14 June 2012
Please ask for: Miss J Maclennan
Telephone: (01463) 702132
PRIVATE & CONFIDENTIAL
TO: ALL DIRECTORS OF THE BOARD OF HIGH LIFE HIGHLAND
|Jaci Douglas||Donald McLachlan||Craig Ewan|
|Drew Millar||Ken Gowans||Kenneth Nicol|
|Douglas Graham||Fraser Parr||Linda Kirkland|
|John Watt||Bette McArdle||Laurence Young|
MEETING OF THE BOARD OF HIGH LIFE HIGHLAND – 21 JUNE 2012
A meeting of the Board of HIGH LIFE HIGHLAND will take place in the OSPREY ROOM, HIGHLAND FOOTBALL ACADEMY, JUBILEE PARK, DINGWALL on THURSDAY 21 JUNE 2012 at 2.00 P.M. Please note the change in venue.
A note of the business to be transacted at the meeting is appended.
I trust that it will be convenient for you to attend.
1. Apologies for Absence
2. Declarations of Interest
Directors are asked to consider whether they have an interest to declare in relation to any item on the agenda for this meeting. Any Director making a declaration of interest should indicate whether it is a financial or non-financial interest and include some information on the nature of the interest. Advice may be sought from Officers prior to the meeting taking place.
3. Membership of Committees
As Directors will be aware, the Highland Council reappointed Ms J Douglas and Mr D Millar and appointed Mr K Gowans and Mr F Parr to the Board of High Life Highland. In this connection, the Board is invited to consider the vacancies which have arisen on the following, as a result of the break in membership of the Board:-
a. Finance and Audit Committee – 1 Council Director (former member – Mr T Prag)
b. Nominations Committee – 1 Council Director (former member – Mr D Millar)
c. Funding and Sponsorship Committee – 1 Council Director (former member – Mr P Corbett)
4. Membership of Duke of Edinburgh Award Scheme – Highland Award Partnership
The Duke of Edinburgh Award Scheme was established nationally to promote the achievement and self-confidence of young people through participation in voluntary and outdoor activities.
The Board is invited to appoint a Director to the Duke of Edinburgh Award Scheme – Highland Award Partnership.
5. Date of Annual General Meeting
In terms of the Memorandum and Articles of Association of High Life Highland, an Annual General Meeting (AGM) is required no later than 18 months after the date of incorporation (8 September 2011).
As High Life Highland will have to hold an AGM before 8 March 2013 it is recommended that this be held immediately prior to the Board meeting scheduled for 6 December 2012, where two independent Directors will require to stand down.
MAIN PAPERS – PART 1
6. Good News Items PP 1-26
There is circulated Report No. HLH12/12 dated 29 May 2012 by the Chief Executive presenting a sample selection of items which represent the successful work being carried out by High Life Highland throughout the Highlands and across all areas of work.
The Board is invited to note the good news items presented.
7. Confirmation of Minutes PP 27-43
The following Minutes are circulated, for approval:-
i. Board Meeting held on 29 March 2012 (pp 27-35);
ii. Finance and Audit Committee held on 21 May 2012 (pp 36-39); and
iii. Special Meeting of High Life Highland and High Life Highland (Trading) C.I.C held on 7 June 2012 (40-43).
8. Matters Arising – Board Meeting of 29 March 2012 PP 44-45
There is circulated, for information, matters arising from the meeting of the Board held on 29 March 2012.
The Board is invited to note the position.
MAIN PAPERS – PART 2
9. High Life Highland Business Plan 2012-15 PP 46-82
There is circulated Report No. HLH13/12 dated 4 June 2012 by the Chief Executive presenting the Business Plan for High Life Highland for 2012-15.
The Board is invited to agree:-
i. to endorse the High Life Highland Business Plan for 2012-15 as detailed in Appendix A of the report; and
ii. in light of known and expected reductions in the management fee, the Operational Plan be subject to annual update to reflect consequential reductions in or changes to services delivered by High Life Highland.
10. Finance Report PP 83-87
There is circulated Report No. HLH14/12 dated 29 May 2012 by the Chief Executive providing Directors with an update on the financial performance of High Life Highland and its Trading Company for the six months ended 31 March 2012. It also details amendments made to the 2012/13 operating budget since it was approved by the Board on 29 March 2012.
The Board is invited to:-
i. approve the 2012/13 Operating Budget, as summarised in Appendix A of the report;
ii. note the managed underspend for the 6 months to 31 March 2012 is £87k;
iii. note the contract for facility management services at the miniature golf facility at Bught Park has been awarded to Mr Angus MacDonald; and
iv. note that the contract for facility management services at Bellfield Park has been awarded to Mr Angus MacDonald.
11. Quarterly Performance Report PP 88-91
There is circulated Report No. HLH15/12 dated 1 June 2012 by the Chief Executive updating Directors on the performance reporting against the requirements of the Service Delivery Contract with The Highland Council.
The Board is invited to note that:-
i. all of the performance indicators which the Council requires it to report on for quarter four (January to March 2012) are either on target or are complete; and
ii. a draft twice yearly report to the Highland Council will be circulated to the Board for comment prior to it being submitted to The Highland Council.
12. Human Resources Report PP 92-99
There is circulated Report No. HLH16/12 dated 4 June 2012 by the Chief Executive updating Directors on Human Resources activity including a quarterly report on absence, disciplinary and grievance issues.
The Board is invited to:-
i. agree to adopt the Employee Death in Service procedure, as detailed in Appendix A;
ii. agree to adopt the Employee Development Framework, as detailed in Appendix B; and
iii. note the contents of the quarterly report, including the update on the staffing establishment.
13. Heritage Project Group PP 100-104
There is circulated Report No. HLH17/12 dated 14 May 2012 by the Chief Executive making recommendations following the conclusions of the Heritage Project Group, outlining options for consideration for the way forward and recommending priorities and timescales for a number of projects.
The Board is invited to agree to:-
i. develop proposals for a new museum and art gallery in Inverness;
ii. develop proposals for a partnership for a next phase of the Highland Folk Museum that increases retailing and permits year round opening;
iii. forward these to The Highland Council to be considered for inclusion in the 2012-2017 and subsequent capital programmes; and
iv. take forward the Am Baile project as the heritage web presence for High Life Highland, within existing budgets.
MAIN PAPERS – PART 3
14. Contribution of High Life Highland to the Employability Agenda PP 105-111
There is circulated Report No. HLH18/12 dated 7 June 2012 by the Chief Executive outlining the work taking place within High Life Highland which contributes to the employability agenda.
The Board is invited to note the work taking place within High Life Highland which contributes to the employability agenda.
15. Volunteering in High Life Highland PP 112-145
There is circulated Report No. HLH19/12 dated 29 May 2012 by the Chief Executive informing Directors of the scale and impact of volunteering in High Life Highland and recommending adopting a policy that will further support and encourage volunteering. It describes and recommends an approach to volunteering and details the rights, responsibilities and need for support that this would bring and the necessary work in progress to implement a policy that impacts on so many users, staff, volunteers and parts of the organisation.
The Board, in acknowledging the work of the five Principal Managers in the preparation of the report, is invited to:-
i. agree to adopt the volunteering policy, as contained in Appendix A of the report;
ii. note the scale of volunteering in High Life Highland and of the task of supporting and developing these volunteers; and
iii. note the work in progress to develop systems and processes to implement the policy.
16. Averon Leisure Centre
Directors will recall that at its last meeting a request from the Board of Averon Leisure Management Ltd for High Life Highland to adopt the management of Averon Leisure Centre was considered. The Board agreed to delegate authority to the Chief Executive, in consultation with the Chair and Vice Chair of the Board and the Chair of the Finance and Audit Committee, to progress the matter subject to the Business Case being agreed by The Highland Council and the Board of Averon Leisure Management Ltd and the outcome of budget discussions. However, discussions on the Business Case are still on-going and will not be concluded in time for the Board meeting.
The Board are therefore invited to note:-
i. the current position;
ii. that there is delegated authority in place to progress this matter, if appropriate; and
iii. depending on the outcome of discussions, it might be necessary to call a special meeting of the Board.