Possession)

838

891

419

812

709

804

438

870

557

492

523

1,015

Intake

Output

Under Query

Work inProgress

Prescriptive Easements

129,639

129,602

235

1,901

122,632

123,279

210

1,858

115,518

116,277

181

2,143

Intake

Output

Under Query

Work inProgress

Title Plans, Copy Folios, Official Map Searches28,300

26,382

201

4,768

24,689

23,875

284

2,842

24,429

24,613

255

2,021

Intake

Output

Under Query

Work inProgress

Copy Instruments

32

• An increase of 15% in the number of requests for copy instruments (completed dealings) in 2018 reflects a growing demand by financial institutions due to the recent upward trend in sales of loan portfolios.

2 0 1 8 2 0 1 7 2 0 1 6

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G R O U N D R E N T S W O R K F L O W

R E G I S T R Y O F D E E D S W O R K F L O W

The PRA operates the Ground Rents Purchase Scheme under the Landlord and Tenant (Ground Rents) (no. 2) Act, 1978, under which owners of leasehold property can purchase their Ground Rent (freehold interest).

• In 2018, the intake of consent applications increased by 21% and output increased by 32%. On arbitration cases, intake decreased by 12%, while output decreased by 7%. On the Purchase Money side, intake decreased by 45% and output decreased by 53%.

• The arrear has fallen in each area since 2017, and at the end of 2018 stands at 204 consent cases, 425 arbitration cases and 1,029 purchase money cases.

• There are 154 consent cases under query, and 226 arbitration cases under query.

• The number of deeds lodged increased by 2% in 2018, and the number processed increased by 16%. Rejections increased by 21% over the year.

• At the end of 2018, the arrear stood at 2,461; this is a similar level to the end of 2017. • The average turnaround time for processing deeds for the year was 11 days (13 days in 2017).• 5,374 copy memorials were received during 2018 and issued within 1 to 3 days from the date of receipt. • The number of vacates lodged and processed in 2018 increased by 9% and the number of satisfactions by 8%.• The number of official searches for 2018 is 390. The majority of regular searches are processed within 1 to 3

workings days.

384

390 48

0 524

101

10831

8

295

544

565

183 23

1

388

397 48

7

670

144 21

3

ConsentApplications

Lodged

ConsentApplicationsCompleted

ArbitrationApplications

Lodged

ArbitrationApplicationsCompleted

Purchase €Applications

Lodged

Purchase €Applications Completed

2 0 1 8 2 0 1 7 2 0 1 6

31,3

10

31,2

75

4,07

5

5,37

4

3,98

3

213

390

30,7

53

26,8

88

3,35

6

5,34

3

3,65

8

198

416

29,3

80

28,9

35

2,88

8

5,11

0

4,05

7

165

433

Deeds Lodged DeedsProcessed

DeedsRejected

Copy MemorialsProcessed

VacatesProcessed

SatisfactionsProcessed

OfficialSearches

1 0



L E G I S L A T I O NIn 2018 there was no primary legislation directly amending the Registration of Deeds and Title Act 1964 and 2006 and no secondary legislation.

P R A C T I C E D I R E C T I O N S New and Amended in 2018:• 09/04/2018 - 'Transfers of Registered Land'• 30/04/2018 - 'Burdens - Registration of

Burdens'• 22/05/2018 - 'Family home and Family Law

Acts'• 22/05/2018 - 'Civil Partnership and Certain

Rights and Obligations of Cohabitants Act 2010'

• 13/08/2018 - 'Transfers of Registered Land'• 09/10/2018 - 'Devolution and

Transmission'• 18/10/2018 - 'Leases'• 02/11/2018 - 'Burdens - Registration of

Burdens'• 19/11/2018 – 'Inspection of Documents'

C O U N T E R F R A U D I N I T I A T I V E SThe PRA recognises it has a responsibility to embed effective standards for countering fraud. This supports good governance and demonstrates effective financial stewardship and strong financial management. The PRA’s Counter Fraud Framework comprises the internal control system, risk assessment and a wide range of interrelated policies and procedures including codes of standards and behaviours, protected disclosures arrangements and staff disciplinary procedures. It also includes policies and procedures that are specifically targeted at countering fraud. At the core of this framework, is the PRA’s desire to safeguard the property rights of property owners and protect public funds as well as its assets, such as valuable spatial datasets, with which it has been entrusted.

The key PRA documents comprising the Counter Fraud Framework include:

• Counter Fraud Strategy • Counter Fraud Policy • Fraud Response Plan • Protected Disclosures Policy • Code of Ethics

The purpose of the Counter Fraud Strategy is to articulate how the PRA will respond to the threat from fraud and to outline its commitment to safeguarding public resources, protecting the integrity of the registers, and shielding property owners from the risk of unnecessary loss as a result of fraud. On foot of the PRA Counter Fraud Strategy, a cross-functional forum was established to develop organisational capability and expertise in handling suspected fraud incidents and to make recommendations in relation to counter fraud measures which would mitigate the risks of fraud occurring in the registration process.

A poster campaign in tandem with workshops assisted in raising staff awareness of fraud issues. Development work commenced on a new Property Alert Service for registered property owners, to be launched in early 2019.

L E G A L O F F I C E N O T I C E SNew and Amended in 2018:• Legal Office Notice No. 1 of 2018

- Query Management/Review and Rejection of Applications (new)

• Legal Office Notice 3 of 2010 - 'Power of Attorney' (updated)

P R A C T I C E & P R O C E D U R E S : U P D A T E

1

1

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S E R V I C E D E L I V E R Y T A R G E T S

L A N D R E G I S T R Y

of cases, not requiring mapping

and that are in order for registration, to be

completed within10 working days

of electronic applications in order

for registration (eDischarges and eNursing Home charges) to be


of certified Copy Folio/Title Plans via landdirect.ie to be

issued within1 working day

of Official Map Searches to be


of reference numbers for applications

lodged by post or at public counters to be

available within2 working days

Achieved

Achieved

Achieved

Achieved

R E G I S T R Y O F D E E D S

of all Vacates/Satisfactions to be

recorded within3 working days

of all Abstract details of Application Forms to be available online

within 2 working days of registration

of all correct Application Forms to be registered within

5 working days

of Official Searches to be completed within 3 working

days

of all Copy Memorial Applications to issue

within 3 working days of receipt

Achieved

Achieved

Achieved

Achieved

G R O U N D R E N T S

of Ground Rents Consent cases, that are in order, to be completed within20 working days

of Ground Rents applications to be acknowledged within 2 working days of lodgement

Partially Achieved - 100% completed within 60 days

Achieved

Partially Achieved -

100% registered within 14 days

Partially Achieved -

88% available within 2 days of

receipt

32

75% 100% 100%

100% 100%

100% 100%

95% 90%

90% 90% 90%

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Q U A L I T Y A S S U R A N C EThe management of quality continues to be a key priority for the PRA, particularly in light of the strategic goals to maintain the integrity and reliability of the register and the delivery of excellent customer service.

On an ongoing basis, effective quality control and assurance is required to ensure that the quality of information entered and maintained on the Land Register and the Registry of Deeds is reliable. Where there may be issues or errors, the PRA endeavours to ensure that issues identified in registration are resolved at the earliest opportunity. This involves staff training, the use and maintenance of staff manuals and office notices and the implementation of quality checking of processed applications. In addition to quality checks and controls in Casework Units, the PRA has a dedicated Priority Case Review Unit and an Internal Review Unit, to rectify any issues raised externally and internally respectively.

At the end of 2017, a Quality Management Review Group was established to assess how quality is managed in the PRA and to identify opportunities to improve the alignment of the various strands of the quality management system in the organisation, as well as the processes that support case processing. To assist in this review, the PRA engaged consultants to undertake a review of quality management in case processing in the PRA. Findings were presented in Quarter 2 of 2018. The PRA’s Review Group used those findings as the basis for a report to the Management Board at the end of 2018, setting out proposed actions to establish a new Quality Management Framework for the organisation, to be assessed for implementation in early 2019.

C U S T O M E R C E N T R I C I N I T I A T I V E SThe PRA website provides extensive information on the legal requirements for lodging applications for registration. However, the rejection and query rate, due to unsatisfactory documentation lodged, has remained a significant problem, causing delays in case processing. In 2017, a suite of seven instructional videos with corresponding checklists were devised and published on www.prai.ie during 2017-2018. Aimed at those preparing applications for lodgement in the PRA, this initiative covers various application types, the PRA's Rejection Policy and Mapping Guidelines. The checklists were produced in-house and the videos were produced in collaboration with a video production company. The videos were devised with the diversity of clients and staff in mind and they are equipped with a closed caption facility.

The PRA's aim was to target the most common errors and omissions that lead to applications being queried and rejected, in an attempt to protect priority and improve the turnaround times for completion of applications. Customer feedback has been satisfactory, and it is intended to extend the range of videos in 2019.

A related project, focused on influencing customer behaviour, included the publication of a revised rejection policy and amended letter templates to "nudge" better presentation of documents from solicitors. The objective was to develop innovative methods of clearly communicating legal requirements for registration. For the PRA workforce this has meant re-framing the problem from an emphasis on non-compliance to a more customer oriented approach, by facilitating solicitors to get applications right first time. The result has been a discernible improvement in rejection rates and turnaround times, thereby enhancing the customer experience of property registration services.

E L E C T R O N I C F U N D S T R A N S F E RThe PRA is in the process of phasing out the usage of cheques as a means of payment for services. A facility is in place via www.landdirect.ie to allow professional users to pay for Land Registry applications online by electronic means. During 2018, the PRA continued to fully engage with users to ensure a smooth transition to electronic payment.

1 3

http://www.prai.ie

http://www.landdirect.ie

1 3


E X T E R N A L S C R U T I N Y

Nine Parliamentary Questions were tabled

by members of the Oireachtas and dealt

with during 2018.

9The Freedom of

Information (FOI) Act 2014 was enacted on

14th October 2014 and the PRA came under its remit from 14th

April 2015. 29 requests under the Act were

handled in 2018.

29Four letters were received from the

Ombudsman’s Office relating to complaints

in 2018. All cases were resolved by end

of 2018.

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C U S T O M E R S U P P O R T S T A T I S T I C S

NOV 14,85019 sec 21 sec

Calls received in Customer

Support in 2018

99,800

Ave. time to answer calls

Ave. time call waiting (for calls

not answered immediately)

Emails handled by

[email protected] in 2018

Month with most calls

21,053

Visitors toPublic

Counters

1 3

3


C O M P L A I N T S P R O C E D U R E & D I S E N G A G E M E N T P O L I C YThirteen formal complaints were received during 2018 and were dealt with under the PRA’s Complaints Procedure.

In 2018, the PRA published an updated Customer Complaints and Disengagement Policy to cover the period 2018–2020. The purpose of these updates was to ensure greater clarity in terms of expectations and responsibilities, for customers and staff, in how to engage with the PRA where there are service issues.

S E R V I C E T H R O U G H T H E I R I S H L A N G U A G E Five Irish Language folios were updated in 2018. The PRA is committed to the implementation of the provisions of the Official Languages Act 2003. The PRA Customer Charter and Action Plan 2018–2020 contains a commitment to provide services where possible to those who wish to conduct their business through the medium of Irish.

C U S T O M E R S E R V I C E S 3

280 enquiries were received from

members of the Oireachtas and dealt

with via e-mail.

280

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C U S T O M E R F O C U S G R O U PThe PRA Customer Focus Group met four times in 2018. Meetings of this group, which is representative of the PRA’s main stakeholders (legal practitioners, legal executives, financial institutions, local authorities, surveyors, architects, farmers) provide a continuing opportunity for consultation on a range of issues and the dissemination of information on any changes planned or being introduced.

C U S T O M E R S U R V E Y 2 0 1 7A customer survey was undertaken by the PRA in October/November 2017. The objective of the survey was to measure customer satisfaction with the services provided by the PRA and to evaluate ongoing customer needs and requirements. This survey provided a significant amount of useful information regarding the PRA’s current customer base, informing improvements to its practices and preferences for service provision in 2018. In addition, the survey was an important means of connecting and engaging with emerging digital consumers of the PRA's non-registration services.

C U S T O M E R C H A R T E R A N D C U S T O M E R A C T I O N P L A N 2 0 1 8 - 2 0 2 0The Customer Charter and Customer Action Plan 2018-2020 sets out the standards of service which the PRA will endeavour to provide for its customers, in accordance with the Civil Service 12 Principles of Quality Customer Service. It also provides information on issues such as complaints procedures, services provided through the Irish language and Freedom of Information.

The PRA's Customer Action Plan develops the commitments and standards set out in the PRA's Charter. It also provides information on how the PRA intends to ensure that those commitments and standards are met, by outlining the initiatives that the PRA will undertake to meet the targets and objectives set out in the Customer Charter, as well as more general measures to enhance the services provided to customers.

A C C E S S I B I L I T YThe PRA makes every effort to provide facilities and services that are accessible to all of its customers. Contact details for Access Officers are provided on the PRA website so that any person with a disability can avail of assistance in accessing services or attending offices.

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E N G A G E M E N T P R O G R A M M E

TOPIC AUDIENCE PRESENTER(S)PRA into the Future Waterford Bar Association Liz Pope, CEO

Applications for First Registrations Bar Associations

John O’Shea, Deputy Registrar; John Cahill, Chief Examiner of Titles; Frank Branigan, Examiner of Titles; Áine Ruddy, Examiner of Titles

Form 3 (Solicitor Certified) Tipperary Bar Assocation John Cahill, Chief Examiner of Titles

Adverse Possession Tipperary Bar Assocation John Cahill, Chief Examiner of Titles

Prescriptive Easements Tipperary Bar Assocation

John Cahill, Chief Examiner of Titles; Frank Branigan, Examiner of Titles; Karen Smyth, Assistant Principal (Legal Services)

Property Fraud

An Garda SíochánaLaw Society Annual Property Law Conference Wallace Byrne Solicitors

John O’Shea, Deputy Registrar

Emily Barry, Compliance Officer

Emily Barry, Compliance Officer

Electronic Payment for Land Registry Fees

Galway, Sligo, Longford & Meath Bar Associations James O'Boyle, Financial Controller

First Registration/ Application Guidelines/ eRegistration

Irish Institute of Legal Executives

Martin Halpin, Divisional Manager; Peter McHugh, HEO (ICT Unit); Aidan Timmins, Casework & Customer Services Manager; Áine Ruddy, Examiner of Titles

Matrimonial Property Regimes/ Use of Land Registry Data

European Land Registry Association

Michael Clarke, Chief Examiner of Titles

Workforce Planning Civil & Public Service HR Network Jean Murray, HR Manager

Applications to Register an Easement/ Profit-à-Prendre Acquired by Prescription

Cavan Solicitors Assoc. CPDCPD Board Eamonn Morris, Divisional Manager

Mapping for Property Registration TU Dublin Maria Forkin, Senior Mapping

Manager

Property Registration, Title Deeds, Mortgages, landdirect.ie

Detective Sergeants, An Garda Síochána

Celine Parkes, Learning & Development Specialist PRA

A growing area of activity in recent years has been the involvement of staff from the PRA in organising and participating in seminars, conferences and training courses for key stakeholder groups. PRA officials participated in and made presentations on a range of topics at a number of seminars and training courses for solicitors and other customers during 2018.

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No of staffunder 30

20<4%

No of staffaged 30-50

28952%

No of staffover 50

24444%

O U R P E O P L E

A T T E N D A N C E M A N A G E M E N T

The PRA annual Lost Time Rate for 2018 was 4.59%. This is continuing the trend of improvement on the 2013 figure of 5.97%. The average Lost Time Rate in the Civil Service for 2017 was 4.4%.

P E R F O R M A N C E M A N A G E M E N T98.33% of PRA staff participated in the Performance Management Development System (PMDS) and completed a work performance review for 2018. The civil service average for 2018 was 84.42%.

The breakdown of FTEs across locations is as follows: Dublin 275.33 (54%), Waterford 165.26 (33%) and Roscommon 68.1 (13%).

On an aggregate basis, 58.95% of employees are female (60.11% in 2017) and 41.05% are male (39.89% in 2017).

The age breakdown of the workforce shows that 44.12% of employees are over 50 years of age and only 3.62% are under 30.

The National Disability Authority target of the Public Service for employment of persons with a disability is 3% of total staff incrementally changing to 4% by 2019, 5% by 2021 and 6% by 2023. In the PRA 6.51% of employees declared themselves as having a disability in 2018.

59:41 GENDER DIVIDE (F:M)

At the end of 2018 there were 553 employees or 508.69 full time equivalents (FTE) in the PRA workforce. This represents an increase of 1.65% or 9 staff on 2017 figures.

AGEPROFILE

4.88 4.22 4.59

4.4%

2016 2017 2018

Lost Time Rate

Lost time rate % Lost time rate across civil service 2017 4.4%

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4

O U R P E O P L E

G E N D E R B R E A K D O W N A T E N D 2 0 1 8

GRADE MALE(% of GRADE)

FEMALE(% of GRADE)

TOTAL EMPLOYEES

Chief Executive Officer 1 (100%) 1

Deputy Registrar 2 (67%) 1 (33%) 3

Chief Examiner of Titles 2 (100%) 0 2

Examiner of Titles 3 (50%) 3 (50%) 6

Principal Officer 4 (80%) 1 (20%) 5

Assistant Principal 17 (44%) 22 (56%) 39

Higher Executive Officer 22 (37%) 37 (63%) 59

Executive Officer 62 (35%) 115 (65%) 177

Clerical Officer 47 (30%) 112 (70%) 159

Temporary Clerical Officer 3 (100%) 0 3

Head Services Officer 2 (100%) 0 2

Service Officer 11 (15%) 2 (85%) 13

Senior Mapping Manager 2 (67%) 1 (33%) 3

Regional Mapping Director 8 (62%) 5 (38%) 13

Superintendent of Mapping 5 (38%) 8 (62%) 13

Digital Mapping Officer 37 (67%) 18 (33%) 55

TOTAL 227 (41%) 326 (59%) 553

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W O R K F O R C E P L A N N I N G• The 5th iteration of the Strategic Workforce Plan in respect of the period 2019-2021 was submitted to the

Department of Public Expenditure and Reform in July 2018 and posted on the intranet (OPRA) for staff information. There was an emphasis on Organisation Development and Design in this iteration and a move to the filling of more specialised posts.

• The PRA was nominated for a Civil Service Excellence and Innovation Award for its project entitled Embedding Strategic Workforce Planning in the PRA.

• There were three internal promotion competitions held in 2018. External competitions through the Public Appointments Services (PAS) were held for the post of Archives Manager in the Registry of Deeds and a new recruitment grade of Digital Mapping Officer.

• There were 15 promotions in total from existing internal panels and interdepartmental/open competitions.

• Following a series of meetings between FÓRSA and PRA Management, it was agreed to merge the Examiner of Maps and Examiner in Charge grades into the new Digital Mapping Officer grade. The establishment of this new recruitment grade resulted in the retrenchment of those grades together with the grade of Draughtsperson.

• Cross functional arrangements have been embedded within the HR and Finance Units to monitor pay bill expenditure and underpin the workforce planning process.

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I N T E G R I T Y A T W O R K

The PRA recognises the importance of developing an ethical workplace and the valuable contribution of those who raise concerns about wrong-doing and is now a member of Transparency International. The PRA has signed up to the Integrity at Work Pledge and in committing itself to this pledge, the organisation will work towards implementing a ‘whistleblowing’/ protected disclosures policy and procedures.

O U R P E O P L E

S T A F F E N G A G E M E N T

D I V E R S I T Y & I N C L U S I O NThe Diversity and Inclusion Committee has sub-committees focusing on disability, LGBT+ issues, diversity promotion and mental health. The PRA received an award as part of the Legal Island Irish HR Awards for its work on Diversity.

W O R K I N G T O G E T H E RF O R U M A strategy and action plan on Improving Internal Communications was devised by the Working Together Forum and agreed by the Management Board for implementation. A sub-committee of the Forum was tasked with rolling out ongoing wellbeing initiatives. The refurbished Wellness Room in Chancery Street is being used for a range of wellness initiatives including yoga and keep fit.

D E P A R T M E N T A L C O U N C I LFour meetings of Departmental Council were held in 2018. Issues discussed included the First Registration Arrears Clearance project, Merger of Mapping grades and the Shorter Working Year scheme.

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B U S I N E S S P L A N N I N G A N D S E M I N A R SThe PRA’s organisational and divisional business plans and risk registers for 2018 were agreed following meetings at the end of 2017 between the Management Board and the divisional management teams. Staff are consulted on the development and content of these annual plans, which were reviewed at meetings mid-year and at the end of 2018. The divisional goals are the basis for staff performance management plans.

The PRA’s Management Board also set aside two days in September 2018 for dedicated meetings to take stock of the progress made in achieving strategic goals, to identify key emerging issues and to set out strategies for the coming year and beyond.

To inform the business planning process for 2019, two seminars for over 150 PRA managers took place off site in November, 2018. The theme for these events was “Integrity and Innovation”.

Presentation by Sergeant Richard Muldarry of the Defence Forces to the PRA’s Diversity and Inclusion Committee

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O U R P E O P L E

C O N T I N U O U S P E R S O N A L & P R O F E S S I O N A L D E V E L O P M E N T ( C P P D )The Learning and Development Unit procures and undertakes personal development courses. It also provides and facilitates ongoing training in legal registration procedures and digital mapping for casework staff. The following tables outline the extent of the work undertaken by the unit in the course of 2018.

One Learning was established within the Department of Public Expenditure and Reform in late 2017, to facilitate ongoing learning and development within the Civil Service. The use of the One Learning framework has proved to be an effective and cost efficient way to deliver staff training for the PRA and this will increase in 2019, as their range of courses expand.

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G R A D U A T E S 2 0 1 8The table below lists the staff members who have successfully completed further education qualifications during 2018.

GRADUATE COURSE

Emily Barry Diploma in the Management of Governance & Compliance, IMI Professional Certificate in Data Protection, Institute of Banking

Eoin Bennis Diploma in Executive Coaching, IMI

David Christie Diploma in Geographical Information Systems, TU Dublin

Niamh Dalton Diploma in Executive Coaching, IMI

Susan Dunne CIPD L&D Practice Diploma Module (Posthumous)

Brian Farrelly Higher Certificate in Science in Computer Systems Management, TU Dublin

Gerard Long CIPD Foundation Certificate in Human Resources Practice

Deborah O'Sullivan Certificate in Human Resource Management, WIT

Celine Parkes CIPD Foundation Certificate and Diploma in Learning & Development Resources Practice

Ray Power BSc in Information Technology, WIT

Michael Scullion BA in Public Sector Management, IT Management, IPA

Tom Brosnahan Diploma in Leadership, IMI

Bryan McMahon Introduction to 2D Autocad, Griffith College

Kiera Smylie Prince 2 Certified Project Management Practitioner, IPA

Anne Pickett Advanced Diploma in Data Protection Law, The Honorable Society of King’s Inns

Niamh Hayden Certificate in Business Studies, IPA

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TRAINING COURSES IN 2018 DELIVERED BY:SESSIONS

HELD:NO. OF

PARTICIPANTS:

Legal Procedures In-house 25 33

Business Awareness sessions:• Cyber Security• Preventing Data Breaches• Counter Fraud Measures

In-house 18 All staff

Data Breach Management and GDPR Workshops In-house 14 All staff

Digital Mapping training for new recruits In-house 1 3

Induction Training In-house 4 38

Health & Safety incl. manual handling Safety Solutions 8 63

Occupational First Aid Irish Red Cross 1 2

PC skills In-house 15 All staff

Call control technologies for customer advisers Eishtec 3 30

Leadership and Strategic Direction One Learning 3 20

Management Development for Managers Institute of Public Administration (IPA) 2 19

Developing Team Working Skills One Learning 14 125

Managing Underperformance DPER 6 131

Whistleblowing/ Module A Transparency International

Transparency International Ireland (TII) 3 30

Whistleblowing/Module A Integrity at Work TII 1 10

Ethics and the workplace TII 1 10

Anti-corruption module TII 1 9

Advising a Minister and Handling a Crisis Public Affairs Ireland (PAI) 1 9

Train the Trainer Open College 2 3

Pre-retirement PAI 14 23

Risk Management IPA 1 3

Archival Awareness handling Paperworks 2 8

Prince 2 IPA 2 1

Report Writing One Learning 1 1

Social Media training Fuzion Communications 1 5

Job Shadow initiative In-house 1 1

Transition Year Programme PRA 2 6

Negotiating skills One Learning 1 10

TOTAL 148 593

O U R P E O P L E4

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T E C H N O L O G Y

O N L I N E A C T I V I T Y

N O . O F O N L I N E A C T I O N S 2 0 1 5 - 2 0 1 8 ( M I L L I O N S )

M u c h o f t h e i n f o r m a t i o n h e l d i n t h e R e g i s t r i e s ’ d a t a b a s e s c a n b e a c c e s s e d o n l i n e t h r o u g h w w w . l a n d d i r e c t . i e

The table below illustrates the growth in activity and in services accessed by customers in 2018. Total activity under these headings during 2018 amounted to approximately 10 million events, an increase of 12% on the 2017 figures.

2015 2016 2017 2018

5.6m

8.2m

9m10m

NO. OF ACTIONS 2016 2017 2018

Plan selected on map and details displayed

5,477,214 5,887,074 6,415,111

Property searches 1,797,354 2,102,273 2,568,068

Folios viewed (€5) 863,845 902,389 977,131

Number of Copy Folios/Copy Folios and Title Plans ordered (€40 each)

98,509 105,269 113,119

TOTAL ACTIVITY 8,236,922 8,997,005 10,073,429

2 0 1 8 w a s a b u s y y e a r i n t e r m s o f t e c h n o l o g i c a l d e v e l o p m e n t s i n t h e P R A .

A major project to upgrade and redevelop the PRA’s own internal case-processing business applications entered the critical software development phase. This is a multi-year in-house endeavour, due to be implemented in late 2020, which will enhance the PRA’s capacity to process applications for registration. At the same time, again developed by the PRA’s own business/software development teams, 2018 saw the completion of the Property Alert Service which will be launched in January 2019. This service is designed for the registered owners of property, and allows subscribers to monitor activity on up to three registered properties. In the event of unexpected activity, this allows them to take prompt action, as appropriate.

e R E G I S T R A T I O NAt a broader strategic level, the PRA commenced a detailed review of its eRegistration services. This review focuses on two key elements: the use and penetration of existing services and their extension, and an examination of the existing legislative environment regarding electronic property transactions, including title registration. It particularly looks at the use of ‘digital signatures’ and the current legal position which explicitly excludes their use for property transactions under the current governing legislation, the eCommerce Act 2000. The introduction of the EU eIDAS (electronic IDentification, Authentication and trust Services) Regulation now affords an opportunity to reconsider this exclusion as Ireland aligns the eCommerce Act with this EU regulation.

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3

http://landdirect.ie

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L A U N C H O F S T A T E M E N T O F S T R A T E G Y 2 0 1 9 - 2 0 2 1 : I N T E G R I T Y & I N N O V A T I O N

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2

On Thursday 29th November 2018, a very successful stakeholder engagement event was held in Chancery Street, at which Minister of State John Paul Phelan formally launched the PRA’s Statement of Strategy 2019-2021: Integrity and Innovation. John T. Coleman, the Chairperson of the Authority, in presenting the strategy to the Minister of State, reflected on the title of the Strategy. He stated that a register should be authoritative and people should have trust in it, as a source of true data, but that this should not prevent the PRA continuously innovating and developing better services for all its stakeholders. He also expressed the Authority’s appreciation to the team, comprising Authority members and staff, who compiled the Strategy.

Liz Pope, CEO, then went on to outline the key goals within the Strategy, which outlines the delivery model for the PRA’s business. It also sets key performance indicators for service delivery and good governance in order to provide a quality customer service through an agile workforce, while protecting the interests of the citizen and the State.

She outlined the key values that underpin the Strategy, which strongly reflect the views of PRA staff following consultation, and also mirror the values in Our Public Service 2020. Integrity and Innovation are the key values that will drive the PRA's service delivery model. Integrity reflects not only the integrity of the register as a secure and reliable source of property information but also the way in which the PRA delivers its services. Innovation will continue, not solely in the area of ICT, but across the organisation, to deliver increased efficiency and continue to improve the quality of services, with a focus on increasing eRegistration.

In addition, Liz introduced the Property Alert Service, which provides an early alert notification by email or SMS, of activity on the Land Register. The service subsequently went live in January 2019.

Liz Pope, CEO of the PRA, John Paul Phelan, Minister for State at the Department of Housing, Planning and Local Government and John T. Coleman, Chairperson PRA

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E X H I B I T I N G A T E V E N T S A N D A W A R D S5

32

2 0 1 8 C I V I L S E R V I C E E X C E L L E N C E & I N N O V A T I O N A W A R D SThe PRA was shortlisted for an award in the Civil Service Excellence & Innovation Awards 2018 in the category of "Excellence in People Skills and Organisational Development". The title of the application was ‘’Embedding Strategic Workforce Planning in the PRA’’.

I R I S H H R A W A R D SThe PRA was the recipient of the Legal Island Irish HR Award in the category "Best Diversity Initiative" at an event held in December in the Aviva Stadium.

N A T I O N A L P L O U G H I N G C H A M P I O N S H I P SIn 2018, in conjunction with its merger partners, the Valuation Office and OSi, the PRA took part in a joint exhibition at the National Ploughing Championship, held in Screggan, County Offaly. The purpose of the exhibition was to showcase the PRA's online services and to provide information to the public regarding the planned merger of the three organisations.

P E R M A N E N T T S B I D E A L H O M E S H O W , R D SThe PRA took part in the Permanent TSB Ideal Home Show at the RDS.

O T H E R E V E N T SWe also had an exhibition stand at:• Public Service 2020 Conference (Croke Park)• Public Service Innovation Conference (Dublin

Castle)• Law Society Training Events (Dublin and Cork)

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S O C I A L M E D I A

Social media offers a platform for an organisation to connect with stakeholders and customers to share information and build its profile. The PRA increasingly engages with external stakeholders through social media and has accounts on Twitter, Facebook, Linkedin and Youtube. This has provided a platform to provide access to relevant and informative content, to expand the PRA's customer base and to reach out to an external audience who may not be familiar with what it does.

During 2018, the PRA increased the number of followers on its Twitter account through regular tweets in relation to the historical archive in the Registry of Deeds. This, in turn, also led to an interview with the Archives Manager on RTE Radio 1’s Today with Sean O’Rourke programme in December and an increased profile for Registry of Deeds among cultural heritage stakeholders.

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https://www.facebook.com/PropertyRegistrationAuthority/

https://twitter.com/pra_ireland/

https://ie.linkedin.com/company/property-registration-authority

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S P A T I A L I N F O R M A T I O N S E R V I C E S

Throughout 2018, the PRA has continued to provide spatial data to public sector bodies through its data sharing and spatial information services. The PRA's Spatial Information Unit (SIU) team members have worked intuitively in developing innovative solutions to complex matters relating to the management of spatial data. The SIU also produced statistical reports and spatial data reports for the PRA Management Board which facilitated a more strategic overview and appreciation of the datasets managed by the PRA. An overview of the work carried out by the SIU in 2018 is presented overleaf. It can be seen that 717 applications were processed whereby digital spatial data was delivered to the applicant. This represents an increase of 24% on 2017. Examples include:

• Digital Boundary • Area Search• Property Interest Register (PIR)

‘CAD Positioning’ and ‘Electronic Scheme Approval’ services proved to be very popular which demonstrated a preference by surveyors, engineers and architects to request and lodge maps in digital form. 367 applications were processed whereby digital map files were accepted and uploaded into the PRA digital mapping system in order to facilitate a registration. This represents 2.5% increase on 2017.

In terms of responding to customer requests internal to the PRA, the SIU developed models to exploit the intelligence in the PRA data to inform a wide range of projects. Examples include:

• Generation of heat maps to present registration activity• Estimation on the ‘Land Mass’ registered/unregistered• Estimation of the number of titles registered/unregistered• Prediction and forecasting on potential future registration activity studies• Data extractions to facilitate internal data driven projects

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B R E A K D O W N O F R E Q U E S T O R & R E Q U E S T T Y P E

S I U A C T I V I T Y - L O C A L A U T H O R I T I E S 2 0 1 8

DIGITAL BOUNDARY

EXTRACT

AREA SEARCH

CAD POSITIONING

PROPERTY INTEREST REGISTER

ELECTRONIC SCHEME

APPROVALTOTAL

Local Authority 28 20 123 5 0 176

Government Department 0 20 1 0 0 21

State Agency 2 17 0 0 0 19

National Infrastructural Project 2 9 3 0 0 14

Private Sector(Surveyors/Engineers) 580 34 129 0 111 854

TOTAL ACTIVITY 612 100 256 5 111 1,084

LOCAL AUTHORITY REQ. LOCAL AUTHORITY REQ. LOCAL AUTHORITY REQ.

CARLOW CO CO 23 GALWAY CO CO 7 SLIGO CO CO 5

CAVAN CO CO 3 KILDARE CO CO 6 STH DUBLIN CO CO 1

CLARE CO CO 10 KILKENNY CO CO 4 TIPPERARY CO CO 14

CORK CO CO 2 KERRY CO CO 10 WATERFORD CO CO 13

DONEGAL CO CO 6 LIMERICK CO CO 1 WESTMEATH CO CO 1

DLR CO CO 1 MEATH CO CO 3 WICKLOW CO CO 8

DUBLIN CITY CO 5 MONAGHAN CO CO 1 WEXFORD CO CO 1

FINGAL CO CO 30 ROSCOMMON CO CO 21

TOTAL 176

S P A T I A L A C T I V I T Y & F E E S G E N E R A T E D

2018 REQUESTS 2018 FEES GENERATED 2017 REQUESTS 2017 FEES

GENERATED

Fees Order 37 €21,272 54 €32,065

Public Sector Information 9 €2,754 27 €6,578

Statutory 59 €6,953 27 €1,961

Digital Boundary Extract 612 €37,240 421 €26,605

CAD Positioning 256 No Fee 212 No Fee

Electronic Scheme Approval 111 €12,340 98 €9,480

TOTAL ACTIVITY 1,084 €80,559 839 €76,689

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A R C H I V E S E R V I C E S

R E G I S T R Y O F D E E D S A R C H I V E S E R V I C E S

The Registry of Deeds holds a significant and globally unique repository of property transaction records dating from 1708 to the present day which are of immense historical, cultural and genealogical importance to the State. In October 2018, the PRA underlined its commitment to ensuring these records are protected, preserved and made publicly accessible to the highest professional archival standards with the appointment of a dedicated professionally qualified Archives Manager, Ellen Murphy.

In November, the Registry of Deeds participated for the first time in the Archives and Records Association “Explore Your Archive” campaign using social media to promote the collections and services. Public awareness of the historical significance of Registry of Deeds records was further enhanced with media features in Sean O’Rourke's RTE Radio 1 show (27/12/2018), the Dublin Inquirer (21/11/2018) and the Archives and Records Association Ireland Newsletter (Winter 2018).

Throughout 2018, there were 6,996 total visitors and 10 group tours to Registry of Deeds, including groups from the Chief State Solicitor's Office and Family History Courses at Trinity College Dublin. It is anticipated that this figure will rise significantly in 2019 with the PRA committed to developing an ambitious outreach program, including participation in Dublin City Council Culture Club and the Festival of History.

O T H E R A C T I V I T Y• Copy Memorials: 5,374 requests for Certified Copy Memorials were received during 2018 and 100% of these

issued within 1 to 3 days from the date of receipt. 4,161 plain copy memorials were also issued in 2018.

• Vacates/Satisfactions: In 2018, the number of Vacates lodged and processed was 4,490 and the number of Satisfactions processed was 213.

• Official Searches: The number of Official Searches for 2018 stood at 390, with an additional 53 searches carried out for the Land Registry. The majority of regular searches are processed within 1 to 3 workings days.

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Sale of 82 Merrion Square, Dublin by W.B.Yeats in 1928

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On 19 November 2018, two wreath laying ceremonies were held by the Property Registration Authority to mark the 100th Anniversary of Armistice Day and to remember the fifteen men from the Land Registry and the Registry of Deeds who were killed in action during the First World War. The event was attended by PRA staff, representatives of the Royal Dublin Fusiliers Association and Leinster Regiment Association Ireland, and relatives of some of the men who died.

Full details of event, along with biographies of men who were commemorated were published on the PRA's website at www.prai.ie.

Land Registry Staff who died during First World War

Francis H Browning Richard V. Murphy

Thomas Brennan James O’Connell

Daniel R. Clery John J. Raverty

John B. Dunne

Walter R. Gross

George Hare

Registry of Deeds Staff who died during First World War

William F. Bassett

John Holm

Joseph W. Little

James Mitchell

Thomas E. Morton

Joseph Normington

A R C H I V A L S E R V I C E S

A R M I S T I C E D A Y C O M M E M O R A T I V E E V E N T

Registry Deeds Archives staff: Emily Moore, Vincent Scanlon, Philomena Brant, Ellen Murphy, Glen Fanning, Kevin Martin

Speech from Mr. Brian Moroney, representing the Royal Dublin Fusiliers Association

Ellen Murphy (Registry of Deeds), Walter Hemmens (grand-nephew of William F. Bassett) and Liz Pope (PRA)

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G O V E R N A N C E

C O R P O R A T E G O V E R N A N C E S T A N D A R D F O R T H E C I V I L S E R V I C EThe Governance Framework of the Property Registration Authority, first published in 2016, was prepared in line with the principles and requirements set out in the Corporate Governance Standard for the Civil Service, taking into account the particular context of the Property Registration Authority.

The effective operation of these governance procedures and practices is essential for proper management and control within the Authority. Effective governance builds credibility with stakeholders such as the Dáil, the taxpayer, clients, the Department of Housing, Planning and Local Government, the Department of Public Expenditure and Reform, the Office of the Comptroller and Auditor General and other groups. In addition, the adherence to well documented procedures and controls has assisted staff in the Authority to better perform their duties in an open and transparent manner.

C O D E O F P R A C T I C E F O R G O V E R N A N C E O F S T A T E B O D I E SThe PRA also complies with the Code of Practice for the Governance of State Bodies 2016, which sets out the governance framework established by the Government for the management of State Bodies. The PRA has put in place the appropriate measures to ensure compliance - where applicable - with the Code, and continuously reviews and updates its policies and procedures to ensure continued adherance. A review of compliance with the Code was carried out by the PRA Internal Audit function in early 2018 and a report is made annually to the Minister by the Chair of the Authority.

I N T E R N A L C O N T R O L E N V I R O N M E N TThe Accounting Officer’s Statement on Internal Financial Control, as set out in Appendix 1, describes the internal financial control environment operating within the PRA.

I N T E R N A L A U D I T F U N C T I O NThe Internal Audit function in the PRA is provided by external consultants. The following internal audit reports were prepared in 2018 and presented to the Audit and Risk Committee: • High Level Review of Internal Financial Controls• Review of Compliance with Code of Governance for State Bodies• Audit of Risk Management Framework• Audit of Fraud Risk Management Policies and Procedures • Cyber Security Audit

O V E R S I G H T B Y P A R E N T D E P A R T M E N TA Performance Delivery Agreement is in place between the PRA and its parent department, the Department of Housing, Planning and Local Government. The purpose of the agreement is to formalise a process through which the outputs and outcomes required from the PRA can be measured and assessed. Equally, the agreement sets out the expectations of the PRA in relation to the support, guidance and information flow from the Department, which are vital in enabling the PRA to achieve its strategic and operational goals. The agreement sets out the following:• The Department’s expectations of the PRA• The key inputs, outputs and expected outcomes of the PRA’s activities

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G O V E R N A N C E

P U B L I C S E C T O R E Q U A L I T Y A N D H U M A N R I G H T S D U T Y T h e P R A s e e k s t o m e e t t h e i r o b l i g a t i o n s u n d e r S e c t i o n 4 2 o f t h e I r i s h H u m a n R i g h t s a n d E q u a l i t y C o m m i s s i o n A c t 2 0 1 4 a n d h a s p u t i n p l a c e m e c h a n i s m s t h r o u g h w h i c h t h e p r o t e c t i o n o f h u m a n r i g h t s a n d t h e p r o m o t i o n o f e q u a l i t y c a n b e a c h i e v e d f o r c u s t o m e r s , s t a f f a n d s e r v i c e u s e r s .

A C T I O N S T A K E N I N 2 0 1 8 T O P R O M O T E E Q U A L I T Y & P R O T E C T H U M A N R I G H T S :

F O R S T A F F1. Four meetings of the Diversity and Inclusion Committee were held.2. PRA continued to promote Diversity and Inclusion through supporting members of the Diversity and Inclusion

Committee to attend various external events and meetings e.g.• Department of Foreign Affairs and Trade: Global Island Policy Series LGBT policy at EU level • Department of Justice and Equality: the National LGBT Strategy

3. Application was made to the Legal Island Irish HR Awards and the PRA won in the category "Best Diversity and Inclusion Initiative". The award was presented on the 4th December 2018 at the Aviva Stadium, Dublin.

4. The PRA participated in the Dublin Pride Parade on the 30th June.5. Speed texting was used as required at meetings to facilitate staff with hearing impairment.6. Draft Mental Health Strategy was progressed and focus group sessions held in Dublin, Waterford and Roscommon.7. Grade and gender statistics were published on staff intranet (OPRA).8. To facilitate diversity of thought a member of staff was invited to present on his faith based view of the LGBT

agenda. His presentation was entitled Worldview and Diversity – A Christian Perspective.9. Sgt. Richard Muldarry presented to the Diversity and Inclusion Committee on his experience as a married gay

man in developing LGBT initiatives in his workplace in the Defence forces.10. Information on all aspects of Diversity was made available on the staff intranet (OPRA).11. National Day of Persons with Disabilities was celebrated in all PRA offices in December 2018.

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C O M P L I A N C E W I T H L E G I S L A T I O N

• Assessment of performance by monitoring of agreed targets, around those key outputs, inputs and outcomes• Support of the Authority by the Department in the delivery of its functions as set out in the Registration of

Deeds and Title Act 2006

The Performance Delivery Agreement documents the agreed level of service between the parties in order to facilitate improved effectiveness and efficiency of relevant public services. It sets out the PRA’s key targets annually and defines the output and outcome indicators on which performance is measured. The Agreement is reviewed at least twice yearly with the Department of Housing, Planning and Local Government.

F O R C U S T O M E R S1. On-going review of accessibility for all customers and staff in

PRA buildings.2. Provision of the Induction Loop for customers and staff who

have difficulties hearing.3. Public Sector Duty is reflected in all policy and strategy

documents published in 2018.4. Disability parking upgraded in the Roscommon Office.

PRA Diversity & Inclusion Committee

Equality ● Inclusion ● Diversity

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G O V E R N A N C E

G E N E R A L D A T A P R O T E C T I O N R E G U L A T I O NThe General Data Protection Regulation (GDPR) came into force in May 2018, replacing the existing data protection framework. In preparation for this, the PRA appointed a Data Protection Officer and the Data Protection Unit (DPU) was set up to review the processing of personal data within the organisation and to develop new policies and procedures to deal with the increased administrative and legal demands associated with the new regulation and related legislation. The DPU established a network of key managers across the PRA to provide input into the development of a Data Protection Policy for the PRA. An awareness raising campaign also commenced which involved providing presentations on data protection data breach management.

P R O T E C T E D D I S C L O S U R E SSection 22 of the Protected Disclosure Act 2014 requires the publication of a report each year relating to the number of protected disclosures made in the preceding year, and also for the publication of information with regard to any actions taken in response to protected disclosures made. No protected disclosures were received by the Property Registration Authority in the year ending 31 December 2018.

E T H I C S I N P U B L I C O F F I C E A C T 1 9 9 5 & S T A N D A R D S I N P U B L I C O F F I C E A C T 2 0 0 1The PRA was established under the Registration of Deeds and Title Act 2006 and operates in accordance with the provisions of that Act. Procedures are in place to ensure that the members of the Authority and the staff of the PRA, holding designated positions, comply with the provisions of the Ethics in Public Office Act, 1995 and the Standards in Public Office Act, 2001. In addition, in accordance with the Code of Business Conduct for the members of authorities, the members of the Property Registration Authority register their interests in other undertakings with the Secretary on their appointment.

S A F E T Y, H E A L T H A N D W E L F A R E A T W O R K A C T 2 0 0 5The PRA is committed to ensuring the well-being of its employees by maintaining a safe place of work and by complying with the Safety, Health and Welfare at Work Act 2005 and with relevant codes of practice and guidelines where appropriate. The central PRA Health and Safety Committee meet regularly during the year and there are local Health and Safety Committees in the Waterford and Roscommon offices. These committees monitor health and safety within the PRA and encourage safety awareness and accident prevention in the organisation. The PRA also participates in the Occupational Health and Safety Risk Management Network for State Agencies. The objective of the Network is to contribute to the continuous improvement of the management of occupational health and safety risk in State authorities.

R E G U L A T I O N O F L O B B Y I N G A C T 2 0 1 5The Regulation of Lobbying Act 2015 is designed to provide information to the public about who is lobbying whom about what. The Standards in Public Office Commission (SIPO) has established an online register of lobbying at www.lobbying.ie. The CEO of the PRA is a designated Public Official under this act. The PRA adheres to the guidance from SIPO and is a member of Transparency International Ireland’s Integrity at Work Programme.

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G O V E R N A N C E

The Authority was established under the provisions of the Registration of Deeds and Title Act 2006. As a statutory body, its members are appointed by the Minister for Housing, Planning and Local Government (the Minister) and are representative of the main users and consumers of property registration services. The PRA replaced the Registrar of Deeds and Titles as the “Registering Authority” in relation to property registration in Ireland. Whilst operationally independent, the PRA is accountable to the Minister, who is ultimately responsible to the Oireachtas for the actions and performance of the PRA. The functions of the Authority, as set out in Section 10 of the 2006 Act, include the management and control of the Registry of Deeds and Land Registry, the promotion and extension of registration of ownership of land and dealing with applications under Part III of the Landlord and Tenant (Ground Rents) (No. 2) Act 1978.

C O M P O S I T I O N O F T H E A U T H O R I T YThe Minister is responsible for making appointments to the Authority. The Tailte Éireann Governance Unit, Department of Housing, Planning and Local Government is responsible for the administration of such appointments. Authority appointments are made in compliance with the Public Appointments Service process set down in the Guidelines on Appointments to State Boards, published by the Department of Public Expenditure and Reform, except where the manner of such appointment is otherwise prescribed in the Act.

To that end, there are specific provisions in respect of Authority appointments set out in the Section 11 of the Act:• The Authority shall consist of not more than 11 members• The members of the Authority shall be appointed by the Minister, who shall designate one of them as its

chairperson• In appointing persons to be members of the Authority, the Minister shall have regard to the desirability of

their having knowledge or experience of conveyancing practice and procedure, business, finance, management, administration, consumer affairs or any other subject which would, in his or her opinion, be of assistance to the Authority in performing its functions

T H E A U T H O R I T Y 1 4

M E R G E R O F O R G A N I S A T I O N SIn October 2012 following a critical review, the Government approved the merger of the Property Registration Authority, the Valuation office and Ordnance Survey Ireland. Since then considerable preparatory work has been undertaken towards the establishment of Tailte Éireann. With Effect from 1st January 2018 under a Transfer of Functions Order, responsibility in respect of the three organisations moved from the Department of Justice and Equality to the Department of Housing, Planning and Local Government. Work on the merger continues under the remit of the new parent Department. During 2018, the three merger partner organisations worked collaboratively with external consultants to develop a conceptual data model to facilitate future plans for optimisation of business processes and systems across Tailte Éireann.

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G O V E R N A N C E

Of the members of the Authority:• one shall be a person who is a practising barrister nominated by the General Council of the Bar of Ireland• one shall be a person who is a practising solicitor nominated by the Council of the Law Society of Ireland• one shall be an officer of the Minister• one shall be a member of the staff of the Authority elected by secret ballot of such members

A U T H O R I T Y P R O C E D U R E S On appointment, all Authority members are provided with briefing documents on the PRA and its operations. The Authority meets in accordance with a regular schedule of meetings and may also meet on other occasions as deemed necessary. All Authority members are entitled to full and timely access to the information necessary to enable them to discharge their duties. Full Authority meeting papers are sent to each member in sufficient time before meetings.

The Authority has a formal schedule of matters specifically reserved to it for decision to ensure that the direction and control of the PRA is undertaken in accordance with its statutory remit. These include:• Discharging the PRA’s legislative functions• Preparation and submission of the Statement of Strategy• Not later than 30 June in each year, to make a report to the Minister on the performance of its functions and on

its activities during the preceding year• Overseeing the discharge by the Chief Executive and the executive management of the day to day business of

the Authority

Section 10 of the Act provides that the role of the Authority is to manage and control the Land Registry and Registry of Deeds. Under Section 26 of the 2006 Act, the functions of the Authority may be performed by any member or members of staff who is or are authorised to do so. All authorisations pursuant to this provision must be formally adopted by the Authority.

F E E S A N D E X P E N S E S The annual fee payable to the Members of the PRA for 2018 is in accordance with the rate approved by the Minister for Public Expenditure and Reform which is as follows:• Chairperson of the Authority: €20,520 per annum• Members of the Authority €11,970 per annum.

In accordance with Department of Public Expenditure and Reform guidelines, no fees were paid to public servants serving on the Authority during 2018.

During 2018:• A total of €89,155 fees were paid to Members of the PRA (€104,310 in 2017)• In addition, €4,487 in Travel and Subsistence expenses was paid to the PRA Members (€4,447 in 2017)

A U T H O R I T Y S E L F - E V A L U A T I O NIn accordance with the provisions of the Code of Governance for State Bodies, the Authority members have completed a self-assessment questionnaire in 2018. The responses to this questionnaire were submitted to the Chairperson for collation and formed the basis for discussion and action as appropriate.

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G O V E R N A N C E

MEMBER

MEETINGS HELD DURING MEMBERSHIP

MEETINGS ATTENDED MEMBER

MEETINGS HELD DURING MEMBERSHIP

MEETINGS ATTENDED

John T. Coleman, Chairperson 7 6 Ciara O’Callaghan 7 7

Liam Daly 6 5 Helen Murray-O’Connor 6 6

John Fitzgerald 6 6 Teresa Pilkington 4 4

Deirdre Fox 7 7 Yvonne Quinn 7 5

Michael Kelly 1 1 Colin Ryan 4 4

Aodhan MacDomhnaill 7 7

S U B - C O M M I T T E E M E E T I N G S I N 2 0 1 8Two members of the Authority also served on the Audit Committee during 2018, as shown below:

MEMBERMEETINGS HELD DURING

MEMBERSHIP MEETINGS ATTENDED

John Fitzgerald 3 2

Ciara O'Callaghan 3 1

N o t e s• The Audit Committee also includes two members who are external to the PRA• Members of the Authority also served on the Working Group to finalise the Statement of Strategy 2019-2021

M E M B E R S H I P O F R E G I S T R A T I O N O F D E E D S A N D T I T L E R U L E S C O M M I T T E EThe Registration of Deeds and Title Rules Committee was established by Section 74 of the Registration of Deeds and Title Act 2006.

M E M B E R S H I P O F T H E R U L E S C O M M I T T E E A T 3 1 S T D E C E M B E R 2 0 1 8• The Hon Ms. Justice Marie Baker, Judge of the High Court (Chairperson) • John T. Coleman, Chairperson of the PRA • Liz Pope, Chief Executive of the PRA (Secretary)• James Dwyer, Senior Counsel, nominated by the Bar Council of Ireland • Majella Egan, Solicitor, nominated by the Law Society of Ireland

41 4

A U T H O R I T Y M E E T I N G S I N 2 0 1 8Seven meetings were held during 2018. The number of meetings held during the membership of each Authority Member in 2018 and the number of meetings attended are shown in the table below:

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S U M M A R Y O F 2 0 1 8F E E S R E C E I V E D

Fees received by the Property Registration Authority amounted to just under €67m in 2018 as against €62m in 2017. This represents an increase of 7% over 2017 receipts. All fees collected by the PRA are remitted to the Exchequer on an ongoing basis.

The graph above represents an 11 year summary of fees received by the PRA. As would be expected, the fees collected reflect the level of transactions in the property market in any given year.

E X P E N D I T U R E

In carrying out its mandate, the PRA is directly funded by the Exchequer in the form of an annual allocation of Voted Expenditure. Actual expenditure from the PRA Vote for 2018 amounted to €27.5m, 4% more than 2017 (€26.4m). Net expenditure has reduced by 40% since 2008.

Of the total net sum expended of €27.5m, net Staff costs amounted to €22.6m; this represented 82% of all expenditure. Total net Current Expenditure for 2018 amounted to €27m as against €25.9m for 2017 (an increase of €1.1m). Capital Expenditure for 2018 amounted to €0.5m, a similar amount to capital expenditure in 2017.

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EXPENDITURE 2018€000

2017€000

Salaries & Wages 24,204 22,959

Travel & Subsistence 74 93

Compensation 11 79

GeoDirectory 52 52

Training 157 171

Cleaning 386 273

Miscellaneous 424 332

Authority & Audit Committee Fees 89 106

Post 389 420

Telecoms 246 253

IT Current 1,171 1,190

IT Capital 481 545

Office Machinery & Supplies 215 206

Office Maintenance 68 137

Light & Heat 265 259

Office Furniture 8 35

Consultancy 26 2

TOTAL GROSS EXPENDITURE (VOTE 23) €28,266 €27,112Less Pension Levy (759) (688)

NET EXPENDITURE (VOTE 23) €27,507 €26,424

S T A T E M E N T O F E X P E N D I T U R E

P R O M P T P A Y M E N T S O F A C C O U N T S A C T 1 9 9 7It is the policy of the Property Registration Authority to fully comply with the terms of the Prompt Payments of Accounts Act 1997. The PRA has procedures in place to ensure that all invoices are paid within the statutory time limit. While the procedures have been designed to ensure compliance with the Act, they only provide reasonable and not absolute assurance against material noncompliance with the Act. In 2018, no invoices incurred late payment penalties.


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A P P O R T I O N E D C O S T SIn addition to costs directly incurred by the PRA, other costs, incurred by other Departments and offices, must be considered in order to present an overall picture of the cost of managing the PRA.

The total expenditure in 2018 increased to €37m (2017 €36m), with the inclusion of the following apportioned costs:

• €6.26m under Vote 12 - Superannuation and Retired Allowances

• €0.86m under Vote 10 - Office of Public Works

• €0.14m under Votes 18 and 24 - Shared Services

• €2.45m notional rents on State-owned properties

FEES COLLECTED BY THE PRA 2018€000

2017€000

Land Registry Fees 65,374 60,828

Registry of Deeds Fees 1,464 1,371

Ground Rent Fees 78 71

TOTAL FEES €66,916 €62,270

STAFF COSTS & EMPLOYEE NUMBERS 2018€000

2017€000

Staff Serving at end of Year 509 500

€000 €000Pay 22,483 21,218

Other Allowances 97 90

Overtime 101 256

Employer's PRSI 1,523 1,395

TOTAL STAFF COSTS €24,204 €22,959

Note: All staff of the PRA are civil servants and as such are paid strictly in accordance with Department of Public Expenditure and Reform Pay Circulars.


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A P P E N D I C E S

2018

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A p p e n d i x 1S T A T E M E N T B Y

T H E A C C O U N T I N G O F F I C E R O N I N T E R N A L F I N A N C I A L C O N T R O L

R E S P O N S I B I L I T Y F O R S Y S T E M O F I N T E R N A L F I N A N C I A L C O N T R O LAs Accounting Officer, I acknowledge my responsibility for ensuring that an effective system of internal financial control is maintained and operated by the Authority.

This responsibility is exercised in the context of the resources available to me and my other obligations as Chief Executive of the Authority. Also, any system of internal financial control can provide only reasonable and not absolute assurance that assets are safeguarded, transactions authorised and properly recorded, and that material errors or irregularities are either prevented or would be detected in a timely manner. Maintaining the system of internal financial controls is a continuous process and the system and its effectiveness are kept under ongoing review.

The position in regard to the financial control environment, the framework of administrative procedures, management reporting and internal audit is as follows.

F I N A N C I A L C O N T R O L E N V I R O N M E N TI confirm that a control environment containing the following elements is in place:

• financial responsibilities have been assigned at management level with corresponding accountability

• reporting arrangements have been established at all levels where responsibility for financial management has been assigned

• formal procedures have been established for reporting significant control failures and ensuring appropriate corrective action

• there is an Audit Committee to advise me in discharging my responsibilities for the internal financial control system

• procedures for all key business processes have been documented

• there are systems in place to safeguard the assets

C O M P E N S A T I O N C L A I M SThe Property Registration Authority operates a title system that confers a State guarantee on the title holder. The State is bound to indemnify any person who suffers loss through reliance on the register. In the normal course of its business, the Authority receives compensation claims under Section 120 of the Registration of Deeds and Title Act 1964. Claims may arise due to error, forgery or fraud in relation to registration of title.

A summary of payments made under Section 120 of the Registration of Deeds and Title Act 1964 is set out in Note 6.1 to the accounts. No payments were made, nor new claims received, in 2018 due to fraud or forgery.

In ensuring the risk of further compensation claims is mitigated, a counter fraud framework has been implemented in the PRA and guides the implementation of the strategy in maintaining the integrity of the registers, safeguarding registered property rights and protecting public resources.

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A D M I N I S T R A T I V E C O N T R O L S A N D M A N A G E M E N T R E P O R T I N GI confirm that a framework of administrative procedures and regular management reporting is in place including segregation of duties and a system of delegation and accountability and, in particular, that:

• there is an appropriate budgeting system with an annual budget which is kept under review by senior management

• there are regular reviews by senior management of periodic and annual financial reports which indicate financial performance against forecasts

• a risk management system operates within the Authority

• there are systems aimed at ensuring the security of the ICT systems

• there are appropriate capital investment control guidelines and formal project management disciplines

• the Authority ensures that there is an appropriate focus on good practice in purchasing and that procedures are in place to ensure compliance with all relevant guidelines. The Authority complied with the guidelines. Four contracts to the value of €0.59m were listed in the annual return in respect of Circular 40/2002. These are broken down as follows:

a. Three contracts to the value of €0.32m relate to services available from one source only and

b. One contracts to the value of €0.27m is in respect of extensions of existing contracts

S H A R E D S E R V I C E SPayroll and Human Resources are provided on a shared service basis by the National Shared Services Office (Vote 18). The Accounting Officer of the National Shared Services Office is responsible for the operation of controls within the Shared Services Centre.

The Accounting Officer for Shared Services has put in place an audit process to provide independent assurance on the operation of controls within shared services. This assurance is a combination of:

1. Internal Audit Work performed by the National Shared Services Office’s Internal Audit Unit, and

2. Audits performed by firms of accountants in accordance with the International Standard on Assurance Engagements (ISAE 3402), designed to report to user departments and their auditors on the controls within Shared Services. These audits encompass (i) a readiness assessment to identify risks and related controls and provide a gap analysis, followed by (ii) a report on the design and existence of controls, and (iii) an annual report on whether the controls operated effectively

The Accounting Officer for Shared Services has provided me with a letter outlining progress in implementing the audit assurance process and the results of the audit on the design, existence and operation of controls are expected to be reported to me as outlined in that letter.

I take assurance from the system of internal control within Shared Services as reported to me by the Accounting Officer for Shared Services.

I also rely on a letter of assurance from the Accounting Officer of the Department of Justice and Equality that the appropriate controls are exercised in the provision of shared services to this Office. I have fulfilled my responsibilities in relation to the requirements of the service level agreement between this Office and the Department of Justice and Equality for the provision of financial shared services.

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I N T E R N A L A U D I T A N D A U D I T C O M M I T T E EI confirm that the Authority has an internal audit function with appropriately trained personnel, which operates in accordance with a written charter which I have approved. Its work is informed by analysis of the financial risks to which the Authority is exposed and its annual internal audit plans, approved by me, are based on this analysis. These plans aim to cover the key controls on a rolling basis over a reasonable period. The internal audit function is reviewed periodically by me and by the Audit Committee. I have put procedures in place to ensure that the reports of the internal audit function are followed up.

R I S K A N D C O N T R O L F R A M E W O R KThe PRA has implemented a risk management system which identifies and reports key risks and the management actions being taken to address and, to the extent possible, to mitigate those risks.

A risk register is in place which identifies the key risks facing the organisation and these have been identified, evaluated and graded according to their significance. The register is reviewed and updated by the Management Board on a quarterly basis. The outcome of these assessments is used to plan and allocate resources to ensure risks are managed to an acceptable level.

The risk register details the controls and actions needed to mitigate risks and assigns responsibility for operation of controls to specific staff.

O N G O I N G M O N I T O R I N G A N D R E V I E WFormal procedures have been established for monitoring control processes and control deficiencies are communicated to those responsible for taking corrective action and to the Management Board, where relevant, in a timely way. I confirm that key risks and related controls have been identified and processes have been put in place to monitor the operation of those key controls and report any identified deficiencies.

R E V I E W O F E F F E C T I V E N E S SI confirm that the PRA has procedures to monitor the effectiveness of its risk management and control procedures. The PRA’s monitoring and review of the effectiveness of the system of internal financial control is informed by the work of the internal and external auditors and the management within the PRA responsible for the development and maintenance of the internal financial control framework.

I N T E R N A L F I N A N C I A L C O N T R O L I S S U E SNo weaknesses in internal financial control were identified in relation to 2018 that resulted in, or may result in, a material loss.

L I Z P O P E

A c c o u n t i n g O f f i c e rProperty Registration Authority21st March 2019

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A p p e n d i x 2E N E R G Y U S A G E

O V E R V I E W O F E N E R G Y U S A G E I N P R A B U I L D I N G S I N 2 0 1 8

As required by S.I. 542 of 2009, an overview of energy usage across the PRA is presented below.

The offices of the PRA are based in six different locations. In four of these locations the building is shared with other tenants. The main fuels used are gas and electricity. Wood pellets and gasoil are used in the Roscommon office.

The total energy usage for the premises occupied by the PRA, including the office located in the Four Courts in Chancery Street was:• 2,096 MWh of electricity• 1,653 MWh of gas/gasoil• 283 MWh of wood pellets.

In accordance with Government policy, from 2019 energy consumption is being measured as Total Primary Energy Requirement (TPER).

A C T I O N S T A K E N I N 2 0 1 8 :• Building management system in Chancery Street upgraded• Energy awareness sessions for staff were held in all PRA offices• Regular meetings with energy consultant

A C T I O N S P L A N N E D F O R 2 0 1 9 :• Proposed managed print solution will reduce energy requirement for printing by 80%

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C O N T A C T D E T A I L S

L A N D R E G I S T R Y• Chancery Street, Dublin 7, D07 T652, DX 228• Cork Road, Waterford, X91 FP98, DX 44090• Golf Links Road, Roscommon, F42 NC84, DX 90014

Phone: 0761 001610 or 051-303000Public Offices Open: 10.00am - 4.30pm

G R O U N D R E N T SChancery Street, Dublin 7, D07 T652, DX 228Phone: 0761 001610 or 051-303000Public Offices Open: 10.00am - 4.30pm

R E G I S T R Y O F D E E D SChancery Street, Dublin 7, D07 T652, DX 228Phone: 0761 001610 or 051-303000Public Offices Open: 10.00am - 4.30pm

R E G I S T R Y O F D E E D S A R C H I V E S E R V I C E SHenrietta Street, Dublin 1, D01 EK82, DX 199Phone: 0761 001610 or 051-303000Public Offices Open: 10.00am - 4.30pm

You can also visit us online at:

www.prai.ie

www.landdirect.ie

Chur

ch S

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Mary’s Lane

Four CourtsLuas Stop

North King St

The Four Courts

Inn’s Quay

Land Registry / Ground Rents /

Registry of DeedsChancery Street,

Dublin 7

Luas Stop

Land RegistryGolf Links Road

Roscommon

Golf Links Road

Athlone Road

Circular R

oad

Roscommon Town

Gaelic Park

Land RegistryCork RoadWaterford M

anor

St

Cork Road

College St

Tram

ore

Road

Registry of Deeds Archive

Services

Chur

ch S

t

Cape

l St

Mary’s Lane

North King St

North

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Grangegorman

https://www.facebook.com/PropertyRegistrationAuthority/

https://twitter.com/pra_ireland/

http://www.prai.ie

http://www.landdirect.ie

https://ie.linkedin.com/company/property-registration-authority