1. Welcome, Introductions & Apologies
2. Declaration of Interest
To receive declarations of interest by Directors relating to items contained within the agenda
3.1 Proposed Revised Delivery Model – Sport & Physical Activity
Report 414 to seek the Board’s approval for the implementation of a revised delivery model for Sports and Physical Activity following the conclusion of the agreed consultation process.
4.1 Any other Competent Business
5. Next Meetings
Board Meeting: Thursday 23 February 2023, 6.00pm (Location TBC)
Note of Board Meeting 19 January 2023
2. In Attendance:
1. Welcome, Introductions and apologies
David Marshall (Chair) welcomed everyone to the meeting, there were no apologies
2. Declaration of Interest
There were no declarations of interest.
3. Proposed Revised Sport & Physical Activity Delivery Model
Report 414 was submitted by the General Manager to seek the Board’s approval for the implementation of a revised delivery model for Sports and Physical Activity following the conclusion of the agreed consultation process.
GS noted that at a previous Board meeting he had asked for an assessment on the impact on services if the proposal was approved. JA noted that an Equalities Impact Assessment was carried out and provided within the papers which covered both service users and staff. GS said that an EIA was different from an Impact Assessment and he asked JA if he was confident that there would be no reduction in programmes following the introduction of the proposal as there would be no reduction in the coaching staff who deliver the programmes.
DMcB said he felt the proposal protects front line services as the reduction in front line staffing is minimal. He added that the financial pressures of the Council in the coming years could see all services being affected in some way.
Having heard the General Manager and the People and Change Partner in further explanation of the report, and in answer to Board Member’s questions, the Board agreed:-
a) to note the content of the report and the associated appendices;
b) for the report to be updated to highlight that it was a ‘revised’ rather than ‘new’ model, and that it should be made clear that Trade Unions had been involved in all staff meetings as well as the two specific meetings held with the Trade Unions; and
c) following a vote where eight Directors were in favour and one Director (GS) not in favour, to approve the revised delivery model.
3.2 Any Other Business
There was no other business
4. Next Meeting
David Marshall (Chair)
Present:
Apologies:
In Attendance:
Welcome, Introductions and apologies
Declaration of Interest
Minutes of Meeting of 24 November 2022 & 19 January 2023 and Any Matters Arising
Financial Report as at Period 09 – Year to 31 December 2022
Report 415 was submitted by the Finance Manager to advise the Trust Board on the financial performance of the departmental revenue budgets 2022/2023 for the period to 31 December 2022.
Having heard the Company Secretary in further explanation of the report and in answer to Board Member’s questions, the Board agreed:-
1. to note the content of the report.
This agenda item was brought forward
5.3 Investment Policy and Opportunities
Report 421 was submitted by the Finance Manager to seek the Board’s approval for the Trust’s Investment Strategy for 2023/24.
Having heard the Company Secretary in further explanation of the report, and in answer to Board Member’s questions, the Board agreed:-
1. the new Investment Strategy for 2023/24; and
2. to reduce the current four options to two i.e. combine the one month and six months amounts totalling £500k to six months at 4.25% and one year and two years totalling £750k to one year at 4.7%. This should start from 26 February; and
3. that, due to the current forecast volatility on interest rates, further reports are brought to the Board as required regarding interest rate movements and forecasts to allow further consideration of the investments.
J.R. left the meeting
4.2 Workforce Monitoring 3rd Quarter 1 October to 31 December 2022
Report 416 was submitted by the General Manager to provide Board with employment information for the period 1 October to 31 December 2022.
Having heard the Company Secretary in further explanation of the report, and in answer to Board Member’s questions, the Board agreed:
1. to note the content of the report;
4.3. Performance Report 3rd Quarter 1 October to 31 December 2022
Report 417 was submitted by the Company Secretary to advise the Board of the key performance areas for the Trust for the period 1 October to 31 December 2022.
Having heard the Company Secretary in further explanation of the report, and in answer to Board Member’s questions, the Board agreed:-
1. to note the content of the report; and
2. to include in the next Performance Report individual membership figures for the current year compared to the last full year pre Covid i.e. 2019-2020: and
3. make amendments as highlighted by the Company Secretary.
4.4 Investment Projects Update
Report 418 was submitted by the General Manager to advise the Board of the progression of Investment Projects which have previously been approved.
Having heard the Company Secretary in further explanation of the report, and in answer to Board Member’s questions, the Board agreed:-
1. to note the content of the report and the progression of projects; and
2. to consider a future Board meeting to be held in the Denny Civic Theatre
5.1 Health & Safety Plan 2023-2024
Report 419 was submitted by the Health & Safety Co-ordinator to seek Board approval for the implementation of the West Dunbartonshire Leisure Trust’s (WDLT) Health & Safety Plan for the financial year 2023/24.
Having heard the Company Secretary in further explanation of the report, and in answer to Board Member’s questions, the Board agreed:-
1. to note the content of the report and attached appendix: and
2. to approve the Draft Health & Safety Plan for 2023 - 2024
5.2 Proposed Service Charges 2023/24
Report 420 was submitted by the General Manager to seek approval from the Board for the implementation of the Service Charges from 1 April 2023 for the financial year 2023/24 including the introduction of new Service Charges for Posties Park Athletics Track.
Having heard the Company Secretary in further explanation of the report, and in answer to Board Member’s questions, the Board agreed:-
1. to note the content of the report and attached appendix: and
2. to approve the Service Charges for 2023/24 including the introduction of new Service Charges for Posties Park Athletics Track; and
3. to review the booking process for clubs hiring the track.
5.4 Proposed Management Fee & 2023 – 2024 Budget
Report 422 was submitted by the Company Secretary to seek The Board’s approval for the use of reserves to offset the 2023/24 budget shortfall caused by savings imposed by West Dunbartonshire Council (WDC) and to advise the Board of the proposed Management Fee from WDC that is required to deliver a balanced budget for 2022/23.
Having heard the Company Secretary in further explanation of the report, and in answer to Board Member’s questions, the Board agreed:-
1. to note the content of the report; and
2. to notify the Board of the decision following the full Council meeting on 1 March 2023 with regard to the proposed reduction on the WDLT Management Fee.
6.1 Committees Update
Report 423 was submitted by the General Manager to provide the Board with an update and copies of all Committee minutes for the period 1 October to 31 December 2023.
Having heard the Company Secretary in further explanation of the report, and in answer to Board Member’s questions, the Board agreed:-
1. to note the content of the report and the additional information contained in the Appendices 1 to 3.
7. Proposed Future Agenda Items
Directors are invited to propose items for future agendas to be forwarded to the General Manager for consideration by the Chairperson by Wednesday 12 April 2023
8. Any other Competent Business
1. D.M. asked the Company Secretary to consider future presentations to the Board on the various works of the Leisure Trust, similar to those that had previously been presented
2. D.M. ask that timescales for outstanding actions on the Delivery Plan be updated as several were now stated as March 2023 which may not be achievable.
9. Next Meetings
Signed __________________________
David Marshall (Chair)
Thursday, 23 February 2023
1. Welcome, Introductions & Apologies
2. Declaration of Interest
To receive declarations of interest by Directors relating to items contained within the agenda
3. Minutes of Meeting of 24 November 2022 & 19 January 2023 and Any Matters Arising
To consider the accuracy of the minutes and to receive verbal reports on action taken to progress issues referred for action
4.1 Financial Report
Report 415 to advise the Board on the financial performance of the revenue and capital budget
4.2 Workforce Monitoring Report 3rd Quarter 2022/23
Report 416 to provide the Board with key employment information for the period 1 October to 31 December 2022 (3rd Quarter)
4.3 Performance Report 3rd Quarter 2022/23
Report 417 to advise the Board of the key performance areas for the trust for the period 1 October to 31 December 2022 (3rd Quarter)
4.4 Investment Projects Update
Report 418 to advise the Board of new projects/purchases the General Manager has approved and the progression of Investment Projects which have previously been approved
5.1 Draft Annual Health & Safety Plan
Report 419 to seek Board approval for the draft Annual Health & Safety Plan 2023/24
5.2 Draft Service Charges
Report 420 to seek Board approval for the Service Charges for 2023/24
5.3 Investment Opportunities
Report 421 to update the Board on current investments and future opportunities to invest surplus funds
5.4 Proposed Management Fee & 2023/24 Budget – Report to Follow
Report 422 to advise the Board of the proposed Management Fee and Financial Budget for 2023/24
6.1 Committees Update
Report 423to update the Board on Committees during the period 1 October to 31 December 2022
7. Proposed Future Agenda Items
Directors are invited to propose items for future agendas to be forwarded to the General Manager for consideration by the Chairman by Wednesday 12 April 2023
8. Any other Competent Business
9. Next Meetings
1. Tour of Denny Civic Theatre
2. Welcome, Introductions & Apologies
3. Board Development Session – Online Director Training / Sharing of Information
Presentation as part of the annual development sessions for Board Directors.
Presentation – pages ? to ?
4. Declaration of Interest
To receive declarations of interest by Directors relating to items contained within the agenda
5. Minutes of Meeting of 7 September 2023 (meeting rescheduled from 24 August 2023) and Any Matters Arising
To consider the accuracy of the minutes and to receive verbal reports on action taken to progress issues referred for action
Minutes – pages 7 to 10
6.1 Financial Report
Report to advise the Board on the financial performance of the revenue and capital budgets
Report No 446 – pages 11 to 14
6.2 Workforce Monitoring Report 2nd Quarter 2023/24
Report to provide the Board with key employment information for the period 1 July to 30 September 2023 (2nd Quarter)
Report No 447 – pages 15 to 19
6.3 Performance Report 2nd Quarter 2023/24
Report to advise the Board of the key performance areas for the trust for the period 1 July to 30 September 2023 (2nd Quarter)
Report No 448 – pages 20 to 43
6.4 Investment Projects Update
Report to advise the Board of new projects/purchases the General Manager has approved and the progression of Investment Projects which have previously been approved
Report No 449 – pages 44 to 61
6.5 Governance Arrangements
Report to update the Board on the progression of legal requirements with regards to governance arrangements
Report No 450 – pages 62 to 67
6.6 Health & Safety Six Monthly Update
Report to advise the Board of the Health & Safety performance for the period 1 April to 30 September 2023
Report No 451 – pages 68 to 73
7.1 Review of Reserves Policy
Report to seek the Board’s approval following the scheduled bi-annual review of the WDLT Reserves Policy
Report No 452 – pages 74 to 79
7.2 Draft Workforce Plan 2023-2028
Report to seek Board approval for the five year Workforce Plan
Report No 453 – pages 80 to 88
7.3 Recommendations from Collective Grievance
Report to advise the Board of recommendations from a Grievance Officer (Director) and for the Board to agree and advise the General Manager how the Board wish to proceed
Report No 454 – pages 9 to 90
7.4 Director Vacancy on Audit & Risk Committee
Verbal report to seek Board approval for the appointment of a Director to the Audit & Risk Committee following Gordon Scanlon’s resignation from the Board
7.5 Surplus Funds
Report to seek Board approval for Expenditure from the Designated Funds
Report No 455 – pages 92 to 97
8.1 WDC Community Facilities Review
Verbal report to update the Board on the Council’s Review of Community Facilities
8.2 Committees Update
Report to update the Board on Committees during the period 1 April to 30 June 2023
Report No 456 – pages 99 to 107
Proposed Future Agenda Items
Directors are invited to propose items for future agendas to be forwarded to the General Manager for consideration by the Chairman by Wednesday 10 January 2023
9. Any other Competent Business
10. Next Meetings
Board Meeting: Thursday 22 Feb 2024, 6.00pm (Clydebank LC)
David Marshall (DM) Independent Director (Chair)
David McBride (DMcB) Partner Director (Vice Chair)
Clare Steel (CS) Partner Director
Jonathan McColl (JMcC) Partner Director
Tony Waclawski (TW) Independent Director
Charlie Gibson (CG ) Independent Director
David McCowan (DMcC) Independent Director
Tony Dempster (TD) Employee Representative Director
David Smith (DS) Independent Director
Laura Mason (LM) WDC Partnership Officer
1. Tour of Denny Civic Theatre
2. Welcome, Introductions and apologies
David Marshall (Chair) welcomed everyone to the meeting and gave a special welcome to Councillor Jonathan McColl who was appointed to replace Councillor Gordon Scanlan who had recently resigned from the Board.
3. Presentation – Online Director Training / Sharing of Information
Bobby Kerr gave a brief presentation on the new online cloud based Egress system where all W.D.L.T. Board information is hosted for Directors to access.
The General Manager gave a brief presentation on the Council's online iLearn training system where a range of training sessions for Directors will be hosted. The General Manager noted that further details of the session subjects and how to access and the training sessions will be provided in due course.
4. Declaration of Interest
There were no declarations of interest.
5. Minutes of Meetings of 7 September 2023 and Any Matters Arising
The Company Secretary gave an update on the feedback from the Council's Procurement section regarding creating a single specification that requests companies to provide costs of leasing of fitness equipment as well as outright purchase. F.McG noted that the Procurement advised against writing a specification that included both options as it would be difficult to evaluate. Following a brief discussion it was agreed that F.McG. ask Procurement their advice in issuing 2 specifications, one for outright purchase and one for rental / leasing and advise the Board via email on their feedback.
6.1 Financial Report
Report 446 was submitted by the W.D.C Finance Manager to advise the Trust Board on the financial performance of the departmental revenue budgets 2023/2024 for the period to 30 September 2023.
Having heard the General Manager in further explanation of the report and in answer to Board Member’s questions, the Board agreed:-
1. to note the content of the report.
6.2 Workforce Monitoring 2nd Quarter – 1 July to 30 September 2023
Report 447 was submitted by the General Manager to provide the Board with employment information for the period 1 July to 30 September 2023.
Having heard the General Manager in further explanation of the report and in answer to Board Member’s questions, the Board agreed:-
1. to note the content of the report.
6.3 Performance Report - 2nd Quarter – 1 July to 30 September 2023
Report 448 was submitted by the General Manager to advise the Board of the key performance areas for the Trust for the period 1 July to 30 September 2023 (2nd Quarter)
Having heard the General Manager in further explanation of the report, and in answer to Board Member’s questions, the Board agreed:-
1. to note the content of the report.
6.4 Investment Projects Update
Report 449 was submitted by the General Manager to advise the Board of the progression of Investment Projects which have previously been approved.
Having heard the General Manager in further explanation of the report, and in answer to Board Member’s questions, the Board agreed:-
1. to note the content of the report and the progression of projects.
6.5 Governance Arrangements
Report 450 was submitted by the Company Secretary to advise the Board in relation to the governance arrangements annual review following completion of the 2022/23 external audit and completion of the related Annual Governance Checklist.
Having heard the Company Secretary in further explanation of the report, and in answer to Board Member’s questions, the Board agreed:-
1. to note the contents of the report and approve the Governance Checklist; and
2. to sign off the 2023 Annual Governance Checklist as approved.
6.6 Health & Safety Six Monthly Update
Report 451 was submitted by the General Manager to advise the Board of Health and Safety performance during the six-month period from April to September 2023.
Having heard the General Manager in further explanation of the report, and in answer to Board Member’s questions, the Board agreed:-
1. to note the content of the report and attached appendices.
7.1 Review of Reserves Policy
Report 452 was submitted by the Company Secretary to seek the Board’s approval for the Trust’s Reserves Policy following the scheduled bi-annual review of the formal WDLT Reserves Policy, which was last reviewed in November 2021.
Having heard the Company Secretary and General Manager in further explanation of the report, and in answer to Board Member’s questions, the Board agreed:-
1. to note the content of the policy in terms of the purpose of having a Reserves Policy and rationale behind setting a reserve fund target; and
2. to approve the Reserves Policy which highlights a reserves fund that equates to 7.5% of total funding or a value of £750,000 whichever is greater and that the policy is reviewed on an annual basis.
7.2 Draft Workforce Plan 2023-2028
Report 453 was submitted by the General Manager to seek approval from the Board for the five year Workforce Plan 2023-2028.
Having heard the General Manager in further explanation of the report, and in answer to Board Member’s questions, the Board agreed:-
1. note the content of the report and appendices; and
2. to approve the WDLT Workforce Plan for 2023-2028.
7.3 Recommendations from Collective Grievance
Report 454 was submitted by the General Manager to advise the Board of recommendations from a Grievance Officer (Director) and for the Board to agree and advise the General Manager how the Board wish to proceed.
Having heard the Director and the General Manager in further explanation of the report, and in answer to Board Member’s questions, the Board agreed:-
1. to note the content of the report;
2. for the General Manager to create draft Role Profiles for the Chair, Partner / Independent Directors and the Employee Representative Director for the Board to consider;
3. for future proposed organisational change within the Trust for the Board Report to include an indicative implementation programme; and
4. for all consultation meetings with staff (formal or informal) for the nominated senior officer to be supported by HR including attendance at meetings or in their absence an appropriate WDLT Officer.
7.4 Director Vacancy on Audit & Risk Committee
There followed a verbal report from the General Manager regarding the appointment of a Director onto the Audit & Risk and Appeals Committee following the resignation of Gordon Scanlan.
Having heard the General Manager in further explanation of the verbal report, and in answer to Board Member’s questions, the Board agreed:-
1. to appoint Jonathan McColl to the Audit & Risk and Appeals Committees.
7.5. Re-investment of Surplus Funds
Report 455 was submitted by the General Manager to seek the Boards approval of expenditure for external signage at the Meadow Centre.
Having heard the General Manager in further explanation of the report, and in answer to Board Member’s questions, the Board agreed:-
1. to note the content of the report: and
2. to approve expenditure for the investment project as detailed in the appendix.
8.1 W.D.C Community Facilities Review
There followed a verbal update report from the General Manager regarding the West Dunbartonshire Council’s Community Facilities Review.
8.2 Update of Board Sub Committees for the period 1 July to 30 September 2023
Report 456 was submitted by the General Manager to provide the Board with an update and copies of all Committee minutes for the period 1 April July to 30 September
Having heard the General Manager in further explanation of the report, and in answer to Board Member’s questions, the Board agreed:-
1. to note the content of this report and the additional information contained in the Appendices 1 &
9. Proposed Future Agenda Items
Directors are invited to propose items for future agendas to be forwarded to the General Manager for consideration by the Chairperson by Wednesday 10 January 2024.
10. Any other Competent Business
11. Next Meetings
Appeals Committee: Wednesday 06 Dec 2023, 1.30pm
Health & Safety Committee: Friday 26 Jan 2024, 1.30pm
Appeals Committee: Wednesday 07 Feb 2024, 1.30pm
Audit & Risk Committee: Thursday 08 Feb 2024, 5pm
JCF Meeting: Tuesday 13 Feb 2024, 10am
Board Meeting: Thursday 22 Feb 2024, 6.00pm (Clydebank LC)
Signed _______________________________
David Marshall (Chair)
1. Welcome, Introductions and apologies
David McBride (Vice Chair) welcomed everyone to the meeting
David Marshall then attended the meeting and assumed the role of Chair.
2. Declaration of Interest
There were no declarations of interest.
3. Proposed Denny Civic Theatre Service Charges
Report 431 was submitted by the General Manager following the Board’s request for further information to allow the Board to consider the implementation of revised Service Charges for the refurbished Denny Civic Theatre.
Having heard the General Manager in further explanation of the report and in answer to Board Member’s questions, the Board agreed:-
a) to note the current scale of charges and discounts at Denny Civic Theatre; and the budgeted operating costs of the facility;
b) to note the £20,000 fund created by the Council as part of their 2023/24 budget to support community groups with the hire of venues or facilities for one-off events including the Denny Civic Theatre;
c) to approve the Service Charges for the Denny Civic Theatre and the Patrons Concessionary Scheme which includes a 30% discount;
d) to delegate authority to the General Manager to establish a process and criteria for applications to the fund;
e) to delegate authority to officers to approve or reject applications to the fund; and
f) to submit a report to a future Board meeting to update Directors on the progress of the scheme.
4. Any other Business
There was no other business
David Marshall (Chair)