David Marshall (DM) Independent Director (Chair)
David McBride (DMcB) Partner Director (Vice Chair)
Clare Steel (CS) Partner Director
Tony Dempster (TD) Employee Representative Director
David Smith (DS) Independent Director
Tony Waclawski (TW) Independent Director
Charlie Gibson (CG ) Independent Director
David McCowan (DMcC) Independent Director
Jonathan McColl (JMcC) Partner Director
1. Welcome, Introductions and apologies
David Marshall (Chair) welcomed everyone to the meeting.
2. Declaration of Interest
There were no declarations of interest.
3. Minutes of Meetings of 23 November 2023 and Any Matters Arising
There were no matter arising
6.4. The Chair brought forward item 6.4 - Investment Opportunities
Having heard the Karen Shannon, Section Head-Financial, Administration & Control and the General Manager in further explanation of the report, and in answer to Board Member's questions, the Board agreed:
1. to approve the draft Investment Policy for 2024 - 2025; and
2. for the General Manager to advise the Council in writing of the Board's decision
Karen Shannon left the meeting
Presentation - Learn to Swim Programme
There followed a presentation by the Active Schools, Sport & Physical Activity Manager, Alan Crawford and Swimming Development Officer, Lorna Smith on the progression of the WDLT Learn to Swim programme.
The Chair thanked both Alan and Lorna for their presentation and for the great work that was being undertaken; and on behalf of the Board asked them to pass on the Board's thanks to all staff that are involved within the Learn to Swim programme.
5.1 Financial Report
Report 458 was submitted by the WDC Finance Manager to advise the Trust Board on the financial performance of the departmental revenue budgets 2023/2024 for the period to 31 December 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.
5.2 Workforce Monitoring 3rd Quarter – 1 October to 31 December 2023
Report 459 was submitted by the General Manager to provide the Board with employment information for the Period 1 October to 31 December 2023 (3rd 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; and
2. for the General Manager to add details of how many employees are on 3rd and 4th stage absence reviews to future Workforce Monitoring reports
5.3 Performance Report – 3rd Quarter – 1 October to 31 December 2023
Report 460 was submitted by the General Manager to advise the Board of the key performance areas for the Trust for the period 1 October to 31 December 2023 (3rd 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.
5.4 Investment Projects Update
Report 461 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.
6.1 Draft Delivery Plan
Report 462 was submitted by the General Manager seek approval from the Board for the 2024/25 Delivery Plan to assist achieve the Strategic Objectives and Priorities identified within the five year Strategic 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. to note the contents of the report and attached appendices; and.
2. to approve the Draft Delivery Plan for 2024 - 2025
6.2 Draft Health & Safety Plan
Report 463 was submitted by the General Manager to seek Board approval for the implementation of the West Dunbartonshire Leisure Trust’s (WDLT) Annual Health & Safety Plan for the financial year 2024 - 2025
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; and
2. to approve the Draft Annual Health & Safety Plan for 2024 - 2025
6.3 Draft Director Role Profiles
Report 464 was submitted by the General Manager to present to the Board draft Role Profiles for the Board to consider.
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. for Directors to review the Role Profiles and submit comments to the General Manager in time for an updated report to be submitted to the next Board Meeting on 23 May 2024.
6.5 Proposed Service Charges 2024 -2025
Report 466 was submitted by the General Manager to seek approval from the Board for the implementation of the Service Charges from 1 April 2024.
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; and
2. to approve the Service Charges for 2024 - 2025; and
3. to allow access to the discretionary £5,000 fund to those groups who find the costs of Community Facilities lets challenging similar to the scheme for Denny Civic Theatre groups.
6.6 Budget and Management Fee 2024 - 2025
Reports 467 and 469 were submitted by the General Manager to seek the Board's approval for the use of reserves to offset the 2024/25 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 2024/25.
Having heard the Company Secretary and General Manager in further explanation of the reports, and in answer to Board Member's questions, the Board agreed:
(1) to approve the release of £621,288 of unrestricted funds as specified at point 4.2 of report 467; and
(2) for the General Manager to update the Board on the outcome of the Council's Budget Meeting on 6 March 2024 and for the General Manager and the Senior Leisure Trust Officer if appropriate to prepare a report for a Special Board meeting if required.
7.1 WDC Community Facilities Review
There followed a verbal update report from the General Manager regarding the West Dunbartonshire Council’s Community Facilities Review.
7.2 Update of Board Sub Committees for the period 1 October to 31 December 2023
Report 468 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 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 additional information contained in the Appendix 1
8. 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.
9. Any other Competent Business
The General Manager noted that Council Officers now report to Council and JTUs on an annual basis regarding Workforce information. Following a brief discussion, Directors felt as a smaller organisation that it was best, if possible, to retain quarterly reports. J.A. to consult with HR colleagues to see if their assistance could be continued at existing levels.
10. Next Meetings
Signed David Marshall, Chair
David Marshall (Chair)
Thursday, 22 February 2024
1 Welcome, Introductions & Apologies
2 Board Development Session – Learn to Swim Scheme
Presentation as part of the annual development sessions for Board Directors
3 Declaration of Interest
To receive declarations of interest by Directors relating to items contained within the agenda
4 Minutes of Meeting of 23 November 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
5.1 Financial Report
Report 458 to advise the Board on the financial performance of the revenue and capital budgets
5.2 Workforce Monitoring Report 3rd Quarter 2023/24
Report 459 to provide the Board with key employment information for the period 1 October to 31 December 2023 (3rd Quarter)
5.3 Performance Report 3rd Quarter 2023/24
Report 460 to advise the Board of the key performance areas for the trust for the period 1 October to 31 December 2023 (3rd Quarter)
5.4 Investment Projects Update
Report 461 to advise the Board of new projects/purchases the General Manager has approved and the progression of Investment Projects which have previously been approved
6.1 Draft Delivery Plan 2024/25
Report 462 to seek Board approval for the Delivery Plan 2024/25
6.2 Draft Annual Health & Safety Plan
Report 463 to seek Board approval for the draft Annual Health & Safety Plan 2023/24
6.3 Draft Director Role Profiles
Report 464 to seek Board approval for the introduction of Role Profiles for the Chair; Partner/Independent; and Employee Representative Directors
6.4 Investment Opportunities
Report 465 to update the Board on current investments and future opportunities to invest surplus funds
6.5 Draft Service Charges
Report 466 to seek Board approval for the Service Charges for 2024/25
6.6 Proposed Management Fee & 2024/25 Budget
Reports 467 & 469 to advise the Board of the proposed Management Fee and Financial Budget for 2024/25
7.1 WDC Community Facilities Review Update
Verbal report to update the Board on the Council’s Review of Community Facilities
7.2 Committees Update
Report 468 to update the Board on Committees during the period 1 October to 31 December 2023
8. 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 April 2024
9. Any other Competent Business
10. Next Meetings