13 August 2015
Please ask for: Miss J Maclennan
Telephone: (01463) 702121
TO: ALL DIRECTORS OF THE BOARD OF HIGH LIFE HIGHLAND
|Richard Armitage||Catriona MacLean|
|Jenny Clarke||Kenneth Nicol|
|Jaci Douglas||Fraser Parr|
|Ken Gowans||Ian Ross|
|Douglas Graham||Jenny Welch|
MEETING OF THE BOARD OF HIGH LIFE HIGHLAND – 20 AUGUST 2015
A meeting of the Board of HIGH LIFE HIGHLAND will take place in the BOARD ROOM, OLD LIBRARY, DINGWALL on THURSDAY 20 AUGUST 2015 at2.00 PM
A note of the business to be transacted at the meeting is appended.
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. High Life Highland Purpose, Key Business Objectives and Corporate Values 2015-19 P 1
There is circulated summary of High Life Highland’s purpose, key business objectives and corporate values as extracted as extracted from the High Life Highland Business Plan 2015-19.
4. Confirmation of Minutes PP 2-15
The following Minutes are circulated for approval:-
i. Board Meeting held on 18 June 2015 (pp 2-11); and
ii. Finance and Audit Committee held on 6 August 2015 (pp 12-15).
5. Matters Arising – Board Meeting of 18 June 2015 PP 16-17
There is circulated, for information, matters arising from the meeting of the Board held on 18 June 2015.
The Board is invited to note the position.
The Board is asked to resolve that the following item be restricted to only those Directors and officers requiring to remain in attendance.
6. Approval of Draft Annual Report and Accounts to 31 March 2015 BOOKLET A
There is circulated separately to Directors Report No. HLH17/15 dated 10 August 2015 by the Chief Executive presenting the annual report and accounts for High Life Highland for the period ending 31 March 2015.
The Board is invited to agree the Annual Report and Audit Accounts as detailed in Appendix A of the report.
7. Presentation – Review of Work and Method of Operation of Trading Company
The Chief Executive will undertake a presentation reviewing the work and method of operation of High Life Highland (Trading) C.I.C.
The Board is invited to comment and note the Review.
8. Board/Committee Appointments
i. High Life Highland Board PP 18-22
The Board is invited to note that, following the resignation of Mr D Millar as a Director of High Life Highland on 19 June 2015, the Highland Council, at its meeting on 13 August 2015 will have appointed a new Council Director, the name of whom the Company Secretary will report.
In this connection, there is also circulated Report No. HLH18 /15 dated 4 August 2015 by the Company Secretary informing Directors of proposals to fill the vacancies arising from the next two Independent Directors who are due to stand down/seek re-election at the Board’s next Annual General Meeting (AGM) in February/March 2016.
The Board is therefore also invited to:-
i. agree that the annual recruitment process for two Independent Directors commence;
ii. following on from (i) above:
a) agree that individual Directors consider if they wish to retire with effect from the AGM, bearing in mind that they can intimate their intention to seek re-election;
b) should no Director indicate their intention to resign, note the terms of office and, consequently, those Directors scheduled to stand down/seek re-appointment;
iii. note the two Directors’ terms of office would take effect from the next AGM, scheduled at present for February/March 2016;
iv. note the generic Skills Set; and
v. agree that specific skills required by the Board be identified in the accompanying advert.
ii. Finance and Audit Committee
As Mr D Graham has completed a two year term and Ms J Douglas will also have done so in October 2015, the Board is invited to appoint two Directors to the Finance and Audit Committee.
iii. National Nuclear Archive and Far North Archive Reference Group
The National Nuclear Archive and Far North Archive Reference Group was established to advise the Head of Resources on the development, the management and operation of a National Nuclear Archive and Wick Archive.
Directors D Graham and K Nicol have completed a two year term on this Group. Given recent positive developments, the Board is invited to consider if it wishes the Group to continue, albeit with an amended remit, and, if so, which two Directors should be appointed.
9. Torrin Usage PP 23-29
There is circulated Report No. HLH19/15 dated 6 August 2015 by the Chief Executive proving information on the funding required to make improvements to Torrin Outdoor Centre, Skye.
The Board is invited to:-
i. note that the request to add Torrin Outdoor Centre to the Planned and Cyclical Maintenance Budget has been submitted to the Highland Council;
ii. note that the cost of bringing the facility to a fully restored state has been estimated at £450K;
iii. note the previous decision of incremental growth of outdoor activity provision without significant investment;
iv. note that a change to the decision in (iii) above would result in a need to adjust the capital priorities agreed at the June High Life Highland Board meeting; and
v. agree to continue with the previously agreed course of action with regard to outdoor activities provision at Torrin Outdoor Centre of incremental growth without significant investment.
QUALITY AND PERFORMANCE
10. Finance Report PP 30-37
There is circulated Report No. HLH20/15 dated 10 August 2015 by the Chief Executive providing Directors with an update on the financial performance of High Life Highland for the period ending 30 June 2015.
The Board is invited to note:-
i. the current financial position of High Life Highland as detailed in Appendix A of the report;
ii. the financial results for the 3 months to 30 June 2015 reports a positive variance of £23,183 on budget with the current financial position of High Life;
iii. the projected final out-turn for the year remains on target to the approved budget; and
iv. the award of contracts to Quality Leisure Management and Fitness Training Scotland.
11. Performance Report PP 38-50
There is circulated Report No. HLH21/15 dated 6 August 2015 by the Chief Executive presenting performance information for the period April to June 2015.
The Board is invited to:-
i. comment on the report and agree that the overall health check on the company for the period is assessed as green; and
ii. note that the delivery of the business plan is assessed as green.
12. Human Resources Report PP 51-56
There is circulated Report No. HLH22/15 dated 7 August 2015 by the Chief Executive providing an update on Human Resources activity for April to June 2015 including a quarterly report on absence, disciplinary and grievance issues.
The Board is invited to:-
i. note the content of the quarterly report including the update on the staffing establishment;
ii. approve the Job Evaluation policy; and
iii. approve the policy on Time Off for Trade Union Duties.
13. Chair/Chief Executive Updates PP 57-71
There is circulated Report No. HLH23/15 dated 6 August 2015 by the Chief Executive providing Directors with information and the opportunity to discuss issues affecting High Life Highland and its work at an early stage.
The Board is invited to:-
i. comment on and note the two updates provided; and
ii. agree to hold the Annual Board review on the morning on 2 December Board meeting.