Minutes subject to approval at the next British Swimming Board Meeting BRITISH SWIMMING BOARD Minutes of the meeting held 8 th /9 th /10 th February 2013 Present: Maurice Watkins Chair David Sparkes Chief Executive Simon Rothwell ASA Sam Greetham ASA Ray Gordon ASA Maureen Campbell SASA Robert James WASA Guy Davis Independent Member Mike Power Independent Member Wai-yin Hatton Independent Member Craig Hunter Independent Member Graham Edmunds Athlete Representative Ian Mason Director of World Class Operations Jane Nickerson Chief Operating Officer Ash Cox Senior Solicitor (Saturday only) Chris Denny Director of Marketing & Communications Ashley Beaveridge Chief Financial Officer Andy Gray Director of Regulatory & Legal Affairs (Sunday only) By Invitation: Matthew Leopold Will Orr Jenny Forbes Biz Price Maria Ramos British Gas (Presentation Friday evening) British Gas (Presentation Friday evening) Sponsorship Manager (Presentation Friday evening) NPD Synchronised Swimming (Presentation Saturday) Chair, BS TSSC (Presentation Saturday) Min No 20. Welcome The Chairman welcomed Will Orr and Matthew Leopold from British Gas together with Biz Price, NPD Synchronised Swimming and Maria Ramos, Chair of the BS Technical Synchronised Swimming Committee. 21. Presentation by Will Orr and Matthew Leopold, British Gas 21.1. Background information was given to the members and the content of the presentation outlined. The areas of focus were: British Gas marketing update Swimming successes in 2012 British Gas continued support in 2013 and beyond Moving forward together 21.2. The British Gas marketing plan that consisted of 4 strands of activity. These were: Build the brand Product marketing Rebuild reputation Drive Action 21.3. Swimming Successes in 2012. The positives from the partnership have been acknowledged as: 1
The investment in free swim campaign resulting in half a million free swims Work to help all the disciplines including: Media exclusives at training camp Team building pre Olympics Support for NPDs Improving training environments 21.4. Support in 2013 and beyond British Gas wishes to make a contribution to swimming in the broader sense with a new campaign to focus activity to 2015 using our heroes, personal challenge and SMART technology. Resources to support this are: o British Gas energy bands o RFID timing for events o Mobile app o Website launch in May Continued support for World Class 21.5. Going forwards the British Gas objectives are: Secure more clarity and certainty on access to athletes Continuing to grow awareness of British Gas sponsorship of swimming Committed to supporting participation in swimming 21.6. Summary: The overall message from the presentation was that the bar has been raised; there is no room for complacency and there is the need for all involved to work together. 21.7. The Chair extended his thanks on behalf of the Board to Will Orr and Matthew Leopold for attending and presenting to the Board. 22. Presentation by the NPD for Synchronised Swimming, Biz Price 22.1. Maria Ramos, Chair of the British Swimming Technical Synchronised Swimming Committee addressed the Board prior to the presentation. It was acknowledged that 2012 had been an exceptional year for synchro and the improvements of the team under the tutelage of Biz Price were commended. 22.2. The NPD outlined presented information on the following areas to the Board: Strategic issues Identified Risks Lessons Learnt Key areas of strength 22.2.1. Strategic issues Increase Talent Increase artistic component score Injury and Illness Management Plans 22.2.2. Risks Losing pool contract at HPC Losing coaches/staff and or EIS team Athletes long term illness or injury/retirement Reduced funding Insufficient technical or administrative support 22.2.3. Key areas of strength Small team with same vision and goals Ability to develop athletes from talent to high performance Fastest improving team in the world 2
22.2.4. Lessons Learnt Need to improve artistic score and improve acrobatics Develop more duets Invest in more Sports Science Expand successful strategies to build the gap with talent athletes 22.2.5. There was an opportunity for the members to ask questions of the NPD. The NPD was able to confirm that there had been an increase in numbers taking up the sport which had been clearly demonstrated at the National Age Groups where the fun and recreational element had seen an uplift. This of course then exposes them to the sport level thereby hopefully encouraging more to take up the sport. 22.3. The NPD was thanked for her presentation and informative dialogue. 23. Apologies None 24. Declarations of Interest None declared. 25. Minutes of the meeting held 30 November/1 December 2012 25.1. Min 16.2 Independent Director. The minute as currently written is incorrect and should read as follows: Independent director It was confirmed that the Nominations Group recommend the appointment of Craig Hunter who was appointed by the Elected Representatives for a further 4 year term effective from 31 December 2012. 25.2. Minute 16.3 Recruitment of a further Independent Director. It was stated that the request was not to recruit but to co-opt an additional independent member. 25.3. Subject to these amendments the minutes were agreed. 26. Matters Arising 26.1. Minute 16.1 Appointment of the Chairman. The CEO took the opportunity at this point to congratulate Maurice Watkins on his appointment as Chairman of the British Swimming Board and welcomed him on behalf of the Board. 26.2. Min 12.1.2 European Championships 2016. The Board were advised that talks have taken place with the Mayor s office and a clear indication has been outlined to them as to what is required to move this forward. A meeting has been arranged for March to discuss this further with the recently appointed Mr Kelham who is responsible for the mayor s office international events. A draft agreement with London has been tabled for their consideration. It was noted that a firm bid to LEN needs to be submitted by May, and this bid would include provision for the European Masters Championships. 26.2.1. TV Coverage The CEO was pleased to report that a commitment had been received from the BBC to transmit this event; this does not include production costs. 26.3. Min 16.4 Chairman of the BPA. Congratulations were extended to Tim Reddish on his appointment as Chairman of the BPA. 27. Report of the Director of World Class Operations. 27.1. Swimming Consolidated Improvement Plan Arising from the last meeting and following the Debrief report the DoWCO had produced an action planning document for approval by the Board. The intention is to bring this document to every meeting so that progress against specifics can be monitored. The document is also a tool to demonstrate to UK Sport progress and will form part of the evidence chain. 3
27.1.1. The Board found the document very helpful but felt further refinement would enhance it. The Board recommended that input should be included from the NPD and Head Coach and an updated document brought to the next meeting. 27.2. Future of the ITC s 27.2.1. Following a review of the summary report produced on each ITC the Board agreed the following: 27.2.1.1. To offer Loughborough and Bath a new four year contract on more cost effective terms to British Swimming. 27.2.1.2. To offer Stirling and Swansea a new nine month contract to 31 st December 2013 on more cost effective terms to British Swimming to allow the NPD and Head Coach the opportunity to engage with both Welsh and Scottish Swimming. 27.2.1.3. To bring forward a proposal from the Swimming Technical Leads (Chris Spice NPD and Bill Furniss (Head Coach) for the next quadrennial to the June meeting. 27.2.1.4. To advise Stockport that a new contract will not be offered but to seek negotiation with the club to maintain a strong swimming programme building on their tradition. 27.2.1.5. To develop a clear communication policy to provide consistent messages to stakeholders, partners, athletes and staff. 27.3. Project Rio Funding 27.3.1. The DoWCO gave an overview of the Project Rio funding and emphasised to the members that podium funding is provided to those with a realistic opportunity of achieving a podium place in Rio. Podium potential funding is provided to those with a possibility of achieving podium success in 2020. It was noted that any unused APA s for the Rio cycle will not be permitted back into the governing body budget. It was also noted that in the case of Swimming, Diving and Disability swimming the number of podium places has been substantially reduced. 27.4. World Class Staffing 27.4.1. The DoWCO confirmed the following appointments: NPD for Swimming Chris Spice Head Coach Bill Furniss 27.4.2. Work is ongoing to ensure a thorough induction process is undertaken. 27.4.3. The Board extended their congratulations to both candidates and invited them both to attend the June meeting. 27.4.4. Water Polo NPD Interviews taking place Thursday 14 February 2013. 27.4.5. Disability NPD The recruitment process is underway with Tim Reddish filling in this post in the interim. The report was noted. 27.5. Honours 27.5.1. Congratulations were extended by the Board to all those athletes honoured in the Queens New Years Honours list: Eleanor Simmonds Jessica-Jane Applegate Josef Craig Jonathan Fox Heather Frederikson Oliver Hynd In addition Josef Craig was also congratulated on receiving the BBC Young Sports Personality of the Year Award. 28. Report of the Chief Executive 28.1. The CEO reported on a meeting held with Rebecca Adlington. The talks had been open and some suggestions made by Rebecca were being followed up. 28.2. Item 9.3 Glasgow 2014. A meeting had been held with those responsible for driving the aquatics programme together with the home governing body, Scottish 4
Swimming. One of the major outcomes of the meeting was to note that officials for the Commonwealth Games will be predominantly from Scotland. Members of the Board were advised that this may have repercussions when it comes to 2018 and this had been made clear to the organisers. 28.3. Item 7 - International Strategy and Influence A meeting to discuss this is in the process of being scheduled. The report was noted. 29. Report of the Director of Regulatory and Legal Affairs 29.1. The Senior Solicitor sought guidance and approval from the Board regarding proposed changes to the Memorandum and Articles of Association. 29.1.1. Terms of Office Discussion took place on this item and in particular the transition periods. It was felt that further work was required in this area and Mike Power agreed to liaise with the Senior Solicitor to bring a further report to the April Board meeting.. 29.2. Nominations Group The Board agreed to the formal constitution of a Nominations Group in the Articles comprising of:- 29.2.1. 2 National Representatives 1 Specialist Member 1 external member with skills in a relevant and appropriate area. 29.2.2. The Nominations Group shall provide recommendations on the appointment of Specialist Members to the Elected Representatives. 29.2.3. The Nomination Group to be constituted at the beginning of a 4 year cycle. 29.2.4. Specialist Members to change to Independent Members. 29.2.5. Number of independents Agreed as up to 4 as already stated in the Articles 29.2.6. Co-option The Senior Solicitor has reviewed the Articles and there are no cooption mechanisms available under the current Articles. 29.3. Equity Policy The Board wholly endorsed the recommendation to include the following wording in any adverts etc British Swimming positively welcomes applications from underrepresented groups. 29.4. Special Purpose Vehicles The recommendation that British Swimming creates a SPV for the purposes of entering into commercial arrangements with third parties to organise and promote major international events was agreed but to proceed with caution. 29.5. Swimsuit Potential of an athlete wearing a competitor s swimsuit, which may not have been appropriately covered. It was agreed that the responsibility for resolving this matter be delegated to the Chair, CEO and independent member, Craig Hunter. 29.6. British Swimming Judicial Appointments 2013 The Judicial Appointments and report were noted. 29.7. The papers on What we Value and the Equality and Diversity Audit 2012 submitted by the DoRALA were noted. 30. Finance Report This was noted. 31. Director of Marketing and Communications 31.1. Item 2.1.2 SMAM The Director of Marcomms confirmed that a new contract had been agreed with SMAM and the detailed KPI s are about to be finalised. 5
31.2. Myrtha It was noted that discussions with Myrtha are close to completion along similar terms as the previous agreement. 31.3. Item 2.4.1 Web/Digital The Director of Marcomms advised the Board on the increase in web traffic and confirmed that this had resulted in opportunities for increased business. 31.3.1. Work continues to grow our contactable consumer databases together with several projects to drive additional revenue and cost savings. 31.4. Item 2.5.1 British Swimming Visual Identity This has now been introduced and the Director of Marcomms confirmed that development had been in house and had not incurred any external costs. The Director of Marcomms and his team were congratulated on the new logo. 31.5. Communication with the Board It was agreed this should be looked at and the Board to be kept appraised and up to date of ongoing or emerging issues. The report was noted. 32. Code of Conduct It was noted that the Senior Solicitor is reviewing the athletes Code of Conduct which will be reported on at a future meeting. 33. Change of Nationality The request for a change of nationality for Ellen Gandy to Australia was agreed. 34. Date of Next Meeting 19/20 April 2013, George Hotel, Edinburgh 35. Future of Men s Water Polo 36. The Board agreed the establishment of a Men s Water Polo Management Group with delegated authority to manage the existing funding provided by British Swimming and British Gas through the sponsorship programme. Terms of Reference for the group and outcomes to be agreed by the Board. One key outcome must be the staging of a British Championships event. 37. British Swimming Strategy 37.1. The Board reviewed the draft strategic objectives presented by the COO and agreed the following: 37.1.1. Strategic Objectives: To achieve medal success at Olympic and Paralympic Games To influence key decisions at World and European level. These will be achieved by: Providing a world class environment centred around the athlete and the coach Developing a high performance culture throughout the entire organisation Implementing a comprehensive international relations strategy Instilling a culture of innovation in everything to ensure the exploitation of new opportunities. 37.2. The Director of World Class Operations presented the outline strategy and KPI s for each discipline. Full details of each strategy are available on request. The synopsis and KPI s will be included in the Strategy. 6
38. Budget 2013/2014 38.1. The Home Country representatives agreed the Chief Financial Officer s recommendation of a 5% increase on Home Country contributions for 2013-2014. 38.2. The Board noted the draft budget and it was agreed the final budget would be submitted for formal approval at the next meeting. 38.3. The Chief Financial Officer was also asked to provide an overview of the strategic direction of the finances of British Swimming to the next meeting. 39. No Compromise 39.1. Considerable discussion was held on the ethos of a no compromise culture and the requirement to focus on medals. 39.2. It was agreed to consolidate around a culture of unity of purpose in respect of medals, ensuring consistency throughout 39.3. It was agreed there is a need for the Board to have greater visibility to the athletes and team staff and should focus on the message What can we do to help you win medals. 39.4. It was agreed to consider how these messages can be built into our core values and work. 40. British Swimming Performance Management The Terms of Reference were agreed as follows: 40.1. Frequency of Meetings: The Performance Management Group to meet normally quarterly and not less than twice a year. Aim: To check and challenge the work of the NPD To consider the overall quadrennial plan challenge and test its strategic direction To monitor the outcomes specifically around performance at events during the quadrennial and evaluate the results against the strategic plan projections To challenge the NPD and his team to maximise medals achieved at the Games To ensure that Home Country communication exists and is working To report to the Board on their views and recommendations To support and challenge the NPD and the team to drive the best possible results from the investment using a no compromise approach around a value for money challenge 40.1.1. It was agreed the composition of each group should be: Chair 2 Board Members 1 Athlete (retired for at least 4 years) 1 Independent member 40.1.2. It was noted that UK Sport has provided a list of suitable independent members which will be reviewed and suggestions put forward to the Board. 40.1.3. The names set out in the paper were agreed for each group with the exception of the Chair of Disability Swimming where it was felt there may be a conflict of interest in the Chair being an employee of our Principal Partner (British Gas). It was agreed to seek a Chairman from the sport. Guy Davies was added as the second Board member for the Women s Water Polo. 7
40.1.4. It was agreed the Chairs could invite a member of the SMT to attend meetings if they so wished. 40.1.5. It was noted the Performance Directors would be able to set up technical groups or project groups in addition to the Performance Management Groups as required. 41. British Swimming Committee Representatives 41.1. It was agreed to bring a paper to the next meeting detailing the committees which require a representative from British Swimming. It was noted Mike Power expressed an interest in taking up the seat on Audit and Probity. 42. Media Issue Strategy 42.1. Dave Richards presented the outline strategy on the management of the media. Some details to be considered by the Communications team. 42.2. Communications with athletes to be discussed further and ascertain the role of Athlete Relationship Manager in this regard. 43. People Agenda 43.1. The Director of Regulatory and Legal Affairs/People Champion presented on the engagement strategy with World Class staff. 43.2. The Board agreed there should be a dedicated HR Officer supporting the World Class team who would have regular pro-active engagement with World Class personnel including remote workers. There being no further business the meeting/strategy weekend was declared closed. 8