Present:                                                                            

David McBride, Partner Director,
David Marshall (DM) Independent Director (Vice Chair),         
Tony Waclawski, Independent Director,
Tony Dempster (TD) Employee Representative Director,
David Smith (DS) Independent Director

Apologies:                                                                        

Charlie Gibson (CG ) Independent Director,
William Hendrie (WH) Partner Director (Chair),
Jim Finn, Partner Director

In Attendance:         

John Anderson (JA) General Manager (WDLT),
Fiona McGuigan (FMcG) Company Secretary (WDLT),
Amanda Graham W.D.C. Partnership Manager,
Gillian McNeilly (G.McN) W.D.C. Finance Manager,
Bobby Kerr (BK)  Dev Officer (WDLT) (Minutes)

Welcome, Introductions and apologies:

David Marshall (Vice Chair) welcomed everyone to the meeting and offered a special welcome to the new Partnership Manager, Amanda Graham.  There were apologies received from Provost Hendrie and Charlie Gibson, Cllr Jim Finn.

Declaration of Interest:

There were no declarations of interest.

Minutes of meeting 25 November 2021 and Matters Arising

Minutes were agreed as an accurate record.

Matters Arising:

With regards to the £250k investment, due to the bank (0.25%) having a higher interest rate compared to the Council (0.15%) the investment (£250,090.77)  was returned to the Trust on 21 December 2021.

Reports for Monitoring:

4.1 COVID-19 Update

Report 371 was submitted by the General Manager to update the Board on the challenges of reopening facilities and services with regards to the COVID-19 pandemic.

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 Appendix 1.

4.2 Leisure Trust Budgetary Position 2021/22 as at 31 December 2021 - Period 9

Report 372 was submitted by the Gillian McNeilly, W.D.C. Finance Manager to advise the Trust Board on the financial performance of the departmental revenue budgets 2021/2022 for the period to 30 September 31 December 2021.

Having heard the General Manager  and Finance 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 Appendix 1.

4.3 Workforce Monitoring 3rd Quarter 1 October to 31 December 2021

Report 373 was submitted by the General Manager to provide Board with employment information for the period 1 October to 31 December 2021.

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.

4.4 Performance Report Period 2nd Quarter 1 October to 31 December 2021

Report 374 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 2021 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 the additional information contained in Appendix 1.

4.5 Investment Projects Update

Report 375 was submitted by the General Manager to advise the Board of new projects/purchases the General Manager has approved and 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.

Report for Approval:

5.1 Investment Policy and Opportunities

Report 376 was submitted by the W.D.C. Finance Manager to update the Board on current investments and future opportunities to invest surplus funds.

Having heard the Finance Manager & General Manager in further explanation of the report, and in answer to Board Member’s questions, the Board agreed:-

(1) to approve the Investment Strategy for 2022 – 2023 as noted in Appendix 1, and

(2) to note the Council's commitment that if the Trust’s financial circumstances change during the term of the 1 year loan that the Council will agree to repay it without penalty; and

(3) to submit further reports to the Board as required regarding interest rate movements and forecasts to allow further consideration of the investments.

5.2 Draft Strategic Risk Register 2022 - 2023

Report 377 was submitted by the General Manager to seek the Board’s approval of the 2022/23 Strategic Risk Register.

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 Appendix 1 – the 2022 – 2023 Strategic Risk Register; and

(2) to approve the 2022/23 Strategic Risk Register.

5.3 Health & Safety Plan 2002 - 2023

Report 378 was submitted by the General Manager to seek Board approval for the implementation of the West Dunbartonshire Leisure Trust’s (WDLT) Health & Safety Plan for the financial year 2022/23.

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 Appendix 1; and

(2) to approve the draft Health & Safety Plan for 2022 – 2023.

5.4 Business Plan 2022 – 2023 & Budget including Draft Management Fee

Report 379 was submitted by the General Manager to update the Board on the content of the Trust’s Business Plan for 2022/23 and associated financial budget. In addition to provide a verbal update on the outcome of the Council’s Corporate Services Committee meeting held on 23 February 2022 regarding the Trust’s Business Plan for 2022/23.

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 the use of £742,305 of reserves to balance the 2022 – 2023 financial budget.

5.5 Review of Sport & Physical Activity

Report 380 was submitted by the General Manager to update the Board on the outcome of the review of the Sports & Physical Activity

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 delegate authority to the General Manager to devise an implementation plan for the agreed new delivery model including timescales and to act as lead officer to ensure that there is full consultation with Trade Unions and employees; and

(3) for the General Manager to submit a further report to the May 2022 Board advising of the progress of the above mentioned plan including how the Trust will deliver on the feedback gained from SportScotland’s recommendations. Thereafter the General Manager will keep the board updated on the progress of the plan until all actions are complete.

Reports for Noting:

6.1 Committees Update

Report 381 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 2021.

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 Appendices 1 & 2.

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 13 April 2022.

Any other Competent Business

(1) The General Manager gave the Board a verbal update on the funding application submitted to the Council’s Cultural Committee (Heritage Capital Fund) for the Denny Civic Theatre. Funds have already been identified and approved for general upgrades to the changing facilities, redecoration and enhancing toilet provision for members of the public.  A sum of £175k was further approved for the installation of new Audio Visual and sound equipment.

An additional £100k was approved to enhance the building and maximise use as part of the overall regeneration of Dumbarton town centre. The additional £100k would enable surveys to be undertaken and designs developed with a view to enhancing accessibility and usage of the Theatre for performances, functions and events.

The General Manager saw this as stage one of the upgrade to the venue as stage two will be part of the Council's Levelling Up plan for Dumbarton town centre.

(2) The General Manager updated the Board with regard to the recruitment of a new Independent Director. The post has been on the myjobscotland portal and the closing date for applications is 4th March 2022. The General Manager noted that an interview panel has been selected and the interviews will take place week commencing 28 March 2022. It was agreed that the role should be advertised with a post on social media with a link to the myjobscotland advert.

It was noted that the Board will strive to ensure gender balance regarding Board membership going forward.  With regard to the coming local Council elections, D.McB noted that he will be standing as a candidate and was sure that Provost Hendrie had indicated he was standing down. D.McB said he was unsure if Councillor Jim Finn was seeking re-election.

Next Meetings:

  • Appeals Committee: Wednesday 13 April 2022, 1.30pm
  • Health & Safety Committee: Friday 22 April 2022, 1.30pm
  • Audit & Risk Committee: Thursday 12 May 2022, 5pm
  • Board Meeting: Thursday 26 May 2022, 6.00pm (Location TBC)

 

Signed:  _______David Marshall (Vice Chair)_______     

Board of Directors Meeting Number: 45

Thursday, 24 February 2022

Agenda:

 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 25 November 2021 & 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 5 to 10.

Reports For Monitoring:

4.1 COVID-19 Update

Report to provide the Board with an update on the Risk Register and Reopening Plans with regards to the COVID-19 pandemic.

Report No 371 – pages 11 to 16.

4.2 Financial Report

Report to advise the Board on the financial performance of the revenue and capital budgets.

Report No 372 – pages 17 to 21.

4.3 Workforce Monitoring Report 3rd Quarter 2021/22

Report to provide the Board with key employment information for the period 1 October to 31 December 2021 (3rd Quarter).

Report No 373 – pages 22 to 26.

4.4 Performance Report 3rd Quarter 2021/22

Report to advise the Board of the key performance areas for the trust for the period 1 October to 31 December 2021 (3rd Quarter).

Report No 374 – pages 27 to 44.

4.5 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 375 – pages 45 to 53.

Reports for Approval:

5.1 Investment Opportunities

Report to update the Board on current investments and future opportunities to invest surplus funds.

Report No 376 – pages 54 to 65.

5.2 Draft Strategic Risk Register 2022/23

Report to seek Board approval of the 2022/23 Strategic Risk Register.

Report No 377 – pages 66 to 77.

5.3 Draft Annual Health & Safety Plan 2022/23

Report to seek Board approval for the draft Annual Health & Safety Plan 2022/23.

Report No 378 – pages 78 to 82.

5.4 Business Plan 2022/23

Report to update the Board on the Trust’s Business Plan for 2022/23 and associated financial budget and to provide a verbal update on the outcome of the Council’s Corporate Services Committee meeting held on 23 February 2022.

Report No 379 – pages 83 to 9.

5.5 Review of Sport & Physical Activity

Report to update the Board on the outcome of the review of Sport & Physical Activity and to seek approval for the implementation of a new delivery model.

Report No 380 – pages 98 to 117.

Reports for Noting:

6.1 Committees Update

Report to update the Board on Committees during the period 1 October to 31 December 2021.

Report No 381 – pages 118 to 126.

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  13 April 2022.

Any other Competent Business

9. Next Meetings:

  • Appeals Committee: Wednesday 13 April 2022, 1.30pm
  • Health & Safety Committee: Friday 22 April 2022, 1.30pm
  • Audit & Risk Committee: Thursday 12 May 2022, 5pm
  • Board Meeting: Thursday 26 May 2022, 6.00pm (Location TBC)