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 (AG) WDC Partnership Manager,
Gillian McNeilly (G.McN) WDC 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, WDC 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 WDC 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)

West Dunbartonshire Leisure Trust
Note of Board Meeting 26 May 2022

Present:

  • David McBride (D.McB), Partner Director (Chair)
  • David Marshall (DM), Independent Director (Vice Chair)
  • Tony Waclawski(T.W.), Independent Director
  • Clare Steel (C.S), Partner Director
  • Gordon Scanlan G.S), Partner Director
  • David Smith (DS), Independent Director
  • Charlie Gibson (CG ), Independent Director
  • David McCowan (D.McC), Independent Director

Apologies:

  • Tony Dempster (TD), Employee Representative Director

In Attendance:

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

Welcome, Introductions and apologies: 

  • David Marshall (Vice Chair) welcomed everyone to the meeting and gave a special welcome to new Partner Directors Clare Steel and Gordon Scanlan.

Appointment of Chairperson:

  • D.M. asked Directors to nominate a new Chair following the stepping down of William Hendrie. C.S. nominated David McBride, this was seconded by D.M. D.McB. proceeded as Chair. D.M.B. asked all present to introduce themselves.

Declaration of Interest:

  • There were no declarations of interest.

Minutes of meeting 24 February 2022 and Matters Arising:

  • Minutes were agreed as an accurate record.

Matters Arising:

  • There were no matters arising

Reports for Monitoring:

5.1 COVID-19 Update

Report 382 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;
  2. agrees that this will be the last COVID update report that the General Manager presents; and
  3. to thank all staff for their hard work in the recovery of the business following the Covid pandemic.

5.2 Workforce Monitoring 4th Quarter 1 January to 31 March 2022

Report 383 was submitted by the General Manager to provide Board with employment information for the period 1 January to 31 March 2022.

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.

David McCowan joined the meeting and gave a brief introduction

5.3 Performance Report 4th Quarter 1 January to 31 March 2022

Report 384 was submitted by the General Manager to advise the Board of the key performance areas for the Trust for the period 1 January to 31 March 2022
(4th 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.

5.4 Investment Projects Update

Report 385 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.

5.5 Annual Health & Safety Review 2021 - 2022

Report 386 was submitted by the General Manager to advise the Board of the Health and Safety performance of the Leisure Trust during the twelve month period from 1 April 2021 to 31 March 2022.

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 Appendices A, B, C and D.

5.6 Business Strategy – Second Year Update

Report 387 was submitted by the General Manager to provide the Board with an annual progress report regarding the progression and impact of the implementation of the agreed priorities in West Dunbartonshire Leisure Trust’s (WDLT) Business Strategy (2020 – 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 attached appendices; and
  2. to commend the staff on their efforts in aiding the recovery of the business.

5.7 Aquatics Strategy – Second Year Update

Report 388 was submitted by the General Manager to provide the Board with an annual report regarding the progress and impact of West Dunbartonshire Leisure Trust’s (WDLT) Aquatics Strategy, 2020 – 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 attached appendices.

5.8 Mental Health Charter Action Plan Update

Report 389 was submitted by the General Manager to update the Board on the progress of the Mental Health Charter Action Plan

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 additional information contained in Appendix 1

5.9 Implementation of Proposed New Delivery Model Update

Report 390 was submitted by the General Manager to update the Board on the consultation process as part of the implementation of a proposed new delivery model.

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 arrange a JCF meeting in the coming weeks and quarterly thereafter; and
  3. for the General Manager to provide more information to the Board on any perceived threats to the service as a result of implementing the proposed new delivery model.

Councillor Steel left the meeting to attend another meeting

Reports for Approval:

6.1 Service Charges Posties Park Athletics Track

Report 391 was withdrawn for the meeting. It was agreed that once further information was available the General Manager may circulate it to the Board for approval but noted it may be presented to the August meeting.

Having heard the General Manager’s explanation for no report currently being available, the Board agreed:

  1. for the General Manager to bring this report to the next Board Meeting or if the approval of the report is required earlier to email all Directors the report for their comments and if appropriate their approval.

Reports for Noting:

7.1 Committees Update

Report 392 was submitted by the General Manager to provide the Board with an update and copies of all Committee minutes for the period 1 January to 31 March 2022.

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 July 2022.

Any Other Competent Business:

  1. Following the decision to hold a JCF meeting, D.McB. was appointed to the Joint Consultative Forum;
  2. D.McB. stepped down as a member of the Audit & Risk Committee and G.S. was appointed in his place;
  3. D.M. asked the General Manager to send a letter of thanks to William Hendrie and Jim Finn for their contributions to the Leisure Trust over the years of their appointments;
  4. There followed a brief discussion on the format of meetings going forward. It was agreed that the Chair of the Audit & Risk Committee would decide whether it would be a face to face or virtual meeting depending on the agenda.  With regard to Board meetings J.A. noted that the network connection at Head Office was poor for virtual meetings but an investigation is being carried out to see if hybrid meetings would be possible at Clydebank Leisure Centre.  D.McB. noted that the Articles of Association may be required to be changed to facilitate hybrid meetings, J.A. to investigate; and
  5. J.A. noted that he will be contacting the newly appointed Directors to carry out their induction in the coming weeks.

Next Meetings:

Appeals Committee: Wednesday 8 June 2022, 1.30pm

  • Joint Consultative Forum TBA
  • Appeals Committee: Wednesday 10 August 2022, 1.30pm
  • Audit & Risk Committee: Thursday 11 August 2022, 5pm
  • Health & Safety Committee: Friday 12 August 2022, 1.30pm
  • Board Meeting: Thursday 25 August 2022, 6.00pm (Location TBC)

 

Signed:    ___ David McBride (Chair)____                    

Board of Directors Meeting Number: 46

Thursday, 26 May 2022

Agenda:

1. Welcome, Introductions & Apologies

2. Appointment of Chairperson

The requirement to appoint a new Chairperson from within Partner Directors by the Board of Directors due to William Hendrie no longer being an Elected Member of West Dunbartonshire Council

3. Declaration of Interest

To receive declarations of interest by Directors relating to items contained within the agenda

4. Minutes of Meeting of 24 February 2022 & 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 6 to 11

Reports For Monitoring:

5.1 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 382 – pages 12 to 14

5.2 Workforce Monitoring Report 4th Quarter 2021/22

Report to provide the Board with key employment information for the period 1 January to 31 March 2022 (4th Quarter)

Report No 383 – pages 15 to 19

5.3 Performance Report 4th Quarter 2021/22

Report to advise the Board of the key performance areas for the trust for the period 1 January to 31 March 2022 (4th Quarter)

Report No 384 – pages 20 to 44

5.4 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 385 – pages 45 to 53

5.5 Annual Health & Safety Review 2021/22

Report to advise the Board of the Health and Safety performance during 2021/22. Report No 386 – pages 54 to 58

5.6 Business Strategy – Second Year Update

Report to advise the Board of the progression of the three year Business Strategy 2020 – 2023

Report No 387 – pages 59 to 68

5.7 Aquatics Strategy – Second Year Update

Report to advise the Board of the progression of the three year Aquatics Strategy 2020 – 2023

Report No 388 – pages 69 to 81

5.8 Mental Health Charter Action Plan Update

Report to advise the Board of the progression of the Mental Health Charter Action Plan Report No 389 – pages 82 to 90

5.9 Implementation of Proposed New Delivery Model Update

Report to update the Board on the implementation of the proposed new delivery model Report No 390 – pages 91 to 114

Reports for Noting:

7.1 Committees Update

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

Report No 392 – pages 116 to 123

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 13 April 2022

9. Any other Competent Business

Next Meetings:

  • Appeals Committee: Wednesday 8 June 2022,30pm

  • Appeals Committee: Wednesday 10 August 2022, 30pm

  • Audit & Risk Committee: Thursday 11 August 2022, 5pm

  • Health & Safety Committee: Friday 12 August 2022, 30pm

  • Board Meeting: Thursday 25 August 2022, 00pm (Location TBC)

West Dunbartonshire Leisure Trust

Note of Board Meeting 25 August 2022

Present:

  • David McBride (DMcB) Partner Director (Chair)
  • David Marshall (DM) Independent Director (Vice Chair) (via video)
  • Tony Waclawski (TW) Independent Director
  • Clare Steel (CS) Partner Director
  • Gordon Scanlan GS) Partner Director
  • David Smith (DS) Independent Director
  • David McCowan (DMcC) Independent Director
  • Tony Dempster (TD) Employee Representative Director

Apologies:

  • Charlie Gibson (CG ) Independent Director
  • Amanda Graham (AG) W.D.C. Partnership Manager

In Attendance:

  • John Anderson (JA) General Manager (WDLT)
  • Fiona McGuigan (FMcG)Company Secretary (WDLT)
  • Bobby Kerr (BK) Dev Officer (WDLT) (Minutes)

 

1. Welcome, Introductions and apologies

David McBride (Chair) welcomed everyone to the meeting and asked for a short introduction from those in attendance.

2. Declaration of Interest

There were no declarations of interest.

3. Minutes of meeting 26 May 2022 and Matters Arising

Minutes were agreed as an accurate record.

Matters Arising

There were no matters arising.

Reports for Monitoring

4.1 Financial Report

Report 393 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 30 June 2022.

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.

4.2 Workforce Monitoring 1st Quarter 1 April to 30 June 2022

Report 394 was submitted by the General Manager to provide Board with employment information for the period 1 April to 30 June 2022

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 produce a 6 monthly and annual absence comparison with the Council and other Leisure Trusts if they are willing to share such information.

4.3 Performance Report 1st Quarter 1 April to 30 June 2022

Report 395 was submitted by the General Manager to advise the Board of the key performance areas for the Trust for the period 1 April to 30 June 2022.

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) that all programmes, festivals / events and services should be inclusive and ensure that all individuals have the opportunity to attend where appropriate; and that opportunities for those individuals with additional support needs are provided.

T.W. joined the meeting.

4.4 Investment Projects Update

Report 396 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.

4.5 Performance Measurement 2021-2022

Report 397 was submitted by the General Manager to provide the Board with an update on the outcome of the Performance Measurement for 2021/22.

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 update the report with regards to a number of minor inaccuracies within the Variance columns.

4.6 Implementation of Proposed New Delivery Model Update

The General Manager provided a verbal report on the progression of the consultation process of the proposed new delivery model.

Directors heard that to date there had been no alternative proposals submitted by Active Schools, Sports Development staff or Trade Unions throughout the consultation exercise including the opportunity at two JCF meetings. A final report with recommendations which will include an impact assessment is due to be submitted to the November Board meeting following the conclusion of the consultation process, which is now scheduled for the end of September for the Board to consider.

Reports for Approval

5.1 Re-Investment of Surplus Funds

Report 398 was submitted by the General Manager to seek the approval of the Board for expenditure for an investment project detailed in the attached appendix.

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 attached appendix; and

(2) to approve expenditure for the purchase of replacement spin bikes as detailed in the attached appendix.

5.2 Service Charges Posties Park Athletics & Denny Civic Theatre

Report 399 was withdrawn and will be submitted at a future Board meeting.

Reports for Noting

6.1 Committees Update

Report 400 was submitted by the General Manager to provide the Board with an update and copies of all Committee minutes for the period 1st April to 30 June 2022.

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 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 Chairman by Wednesday 12 October 2022.

8. Any other Competent Business

(1) West Dunbartonshire Council recruitment Freeze - GS asked if there would be a similar freeze within the Leisure Trust. JA said that the majority of posts were front line and therefore recruitment was essential to minimise the effect of the service and income. Non-essential roles would not be filled at this time.

(2) Free Juvenile Summer Swimming & Gym Initiative - DMcB asked JA for an update. JA said that the initiative proved very successful and noted that he would submit a report to the next Board meeting.

9. Next Meetings

  • AGM: Thursday 8 September 2022, 6pm
  • Appeals Committee: Wednesday 5 October 2022, 1.30pm
  • Health & Safety Committee: Friday 28 October 2022, 1.30pm
  • Audit & Risk Committee: Thursday 10 November 2022, 5pm
  • JCF Meeting: Tuesday 15 November 2022, 10am
  • Board Meeting: Thursday 24 November 2022, 6.00pm (Location TBC)

 

Signed ___________David McBride (Chair)______________

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 26 May 2022 & Any Matters Arisen

To consider the accuracy of the minutes and to receive verbal reports on action taken to progress issues referred for action
Minutes - page 5 to 9

Reports For Monitoring

4.1 Financial Report

Report 393 to advise the Board on the financial performance of the revenue and capital budgets

4.2 Workforce Monitoring Report 1st Quarter 2022/23

Report 394 to provide the Board with key employment information for the period 1 April to 30 June 2022 (1st Quarter)

4.3 Performance Report 1st Quarter 2022/23

Report 395 to advise the Board of the key performance areas for the trust for the period 1 April to 30 June 2022 (1st Quarter)

4.4 Investment Projects Update

Report 396 to advise the Board of new projects/purchases the General Manager has approved and the progression of Investment Projects which have previously been approved

4.5 Performance Measurement 2021/22

Report 397 to advise the Board of the Performance Measurement for 2021/22

4.6 Implementation of Proposed New Delivery Model Update

Verbal update to the Board on the implementation of the proposed new delivery model

Reports for Approval

5.1 Surplus Funds

Report 398 to seek the Board's approval for Expenditure from the Designated Funds

5.2 Service Charges Posties Park Athletics Track & Denny Civic Theatre

Report to seek Board approval for Service Charges for the new Posties Park Athletics Track and the to be refurbished Denny Civic Theatre - Report withdrawn

Reports for Noting

6.1 Committees Update

Report 400 to update the Board on Committees during the period 1 April to 30 June 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 October 2022

8. Any other Competent Business

9. Next Meetings

  • AGM: Thursday 8 September 2022, 6pm
  • Appeals Committee: Wednesday 5 October 2022, 1.30pm
  • Health & Safety Committee: Friday 28 October 2022, 1.30pm
  • Audit & Risk Committee: Thursday 10 November 2022, 5pm
  • JCF Meeting: Tuesday 15 November 2022, 10am
  • Board Meeting: Thursday 24 November 2022, 6.00pm (Location TBC)

Annual General Meeting Number: 10

Thursday, 8 September 2022

Agenda

1. Welcome & Introductions     

2. Declaration of Interest

To receive declarations of interest by Directors relating to items contained within the agenda      

3. Minutes of Annual General Meeting of 16 September 2021 and any Matters Arising

To consider the accuracy of the minute and to receive verbal reports on action taken to progress issues referred for action                   

Minutes – pages 5 to 8

Chairperson’s Report

Verbal report from the Chairperson

Reports for Approval

5.1 Audited Accounts and WDLT Annual Report 2021-22

To seek approval from the Board for the final audited financial accounts for the period to 31 March 2022 and the WDLT Annual Report for 2021/22.

Report No 401 – pages 9 to 97

5.2 Articles of Association

A Special Resolution to seek approval from the Board for changes to the current Articles of Association.      

Report No 402– pages98 to 99

5.3 Schedule of Board & Committee Meeting 2023/24

Report to seek approval from the Board for the implementation of the schedule of Board and Committee Meetings for the financial year 2023/24 and agreement of Director representation at Committee Meetings

Report No 403 – pages 100 to 103

5.4 Retirement of Independent Directors and Appointment of Chairperson and Vice Chairperson

To advise the Board of the Retirement of Independent Directors and the appointment of a Chairperson and Vice Chairperson                          

Report No 404– pages 104 to 106

Reports for Monitoring

6.1 Attendance at Board Meetings

To advise the Board of the attendance levels of Directors at Board Meetings since the last AGM in September 2021.   

Report No 405 – pages 107 to 109

Presentation – Review of Last Ten Years

West Dunbartonshire Leisure Trust

Note of Annual General Meeting 8 September 2022

Present:             

David McBride (DMcB) Partner Director (Chair) (via video)
David Marshall (DM) Independent Director (Vice Chair)
David Smith (DS) Independent Director
Tony Waclawski (TW) Independent Director
Gordon Scanlan (G.S.) Partner Director
Charlie Gibson (C.G.) Independent Director

Apologies:        

Cllr Clare Steel   Partner Director
Fiona McGuigan (FMcG) Company Secretary (WDLT)                       

In Attendance:   

John Anderson (JA) General Manager (WDLT)
Gillian McNeilly (G.McN) Finance Manager (W.D.C)
Jenny Simpson (JS) Wylie & Bissett (External Auditor)
Bobby Kerr (BK) Development Officer (WDLT) Minutes                           

1. Welcome, apologies and introductions

Councillor David McBride Chair, welcomed everyone to the 10th Annual General Meeting and West Dunbartonshire Leisure Trust and advised of the apologies received from Councillor Clare Steel and W.D.L.T. Company Secretary Fiona McGuigan.

2. Declaration of Interest

It was noted that there were no declarations of interest in any of the items of business on the agenda.

3. Minutes of meeting 16 September 2021 and Matters Arising

The minutes were submitted and approved as a correct record.  There were no matters arising.

4. Chairperson’s Report

It gives me pleasure to present my report to you for the year ending 31 March 2022 and firstly I would like to thank our previous Chair, William Hendrie for his contribution in leading the organisation through the COVID pandemic and the many restrictions we faced when we reopened our services at the end of April 2021.

The last financial year was the 10th anniversary of the organisation’s incorporation in April 2012, since then, over 11.5 million activity attendances have been recorded even though over the last two years we like the rest of the world have been faced with prolonged closures and many restrictions due to the global COVID pandemic.

The financial year saw the Trust not only operate within budget but also achieve an operating surplus of £103,916. This is despite the economic disruption caused by the COVID pandemic in the backdrop of which we have been operating a severely impacted service for the majority of the year. As a non-profit registered charity we will reinvest 100% of surplus funds which will allow the Board to look at potential reinvestment into West Dunbartonshire Leisure Trust over the coming years.

In addition there is also a surplus in our Retirement Benefit Scheme of £3,400,000 which must also be taken into account, which has turned the operating profit into an overall net surplus of £3,503,916.

Our focus continues to be providing the best possible service to the residents of West Dunbartonshire as we continue to recover from the pandemic and face the impact of the many financial challenges we will encounter in the coming years. The pandemic has and will continue, to impact how we operate therefore we will continue to seek out new and novel ways to provide our services. I am confident as an organisation and with support from the local authority we will meet these challenges head on and through making difficult decisions we will recover and continue to be able to achieve our mission of ‘Inspiring Healthy and Active Communities’.

To conclude I would like to take this opportunity to thank our employees, Board of Directors, West Dunbartonshire Council and all strategic partners for their dedication and commitment over the previous 12 months, as well as our valued customers for all their ongoing loyalty and support.

Reports for Approval

5.1 Audited Accounts and WDLT Annual Report 2021 - 2022

The final audited financial accounts for the period to 31 March 2022 (report 401) were submitted for approval from the Board along with the Annual Report for 2020-2021

Having heard the General Manager, Finance Manager and External Auditor in further explanation of the financial aspect of report 353, and in answer to Board Member’s questions, the Board agreed:-

(1) to note the content of the report and Wylie & Bisset’s WDLT Annual Report to the Board of Trustees on the External Audit for the Year Ended 31 March 2022 (Appendix 1) and the Draft Annual Report 2021-2022 (Appendix 2); and

(2) to approve the Trust’s Annual Report 2021/2022 and for the Chair and Vice Chair to sign the Letter of Representation contained within Appendix 1; and

(3) to thank staff at Wylie & Bisset and officers at West Dunbartonshire Council’s Finance section and the Trust for their work in producing the accounts.
(4) to thank Jenny Simpson for her assistance over the last ten years as she will be moving on from Wylie & Bisset at the end of the year.

Jenny Simpson left the meeting

5.2 Article of Association

Report 402 was submitted by the General Manager to seek approval from the Board to seek the Board’s approval to amend the Articles of Association to allow virtual meetings to be utilised.

Having heard the General Manager in further explanation of the financial aspect 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 proposed amendments to W.D.L.T.’s Article of Association ; and

(3) to request the Company Secretary to inform Companies House and OSCR of the approved amendments.

5.3 Schedule of Board & Committee Meetings 2023 / 2024

Report 403 was submitted by the General Manager to seek approval from the Board for the implementation of the schedule of Board and Committee Meetings for the financial year 2023/24 and agree representation at Committee Meetings

Having heard the General Manager in further explanation of the financial aspect 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 schedule of Board and Committee Meetings for 2023/24; and

(3) to approve the Director Representation at Committee Meetings including the appointment of two further Directors to the Appeals Committee. Cllr Gordon Scanlan (proposed by D.McC and seconded by T.W.) and David McCowan (proposed by T.W. and seconded by D.M. and the appointment of David McCowan (proposed by T.W. and seconded by D.S.) to the Audit & Risk Committee to replace Charlie Gibson; and

(4) to ask the General Manager to source training for the new Directors appointed to the Appeals Committee; and

(5) to allow meetings to be held virtually if approved by the Committee members.

Councillor David McBride left the meeting.

5.4 Retirement of Independent Directors and Appointment of Chairperson and Vice Chairperson

Report 404 was submitted by the General Manager to advise the Board of the process for the Retirement of Independent Directors and the appointment of a Chairperson and Vice Chairperson.

The General Manger advised that in accordance with Article 62 of the Articles of Association, there is a requirement for two Independent Directors to retire who have been longest in office since they were last appointed or re-appointed, those being Tony Waclawski and David Smith. Under article 62, both retiring Independent Directors shall be eligible for re-appointment and both were re-elected. There is also a requirement to appoint Chairperson from Independent Directors and a Vice Chairperson from the Partner Directors.

Having heard the General Manager advise of the process of electing the Chairperson and Vice Chairperson, David Marshall was nominated and elected to the post of Chairperson by D.S. and seconded by C.G. For the post of Vice Chairperson, D.McB was nominated by D.S. and seconded by T.W.

Reports for Noting

6.1 Attendance at Board Meetings (September 2020 – August 2021)

Report 405 was submitted by the General Manager to advise the Board of the attendance levels of Directors at Board Meetings since the last Annual General Meeting on 16 September 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.

7. There followed a presentation by the General Manager covering the past 10 years of the Leisure Trust

(1) D.M. asked the General Manager to consider including a General Manager Annual Review (presentation) at future Annual General Meetings.

8. A.O.C.B

No further business was raised.

The meeting concluded by D.M. thanking everyone for attending.

Signed:          Councillor David McBride (Chair)