BOARD OF DIRECTORS MEETING MONDAY 8 MAY FROM 4.00PM VENUE – RCP For For Decision/ Noting Discussion Approval 1. Apologies & Declarations of Interest √ 2. Minutes and matters arising from meeting of 6 March 2017 √ 3. CEO Update √ 4. Reviews – Full Year 2016-17 (i) Finance & Usage Performance Review √ (ii) People Review √ (iii) Customer Experience √ (iv) Active Communities √ (v) Asset Management Plan √ (vi) Energy & Sustainability √ (vii) Health & Safety √ (viii) Board Attendance 5. Staff Survey √ 6. Governance Terms of Reference – Audit & Risk Sub Committee √ 7. Representatives Feedback (verbal update) √ MINUTES OF EDINBURGH LEISURE BOARD MEETING HELD AT THE ROYAL COMMONWEALTH POOL ON 6 MARCH 2017 AT 4.00PM Present: David Milne - Chair Richard Lewis - Vice Chair Jestyn Davies - Director Ken Goodlad - Director Scott Haldane - Director Doug McKenzie - Director Jackie Moran - Director Colin Mumford - Director Colin McMillan - Director In Attendance: June Peebles - Chief Executive Kevin Johnston - Commercial Director Remko Plooij - Director of Operations Karen Scott - Director of People David Bruce - Senior Education Manager, Sport & Lifelong Learning, CEC Item 1 - Apologies & Declarations of Interest & Welcome Apologies were received from Jeremy Balfour, Chas Booth, Agnes Petkevicius, Ron Cairns and Karen Doran. David Milne welcomed the group and offered thanks for attendance. Declarations of Interest No declarations of interest were noted at this point. Item 2 - Minutes & Matters Arising (i) Minutes The Board approved the Minutes from the meeting held on 5 December 2016. (ii) Matters Arising June Peebles advised the following: Item 6 (i). A high number of applications were received in response to the recent advertisement for the role of Customer Representative to succeed Gill Messenger who resigned in December 2016. The Board were supportive of the proposed process; a short list will be prepared and candidates invited to an initial interview. A second interview will then take place with Board [1] Members and recommendations on the appointment made to the Board. CEC’s Director of Communities & Families will also be consulted with on the appointment (as per the Funding Agreement). David Milne advised of a conflict of interest with one of the applicants and, as a result, would prefer to withdraw from the selection process. Scott Haldane and Jackie Moran volunteered assistance, subject to availability. Colin Mumford also indicated that he was happy to support and acknowledged that he knew one of the applicants. Item 3 – CEO Update (i) June Peebles highlighted key points within the report. Item 4 - Funding Agreement (i) June Peebles advised that the content of the Funding Agreement is the same as last year’s, however, council officials have advised that they wish to review the agreement to strengthen and build upon the existing partnership by updating the governance arrangements in place. Edinburgh Leisure are supportive of a review, recognising that the funding agreement needs updating in parts and that the newly created ‘Council Companies Hub’, will also impact on content. Approval was sought to sign the Funding Agreement 2017/18. (ii) The Board approved the request. Item 5 - Finance & Usage Performance Review (i) Kevin Johnston highlighted the following points: The net operating financial position for the period to 31 January 2017 is a surplus of £234K, £409K ahead of the budgeted £175K deficit. Customer visits are 2% ahead of target and last year. The forecast for the remaining 2 months of the year remains positive; laying strong foundations for 2017/18. (ii) Reference was made to the new website and the success of the on line joining functionality in the January campaign. The new website is also providing additional customer metrics. EL are working with the web developers to confirm reporting requirements. Doug Mckenzie enquired on the ability to report on the type of use e.g. concessionary use, membership type. Kevin Johnston advised that EL’s reporting capabilities allow for this. (iii) Jackie Moran enquired on the impact of EL’s investments. Kevin Johnston advised on the performance of Clip’n Climb and Gracemount, both are reviewed against initial business case. (iv) Discussion took place on the game’s legacy and children & young people participation trends. Colin McMillan noted no major decline in participation in clubs. [2] Item 6 - Board Representatives (i) No report from Agnes Petkevicius who had offered apologies due to illness. (ii) Colin McMillan advised of the work being done to increase the number of clubs joining Clubsport Edinburgh and also the partnership work with CEC. A.O.C.B (i) June Peebles advised of the international swimming event taking place at the RCP on 11-12 March. And of this year’s impending fundraising event for Edinburgh Leisure’s ‘Jump In’ programme. Board Members were invited to partake in both events. Date of Next Meeting 8 May, 4.00pm, RCP [3] REPORT TITLE: Chief Executive Update DATE: 8 May 2017 Agenda Item No: 3 CHIEF EXECUTIVE: Report Ref: ELREP992 June Peebles 1. Purpose: 1.1 To provide the Board with an update on matters since the last Board meeting that are not covered by other agenda items. 2. Decision: 2.1 No. 3. Recommendation: 3.1 N/A 4. Background: 4.1 Key business issues often do not always fall neatly within Board Agenda items or occur out with the quarterly review cycle. This report attempts to ensure that such issues are brought to the Board’s attention as well as sharing information on how we are delivering on our Purpose, Vision and Values. 5. Additional Information 5.1 See attached notes and appendices. 5.2 Further details can be obtained from June Peebles, telephone no 458-2100 or by email [email protected] [1] 6. ‘IInspiring Edinburgh to be a more active and healthy city’ 6.1 The company’s vision; inspiring Edinburgh to be a more active and healthy city applies to the people within Edinburgh Leisure as well as the wider Edinburgh populace; we want an active and healthy Edinburgh Leisure Team. We were therefore delighted to be awarded the Gold Healthy Lives Award in March ‘17. 7. Funding 7.1 Our external funding target for 2016/17 was £816K, we raised £708K; 13% short of target but 5% up on last year. This is a good result, appreciating the challenges in the fundraising environment. We are also delighted to start the new year on a strong footing with circa £500K secured to date. This money enables EL to do more to support participation and deliver positive outcomes in individuals and groups who face particular challenges. 8. Places 8.1 Work continues on finalising the accommodation schedule and layout of the new Meadowbank Sports Centre. The detailed project plan is being updated by CEC, however, at this juncture, we are still anticipating a closure towards the end of 2017. EL personnel are supporting CEC colleagues on the communications and engagement plan to advise stakeholders of the closure. CEC are also keeping us updated on progress regarding the disposal of the site adjoining Tumbles in Portobello (monies from the sale of the land is ring fenced for the Meadowbank project). 8.2 At the meeting on 20 March, CEC’s Culture & Sport Committee approved the recommendations to: progress the Hunter’s Hall project to RIBA Stage 4 (technical design) and for Edinburgh Leisure to take over the lead role in the project. The necessary approvals were also given at subsequent Council committees: Finance & Resources and Policy & Strategy. A meeting has been arranged with Council colleagues on 5 May to: support CEC’s internal ‘handover’ of the project, identify how we work with the Council to deliver the project especially with regards to procurement and governance arrangements and to identify project management arrangements to progress with the project. 8.3 Customers at Dalry and Warrender Swim Centre(s) have been enjoying and voicing their appreciative of the new gym equipment. The investments made in our fitness facilities throughout the year plus the ongoing product development, most [2] recently the new float fit classes at Ainslie Park, have all undoubtedly contributed to the increase in our overall membership length of stay; from 12.2 to 13.2 months. 9. Partnerships 9.1 The range of events hosted at EL venues ably showcases the expertise of EL employees to work with partners to deliver successful events. The list below details some recent hi-lights: • Meadowbank is hosting the local election count; the centre is closed from Tuesday 2 May to Friday 5 May, re-opening Saturday 6 May. Discussions are also underway regarding Meadowbank hosting the general election count. • The Royal Commonwealth Pool hosted a very successful Edinburgh International Swim Meet 9-12 March and next up is East District Grand prix on 26 May and the British Diving Championships on 30 May. • On a slightly smaller scale to the RCP, Glenogle Swim Centre delivered two swim galas recently for the local school plus a swim gala for all the children attending the centre’s swim lesson programme. • A variety of events have been taking place on our pitches and at Meggetland; Soccer 7s end of year festivals for primary schools, Scottish Hockey events, Scottish Rugby training and a large Blue Sky B corporate event. 9.2 Edinburgh Leisure’s customers have, for some years, enjoyed the services of the cafes operated by Skills Path Training at Leith Victoria Swim Centre and Craiglockhart Tennis Centre. The cafes employ training and employment opportunities for adults with additional support needs. We were therefore saddened to be advised by Skills Path Training, in March’17, that they would be withdrawing their service at Leith Victoria (end of June 2017) and their service at Craiglockhart Tennis Centre (date to be confirmed). They advised that this was due to changes in the funding arrangements with CEC and operating arrangements.