Joint Board and Council Meeting Minutes

Transcription

1 Joint Board and Council Meeting Minutes Minutes of the Joint Board and Council Meeting held at 10am on 12 November 2017 Stirling Court Hotel Present In Attendance Guest Maureen Campbell (MC) Forbes Dunlop () Andy Figgins (AF) Graeme Marchbank (GM) John Mason (JM) Margaret Somerville (MS) Alison Low (AL) Moraig Macdonald (MM) Richie Metcalfe (RM) Les Rodger (LR) Fiona Crawford (FC) John Rough (JR) Janice Morgan (JMO) Derek McGown (DMC) Sharon MacDonald (SM) Elaine Mackenzie () Ally Whike (AW) Blair Prentice (BP) Sarah Pryde-Smith (SP) Kelly Sleight (KS) Ewen Cameron (EC) Chair Chief Executive Board Director Board Director Board Director President Vice President 1 Vice President 2 East President East Vice President Midland Council Member Midland Council Member West President West Vice President Director of Development Director of Services Director of Performance Editorial Board Club Development Manager Minute Taker sportscotland Partnership Manager Item No. Action 1. Chair's Address: The Chair welcomed everyone to the Meeting, in particular BP to advise on AGM preparations and SP to deliver a presentation on Strong Sustainable Clubs. The President echoed the Chair's welcome and expressed the Council's appreciation for all the work that went into the recent Parliamentary reception. 2. Declarations of Interest: MM declared an interest in item 8.3 as a parent. 3. Apologies for Absence: Board apologies received from David Beattie (DB), David Carry (DC) and Deborah McGinniss (DM). Council apologies received from Durno Jessiman (DJ) and Helen Smith (HS). 4. Minutes of Previous meetings: The minutes of the Board meeting held on 3 September 2017 were agreed as a true record. The minutes of the Council meeting held on 30 September 2017 were agreed as a true record, subject to amending item 8.4 to clarify that the discussion related to the financial burden of writing off excess stock and whether this was putting providers off using the new certificates. 5. Actions from previous meetings: All actions were agreed from the Board meeting on 3 September 2017: advised the Meeting as follows: Item 6 Work is continuing on how we best progress the development of our teacher and coach education, including consultation with Tutors. Further updates will be provided at the January Board meeting. Item 7.3 in light of the Barclay review, we will not launch our new Facilities Strategy until early advised that he had written to Derek Mackay to express Scottish Swimming s concerns if the recommendations within the Barclay Review are supported, he also updated that he is staying closely in touch with Sporta colleagues on this matter. Page 1 of 7

2 Item 10 Board reviews largely complete, only two outstanding reviews, which will be undertaken in next few weeks. All Board Directors are to file their review paperwork with for audit purposes. ALL All actions were agreed from the Council meeting of 30 September 2017: Item 13 advised the Meeting that there had been a change to the STO committee and a potential change to the Swim committee so no progress around succession planning, training and support for meet management and where this sat would be made until the new people took office. 6. Strong Sustainable Clubs Presentation and Paper SM introduced the paper advising the Meeting that the purpose of this work is to help shape how we best support our clubs. The thinking and learning from the Learn2Swim framework will be used, in particular the concept and importance of quality environments will feature strongly. SM also updated that consideration is being given to whether we ultimately have a Framework for Aquatics in Scotland with LTS, Clubs and Performance all sitting within this overarching Framework. SP delivered the presentation to the Meeting, advising on recent consultations highlighting the need for further engagement in order to obtain a broad range of opinions to develop a quality club environment. The presentation focused on the areas of: culture; quality coaching; leadership / programme management; facilities / pool programming; partnerships; and fun. SP welcomed feedback and comments on the paper from the Meeting: There was a question from EC around engagement with other SGBs and SP confirmed that we have spoken to Scottish Gymnastics and are currently speaking to Scottish Athletics in relation to volunteers' support for learning opportunities within the club environment. SP further advised that we are looking to develop our programmes on the basis of sportscotland's models. The Meeting discussed ensuring succession and developing learning environments within clubs to plan and engaging with parents when they / their children join a club to encourage volunteering and developing volunteering support. There was a discussion around the current work of Districts under the District modernisation project and developing this to have more emphasis on the full range of opportunities within swimming, rather than the focus simply being on athlete performance as this is already very strong. There was a further discussion around supporting committee members for clubs to ensure that committees have a range of skills and expertise from volunteers and a positive culture within clubs, whilst taking account of the needs of different club cultures. In terms of timelines, SP advised that the aim is to conclude consultations in February 2018 and thereafter work will begin in order to put out an initial paper by Summer The Board supported the general direction of the work. SP left the Meeting. 7. Items for Decision 7.1 AGM Proposed Alterations to Governance Document (Council and Board) The Chair confirmed that both Board and Council have responsibility for the proposed alterations and advised that those who are supporting proposals should ensure that they are clear on the functions and implications of the proposal they are supporting. circulated a paper in hard copy to the Meeting and GM requested change to statement "mitigate any financial risks" within the paper and update the reference to refer to the "AGM 2018". The Chair worked through each of the proposals as follows: Proposal PC1, Resolution RA1, Proposal PR1: MM asked the Meeting if another person could second this proposal given her position on the Council and JR volunteered. There was a discussion regarding the briefing paper, with the following amendments agreed: o the Meeting agreed the content of the proposals but requested that the narrative is edited; o the Chair asked to share a timeline with the Board and Council members for reflection in relation to the clubs' perspective and agreed to circulate this for feedback; / Page 2 of 7

3 o o o there was a discussion around the financial wording in order to assist understanding, in particular, JM requested that the wording highlights that the proposal is to change to best accounting practice that "results in a restatement of reserves from X to Y"; the Meeting agreed that more work was required for the briefing paper and the Chair asked a Council member to review the narrative (as well as ARC) FC volunteered and JR and RM volunteered to seek advice from their District treasurers; advised that rolling out to Districts and asked Council members to come back to DM to advise of pre-agm meeting dates if have not already done so. The Meeting agreed the proposed change to PC1, subject to the dates being confirmed. The Meeting agreed the proposed change to RA1, following a discussion around the timings of submission of reports in relation to school holidays and the Meeting confirmed that the flexibility of governance documentation needs to be highlighted to members. The Meeting agreed the proposed change to PR1. The Meeting confirmed that DB was happy to be the proposer for the above amendments. FC JR/ RM Proposal PC2: the Meeting agreed the proposed change. Proposal PC3: the Meeting agreed the proposed change proposed by FC and seconded by JM. Proposal PC4: the Meeting agreed the proposed change will speak to Alan Anderson to confirm who will second the proposal. Proposal RA2: the Meeting agreed the proposed change, subject to clarity around the term period for the briefing note and that the proposal reflects best practice considerations proposed by MM and seconded by DMC. / BP Proposal PR2: the Meeting agreed the proposed change. Proposal PR3: the Meeting agreed the proposed change, subject to a discussion around the age limit and clarification of insurance coverage. Proposal PR4: the Meeting agreed the proposed change, subject to asking DJ to confirm a proposer from the North District. Proposal PR5: the Meeting agreed the proposed change General Fees (Board) The Chair confirmed that no changes are proposed and the Board approved the item SASA Appointments 2017 (Board) The Chair confirmed to the Meeting that the paper proposes the status quo, subject to amended time lines and the Board approved the paper. There was a discussion around the basis for continuing the appointments for both the auditors and legal advisors. AL requested that the February dates be changed to October to reflect the change in the financial year and confirmed that she would make amendments SASA Life Membership Award (Council) The President referred to the paper and supplementary information and advised that additional information has been requested in relation to one proposal. The Council discussed the proposed award and agreed to award life membership after putting the matter to a vote Any other AGM Business The Meeting dealt with item 7.5 and the President introduced the report by confirming to the Meeting that clubs have been applying for affiliation and there have been delays caused by having to wait for Districts delegates meetings to be held in some Districts. The power to approve affiliation is not being applied consistency across the Districts and the paper seeks confirmation on whether there needs to be a change to the rules. There was a discussion around the procedures adopted across the Districts following the Chair Page 3 of 7

4 requesting clarity from the Council members, which demonstrated a difference in the request for affiliation needing to be approved by District delegates. There was also a discussion around the requirements for acceptance. The Chair suggested that the Editorial Board propose amended wording in terms of who makes the decision and a time period (21 days) in which the decision will be made to C10, which shall be included in the alterations to the governance documentation for proposal at the AGM. The amendment would be proposed by JR and seconded by DM. The Chair suggested that consideration be given to procedures for accepting club names and guidance following the AGM in Annual Review of National Committee Regulations BP introduced the paper to the Meeting and provided a brief overview of the proposals. FC queried the open water reference to triathlon in the briefing note and LR agreed to delete this reference. AL queried the wording referring to short sleeves and the Meeting agreed to change this to "white open-necked top" in STO10.1. BP The Meeting agreed the changes, subject to the above amendments. The Chair also asked that AW has reviewed and confirmed the changes and he confirmed that he had done so. The Chair thanked BP for his help with the AGM preparations. 7.3 Safeguarding Safeguarding Policy Children and Young People introduced the paper to the Meeting and advised that Lindsey Booth had provided responses to questions raised by the Council, confirming that it is best practice to have separate policies for children / young people and adults. She also confirmed that the adults policy will be for all adults and that there will be a separate anti-bullying policy. requested feedback on the policy. The Meeting discussed the title of the policy and references to "safeguarding" rather than "welfare" and confirmed that he would explore whether this can be amended, whilst remaining compliant with the National Framework and advice from Children 1 st. JM wanted to congratulate Lindsey Booth on her progress over the past year and referred to the final section on monitoring and review of the policy and suggested specifying responsibility for a new 8.5 for board to approve. The Meeting agreed that the Editorial Board shall review the policy following the amendments and subject to the following typos being corrected: typo in title of page 2 "Safegurding" to be amended to "Safeguarding"; reference to child protection in paragraph ; clarity requested around the reference to "working with children" in terms of PVG checks and what this actually means in paragraph ; in paragraph reference to "it" to be clarified; in paragraph delete "the" before "a relevant"; in paragraph clarity around who the "person in charge" is; and paragraph 7.3 needs re-worked around why actions taken. MM requested sight of the appendices before they are finalised. EB BP left the Meeting. 7.4 Alternative Swim Suits introduced the paper and advised that further advice from Harper Macleod had been sought. Key issues that remained were the approval of records and at which level non FINA compliant Suits should be allowed. The Board discussed a range of points which included: The broad principle that if swimwear was not performance enhancing then we should permit it on the basis it makes our sport more inclusive and removes potential barrier to participation. That we should not ask referees to make decisions on this matter as individual understanding and opinion will result in inconsistent application of the rule. Page 4 of 7

5 There was a discussion around the requirements of FINA for Scottish records, including the difference between designated meets and FINA meets, and the decision lying with referees. advised that Harper Macleod had proposed that SS select pre-approved suits and advise parents / athletes of what suits can be worn. The Meeting agreed for to consider further and find suits that would be acceptable and put in place a procedure for parents / athletes to propose different suits. In relation to current guidance for the East District, until pre-approved suits have been selected referees should be advised not to disqualify athletes on this basis for the time being. agreed to filter this down to the referees in the East District. 7.5 District Affiliation Dealt with under item Items for Discussion 8.1 Corporate Plan 6-month review introduced the report and advised the Meeting that the appendix demonstrates a good position but there is no complacency as we are aware that the development and performance plans have big pieces of work that still need significant time and expertise to move them forward. GM queried the positive figures in membership in the report and advised that the October numbers were a bit lower than anticipated. advised that her management report includes figures for consideration. MM queried item C, which references IPC instead of world para swimming. 8.2 Partnership Management updated the Meeting on the report, which reflects internal conversations regarding partnerships with a range of organisations, advising that he believes our progress is down to strong relationships with our partners. However, there are still a number of areas where we need to establish new or stronger working relationships, this includes a number of LA / Trusts and areas such as water safety. continued to advise the Meeting that the relationship with the Scottish Government continues and relationships in education are being developed. There are a number of local authorities / sports trusts that we are not working with yet due to demand. also updated the Meeting on an from Dumfries & Galloway Council providing positive feedback for the partnership approach and work of Scottish Swimming staff. highlighted that as our partnerships develop and increase, so do the expectations on SS, which can be very resource intensive. The Chair said the report was encouraging and passed on her congratulations to the team Commonwealth Games Update AW updated the Meeting that the report circulated from January 2016 provided the context for his update and hopefully the Meeting will see that the core principles of the plan are being delivered. 8.4 Audit & Risk Minutes JM provided an update to the Meeting and confirmed that a paper on succession planning will be brought to Board at the next Board meeting in January, as well as update on finance. 9. Management Team Report from the Company Services updated the Meeting on the position of the finance team with DM working on the year end process. We had offered a three month contract to an individual to help DM but the individual took up a full-time post elsewhere. Whilst we will be looking to recruit more support on 6 December, DM is focusing on the year end process by herself. GM reiterated the need for support for DM to ensure a duty of care and advised that options have been provided to DM but her preference to complete the year end process first. presented the re-appointment of the national chairs and the Board approved the nominations as they stand following clarification in respect of one position. In relation to the next awards dinner, the proposed date is 29 September 2018 but has been unable to locate a venue in Glasgow. The Chair confirmed that the preference would be to consider a new location rather than change the date. to take forward. The President asked about the proposal for three workshops at the AGM and confirmed that we offer Page 5 of 7

6 three workshops and then consider the responses and whether to reduce the number of workshops to two. GM raised a query in relation to delivering GDPR support to clubs. advised that herself and Francesca would meet with Kelly in the new year to take forward an action plan. Finance advised the Meeting that our six month review meeting with sportscotland went well and our plans for next year have been submitted but we have been advised to prepare for a cut in funding given the current climate. We will need to set our budget accordingly. EC confirmed to the Meeting that the lottery funding is down by around 35% and so far the gap has been absorbed by sportscotland in previous years but all SGBs should expect budget cuts for the next round of funding. EC advised that the position will hopefully be clearer in early 2018 in order to confirm budgets with SGBs. Development SM advised the Meeting that Jayne Smith has tendered her resignation and in the short-term her adult work will be absorbed by the rest of the team. SM intends to bring a paper to the Board in relation to the upcoming loss of funding. Performance AW advised the Meeting that he, and Alan Lynn met up with the BS performance team for our annual review of the KPIs and performance investment. The opportunity to re-emphasise the Scottish Swimming performance plan, including the 4 centre lanes was taken. BS seemed fairly happy with our progress, although there are still challenges around world-class podium potential. However, AW advised that we are confident that we have athletes in the pipeline. ASV's application for cameras has been accepted by sportscotland. The Chair took the opportunity to congratulate all our athletes and staff for the good results over the summer. 10 Directors Report None. 11 British Swimming Update The Chair advised the Meeting that the BS AGM took place, approving annual report, which will be released shortly. One of the key issues affecting BS has been the para swimming investigation and the Chair welcomed comments from AW on this point. AW echoed the Chair's comments around the need to ensure that our culture is suitable for athletes' development and provide a forum for difficult conversations to take place in a transparent manner. AW advised that we have an athlete review process that allows athletes to have a discussion on the best way to challenge them as every athlete responds differently in terms of what enables them to perform at their best. However, AW did advise that there are challenges around providing a forum for senior athletes and, following finalisation of the safeguarding / welfare policy, AW confirmed that we will formalise support for senior athletes in the adult policy. As a national programme, we also need to signpost what routes are available to athletes for support / identification of issues. The Chair confirmed that we need to make sure that our requirements are clear for performance camps to provide a forum for, and deal with, any concerns that are raised. Further, the Chair asked the Meeting to raise any concerns that they see with. RM emphasised his support for developing this through the UKCC levels. The Chair also advised the Meeting that the new CEO for BS has been in post since October. 12 Council Business 12.1 Business in accordance with Paragraph C of the Constitution Covered above Approval of club constitutions by the Districts 13 AOCB RM advised the Meeting that he had been approached to involve water polo in a Scottish Water corporate event in relation to Water Aid. RM asked the Board to approve this event in terms of rule R5.1.6 prohibiting engagement with a non-affiliated club. The Board agreed that RM could work with HP to develop this event. RM/ HP Page 6 of 7

7 The President took the opportunity to thank Council members for their support during her presidency and AL thanked the President for chairing the Council meetings. The Chair also expressed thanks to any Council members stepping down after AGM. 14 Date of Next Meeting(s): Board: 28 January 2018 Council: 18 March 2018 Cc Board & Council Editorial Board National Chairs Ewen Cameron, sportscotland Harper Macleod District Secretaries Page 7 of 7