13 June 2019
Please ask for: Miss J Maclennan
Telephone: (01463) 702121
To: Directors of the Board of High Life Highland
|Michael Golding||Ella MacRae|
|Tom Heggie||Linda Munro|
|Andrew Jarvie||John Murray|
|Tracy Ligema||Ken Nicol|
|Donald McLachlan||Ian Ross|
|Duncan Macpherson||Mark Tate|
A meeting of the Board of HIGH LIFE HIGHLAND will take place in the STRATHPEFFER PAVILION, STRATHPEFFER on THURSDAY 20 JUNE 2019 at 2.00 pm.
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 2019-24 PP 1-2
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 2019-24.
4. Confirmation of Minutes PP 3-21
The following Minutes are circulated:-
i. High Life Highland (Trading) (draft) held on 21 March 2019 (for noting) (pp 3-5);
ii. Board Meeting held on 21 March 2019 (for approval) (pp 6-13);
iii. Health and Safety and Environmental Compliance Committee held on 14 May 2019 (for approval) (pp 14-16);
iv. Finance and Audit Committee held on 27 May 2019 (for approval) (pp 17-20); and
v. Reference Group: Chief Executive held on 6 June 2019 (for noting) (p 21).
5. Matters Arising – Board Meeting of 21 March 2019 P 22
There is circulated, for information, matters arising from the meetings of the Board held on 21 March 2019.
The Board is invited to note the position.
6. Caithness Horizons Business Case PP 23-33
There is circulated Report No. HLH10/19 dated 11 June 2019 by the Chief Executive presenting the Business Case to compare the costs, risks and benefits to High Life Highland of adopting responsibility for the operation of Caithness Horizons on behalf of The Highland Council against the option to continue with the status quo.
The Board is invited to agree that High Life Highland accepts responsibility for the operation of Caithness Horizons.
QUALITY AND PERFORMANCE
The Board is asked to resolve that the following item be restricted to Directors and representatives from HLH, the Company Secretary’s office
7. Finance Report PP 116-131
There is circulated separately to Directors only Report No. HLH11/19 dated 2019 by the Chief Executive providing an update on the finishing financial performance of High Life Highland for the financial year 2018/19 and other relevant matters.
The Board is invited to:-
i. note the draft year end outturn, subject to final analysis and audit, for 2018/19, as detailed in Appendices A-C of the report, reports £100,506 positive to budget;
ii. approve utilisation of the £100,506 positive to budget position to partially defer use of Designated Reserves;
iii. note there has been three breaches of internal controls reported in the past quarter;
iv. note that, following the annual review of the Financial Regulations and Contract Standing Orders, there are no issues to report;
v. note that all actions for the 2017 audit on HR – Recruitment have been closed off; and
vi. agree to homologate the procurement decision to award the contract for the Provision of Indoor Group Cycles as detailed in the report.
8. Performance Report PP 34-67
There is circulated Report No. HLH12/19 dated 4 June 2019 by the Chief Executive presenting performance information for fourth quarter in year 2018/19, the period January to March 2019.
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 the delivery of the business plan is assessed as green; and
iii. note the information provided on the performance indicators for more detailed consideration.
9. Human Resources PP 68-74
There is circulated Report No. HLH13/19 dated 11 June 2019 by the Chief Executive providing an update on Human Resources activity for the period January to March 2019 which includes information relating to absence, disciplinary and grievance issues during this period.
The Board is invited to note and comment on:-
i. the content of the quarterly HR report including the update on the staffing establishment; and
ii. the internal and external staff training being carried out by the Charity.
10. Marketing and Communications Update PP 75-95
There is circulated Report No. HLH14/19 dated 10 June 2019 by the Chief Executive providing a final update on progress made in implementing the 2015-19 Marketing and Communications Plan and introducing the Marketing, PR and Communications (MPRC) 2019 – 2024 strategy along with the monitoring and reporting process to future board meetings.
The Board is invited to note the report and comment on any salient points.
11. Annual Health and Safety and Environmental Compliance Report PP 96-110
As Directors will be aware, an important element of the Governance structure relating to the company’s Health and Safety and Environmental Compliance performance is the annual Health and Safety and Environmental Compliance Report. In this regard, there is circulated Report No. HLH15/19 dated 4 June 2019 by the Chief Executive informing Directors about the performance of High Life Highland in terms of health and safety and environmental compliance for the reporting period 2019/19.
The Board is invited to note:-
i. there were no notifications for improvement nor enforcement actions during the reporting period;
ii. there were no environmental incidents requiring SEPA notification during the reporting period;
iii. the low number and low severity of accidents or incidents over the period reflecting continuing good practice across the company;
iv. the Health and Safety and Environmental Compliance Committee continues to meet quarterly to review Health and Safety performance and on reviewing accident and incident trend data it concluded that there are no issues arising from this requiring companywide action;
v. that the annual external audit in 2017/18 identified that there was no company wide action required;
vi. that three union safety audit has been completed in 2017/18 within the reporting period in line with the Safety Representatives Charter; and
vii. to the proposal by the Health and Safety and Environmental Compliance Committee that a health and safety plan for 2020-25 be developed for consideration and approval by the HLH Board at its meeting on 11 December 2019.
12. Chair/Chief Executive’s Updates PP 111-115
There is circulated Report No. HLH16/19 dated 11 June 2019 by the Chief Executive providing information to Directors and the opportunity for them to discuss issues affecting HLH and its work at an early stage.
The Board is invited to comment on and note the updates.