Minute of the meeting of the Board of Directors held on 28 February 2017 in the Stirling Court Hotel from 1700 hours Attending

Transcription

1 Minute of the meeting of the Board of s held on 28 February 2017 in the Stirling Court Hotel from 1700 hours Attending Paul Bush (PB) Maureen Campbell (MC ll) Susan Jackson (SJ) Margaret Ann Fleming (MAF) Leigh Robinson (LR) Jackie Davidson (JDM) Alasdair MacLennan (AMacL) Susie Crawford (SC) Joan Watt (JW) Bruce Cook (BC) Stewart Harris (SGH) Jon Doig (JMD) In attendance Catherine Goodfellow (CG) Apologies Michael Cavanagh (MC) Colin Gregor (CRG) Carolyn Morgan (CM) Elinor Middlemiss (EM) Vice Finance : Governance : Marketing Honorary Medical Adviser Co-opted Adviser: Commercial Observer, sportscotland Chief Executive/Company Secretary Minute-taker Past : Athlete s Honorary Legal Adviser Head of Games Operations 1 Welcome and Apologies Action The welcomed Board members to the meeting, particularly extending welcome to Bruce Cook, co-opted to the Board, as commercial adviser. Apologies had been received from Michael Cavanagh, Colin Gregor, Carolyn Morgan and Elinor Middlemiss. The, on behalf of the Board, formally congratulated the past, 1

2 Michael Cavanagh, on his OBE Honour for services to sport. The also acknowledged others within member sports who have been awarded honours, including Helen Murray, of Scottish Swimming, awarded an MBE for her service to Scottish Swimming. A number of Rio Olympians and Paralympians, many of whom were Team Scotland athletes, were also awarded honours in the 2016 New Year s Honours list. A full list would be presented at the AGM. 2 Declarations of Interest The of Governance declared interest in Item 9 of the agenda. 3 Minute of the Previous Board Meeting: 22 November 2016 The minutes were accepted as an accurate record of the meeting. The draft minutes for the AGM and Half Yearly were circulated for accuracy and information at this stage as they would be approved at the Annual General Meeting Matters Arising Outstanding actions from the previous minutes were reviewed. Bruce Cook had been co-opted to the Board to advise on Commercial opportunities. The format for Board training would be determined once performance reviews were completed with Board members and discussed on 25 April Strategic Plan: the Board took the opportunity to review the vision of the plan and organisation and agreed that the existing vision, agreed by the Board and its membership, was a statement of intent and explicitly described CGS s contribution to the collective vision of Scottish sport. The re-publishing of the plan would be progressed with the new brand. Discussions on a shared Equality Advisory Board for sports would be progressed by sportscotland. The draft marketing plan would be presented at the next Board meeting to allow for full Board member consultation and feedback. sportscotland of Marketing There were no other matters arising. 5 Finance A Finance Report had been previously circulated for information and the Finance highlighted that the 2016 year end accounts had been 2

3 prepared for the accountants. There had been no significant variances from the 2016 budget. An update was provided on the latest awards paid under the Medallist Reward Scheme. In line with the CGS procurement policy, invitations to tender for CGS and Scottish Commonwealth Games Youth Trust had resulted in five responses to tender. The appointment process would be progressed by April. / Finance The Chief Executive then provided a review of the budget for the next cycle to 2022 based on current knowledge. He outlined that there were three areas of risk which were referenced within the risk register: income targets, currency and uncertainty relating to the 2022 cycle. Whilst the current balance was healthy, with extreme pressures now on partner organisations, it was prudent to review the current financial status and consider income streams for the next cycle. CGS was active in the sponsorship market and the Finance Committee was given the authority to consider any aspects in current operations for which expenditure could be reduced in the current and next cycle. It was agreed that the Team 2017 and 2018 costs should be protected in it s entirety but Games projects and project costs should be the focus of review, although all areas where savings can be made or income derived would be considered. The Finance Committee with the Chief Executive were requested to consider the key areas of reduction in expenditure in this cycle and any potential income on the basis that the current sponsorship shortfall remains and take required action to reduce potential level of financial exposure at the end of the 2018 cycle. 6 Governance: Byelaws and Elections Following the CGS Articles of Association being presented to the membership in November 2016, it was agreed to adopt the proposed Membership bye law. This had been circulated at the Half Yearly. The only substantive changes being clarification which organisations are members. It is not recommended that membership be widened at this stage, until after the AGM, with the exception of offering membership to Scottish Disability Sport (SDS) who have been directly engaged with planning and delivery of CGS teams since SDS will be contacted and offered membership making them eligible to nominate Board members and vote. It is proposed that after the AGM all existing members be contacted to confirm whether they wish to continue membership with other potential membership candidates identified. The Board agreed the adoption of the byelaw, also agreeing to reaffirm the membership to ensure no other organisation should be included in CGS membership. 3

4 The would contact potential members prior to the AGM. 7 Board Games Time Roles The had been asked to present on the possible roles requiring support from Board members at the Gold Coast Games. Based on current required roles to be fulfilled it is recommended that at this stage three additional Board members attend the Games to assist with CGA and Team support duties. This may be increased if demands increase such as sponsor engagement. The Board fully supported the approach of a task oriented selection process for Board members to assist at the Games. The process would begin after the AGM, once new members were recruited to the Board /Vice 8 Risk Register The of Governance presented the Risk Register, advising of the risks which had increased and decreased. An additional risk was the re-development of the Stirling University sports facilities. A full review of the risk register and policy would be undertaken as the first agenda item for discussion in May. Governance/ 9 Business Continuity University of Stirling has advised CGS that they are progressing with plans to redevelop the Sports Centre, impacting upon the CGS office. Plans are proceeding apace and is likely to take place in early 2018 which would necessitate a move to a temporary location mid The University has made a commitment to re-house the CGS office. The Principal has also provided a letter committing to further developing the strategic partnership between both agencies, testament to the value the partnership with CGS is held. It was agreed that CGS continues the lease for one further year reviewing future plans and availability in light of developments. Suitable dates for moving to a temporary site on campus will be identified by the end of May. 10 Business Priorities The business priority chart will be circulated with Board papers as this gives an overview of the current status of work and identifies areas of risk. 4

5 11 Commercial Update Bruce Cook, as now co-opted Board member, circulated his report highlighting the progress made with commercial organisations in potential conversion to become partners or sponsors. BC will provide a current copy to all Board members. He urged all Board members to always be in the mindset of seeking opportunities for CGS. The success of the Team Scotland Series will be critical to increase commercial opportunities. It will be important to remain proactive, although it was acknowledged that resourcing could be an issues, particularly if we do have partners to service. A recent Scottish Government report produced on alcohol and sponsorship would be circulated. An item on commercial updates would remain a standing item on the agenda. 12 KPMG: Governance Audit The draft report from the external audit undertaken by KPMG, commissioned by sportscotland, had been received and was circulated. The highlighted the list of positive areas of good practice. Recommendations made were areas which were already either underway or in development. Comments should be directed to the by the end of March to allow the final report to be issued. All 13 Team Scotland Series A progress report providing an overview of the Team Scotland Series had been circulated with a report tabled on the success of the events held in January. Both sports, judo and athletics, had provided a detailed account of statistics, media coverage, social media reach and performance results. Guidelines had been produced for sports, while recognising that as low an impact as possible should be made on the SGB. To have a positive effect, however, the more proactive the more beneficial will be the Series. A summary of progress to date on the Series will be presented at the AGM. 5

6 14 European Commonwealth Games Association (ECGA) Meeting A detailed note had been produced of likely discussions at the meeting. The will write to the CGF to outline a number of concerns and outstanding items requiring clarification. The will be meeting with the of GOLDOC, Mark Peters, and will raise a number of issues directly, particularly those concerning visas, and transport. For Information 15 Team Scotland Report The Board had received an update on the continued preparations for both Bahamas 2017 and the Gold Coast An update on appointments made would be circulated. The designs for the Team Kit and the tartan were available for viewing. 16 Update The would circulate the draft response produced for CGS in response to any queries on the host city for A letter had been received from the Minister of Public Health and Sport to every sports organisations requesting information on Child Protection policies and procedures was forwarded to respective sportscotland Partnership Managers. The Board agreed that the should forward a response. 17 Chief Executive Report The report had been circulated by the Chief Executive outlining developments. The current website is undergoing redevelopment and will be presented as part of the marketing presentation at the next Board meeting. The website will be live on 14 April. of Marketing/ An appendix to the paper updated Board members on the position of ticketing and accommodation for the Gold Coast for partner agencies. SGBs had been asked for any requests for both ticketing and accommodation and were being advised of accreditation levels. 18 Sub Committees 18.1 Marketing: Update The of Marketing would be seeking input from all regarding the marketing strategy and plans. All 6

7 18.2 Queens Baton Relay (QBR) Borobi, the Gold Coast mascot, will be in Glasgow on 9 March with the QBR launched in London on 13 March. The Scottish route will be unveiled shortly, but Board members were asked to provide their availability during the week Tuesday August to ensure Board coverage and attendance at all stages while it will be here in Scotland. CGS 18.3 Team Scotland Scottish Sports Awards (TSSSA) External Groups The first planning meeting will be held at the end of next week. Ability to resource the plans for the Awards was raised although it was felt that there was a great basis on which to deliver which should reduce impact on staff and budgets Scottish Commonwealth Games Youth Trust (SCGYT) Caitlin McClatchey has been appointed as and the Trustees are progressing with a number of developments: particularly fundraising, website re-development in line with the CGS website plans, governance review and scholarship awards. The support provided by Paul Morron since 2011 was recognised and thanks were extended to him on behalf of the Board for his support of young athletes. 20 Any Other Competent Business Once feedback received, a date for Board training would be arranged. Internships: Stirling University students are available for internships. 21 Date of Next Meeting: 25 April Board only session from hours 7