Minutes of the meeting held on Monday 14th March 2016 at sportscotland, Caledonia House, South Gyle, Edinburgh EH12 9DQ at 1700 hours.

Attendees:

Janice Eaglesham MBE,Chair
Anna Tizzard, Director
Gavin Macleod, Director
Sandra Proudfoot, Director
Dave Rhoney, Director
Oliver Barsby, Director
Claire Morrison, Director
Iain Smith, Director
Mark Gaffney, Opportunities & Events Manager
Jennifer Livingstone, Opportunities & Equality Manager
Caroline Lyon, Company Secretary

Apologies

Catherine Goodfellow, Vice Chair
Gerry Milne, Director
Jennifer Griffin, sportscotland Partnership Manager

Welcome, Apologies, Conflicts of Interest and Legal Register

Gerry Milne was hoping to attend the meeting but failing this it was intended that the Chair would meet him separately.

There were no reported conflicts of interest and no legal matters outstanding of which the Board were aware.

Agreement of Minutes

The minutes of the previous meeting held on 1st February 2016 were agreed.

Matters Arising

• Iain Smith would report on the Articles and policies for accuracy.
• The Commonwealth Games 2016 sports and events had been made public and for disability sport there will be 38 medals available over seven sports: athletics, swimming, powerlifting, bowls, cycling, para-triathlon and table tennis. A full list is on the SDS website.
• The target tracker has not yet been received from Jen Griffin and the CEO will circulate it once available.
• The GOGA project is under way. A UK steering group meeting had been held in London, attended by the CEO. A draft memorandum of understanding has been prepared. The agreement will be between Spirit of 2012 and EFDS, then between SDS and EFDS. Iain Smith has checked and is satisfied with the memorandum of understanding with details to be confirmed. The monitoring and evaluation framework is in place at a high level and will be put out to tender to consultants, with the job description for a national co-ordinator prepared this week. There is an expectation on Scotland to have a national steering group and it was suggested that the three Branch sites, national partners, Spirit of 2012, Volunteer Matters and SDS should form this. Dates have been set to meet with the Branches, and in April meetings will be held with the three national partners: Scottish Swimming, Paths for All and Blazing Saddles. A position is currently being advertised for British Blind Sport and it is hoped that the successful candidate might move into GOGA once the contract is finished.
• The Sportsman’s Charity dinner had been held and was considered to have been a good night. It was attended by athletes Scott Quin, James Clegg, Samantha Kinghorn and Alan Oliver, and Board and staff members Claire Morrison, Anna Tizzard, Catherine Goodfellow, Gavin Macleod, Gary Fraser and Neal Herbert. The silent auction raised £1,800 for SDS and other items were also auctioned with the final amount raised to be confirmed. It was considered to have been good profile for SDS and thanks were noted for the athletes, Board and staff who had attended. Thanks to board member Gerry Milne for donating a framed and signed Mark Cavendish cycling jersey.
• The possibles/probables list for Rio had been amended.
• The CEO has met with a student from Napier University who is currently undertaking a dissertation into triathletes including Stefan Hoggan and Alison Patrick. A questionnaire has been circulated.
• A meeting had been held with PR consultants Burt Greener and a refreshed media plan produced re-aligned around Rio.
• A decision on funding from Education Scotland is awaited for the UKDIT training and the equipment grant.
• Confirmation of funding from the Celtic FC Foundation is awaited.
• A pay increase of 1% for staff had been agreed and the CEO passed on thanks from staff to the Board.
• The Chair would speak with Gerry Milne about potential support from students at Glasgow Caledonian University. Suggestions of areas for support were invited from the Board. The Performance Manager had met staff from the ophthalmology department and put in place a formal visual impairment classification agreement for athletes, with the bowlers already able to take advantage of this. There was no cost associated with this service.
• Concerns had been raised about the SDS database software. A request had been made to sportscotland for funding through Project Fusion and a meeting arranged with Azolve who have been re-appointed. sportscotland had agreed to fully fund the set-up of a new database and running costs for three years. Negotiations are currently under way regarding the VAT cost which is around £1,700. Oliver Barsby offered to provide a presentation on the Scottish Target Shooting database which was provided by Azolve and a similar offer had been received from Scottish Swimming. A design meeting will be held in April/May.

Presentation

A presentation was given by the Opportunities & Events and Opportunities & Equality Managers. The following points were raised in questions and comments from the Board:

• The transition for Grampian Branch becoming a SCIO was considered to be very positive. The process has been documented as a template and it is planned to profile Grampian at the Branch Conference.
• It was clarified that the Branch Co-ordinator post in Forth Valley is still full time. Sport Central funding had run out but the post was covered by the Robertson Trust and the Branch. Funding applications are being reviewed this week.
• Funding is always a concern especially where a Branch post is funded. This is a key target for SDS to support both in kind and with funding applications.
• The Board is considering appointing a member with a remit for Branches. Targets are identified by Branches at the Branch Conference and they are encouraged to look at the main targets as well as development, planning and strategy.
• The 11 of 13 Branches who have achieved MOR were not the same as the Branches attending the Branch Conference. There can be challenges with engagement and communication is the main issue. Staff are trying to access more committee members to influence and engage.
• All Branches have engagement with Active Schools although not always as much as would be preferred. It was considered a very positive link.
• Where areas are not currently covered by a Branch, this will be addressed in the new strategic plan. This is partly dependent on local support as well as capacity.
• An open invitation was extended to Board members to attend Branch meetings.
• The Equality Action Plan was circulated and agreed.
• It was noted that SDS had achieved Intermediate Level of the Equality Standard for Sport and were now seen as a source of advice and support by other SGBs.
• Work towards the Advanced Level of the Equality Standard for Sport will begin this year with an estimated two-year turnaround. The national steering group has not met for over a year.
• It was suggested by the Chair that as SDS are now seen as a resource for Equality and in view of SDS’ unique position, support to other SGBs should be documented in a submission to sportscotland. The workload involved should be tracked.
• Colin MacDonald, Scottish Swimming official and regular supporter of SDS SWIMMING, will be stepping down from his voluntary role this year and it was suggested that his efforts and contribution should be recognised, possibly with a special award.
• The Opportunities team was thanked for their time and the information provided and for their work on the presentation which had been productive and very informative.

Sub Groups

Governance

• A short life working group had agreed to look at pulling together the key points from the strategic plan consultations as they come in. It will also look at other key issues such as staff workload whilst the plan is being developed. As a result a staff survey has been developed which would be returned electronically to the Vice Chair once circulated after Easter.
• The voting procedure for the next and subsequent AGMs was clarified by Iain Smith per the Articles of Association. Interest in becoming a Board member had been noted from Jay Runga. The CEO and Chair would meet to discuss and it was agreed that Jay would be invited to present at the next Board meeting.
• The issue of incorporation was raised at the Branch Conference concerning liability of trustees. Iain Smith will look into this and report back.
• Strategic plan consultations are ongoing and a good response has been received to date.
• The job shares relating to Performance Manager and East Regional Manager have been in place for some time and are currently working well.

Board Members’ Updates

• Some Board members had attended the Sportsman’s Charity dinner at Prestonfield House.
• Iain Smith had met with the Standard Life Social Investment Management regarding the possibility of SDS becoming one of their chosen charities which covers strategic and fundraising work with national charities.
• Claire Morrison had met Martin Perry in Sheffield and although he has not qualified for the Rio Paralympics he is very positive about his training and development.
• The Chair had attended a Highland Branch meeting and the recent staff meeting. It was felt that the West consultation had been interesting but disconnected and showed the need for a Branch. The Chair and CEO had attended an Inclusive Futures event.

Sports/Events

National/International

• At the recent CP Football three-nation international competition Scotland had lost two matches to Russia and drew twice with the Dutch.
• The Boccia World Championships are being held in Beijing this week and six of the ten GB players are Scots with Jamie McCowan playing for the first time as a BC3, this being a ranking opportunity for him. The Paralympic team will be selected at the end of May or beginning of June.
• GB had won the rugby test event.
• The swimming trials will be held in Glasgow and tickets are still available.

Partners Update

• UKSA had been invited to submit a second bid for a year’s extension but were not hopeful. Some funding had been identified but nothing sustainable. Further funding options were being investigated. The Chair had circulated a paper regarding the possibility of UKSA applying for funding from the JS Trust (formerly the Jimmy Savile Trust) for discussion on Scotland’s position. After discussion it was agreed that SDS would not support a bid to the Trust.

AOB

• It was noted that the Scottish Sports Association had been informed their funding from sportscotland would cease in one year’s time. The Chair and CEO would be attending a meeting and would report back to the Board.
• Claire Morrison will circulate new BISFed competitions proposals for information and it was noted that some items, e.g. the female quota for the Paralympics, would change the dynamics of the squad make-up.
• The GBDFA had written to the International Federation of CP Football as GB have never been allocated ranking points from the Paralympics which affects the world ranking. Geoff Davies proposed that ranking points for the GB team should be split by percentage of players from each home nation but after review the international body agreed to allocate a percentage of ranking points to England only according to what percentage of the GB team is English, as England was the agreed team nominated to qualify. The CEO will write to the international body to protest as will England and GB.

Date of Next Meeting

25th April in Glasgow with Gerry Milne hosting. CL will circulate the postcode.

 

Minutes of the meeting held on Monday 1st February 2016 at sportscotland, Caledonia House, South Gyle, Edinburgh  EH12 9DQ at 1700 hours.

Attendees:

Janice Eaglesham MBE,  Chair

Catherine Goodfellow, Vice Chair

Gavin Macleod, CEO

Oliver Barsby, Director

Claire Morrison, Director

Iain Smith, Director

Jennifer Griffin, sportscotland Partnership Manager

Caroline Lyon, Company Secretary

Apologies:

Dave Rhoney, Director

Sandra Proudfoot, Director

Anna Tizzard, Director

Gerry Milne, Director

Welcome, Apologies, Conflicts of Interest and Legal Register

The Chair welcomed everyone to the meeting.

The Vice Chair recorded a conflict of interest in any potential discussions about Commonwealth Games Scotland.

There are no legal issues of which the Board are aware.

Agreement of Minutes

The minutes of the previous meeting held on Monday 14th December were agreed.

 Matters Arising

• The Risk Register and IT Policy are on the agenda, along with the Operational Plan and GOGA.
• The Articles of Association have been forwarded to Iain Smith for review.
• Sub groups will update during the meeting.
• It was noted that sports and events for the Gold Coast Commonwealth Games are yet to be made public.
• Board members’ updates had been added as an agenda item.

sportscotland Target Tracker

The paperwork has been submitted for the investment and will go to senior management this week then to the sportscotland Board for approval.  The Partnership Manager will forward the proposal to the CEO to circulate to the Board with a recommendation for full funding.  The decision will be communicated to the CEO this Friday.

Presentation

A presentation was given by the Performance Managers.

 

 

Reports

Operational Plan Update

Local and Regional

• GOGA funding had been confirmed as £4.6m across the UK with £130k per year to Scotland to be channelled to the three Branches.  A meeting will take place with partners in March and the programme will start in September 2016.
• Eight Branches applied for Celtic FC Foundation funding and £26k was split between them with an emphasis on severe disability.
• The Tayside Inclusion Forum has been established and plans are ongoing in West and Central.  Five of the six regions now have Inclusion Forums in place.
• Work is taking place with Scottish Student Sport and institutions in tertiary education and all Regional Managers have now established links in their areas.

Talent and Performance

• Fifteen of a proposed eighteen events have taken place over six sports.  Participation statistics indicate a 10% increase in participants with a physical disability or sensory impairment.
• The BC3 boccia players had competed at the World Open in Columbia and succeeded in gaining selection for Rio.
• A very successful residential training camp had been held for the Scottish Boccia squad with support from GB Strength & Conditioning coach Bob Smith.
• 24 of the 43 swimmers in the national squad have transitioned through the regional network.
• Six Academy athletes have moved onto world class potential programmes.

Coaching and Education

• 48 courses have taken place in 2015-2016.

Governance and Infrastructure

• Cheryl Brykajlo has left SDS.  Kate Shaw has taken on additional hours to cover the workload.
• Gary Fraser is now in post as part time Performance Manager and part time East of Scotland  Regional Manager.  Neal Herbert is filling the part time East Regional Manager through a partnership agreement with Lothian Disability Sport with effect from 1st January 2016.
• The skills analysis was changed to amber.
• The Sportsman’s Charity dinner will be held on Friday evening and SDS have been able to donate some auction items.  Five athletes are expected to attend along with Gavin Macleod, Gary Fraser, Catherine Goodfellow, Anna Tizzard and possibly Iain Smith.

Communication and Leadership

• The communications group had met and a possibles and probables list for Rio was circulated along with a timeline including looking at selections, athlete profiles and roles and responsibilities.  A further meeting will be held one week from today.
• Claire Morrison requested an addition to the possibles/probables list.
• The Vice Chair suggested former Paralympians could be enlisted for communication roles.
• Burt Greener are still working with SDS and have re-aligned the project times.  There is a possibility of a student from Napier University working in a communications role.  There is also a possibility of an arrangement regarding photographs with sportscotland.
• Mission 2018 meetings have begun with the sportscotland Institute of Sport and Commonwealth Games Scotland.  There will be an increase in medal events across more sports and some more medal events within sports.

Operational Plan 2016/2017

• Education Scotland funding is in question for the next year.  There has not yet been confirmation of Celtic FC Foundation funding so some of the plan is aspirational at present.

Sub Groups

Finance

• The Finance Manager presented a costing of the Operational Plan with financial projections for 2016-2017.  The income resources were based on the current year with a breakdown of income and an Education Scotland underspend carried forward due to different timeframes.
• The management accounts for the current year were presented.  The budget had changed throughout the year with the income not as high as anticipated due to a drop in Education Scotland funding.  Major savings had been possible of around £120k in Performance.
• The sub group had met last week and scheduled meetings quarterly involving the Finance Director, Chair, Vice Chair, Finance Manager and CEO.  More detail would be presented on budgets in October.
• A 1% increase in pay for staff was agreed.
• It was suggested that support could be offered by Glasgow Caledonian University, for example in patronage or fundraising expertise.  One possibility was training for GCU students perhaps with a link to physio or sport science.
• The Vice Chair will circulate the minutes of the Finance Sub Group meeting.

Governance

• The audit review update will be completed by the end of March 2017.  The Risk Management Policy is with the Finance Director for review.  The IT Strategy should be reviewed and a draft completed by December 2016.
• The Fraud Policy will be reviewed by Iain Smith to replace some named legislation which relates to English law, notably the Theft Acts.  The Criminal Procedure (Scotland) Act 1995 should replace Police and Criminal Evidence.  Public Interest Disclosure in Appendix 2 should also be checked.  The document was agreed in principle subject to the changes listed with amendments pending.  Iain Smith will update and feed back to the Board under Matters Arising.
• The Health & Safety Toolkit will also be reviewed by Iain Smith for accuracy of legislation.  It was agreed in principle pending the checks.
• Under the Risk Register IT section, the server has been refreshed but the database remains a risk.  The sportscotland expert resource is currently out to tender so this is in hand.

Board Members’ Updates

• The Chair had met with the CEO, Education & Development Manager and Pathways Manager to review workload, capacity and the strategic plan.  Some feedback has already been received on strategic planning.  A short life working group should be established to run to the end of the year or longer.  Any volunteers were welcome to join the group.  Members were asked to notify interest to the Chair by the end of the following week.
• It was agreed that a staff satisfaction survey should be circulated to assess capacity considerations and returned to the Vice Chair.  Both proposals were agreed.
• Claire Morrison had recently been at a Boccia training camp in Cardiff.  There had been an opportunity to communicate the work of SDS and direct a member of Disability Sport Wales to the Education & Development Manager.
• Iain Smith noted that his employers are currently sponsoring the British Lions, Ryder Cup and Andy Murray.  There is an opportunity for staff to vote to support a charity and Iain Smith will investigate the process of nomination.  Staff could support events, volunteering and fundraising and the company may match funds raised.  SDS could reciprocate with athlete visits etc.

Sports/Events

Domestic

The carpet bowls and swimming events are imminent as well as the regional Boccia championships.  The Opportunities & Events Manager has circulated an availability survey for completion by the Board.

National/International

Boccia selections for Beijing will be announced on Friday and Claire Morrison will notify the Board on Monday.

Partners Update

• A UKSA Board meeting will be held on 24th February and it is hoped there will be an update on the financial situation.
• A GB Disability Football Association meeting had been held and five Scots remain in the long list for selection for Rio.  Final selections will be made in June and the CEO is on the panel.
• There had been a Scottish Boccia Group meeting with discussion around the GB Boccia Championships and a plan update, as well as the camp, kit and classification.

AOB

There was no other business.

Date of Next Meeting

Monday 14th March 2016