Minute of the meeting of the Board of Directors held on Monday 27 October 2014 in the sportscotland Offices, Edinburgh Attending Michael Cavanagh (MC)

Transcription

1 Minute of the meeting of the Board of s held on Monday 27 October 2014 in the sportscotland Offices, Edinburgh Attending Michael Cavanagh (MC) Fiona McEwan (FMcE) Peter Nicolson (PN) Niall Sturrock (NS) Jackie Davidson (JD) Jon Doig (JMD) In attendance Joan Watt (JW) Susan Jackson (SJ) Stewart Harris (SGH) Catherine Goodfellow (CG) Apologies Jane Gotts (JG) Louise Martin (LM) Leigh Robinson (LR) Maureen Campbell (MCampbell) Paul Bush (PB) Margaret Ann Fleming Carolyn Morgan (CM Chair Vice Chair Finance Chief Executive/Company Secretary Honorary Medical Adviser Athlete Representative sportscotland Representative Minute-taker Past Chairman Hon Legal Adviser 1 Welcome and Apologies The Chairman welcomed all Board members to the meeting. Leigh Robinson and Paul Bush had intimated apologies due to holiday commitments, while Maureen Campbell, Louise Martin, Jane Gotts, Margaret Ann Fleming and Carolyn Morgan had prior work engagements and were unable to attend this meeting. 1

2 2 Declarations of Interest There were no additional declarations of interest. 3 Minutes of the Previous Board Meetings The minutes of the meetings of 29 May, 10 June, 4 July and 22 September had previously been circulated. This had been the first opportunity to consider them for accuracy due to Games priorities. 29 May: agreed as an accurate record of the meeting. 10 June: amended to clarify the Medallists Reward Scheme. 4 July: agreed as an accurate record of the meeting. 22 September: agreed as an accurate record of the meeting. The minutes of the Annual General Meeting of 29 May were also considered. The attendees list would be checked to ensure all representatives in attendance were listed. Approval of accounts would also be considered. 4 Matters Arising From the above minutes, matters arising from: 29 May & 4 July: ticketing would be raised under the Finance item. 22 September: discussion on the use of the Team tartan would be raised under the Chairman s Report. 5 Finance A report had previously been circulated and the Finance highlighted a number of areas for information and discussion: Monthly Reconciliations: this was on target to be up to date by the end of October. Ticketing: the Chief Executive updated Board members on the complexities and anomalies of the ticketing aspects. Pragmatic decisions would be required to reconcile ticketing, particularly due to third party involvement, under-utilisation of tickets etc. It was agreed that this experience should inform all future decisions on involvement in ticketing. Robust decisions would be reached once the relevant outcomes from the Review were known. The Finance and Chief Executive will provide a summary of ticketing issues for the next Board meeting. PN/JD Long Term Finances: discussions were ongoing with the Scottish Government to provide CGS financial support following confirmation from the Glasgow 2014 from theunderspend/contingency fund and support the Medallists Reward Scheme. 2

3 Income and Expenditure: with thanks to the Finance Manager, a revised forecast had been produced. The major items over the next few months would be the Medallists Reward Scheme and the Commonwealth Championship fund. The three key areas of clothing, preparation camp and Scotland House had all come under budget. The staff involved were thanked. An update on the suspected fraud attempt was provided: the Bank clarified that the payment was legitimately made for laundry costs but the payment could not originally be identified by the Bank as such. Medallists Reward Scheme: requests had been received to claim the support. Following on from the information available at the Team Camp, exact details were to be issued to Glasgow medallists, containing the cycles and RPI index linked implications. A specific record was to be maintained of those who were due payment which would be regularly reported to the Board. JD/PN 6 Governance 6.1 Strategic Plan This plan would be reviewed following the AGM next year to lead up to 2018 and the Board agreed with the proposed timescales. The new Board would be producing the new plan by the next Half Yearly Meeting. 6.2 Equity The Board had been asked to consider equity statements which were agreed as below and which would be embedded in the Strategic Plan: Equality statement: CGS endorses the principle of sports equality and will endeavour through our policies, procedures, actions and decision-making to ensure that no person (employee, volunteer, member or participant) who is part of CGS or who comes into contact with CGS, receives less favourable treatment on the grounds of race, gender, disability, sexual orientation, religion, age or social background. Ethics statement: Sporting integrity is based on the acceptance of rules, fairness, equality, respect for others, moral conduct and a sense of what is right. Specifically, CGS staff, Board of s and Members must treat everyone equitably and sensitively, within the context of their activity and ability, regardless of gender, ethnic origin, cultural background, sexual orientation, religion or political affiliation. 6.3 Memorandum and Articles In preparation for the Annual General Meeting of 2015, the Memorandum and Articles will be reviewed. The Chief Executive and Honorary Legal Adviser would present to the Board any proposed changes of which Member Bodies could be informed at the Half Yearly Council meeting. JD/CM 3

4 It had been agreed that the Athlete Representative which currently had observer status on the Board should become a with full rights and responsibilities. A separate process would then be established to appoint the Athlete by the incoming Board. The Chairman reminded Board members that an Appointment Sub Committee had been previously set up to appoint skills based s. The Chairman and of Corporate Governance would also consider the role and attendance of observers to the Board. MC/LR 6.4 Half Yearly Council Meeting 7 Glasgow 2014 Ltd The draft agenda was discussed and would include the above. The Chief Executive informed the Board that there had been little to report on Glasgow The only staff remaining at the Organising Committee was the Finance and his team with legal support. There was a meeting scheduled for the end of this month to progress with the dissolution and transfer of assets. The Glasgow 2014 Board restructure has taken place with the CGS representative as the CGS Chairman. The review of the Glasgow Games, coordinated by the Commonwealth Games Federation (CGF), was held on the Gold Coast with the CGS CEO attending. This allowed for the perspective from a Games partner and host CGA to be presented. Meetings with Audit Scotland have taken place to prepare for their post Games report. This will not be termed as the final version as it is anticipated that there will a further report after 2017 to look at legacy outcome. At a meeting of the Working Group which considered an interim financial report and report of dissolution of equipment materials, a report on database and social media management and access arrangements post Games was requested. Following questions raised with the CGF, as rights holders, for copies and access to Glasgow 2014 film, photograph footage and website content for non-commercial use an offer of limited photographic images has been made available to all Games partners. As part of this dissolution the CGS has received a set of medals, a podium and will receive a Baton. 8 Team Scotland a Glasgow 2014 The post Games Team review is concluding in accordance with the timeframe previously agreed. The headline recommendations would be presented at the Half Yearly Council meeting. The report would be 4

5 circulated in advance of the proposed Review on 29 January An insurance claim may be raised for missing equipment. This may be pursued through Glasgow b Commonwealth Youth Games: Samoa 2015 A progress report on preparations for the Youth Games in Samoa was received. Indicative numbers had been allocated to countries, but this would depend on allocation be accepted and whether selected for Rugby 7s. An initial quote had been received from Emirates. Currently flights to and from Samoa were being negotiated by the CGF to ensure capacity. The CGS selection policy has been drafted and with the Selection Panel for comment to then be presented to the next Board meeting. c Gold Coast Reports Attending the debrief on the Gold Coast allowed for a Site Visit of the venues and facilities with the opportunity to meet the Organising Committee. The Chief Executive summarised the initial findings and explained the decisions required on potential identified sites for Scotland House; the Village accommodation; ceremonies venues etc. A number of contacts based on the Gold Coast had been provided to assist Scotland with its preparations. The Sports Programme was still to be finalised in terms of events, entry numbers and para sports. Once the CGF CEO had taken up post, the timetable would be discussed. The General Selection Policy for the Gold Coast had been distributed to member bodies as a consultation paper. Once feedback received this will be reviewed and the final policy as our schedule. a Chairman A discussion ensued about the use of the Team Scotland 2014 tartan. A meeting with the manufacturer was scheduled to be held to consider potential options. It was agreed that this should be explored taking into account issues about risk. Options for the Gold Coast should also be examined. It was proposed to hold a Board Review session either on 8 or 9 December. The Chairman would confirm with facilitators and Board confirm availability. JD/EM MC 5

6 b Chief Executive A report had been previously circulated in which the Chief Executive had provided an overview of staffing; forthcoming meetings with partner organisations; and, the Commonwealth Championships held in Scotland (Rowing and Fencing). The CGS Archives were held with Stirling University which had exhibited materials at Scotland House during the Games. Funding had been awarded to extend this exhibition and tour with it throughout Scotland from March c Sub Committees Child Protection: JW would represent CGS at the forthcoming Children 1 st Update. Medical: JW had attended the recent debrief of anti doping operations during the Games. The Chairman asked for further details. JW/MC 9 Any Other Business Festive Meal: agreed to be held on 1 December Winning Students: a report on the value of sport and employability was being produced. Board Dates: confirmation of dates for 2015 were circulated. 10 Date of Next Meeting: Thursday 27 November 2014 followed by Half Yearly Meeting 6