Glenurquhart Road
Inverness
IV3 5NX
22 March 2012
Please ask for: Miss J Maclennan
Telephone: (01463) 702132
PRIVATE & CONFIDENTIAL
TO: ALL DIRECTORS OF THE BOARD OF HIGH LIFE HIGHLAND
| Peter Corbett | Bette McArdle | Jaci Douglas |
| Donald McLachlan | Douglas Graham | Drew Millar |
| Craig Ewan | Kenneth Nicol | Linda Kirkland |
| John Watt | Thomas Prag | Laurence Young |
Dear Director
MEETING OF THE BOARD OF HIGH LIFE HIGHLAND – 29 MARCH 2012
A meeting of the Board of HIGH LIFE HIGHLAND will take place in OSPREY ROOM, HIGHLAND FOOTBALL ACADEMY, JUBILEE PARK, DINGWALL on THURSDAY 29 MARCH 2012 at 2.00 P.M.
A note of the business to be transacted at the meeting is appended.
I trust that it will be convenient for you to attend.
Yours faithfully
MICHELLE MORRIS
COMPANY SECRETARY
BUSINESS
1. Apologies for Absence
2. Declarations of Interest
Directors are asked to consider whether they have an interest to declare in relation to any item on the agenda for this meeting. Any Director making a declaration of interest should indicate whether it is a financial or non-financial interest and include some information on the nature of the interest. Advice may be sought from Officers prior to the meeting taking place.
MAIN PAPERS – PART 1
3. Good News Items PP 1- 23
There is circulated Report No. HLH1/12 dated 19 March 2012 by the Chief Executive presenting a sample selection of items which represent the successful work being carried out by High Life Highland throughout the Highlands and across all areas of work.
The Board is invited to note the good news items presented.
4. Confirmation of Minutes PP 24-46
The following Minutes are circulated:-
i. Board Meeting held on 8 December 2011, for approval (pp 24-31);
ii. Heritage Strategy Project Group held on 28 November and 12 December 2011, for approval (pp 32-36);
ii. High Life Highland (Trading) Board held on 11 January 2012, for noting (pp 37-42); and
iii. Finance and Audit Committee held on 27 February 2012, for approval (pp 43-46).
In addition, the following Minute will be tabled:-
iv. Finance and Audit Committee held on 26 March 2012, for approval.
5. Matters Arising – Board Meeting of 8 December 2011 P 47
There is circulated, for information, matters arising from the meeting of the Board held on 8 December 2011.
The Board is invited to note the position.
6. Revenue Budget 2011/12 – Financial Performance PP 48-51
There is circulated Report No. HLH2/12 dated 19 March 2012 by the Chief Executive providing Directors with an update on the financial performance of High Life Highland and its Trading Company for the six months ended 31 March 2012.
The Board is invited to note:-
i. the forecast underspend to 31 March 2012 is £122,000 and that this amount will initiate the company’s reserves; and
ii. the contract for the provision of retail sales services has been awarded to SRS leisure Limited.
7. 2012/13 Operating Budget PP 52-57
There is circulated Report No. HLH3/12 dated 19 March 2012 by the Chief Executive providing Directors with a summary of the operating budget for 2012/13, together with details of savings measures implemented as a consequence of the year on year service fee reduction.
The Board is invited to:-
i. note the service fee for 2012/13 has reduced by £812,000 from the previous year (based on a full financial year);
ii. note the gross budget for 2012/13 is £19.8m, a 2.8% reduction on 2011/12 (full year comparison);
iii. note the actions necessary to achieve £417,000 of budget savings have already taken place;
iv. note the actions necessary to achieve the required 2% efficiency target for 2012/13 and £88,000 income inflation target have been identified; and
v. agree the operating budget for 2012/13, as detailed in Appendix A of the report.
8. Draft Financial Regulations and Contract Standing Orders PP 58-59
There is circulated Report No. HLH4/12 dated 19 March 2012 by the Chief Executive seeking approval of the revised Financial Regulations and Contract Standing Orders.
An electronic copy of the draft Financial Regulations and Contract Standing Orders can be accessed using the following link:-
https://www.highlifehighland.com/about/board-meetings/financial-regulations
The Board is invited to:-
i. consider any changes to the Financial regulations following a special meeting of the Finance and Audit Committee on 26 March 2012; and
ii. approve the Financial Regulations and Contract Standing Orders.
MAIN PAPERS – PART 2
9. Human Resources PP 60-86
There is circulated Report No. HLH5/12 dated 19 March 2012 by the Chief Executive updating Directors on Human Resource activity including a quarterly report on absence, disciplinary and grievance issues. It also recommends three policies for adoption.
The Board is invited to:-
i. agree to adopt the Equal Opportunities Policy, as detailed in Appendix A of the report;
ii. agree to adopt the Harassment Policy, as detailed in Appendix B of the report;
iii. agree to adopt the Early Retirement/Redundancy Policy, as detailed in in Appendix C of the report;
iv. note the draft Staff Appraisal System guidance at Appendix D of the report, currently being piloted;
v. note the contents of the quarterly report including the update on the staffing establishment;
vi. agree that High Life Highland grant the Queen’s Jubilee Public Holiday; and
vii. agree that High Life Highland does not take part in The Highland Council staff survey and that a report is brought to a future High Life Highland Board recommending a format for a High Life Highland survey.
10. Quarterly Performance Report PP 87-93
There is circulated Report No. HLH6/12 dated 19 March 2012 by the Chief Executive updating Directors on the performance reporting against the requirements of the Service Delivery Contract with The Highland Council.
The Board is invited to note:-
i. that all performance indicators which the Council requires it to report on for a quarter three (October to December) are either on target or are complete; and
ii. that performance reporting to the Board will be developed in line with the High Life Highland Business Plan.
11. Health and Safety Annual Report PP 94-96
There is circulated Report No. HLH7/12 dated 19 March 2012 by the Chief Executive informing Directors of progress in amending systems inherited from The Highland Council for the use of High Life Highland and seeking approval of the format for future annual health and safety reports.
The Board is invited to agree:-
i. that Mr K Nicol act as lead Director for health and safety;
ii. that the Director for health and safety and the Vice Chairman attend quarterly strategic health and safety meetings with High Life Highland’s “competent advisor”; and
iii. that the format of future annual reports include the following sections:-
• Update from the strategic meetings
• Report on the annual audit of health and safety and the actions implemented as a result of any recommendations
• Update from meetings of staff representatives
• Report on health and safety statistics including the number of incidents, the number of reportable incidents and the actions taken as a result of these.
MAIN PAPERS – PART 3
12. Draft High Life Highland Business Plan PP 97-164
There is circulated Report No. HLH8/12 dated 19 March 2012 by the Chief Executive presenting the draft Business Plan for High Life Highland for 2012-15.
The Board is invited to comment on the draft High Life Business Plan for 2012-15 and agree the next steps in the business planning process.
MAIN PAPERS – PART 4
13. Averon Leisure Centre PP 165-186
There is circulated Report No. HLH9/12 dated 19 March 2012 by the Chief Executive informing Directors of the request by the Board of Averon Leisure Management Ltd for High Life Highland to adopt the management of the Averon Leisure Centre, Alness and to present a Business Case examining the costs, risks and benefits of continuing the management of the Centre through Averon Leisure Management Ltd against transferring the Centre to High Life Highland.
The Board is invited to agree to adopt the management of the Averon Leisure Centre, subject to the proposal and actions required contained within section 6.5 of the Business case being agreed by The Highland Council and the Board of Averon Leisure Management Ltd.
14. Risk Register PP 187-192
There is circulated Report No. HLH10/12 dated 19 March 2012 by the Chief Executive inviting the Board to approve an updated Risk Register for High Life Highland.
The Board is invited to agree:-
i. the updated Risk Register, as detailed in Appendix A of the report;
ii. that actions plans for those risks that are “above the line” are taken to the next meeting of the Finance and Audit Committee on 21 May 2012;
iii. that the Finance and Audit Committee monitor the risk register and action plans and the Board receives an annual report on risk management and updates on any substantial changes; and
iv. that a report on how staff may be involved in identifying and suggesting risks is taken to the next meeting of the Finance and Audit Committee on 21 May 2012.
The Board is asked to resolve that the following item be restricted to Directors and representatives from the Company Secretary’s office
15. Chief Executive – Job Evaluation Outcome
There will follow to Directors only Report No. HLH10/12 by the Company Secretary informing Directors of the outcome of the Chief Executive’s Job Evaluation.
