11 June 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||Drew Millar|
|Jaci Douglas||Kenneth Nicol|
|Ken Gowans||Fraser Parr|
|Douglas Graham||Ian Ross|
|Donalds McLachlan||Jenny Welch|
MEETING OF THE BOARD OF HIGH LIFE HIGHLAND – 18 JUNE 2015
A meeting of the Board of HIGH LIFE HIGHLAND will take place in the HIGHLAND ARCHIVE AND REGISTRATION CENTRE, BUGHT ROAD, INVERNESS on THURSDAY 18 JUNE 2015 at 2PM
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 from the High Life Highland Business Plan 2015-19.
4. Confirmation of Minutes PP 2-16
The following Minutes are circulated for approval:-
i. Board Meeting held on 19 March 2015 (pp 2-9);
ii. Chief Executive’s Performance Review Committee held on 14 May 2015 (p 10);
iii. Finance and Audit Committee held on 26 May 2015 (pp 11-13);
and for noting:-
iv. High Life Highland (Trading) (draft) held on 20 March 2015 (pp 14-16).
5. Matters Arising – Board Meeting of 19 March 2015 P 17
There is circulated, for information, matters arising from the meeting of the Board held on 19 March 2015.
The Board is invited to note the position.
6. High Life Highland Successes PP 18-55
There is circulated Report No. HLH8/15 dated 29 May 2015 by the Chief Executive presenting the best submissions from staff teams on the successful work being carried out by High Life Highland throughout the Highlands and across all areas of work.
The Board is invited to comment on the items presented and note that the selected items will form part of the long list for the annual Staff and Volunteer Award Scheme for 2015/16.
7. Committee Appointments
a) Board of High Life Highland
The Company Secretary will confirm Mr D Millar’s appointment as a Council Director to the Board of High Life Highland with effect from 14 May 2015.
b) Appointment to High Life Highland (Trading) C.I.C
In July 2014 the 3-year term for the 3 independent Directors of High Life Highland was up, but they agreed to extend their appointment for a further one year to allow the Board to consider the role of the Trading company etc. At the end of that one-year extension, one of the independent positions has been filled by Craig Ewan, therefore only 2 Directors were now at the end of their term of office: Iain Claxton and Rene Looper, both of whom have indicated their willingness to stay on.
In terms of Item 54 of the Memorandum and Articles of Association, ‘The Holding Company shall exercise its powers in relation to appointment and removal of directors in such a manner as to reflect the principle that (subject to any special considerations which may apply from time to time) directors shall generally serve for a three-year term, but on the basis that a director may be re-appointed for a further three-year term or terms at the discretion of the Holding Company.
The Board is invited to re-appoint Mr I Claxton and Mr R Looper to the Board of High Life Highland (Trading).
c) Appointment of High Life Highland (Trading) C.I.C. Recruitment Sub
The Board is invited to appoint a Director to the High Life Highland (Trading) C.I.C. Recruitment Sub Committee whose remit is to select Directors for the Trading Company, this decision having been deferred at the meeting on 19 March 2015.
8. Review of Scheme of Delegation PP 56-64
There is circulated Report No. HLH 9/15 dated 1 June 2015 by the Company Secretary outlining proposals for amendments to the Board’s Schedule of Matters Reserved to the Board and Scheme of Delegation to Officers. Review of the document, on a two yearly basis, was agreed by the Board at its meeting on 20 June 2013.
The Board is invited to agree:-
i. the insertion of an additional section to the Scheme of Delegation as Part 1.8, as detailed in paragraph 3.3 of the report, and the Scheme’s generic approach to the approval and implementation of Policies and Procedures;
ii. any other amendments required at this time; and
iii. that the Scheme of Delegation be reviewed again in June 2017.
9. Capital Projects PP 65-70
There is circulatedReport No. HLH 10/15 dated 4 June 2015 by the Chief Executive inviting Directors to agree a list of capital projects for submission to the Highland Council so that it can consider them within its Care and Learning Service capital programme.
The Board is invited to:-
i. note the wide range of projects which High Life Highland is involved in with the Highland Council and the range of Highland Council capital budgets which High Life Highland benefits from;
ii. agree to submit the list of capital projects, as detailed in Appendix A of the report, to the Highland Council; and
iii. note the planned and cyclical maintenance programme, as detailed in Appendix B of the report.
10. Marketing and Communication Plan 2015 to 2019 PP 71-108
There is circulated Report No. HLH 11/15 dated 1 June 2015 by the Chief Executive presenting the Marketing and Communications Plan for 2015 to 2019.
The Board is invited to note and comment on the new plan.
QUALITY AND PERFORMANCE
11. Finance Report PP 109-116
There is circulated Report No. HLH 12/15 dated 3 June 2015 by the Chief Executive providing Directors with an update on the financial performance of High Life Highland for the period ending 28 February 2015.
The Board is invited to:-
i. note the draft year-end outturn, subject to Audit, for 2014/15 for High Life Highland, as detailed in Appendix A, reports a positive variance on budget of £177,088 for Unrestricted Reserves;
ii. note a transfer to Restricted Reserves for 2014/15 in respect of grant funding of £302,860;
iii. note the award of a contract to Quality Leisure Management Ltd;
iv. note that there were no substantial breaches of internal controls during financial year 2014/15;
v. note that insurance cover is provided through the Highland Council insurance and that this is regularly reviewed; and
vi. agree to homologate the actions agreed at the Finance and Audit Committee meeting on 26 May 2015.
12. Performance Report PP 117-151
There is circulated Report No. HLH 13/15 dated 25 May 2015 by the Chief Executive presenting performance information for the period March to May 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;
ii. note that delivery of the operational plan is assessed as green;
iii. note the positive response to library services in the library customer survey; and
iv. agree to homologate the adoption of the Model Publication Scheme 2015 as required by the Scottish Information Commissioner.
13. Human Resources Report PP 152-165
There is circulated Report No. HLH 14/15 dated 29 May 2015 by the Chief Executive providing an update on Human Resources activity for January to March 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. note the changes to the Early Retirement/Voluntary Redundancy Scheme (now Employment Release Scheme); and
iii. approve the Acting Up policy.
14. Achievement Awards PP 166-190
There is circulated Report No. HLH 15/15 dated 8 June 2015 by the Chief Executive summarising High Life Highland’s involvement in achievement awards for young people.
The Board is invited to note the contributions High Life Highland is making to the achievement agenda in Highland by delivering and supporting youth achievement awards.
15. Annual Health and Safety Report PP 191-204
As Directors will be aware, an important element of the Governance structure relating to the company’s Health and Safety performance is the Health and Safety Annual Report. In this connection, there is circulated Report No. HLH 16/15 dated 2 June 2015 by the Chief Executive informing Directors about the performance of High Life Highland in terms of health and safety management.
The Board is invited to agree the annual Health and Safety Report and in doing so note:–
i. the low number and low severity of incidents over the period reflecting continuing good practice across the company;
ii. that the Health and Safety Strategic Group continues to meet quarterly to review Health and Safety performance and on reviewing accident and incident trend data concluded that there are no issues arising from this which require companywide action;
iii. that the annual external audit in 2014/15 identified that there was no company wide action required; and
iv. that there were no environmental incidents in 2014/15.
16. Chief Executive Verbal Updates
i. Insurance Claim at Highland Folk Museum
Last year there was an incident at the Highland Folk Museum where a visitor tripped on the step of a building and broke her nose. The health and safety processes were all dealt with at the time. Subsequently High Life Highland’s insurers were contacted by a ‘no win, no fee’ company seeking compensation. The insurers decided to contest the claim and the matter went to court. However, the two parties agreed to settle and the case was withdrawn before any legal opinion was required. The issue was then discussed at the regular Health and Safety Union and Staff Consultation Group meeting with QLM, High Life Highland’s health and safety advisors. The view of the Health and Safety Group is that High Life Highland took the correct investigative action at the time and that no further action is required. There has been no subsequent contact from the insurance company.
The Board is invited to note this update.
ii. Ongoing partnership discussions with individual partners
• Lochbroom Leisure Centre
High Life Highland manage Lochbroom Leisure Centre in Ullapool on behalf of The Highland Council. The centre combines wet and dry leisure facilities, with a pool, sports hall, fitness suite and changing rooms. The Highland Council owns the dryside facilities and an independent organisation, Ullaspool Leisure, own the pool. Ullaspool Leisure worked on behalf of the community to raise the funds to add the pool onto the dryside facilities in the early 1990s.
Following the construction of the pool, a Management Agreement was developed between the Council and Ullaspool Leisure. High Life Highland have now inherited the conditions of the Agreement which broadly split responsibility for all income and expenditure between the two organisations. High Life Highland have been approached by Ullaspool Leisure and asked to outline options for changing this agreement to place responsibility for all income and expenditure with High Life Highland. In doing so, they wish to explore the possibility to achieve efficiencies through maximising on the economies of scale which High Life Highland affords for key items of expenditure and for achieving increased income through facility development.
High Life Highland have provided the information requested and are awaiting the response from Ullaspool Leisure as to how they might wish to progress.
The Board is invited to note this approach.
• Poolewe Swimming Pool Committee
High Life Highland manage Poolewe Swimming Pool on behalf of the Highland Council. Poolewe and District Swimming Pool Association [PDSPA] worked on behalf of the community to raise the funds to build the pool in the 1980s and they currently own the building. Following the construction of the pool, a Management Agreement was developed between the Council and the Association. High Life Highland have now inherited the conditions of the Agreement which require High Life Highland to provide a Manager for the facility. Responsibility for all other expenditure and income rests with the Association. High Life Highland have been approached by the Association and asked to assume full responsibility for the operation of the facility and for all income and expenditure. In doing so, they wish to explore the possibility to achieve efficiency through maximising on the economies of scale which High Life Highland affords for key items of expenditure and for achieving increased income through facility development.
Having received this approach, High Life Highland commissioned two building surveys that indicated work that would be required to secure the normal operation of the building for the next ten years. Quotes for this work were obtained and the Association have undertaken fundraising to meet the costs. They have also secured support from the Council to meet 50% of the costs. Discussions are ongoing with sportscotland in an effort to bridge the capital funding gap.
High Life Highland will continue to be involved in the ongoing dialogue with the Association and to explore the Business Case for any possible transfer of responsibility.
PDSPA receive circa £48K annual support from the Council to contribute to the running costs of the pool. The security of this funding for the future may be an important part of the ongoing assessment process.
The Board is invited to note this approach.
iii. Discussions on Richard Demarco Archives
Richard Demarco was a co-founder of the Traverse Theatre in Edinburgh in 1963 and later established what became the Richard Demarco Gallery. The gallery, which doubled as a performance venue during the Edinburgh Fringe, ran from 1966 to 1992.
For many years, the Demarco Gallery promoted cultural links with Eastern Europe, both in terms of presenting leading artists within Scotland, organising exhibitions of contemporary Polish, Romanian and Yugoslav art and in establishing outgoing connections for Scottish artists across Europe. His practice was always cutting edge and he never shied away from controversy, leading to some clashes with the arts establishment. Since the early 1990s, Richard Demarco’s activity has continued under the auspices of the Demarco European Art Foundation.
In November 2008 a substantial selection from Demarco’s vast archives, covering the period 1963–1980, was made available on-line by the University of Dundee.
He was successfully nominated as European Citizen of the Year 2013. Demarco was also appointed OBE, which was then raised to a CBE in 2006.
Director Douglas Graham recently led a two day meeting and tour with Mr Demarco seeking to demonstrate to him High Life Highland’s modern facilities for hosting and conserving archival material at the Highland Archive and Registration Centre and the Highland Folk Museum, with the aspiration that the Demarco Foundation agree to place the Highland element of his archive material in the care of High Life Highland. Following a visit to the independent charity Room 13 in Fort William, Douglas Graham very kindly hosted a reception at his home on the evening of the 18 May and accompanied Mr Demarco to Highland Archive and Registration Centre and Highland Folk Museum the following day. A verbal update on the visit will be offered by Douglas Graham and Graham Watson.
The Board is invited to note the update.
iv. Board Leadership and Governance Seminar
On 19 May 2015 Director Jaci Douglas and the Chief Executive attended a Board Leadership and Governance seminar organised by SPORTA, the national representative organisation for Arm’s Length Organisations (ALOs). The seminar was attended by 12 ALOs from across Scotland, including 9 shadow board Directors from Angus Council which is in the process of setting up an ALO and which, by the time of the High Life Highland Board meeting, will have visited the area to learn from the High Life Highland experience.
The seminar provided useful reminders on the role of Directors and the staff team, the importance of leadership from the Board and of managing relationships within the Board to achieve the highest performance. Jaci Douglas and the Chief Executive will provide their reflections on the seminar.
The Board is invited to note the feedback from the seminar.
v. Discussions with Cairngorm National Park
• Strategic Partnership
Douglas Graham and Graham Watson met with the Chair and Chief Executive of the Cairngorm National Parks Authority (CNPA) for an introductory discussion about closer working. A number of issues were discussed including the prevention agenda, the CNPA role in interpreting human heritage and culture as well as the natural heritage, the role of the Highland Folk Museum and opportunities for joint working in future. Three actions were identified and will be taken forward: a possible formal partnership between the Boards of CNPA and High Life Highland, a joint meeting with NHS Highland about the proposed new build community hospital in Aviemore and a meeting to discuss joint marketing and other opportunities between CNPA, Highland Folk Museum and the Highland Wildlife Park which is managed by the Royal Zoological Society of Scotland
• Outdoor Activities Provision
There has been a meeting between High Life Highland and the Cairngorms National Park during which the National Park’s Director of Conservation and Visitor Experiences outlined the potential to redevelop land at Glenmore as an integrated visitor destination. The area for redevelopment is currently occupied by the National Park, Scottish Youth Hostel Association (SYHA) and the Forestry Commission Visitor Centre. The next stage is to explore the possibility of a partnership between the National Park, SYHA, Forestry Commission and High Life Highland. The National Park has called a meeting on 22 June to explore options.
The Board is invited to note these updates.
vi. Commonwealth Games Legacy Funding
In February 2014 The Highland Council approved £150K funding to support the creation and delivery of the Highland Commonwealth Games Legacy fund to develop Commonwealth Games legacy initiatives. In recent weeks the following programmes of work were proposed by High Life Highland to the Council and approved last week for implementation:-
a) Highland Leadership Programme, £20K
• Intensive training courses delivered for young leaders to gain new skills and augment existing skills
• Training is delivered in intensive blocks including: first aid, coaching skills, facilitation skills
• 40 young people newly qualified as leaders
b) Highland Disability Sport, £5K
• Deliver a training programme to enhance skills and confidence to offer local opportunities for people with disabilities to participate in club sport
• 400 coaches and volunteers trained
c) Increasing Physical Activity, £60K
• Create a short term (9 month) full time Co-ordinator post to support facilities across Highland to embed new programmes for target groups
• Provide a small development budget for testing new programmes
• Ensure involvement from non High Life Highland facilities: Lochalsh LC and Assynt LC
• 20 people per week x 20 locations = 20,800 participations per annum
d) Futsal (an exciting, fast-paced small sided football game that is widely played across the world), £30K
• Create a short term (9 month) Part time Co-ordinator post to roll-out successful pilot to four new locations
• Purchase equipment necessary for roll out of the programme
• 40 children per week x 4 locations = 8,320 participations per annum
e) Tracking Health Improvement, £10K
• Purchase Technogym software to test in 2 High Life Highland facilities
• Longer term roll out possible in future through separate funding streams if successful
• 20 people per site = 40 people
The Board is invited to note this update.
vii. Bi-annual High Life Highland Board/Trading Board Meetings including overnight stay and facility visits
The High Life Highland Board, at its meeting on 27 September 2012, agreed the format of bi-annual High Life Highland Board and Trading Board meetings being combined with overnight trips and facility visits. Now that most areas of the Highlands have been visited, Directors are asked to consider whether this should continue or if the format needs to be changed. The next meeting/visits are scheduled for August, with visits in the Inverness and Nairn area.
The Board is invited to consider the format of the bi-annual meetings, visits and overnight stay.