Glenurquhart Road
Inverness
IV3 5NX
9 June 2016
Please ask for: Miss Jane Maclennan
Telephone: (01463) 702121
To: Directors of the Board of High Life Highland
| Jaci Douglas | Kenneth Nicol |
| Ken Gowans | Fraser Parr |
| Douglas Graham | Ian Ross |
| Michael Green | Mark Tate |
| Donald McLachlan | Donald Somerville |
| Ella MacRae | Jenny Welch |
Dear Director
A meeting of the Board of HIGH LIFE HIGHLAND will take place in the HIGHLAND ARCHIVE AND REGISTRATION CENTRE, BUGHT, INVERNESS on THURSDAY 16 JUNE 2016 at 2.00 pm.
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.
3. High Life Highland Purpose, Key Business Objectives and Corporate Values 2015-19 P 1
There is circulated summary of High Life Highland’s purpose, key business objectives and corporate values extracted from the High Life Highland Business Plan 2015-19.
4. Confirmation of Minutes PP 2-13
The following Minutes are circulated for approval:-
i. Board Meeting held on 15 March 2016 (pp 2-7);
ii. Finance and Audit Committee held on 27 May 2016 (pp 8-10);
and for noting:-
iii. High Life Highland (Trading) (draft) held on 15 March 2016 (pp 11-13).
5. Matters Arising – Board Meeting of 15 March 2016 PP 14-15
There is circulated, for information, matters arising from the meeting of the Board held on 15 March 2016.
The Board is invited to note the position.
6. Youth Convener Presentation – Summary of Year in Office
The Youth Convener will make a presentation summarising her term in office.
The Board is invited to comment on and note the presentation.
GOVERNANCE
7. Board/Committee Appointments
i. Membership of Duke of Edinburgh Award Scheme – Highland Award Partnership
Ms J Douglas has reached the end of her two year term and the Board is invited to consider her reappointment.
ii. Lead Director – Health and Safety
Mr K Nicol has reached the end of his two year term and the Board is invited to consider his reappointment. Mr D Finlayson, Director of HLH Trading (C.I.C.) has also agreed to act as a second lead Director for Health and Safety.
QUALITY AND PERFORMANCE
8. Finance Report PP 16-26
There is circulated Report No. HLH 9/16 dated 3 June 2016 by the Chief Executive providing an update on the financial performance of High Life Highland for the financial year 2015/16.
The Board is invited to note:-
i. the draft year end out-turn, subject to Audit, for 2015/16 for High Life Highland as detailed in Appendix A of the report shows a surplus of £247,714 to Unrestricted Reserves and a transfer to Restricted Reserves of £60,202 in respect of grant income;
ii. the changes to the approved budget for 2016/17;
iii. the update on the ongoing VAT investigations; and
iv. the award of contracts as detailed in Paragraph 8 of the report.
9. Update – Catering, Cleaning And Facilities Management PP 27-29
There is circulated Report No. HLH 10/16 dated 3 June 2016 by the Chief Executive providing an update on the progress the Highland Council is making in considering options for the future management of its catering, cleaning, facilities management and janitorial services, with one of the options involving the proposed transfer of all or part of these services to High Life Highland.
The Board is invited to:-
i. note and comment on the updated position, with particular attention to the issues raised in Paragraph 3 of the report, HLH Governance/Due Diligence; and
ii. agree to remit to Directors on the Finance and Audit Committee either by way of a formal meeting or email contact to assist the Chief Executive in forming a HLH view where required in advance of, or following on from, the Highland Council Members’ seminar on the 29 June 2016.
10. Performance Report PP 30-54
There is circulated Report No. HLH 11/16 dated 3 June 2016 by the Chief Executive presenting performance information for the period January to March 2016.
The Board is invited to:-
i. comment on the report and agree that the overall health check on the company for the period is assessed as green;
ii. note that the delivery of the business plan is assessed as green; and
iii. note the positive feedback from the Highland Council’s Education, Children and Adult Services Committee in relation to HLH’s delivery of the Service Delivery Contract.
11. Human Resources Report PP 55-58
There is circulated Report No. HLH 12/16 dated 27 May 2016 by the Chief Executive providing an update on Human Resources activity for January to March 2016 including a quarterly report on absence, disciplinary and grievance issues.
The Board is invited to note and comment on the content of the quarterly report including the update on the staffing establishment.
12. Annual Health and Safety and Environmental Compliance Report PP 59-80
As Directors will be aware, an important element of the Governance structure relating to the company’s Health and Safety and Environmental Compliance performance is the annual Health and Safety and Environmental Compliance Report. In this connection, there is circulated Report No. HLH 13/16 dated 26 May 2016 by the Chief Executive informing Directors about the performance of High Life Highland in terms of health and safety and environmental compliance.
The Board is invited to agree the annual Health and Safety and Environmental Compliance Report and, in doing so, note:-
i. that there were no enforcing officer notifications for improvement, nor enforcement action during 2015-16;
ii. that there were no environmental incidents reported to SEPA;
iii. the low number and low severity of incidents over the period reflecting continuing good practice across the company;
iv. that the Health and Safety Strategic Group continues to meet quarterly to review Health and Safety performance and on reviewing accident and incident trend data concluded that there are no issues arising from this which require companywide action;
v. that the annual external audit in 2015/16 identified that there was no company wide action required;
vi. the review of pool plant rooms undertaken in 2015; and
vii. and comment on the draft Safety Representatives Charter.
13. Board Review Action Plan PP 81-92
There is circulated Joint Report No. HLH 14/16 dated 31 May 2016 by the Chief Executive and Company Secretary presenting two items for consideration by Directors arising from the action plan of the High Life Highland Review and Appraisal Workshop held on 2 December 2015.
The Board is invited to:-
i. consider the business priorities proposed for 2016/17 and agree the list with additions/deletions as appropriate;
ii. review the remit and membership of each group listed in Appendix B of the report; and
iii. consider where additional input to the annual board work plan would be appropriate.
14. Marketing and Communications Update PP 93-102
There is circulated Report No. HLH 15/16 dated 2 June 2016 by the Chief Executive providing an update on progress made in implementing the 2015-19 Marketing and Communications Plan.
The Board is invited to note the update.
15. Chair/Chief Executive Updates PP 103-106
There is circulated Report No. HLH 16/16 dated 2 June 2016 by the Chief Executive providing Directors with information and the opportunity to discuss issues affecting High Life Highland and its work at an early stage.
The Board is invited to note:-
i. the updates reported to the ECAS Committee on 18 May 2016;
ii. the Regional Sports facility project update; and
iii. the development in tendering for sports and leisure facilities and to expect an update once the outcome of the process is known.
