East Renfrewshire Culture & Leisure Ltd Minute of a Meeting of the Board of Trustees of East Renfrewshire Culture and Leisur
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East Renfrewshire Culture & Leisure Ltd (A company which is a Scottish Charity (Scottish Charity Number SC0045726) incorporated in Scotland under the Companies Act with company number SC486489) Minute of a Meeting of the Board of Trustees of East Renfrewshire Culture and Leisure Ltd. Conference Call, on Tuesday 1st June 2021 at 3pm Present: Professor Grant Jarvie (Chair) (GJ) Andrew Allan (AA) Provost Jim Fletcher (JF) Councillor Barbara Grant (BG) Steven Larkin (SL) Councillor Colm Merrick (CM) Dr Noreen Siddiqui (NS) Attending: Anthony McReavy, Chief Executive (AMcR) Karen Storie, Director of Finance and Commercial Services (KS) Moira McFadden, Head of Communities and Arts (MMF) Robert Hammond, Head of Operations (RH) Ian Pye, Head of Sports & Physical Activity (IP) Jude Smith, Head of Marketing (JS) Angela Burgess (minute taker) (AB) Apologies: Rob Crusher (RC) Councillor Paul O’Kane (PO) Scott Simpson, Head of Library and Information Services (SS) 1. Welcome & Introductions The chair welcomed everyone and thanked them for joining this conference and hoped everyone was safe and well. 2. Preliminaries (including apologies and quorum) Apologies were received from Rob Crusher and Councillor Paul O’Kane. The Chair confirmed there are no Declarations of Interest and the meeting is Quorate. 3. Minutes of previous meeting These were discussed and approved by the Board. 4. Matters arising Agenda item 5 Set up engagement with Management and Staff via online – this will be carried forward. 5. CEO Scorecard & Business Performance Report AMcR presented the Q4 performance results. This demonstrated that during the period services were primarily closed for the quarter due to Covid19 restrictions. Customer complaints are down. The Service Level agreements are not progressing until business resumes. AMcR was asked to provide an overview of the current status of services / activities: Staff across the Trust are working at the Vaccination and Asymptomatic Centres. Focus has been on online bookings and outdoor fitness classes with a 75% occupancy rate. Arts & Theatre activity has continue with online shows and classes. They have also been involved with Tec School working with Education and the Enrichment Programme working with HSCP. Community Facilities have about 9 halls open. These include Carmichael Hall for the Vaccination Centre, Clarkston Hall for the Enrichment Programme and Eastwood House for HSCP training as well as use of Education for additional classrooms. Leisure Centres all open with the exception of Eastwood High School. Giffnock, Barrhead and Mearns libraries are open with Clarkston ready to open after its refurbishment. Active Schools working alongside schools. Live Active have continued to operate online Online and Outdoor fitness classes have continued. Free online Vitality Classes have continued. AA asked if we could prepare a 1 page document showing what has restarted, how many staff on furlough or flexi furlough and number of staff back. AMcR agreed and that this would be a standing agenda item at future Boards until restrictions were removed. NS would like it noted that all sections have been excellent in creating vibrant communities, upgrading digital skills and the feedback from customers is amazing. Staff are adjusting to this new environment. 6a. Audit Planning Memo The Board is asked to approve the Wylie & Bisset Audit Plan for year ended 31 March 2021. It was noted that the format and content of the audit planning memorandum was standard and the timelines will allow for the Annual Report and Accounts to be presented at the Board meeting scheduled for 17 August 2021. The Audit Planning Memorandum was approved by the Board. 6b. 2020/21 FY Draft Financials and Commentary The financials were taken as read, with an overview of the key points provided by KS. AA asked how long the NHS have committed to use our facilities. RH said the current expectation was out to Sept/Oct 21. We are still in communication with the NHS regarding formalising the Licence to Occupy agreement. We also meet regularly with NHS Head of Planning regarding long term planning. BG asked if the payment from NHS will cover our expenses and staffing at the Vaccination Centres. AMcR replied that the re-charge was on a full recovery basis. The draft year end financial position benefited from effective decision making from the management team in the work done with regards to furlough claims and managing a phased recovery. 7a. ERCL People Strategy 2021 -2026 CM gave an overview of these documents. The Board approved the adoption of this document. 7b. Annual H&S Report & H&S Policy Annual Approval RH gave an overview of the document and stated that due to COVID, H&S activities such as Fire Risk Audits etc. have been delayed. In addition with very restricted operations our Annual Incident levels have reduced significantly. During 2020/21 we had 5 incidents. We set a 2 two year set of H&S objectives, the completion of which we plan to conclude by March 2022. With limited activity during this year there is no proposed amendments to the Health and Safety Policy. 8. Risk Register Update AMcR gave an overview of the Risk Register with 1 risk increased, 3 risks amalgamated & increased and 5 risks removed. 9. AOCB GJ said the Staff Awards evening was a great success and well supported by staff. AMcR said the online format was different for everyone and was well hosted by a Performance Arts group and it worked well. Staff who won awards were humbling in their response. This year we received a large number of nominations for each category and therefore selected 3 winners per category instead of one. All nominees also received a small gift to say thank you. BG said the Management Team had done a great job over the last year. She wanted to know if staff are aware how anxious some customers will be returning to normal activities and are they giving customer some reassurances. AMcR agreed and said staff are giving customers encouragement and assurances and recognise the anxieties some people may have. We have also experienced a few customers being uncooperative and this can caused issues for staff on the frontline. Community Facilities have written and phoned customers to discuss when/how they wish to return. Sports Clubs have been contacted regarding returning. Matters Arising Agenda Action By Item no. 4 Agenda item 5 from previous minutes - Set up engagement with AMcR Management and Staff via online – this will be carried forward. 5 Prepare document with information on furlough, staff back at AMcR work and what facilities/activities have commenced for including at each Board meeting Approved by Board 3. Minutes of previous meeting The minutes of 16 February 2021 were approved by the Board 7a. ERCL People Strategy 2021-2026 Approved by the Board 7b. Annual H&S Report and Annual Re- Both documents approved by the Board approval of ERCL Health & Safety Policy Date of Next Meeting Tuesday 17 August 2021 .