Glenurquhart Road
Inverness
IV3 5NX
6 December 2017
Please ask for: Miss Jane Maclennan
Telephone: (01463) 702121
To: Directors of the Board of High Life Highland
| Tom Heggie | Linda Munro |
| Andrew Jarvie | Ken Nicol |
| Tracy Ligema | Ian Ross |
| Donald McLachlan | Donald Somerville |
| Duncan Macpherson | Mark Tate |
| Ella MacRae | Jenny Welch |
Dear Director
A meeting of the Board of HIGH LIFE HIGHLAND will take place in the CANAL PARK PAVILION, INVERNESS on WEDNESDAY 13 DECEMBER 2017 at 2.00 pm.
Yours faithfully
STEWART FRASER
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 as extracted from the High Life Highland Business Plan 2015-19.
4. Confirmation of Minutes PP 2-14
The following Minutes are circulated for approval:-
i. Board Meeting held on 22 August 2017 (pp 2-7); and
ii. Finance and Audit Committee held on 13 November 2017 (pp 8-11)
and for noting:-
iii. High Life Highland (Trading) held on 22 August 2017 (pp 12-14).
5. Matters Arising – Board Meeting of 22 August 2017 PP 15-16
There is circulated, for information, matters arising from the meeting of the Board held on 22 August 2017.
The Board is invited to note the position.
GOVERNANCE
6. Board Work Plan and Meeting Dates PP 17-29
There is circulated Report No. HLH23/17 dated 29 November 2017 by the Chief Executive setting out the Board Work Plan for High Life Highland for 2018.
The Board is invited to:-
i. comment on and agree the Work Plan in Appendix A of the report;
ii. agree meeting dates and timings for the main company as detailed in paragraph 4.1 and summarised in Appendix B of the report;
iii. note that the Trading Company will be meeting a minimum twice yearly as detailed in paragraph 4.1 and summarised in Appendix B of the report;
iv. agree meeting dates for the Finance and Audit Committee as detailed in paragraph 4.2 and summarised in Appendix B of the report; and
v. note the position relating to Directors’ facility visits.
STRATEGY
7. European General Data Protection Regulations PP 30-34
Taking into account that Directors are likely to hear increasing references to European General Data Protection Regulations (GDPR) in the press and media as the May 2018 implementation date moves closer, there is circulated Report No. HLH24/17 dated 29 November 2017 by the Chief Executive summarising the steps required by the charity to prepare for the European GDPR which will come into effect on 25 May 2018.
The Board is invited to:-
i. note and comment on the content of the report;
ii. note that key HLH personnel will continue to liaise with colleagues in the Highland Council to ensure the charity is preparing as far as reasonably practicable for the implementation of the GDPR legislation; and
iii. agree that the charity’s Data Protection Officer be a shared service with the Highland Council.
8. Budget Planning 2018/19
The Chief Executive will give a presentation on the beginning of planning for the budget changes for financial year 2018/19.
The Board is invited to note the position.
QUALITY AND PERFORMANCE
9. Finance Report PP 35-47
There is circulated Report No. HLH25/17 dated 29 November 2017 by the Chief Executive providing an update on the financial performance of High Life Highland for the seven months of the financial year to October 2017.
The Board is invited to:-
i. note the results for the period report a positive variance of £61,104;
ii. note the projected final outturn for the year is a surplus to budget of c. £100k;
iii. note the award of contracts as detailed in paragraph 4.4 of the report;
iv. note HLH is operating well within Teckal parameters;
v. note the transfer of the Council’s 3rd sector grant funding for North Coast Leisure, Bettyhill to HLH; and
vi. agree to homologate the procurement decision to award the contracts (exceeding the OJEU levels) for Goods for Re-sale and Catering Provision at Strathpeffer Pavilion in paragraph 4.2 of the report.
10. Performance Report PP 48-78
There is circulated Report No. HLH26/17 dated 23 November 2017 by the Chief Executive presenting performance information for the period July to September 2017.
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;
iii. note that the Highland Council’s People Committee agreed that HLH had met or exceeded the outcomes expected in the Service Delivery Contract with the Council for the period November 2016 to June 2017;
iv. note that the number of complaints continues to be low; and
v. note the positive contribution made by HLH to the Council’s annual survey of performance and attitudes.
11. Human Resources PP 79-125
There is circulated Report No. HLH27/17 dated 30 November 2017 by the Chief Executive updating Directors on Human Resources activity for July to September 2017 including a quarterly report on absence, disciplinary and grievance issues.
The Board is invited to:-
i. note and comment on the content of the quarterly HR report including the update on the staffing establishment; and
ii. comment on and approve the policy statement on the provision of alcohol.
12. Marketing and Communications Update PP 126-136
There is circulated Report No. HLH28/17 dated 29 November 2017 by the Chief Executive providing an update on progress made in implementing the 2015-19 Marketing and Communications Plan.
The Board is invited to comment on and note the update.
13. Chair/Chief Executive’s Updates PP 137-141
There is circulated Report No. HLH29/17 dated 30 November 2017 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:-
i. comment on and the updates; and
ii. agree to the request to operate the 3G synthetic sports pitch and MUGA in Golspie for a ten year period when it is developed.
CONFIDENTIAL
The Board is asked to resolve that the following items be restricted to only those Directors and officers requiring to remain in attendance.
14. Possible Transfer of Music Tuition Services from the Highland Council to High Life Highland PP 142-162
There is circulated separately to Directors Report No. HLH30/17 dated 30 November 2017 by the Chief Executive.
The Board is invited to agree the recommendations.
15. Contract Award PP 163-172
There is circulated separately to Directors Report No. HLH31/17 dated 29 November 2017 by the Chief Executive.
The Board is invited to approve the recommendation.
