Board Meeting Minutes Minutes of the Board Meeting held at 10am on 22 January 2017 NSA Seminar Room, University of Stirling

Transcription

1 Board Meeting Minutes Minutes of the Board Meeting held at 10am on 22 January 2017 NSA Seminar Room, University of Stirling Present In Attendance Maureen Campbell (MC) Forbes Dunlop () David Carry (DC) Kerry Christie (KC) David Beattie (DB) Andy Figgins (AF) Graeme Marchbank (GM) John Mason (JM) Elizabeth Stewart (LS) Margaret Somerville (MS) Sharon MacDonald (SM) Deborah McGinniss (DM) Helen Plank (HP) Kirsten Phillips (KP) Kelly Sleight (KS) Chair Chief Executive President Vice President Director of Development Finance Manager/Company Secretary Marketing Manager Communications Manager Minute Taker Item No. 1. Chair s Address The Chair welcomed everyone to the Meeting, which is the first of The Chair expressed her congratulations to Helen Murray MBE and the Board's appreciation for the work she does for swimming in Scotland and for Scottish Swimming (SS). Action 2. Declarations of Interest None. 3. Apologies for Absence Apologies received from Elaine Mackenzie and Ally Whike. 4. Minutes of Previous meetings: Board and Council meeting 20 November 2016 DM proposed a change to item 7.4 to replace the last sentence with: "The Meeting agreed to appoint Walton Kilgour for one further term (a 3 year period)." SM proposed some typographical amendments as follows: Item "references to Swimfit"; and Item 9 "drew Board member's attention" and "national committees". The Meeting approved the minutes as amended. 5. Actions from previous meeting: 20 November 2016 All actions were agreed from the Board and Council meeting on 20 November 2016: LS highlighted an error in the reference to her initials. Item 8.2 the Meeting was advised that the ARC has discussed a process for identifying an independent member for ARC. JM suggested Council members be asked if they knew of suitable candidates, he also updated that we would ask sportscotland, if no candidates are identified we will then advertise. Item 9 GM requested more discussion around the CPO strategy and Project Ailsa. It was agreed both subjects would be covered at the April Board meeting. JM/MS /AW 6. Marketing and Communications Plan and Presentation HP introduced the plan and delivered a presentation with KP with an overview of the plan's philosophy, including a holistic approach to join up three corporate objectives with three core marketing objectives of: participation (more adults involved); clubs (more children on Learn to Swim); and performance (more partners and sponsors). The marketing plan is about growing these three core objectives by raising the profile of SS and capitalizing upon our success, which includes the success of our athletes as well as our Page 1 of 5

2 programmes. The presentation covered marketing, communications, digital and events and demonstrated how the four strands would work together / complement each other in supporting the delivery of the Corporate Objectives. Following conclusion of the presentation, questions and feedback were welcomed from the Board. highlighted to the Meeting that the marketing plan is tactical and intended to obtain feedback in order to address the gap of a high level marketing and communications strategy. The Meeting discussed the content of the presentation and highlighted the following points to be taken forward when implementing the plan by HP and KP: A joined up approach with clubs is required in respect of attempts to increase members to understand club capacity. Importance around local media the close relationship with Johnston Press was highlighted. Involvement of other sports is welcomed for example, triathlon at open water events. Some focus on the upcoming European Championships 2018 in Glasgow. Discussion around analytics and how data is used to understand the levels of and reasons for engagement. GM raised some clarification points in relation to earned and bought outward media and enforced the point made by JM on our relationship with sponsors in accessing the benefits sponsors can provide to SS. The importance and value of having members speak about and promote all aspects of swimming. Engagement across disciplines under the plan, some of the terminology will need to be amended to encompass all disciplines. Recognition of the value in working with our elite athletes to promote the sport The Chair requested clarification on when a high level marketing and communications strategy would be expected and advised that the intention was to prepare this next year. GM asked that the Management Report is used to provide the Board with an ongoing update against the KPIs in the plan. This is in addition to an annual paper to the Board. HP/KP The Chair thanked HP and KP for a good presentation and interesting discussion. 7. Items for Decision 7.1 Review of Board & Management Roles The Chair explained to the Meeting that this review is undertaken to ensure the Management Team has support. advised that the paper reflected the recent change in Board members and included a technical link for all Directors. invited comments from the Board and emphasised the value in Board engagement outwith Board meetings. The Board suggested that sponsorship and commercial should be dealt with by one Board member and GM agreed to take this forward with support from JM if required. advised that the Management Team would take action in respect of Board paper engagement. MGT Team 7.2 Performance Centre Update introduced the paper to the Meeting with a broad overview of each centres' developments and commented on the increase in swimmers' interest in remaining in Scotland and combining their higher education with swimming. There was a discussion on investment figures, particularly those within table 3 of the paper, advised that the annual figures would be used to guide and formulate four-year figures, clearly confirmation from sportscotland and British Swimming was required before anything could be finalised. further advised that the next step will be to start discussions with local partners around new partnership agreements for the Tokyo cycle. The Board approved the paper. 7.3 Financial Overview for DM introduced the paper and clarified some questions from JM in relation to the debtors figure in the balance sheet, which has reduced to around 30k, and confirmed that the reason for the higher stock figure was the introduction of the new framework as we still hold stock from the old framework. DM confirmed to the Meeting that the paper included draft projections due to unknown investment figures from sportscotland, BS, and potential new sponsorship. There was a discussion around the bank interest figure and consideration would be given to the Page 2 of 5 DM/DB

3 current risk adverse approach. The Meeting expressed its thanks to DM for looking after the accounts and ensuring a smooth process given the amount of transactions required and DM acknowledged the support of the Management Team. There was further discussion around considering the possibility of changing the company's financial year to align with the Olympic cycle. /DM Financial Accounts for year ending 31 Oct 2016 The Board approved the accounts for the AGM pack and agreed to include the budget within the pack. 7.4 AGM Issues Review of Annual Business Document & Annual Report introduced the document and advised the Meeting that there were still some final small changes being made. The Board was asked to feedback any changes to EM and DM asked for any changes to finance section Complaints Cover Paper introduced the paper, which was prepared following the discussion at the last Board & Council meeting. The recommendation within the paper is that the diagram is issued within the AGM pack. The Board agreed that this would be helpful. JM clarified who will take questions and the Board agreed that EM is best placed to answer questions from the AGM on the complaints process Any Other AGM Business verbal The Chair provided an overview of the AGM for the benefit of the new Directors and the Meeting clarified that the new complaints rules will be issued to members in advance of the AGM, as well as the information guide. 7.5 Approval of Discipline Fees advised the Meeting that two changes to open water fees were proposed, this is the first time that the fees have been increased since 2013 and the increase is required to cover additional and growing safety costs. further opined that he was comfortable that the prices remain competitive, and confirmed the addition of synchro entry fee, which has already been put in place by the diving committee. There was discussion around the understanding and awareness of members as to the cost of running national events and Kate Wallace, Events Manager will be asked to consider ways of communicating this. KW The Board approved the fees. 7.6 Approval of Co-opted members There was a discussion regarding the reasoning behind the Board approving the appointments and the Board approved the co-opted members detailed in the paper. 8. Items for Information & Discussion 8.1 Sponsorship Update introduced the paper and provided a quick update to the Meeting in respect of encouraging discussions with Scottish Water (SW) and interest from another potential sponsor. Generally, the approach will continue to focus energy on known / introduced contacts rather than cold calling. To this end the Board were asked to consider their own networks and potential contacts and introductions. Board There was a discussion on the strength of our brand and image library and the current opportunity to capitalize on recent success. KC suggested many potential partners will want to focus on health and employee engagement. There was a discussion on the UK / British approach to securing a new sponsor, updated that there was little change in position. The Chair acknowledged the good work and progress around sponsorship. 8.2 Audit & Risk Committee JM advised the Meeting that the scenario planning event would take place on 23 January After this event JM would discuss with the Mgt Team the most appropriate roll out. Page 3 of 5

4 updated the Meeting in respect of the sportscotland funding announcement delay and cuts to sportscotland s budget and lottery funding. There was discussion around procedural issues if there is a cut in funding and it was agreed that notice would be given for a Board meeting to be held after the AGM should the Board need to consider the sportscotland funding position. 8.3 Equality Update advised that the priority remains embedding equality throughout club network and trying to finalise the equality video. There was a discussion on implementation of a new transgender policy and advised that he awaited the IOC change but given that this could be delayed, he agreed to implement a policy, which would be subject to change if required and confirmed that Harper Macleod has offered to assist. 8.4 Child Protection Update gave an overview of recent developments around Child Protection and in particular the medias interest in PVG. presented a draft statement to the Meeting in hard copy, which will be sent to sportscotland and the content used to answer any media enquires and also for the up coming Health and Sport Committee round table discussion on Child Protection. There was a discussion around the content of the draft, together with clarification of the numbers included therein and comments on the wider actions that Scottish Swimming have taken over many years to help educated and provide a network of support for its members. The Chair highlighted the need for a consistent response to media enquiries and requested that any media enquiries are referred to the SS office. highlighted a specific concern with a member club that had shown little progress in identifying a CPO. The Board confirmed that unless this situation changes should write to the club outlining potential sanctions. There was a further discussion around District level CPOs, providing support to club CPOs or as clubs transitioned CPOs. This idea will be captured in a paper to the April Board meeting. 8.5 Swimming Trust Update - verbal JM advised that there had not been a swimming trust meeting since the last Board meeting but there had been traffic in respect of SwimSafe and concerns around the structure would continue to be raised. 9. Management Report Services advised the Meeting that the Editorial Board proposed to appoint Colin Kennedy for a year in place of MS whilst she is President and the Board agreed to this appointment. JM highlighted the need for a Board Member to link with the Editorial Board following his departure next year. advised that the Team Scotland Event Series was announced by Commonwealth Games Scotland. has expressed his frustration that Scottish Swimming were not advised in advance of the announcement. Development SM advised the Meeting that she and had met with the SPORTA Aquatics group which had been set up and meets twice per year. The discussion had focused on data collection around aquatics, ensuring every child learns to swim and workforce issues which local partners have across the country. Performance updated the Meeting that there had been a number of events and camps since December with a very busy national programme which puts pressure on the performance team to cover and manage. The team would continue to reflect on this and how we best manage and support staff. 10. Directors Reports verbal None. 11. British Swimming Update verbal The Chair advised the Meeting that BS had received a favourable outcome following UK Sport funding with plans now moving forward and there had been some movement of coaching personnel around performance centres with our support still in discussion. The recruitment of the new CEO is now underway and commercial sponsorship is still a concern for the BS \board but it is in a good position with the retention of performance directors until Tokyo Page 4 of 5

5 The Chair further advised that the schedule of BS \board meetings is still to be confirmed but it is proposed that the June meeting is held in Scotland and that the Scottish Board members will be invited to Dinner on the Friday evening. 12. AOCB provided an update on the 2018 European Championships and in particular the challenges around hosting the Diving and Synchronised swimming at the RCP in the time allocated. Alternative venues and solutions are being considered. also updated that a bid for the 2019 European Short Course Championships is being considered by Glasgow. The Chair thanked LS for her contribution to the Board over the past two years and a particularly great job as president for the past year and presented small gift as token of appreciation. LS thanked the Board and expressed her enjoyment for the past two years. 13. Date of Next Meeting(s): AGM meeting, Saturday 25 February, 10.30am, Pathfoot Building Board Meeting, Wednesday 26 April, 6.00pm, Harper Macleod Offices, City Point 65 Haymarket Terrace, Edinburgh EH12 5HD cc Board & Council Ewen Cameron, sportscotland Editorial Board National Chairs Harper Macleod Page 5 of 5