Minutes subject to approval at the next ASA Board Meeting. Minutes of the meeting held 20/21 September2013 SportPark, Loughborough

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1 ASA BOARD Minutes subject to approval at the next ASA Board Meeting Minutes of the meeting held 20/21 September2013 SportPark, Loughborough Present: Mr J Crowther Chairman Mrs A Clark East Midland Region Mrs K Grimshaw London Region Mr R Margetts South West Region Mr R Hedger East Region Mr I Mackenzie East Region Mr B Simkins West Midland Region Mr S Rothwell North West Region Mr R Gordon North East Region Mr C Bostock Independent Member Mr K Ashton Independent Member In Attendance (non-voting) Mrs J Grange ASA President Mr D Sparkes Chief Executive Officer Miss J M Nickerson Chief Operating Officer Mr A Beaveridge Chief Financial Officer (Saturday only) Mr C Denny Director of Marketing & Communications Mr R Barnes Senior Solicitor Mrs C Lambert Administrative Support Apologies: Mr D Fletcher Independent Member Mr P Davies Strategic Lead, Grow Mr A Beaveridge Chief Financial Officer (Friday only) Min No Welcome 134. The Chairman welcomed the members to the meeting, it was noted that other than the pre-council meeting this was the last meeting of the ASA Board before the new structure becomes operative following the ACM in October. The Chair also welcomed Verity Dobbie and Craig Keller from the Masters fraternity who had submitted a proposal for consideration Declarations of Interest Ian Mackenzie agenda item 12 DoRALA Report Rules Committee Proposal Masters The Way Forward A paper had already been circulated to the Board and in addition to this a presentation was made by Verity Dobbie and Craig Keller There was general discussion on the proposal and a number of questions were asked of the presenters to ensure clarity and understanding. The guests were asked to leave the room following the Q&A and discussion took place on the proposal and it was agreed to consider this further at the Board meeting on Saturday Following the presentation on Friday evening the Board had considered the proposals in detail and very carefully. The Board recognise that following the Juba Report the recommendations therein had not been fully implemented and there was sympathy with the Masters fraternity in that they had been somewhat neglected. However, the Minutes of the ASA Board Meeting 20/21 September

2 Board were not in agreement with the proposal in its entirety but would wish to work with Masters to improve the current situation. The following was agreed. To agree the early appointment of a professional Masters Officer for all disciplines funded by the ASA. To work with the Masters Committee on a job description, person specification and work programme. The work programme to show clear links with health and participation To consider ideas for changes to the Masters Committee structure. To work with the Sport Board going forward 137. Presentation Head of Club Development The Head of Club Development attended the meeting to outline the proposal previously circulated on Satellite Sessions The Board asked a number of questions and it was confirmed that this project forms part of the Whole Sport Plan, that it is a Sport England concept and involves the County Sport Partnerships It was acknowledged that this is a trial operation and a learning opportunity. Once the trial has been completed a full business plan will be put in place. The trial was agreed The Head of Club Development was requested to provide an interim report in 6 months on progress with a full report at the September Sport Board meeting in The Board agreed an additional membership category of 5 per swimmer per year participating in the satellite sessions. The fee to be retained by the ASA and not split with the Regions and Counties 138. Minutes of the meeting held 6/7 July 2013 Min School Swimming. First line Permanent should read Parliamentary. With this amendment the minutes were agreed as a correct record Matters Arising Min Pool Operators Members were advised that a meeting has been scheduled for the 10 th October Min Commonwealth Games Kit The tender for suppliers has been shortlisted to 2 and it is anticipated that a decision will be made shortly Min Beacon Programmes Applications for funding have now been received and are undergoing scrutiny to ensure they meet the criteria. It is anticipated that successful candidates will be notified towards the end of the month Min Stoke on Trent It was noted that there is ongoing support for Stoke Min Internal Communications Officer An update was given to members on the recovery progress being made by the Internal Communications Officer and the Board took the opportunity to wish her a continued recovery Min Bullet Point 5 Performance Management Groups Concern was expressed that there was little communication regarding the activities of these groups. Members were advised BS Board required the Director of World Class Operations to provide an overview of each of the PMG s meetings for the BS Board. Minutes of the ASA Board Meeting 20/21 September

3 It was noted that a review of the PMG s will take place and that the principle of communication will be raised with them Min Community Swimming Limited Annual Report For clarity it was noted that this would be a matter for the ASA Group Board Report of the Chief Executive Core Cities Following a request from Sport England the CEO had taken the opportunity to visit Leeds, Manchester, Liverpool and Sheffield to discuss matters of mutual interest and to assure them of our support. This cities had grouped together to form a core cities group and worked together on matters of mutual interest. In the current economic climate they, like many, are facing major budget challenges and additional to this they are committed to meeting government s health agenda. In discussions with them we have agreed a way forward and this is being led by Lara Lill and Chris Rinder Schools Website This is nearing completion. There is also an opportunity for the CEO to meet with the Head of a free school to glean some further information on this type of facility and the process required to achieve Free status Community Swimming Limited The Chief Executive and Chief Operating Officer had recently met with Spirit Health Clubs and talks continue on partnership opportunities Finance Report The report provided by the Chief Financial Officer was noted and Board members endorsed the new reporting format which they felt provided clarity Interest Rate Swap Negotiations with Lloyds continue and members were advised that it is unlikely any further contact will be received until the end of October and a resolution will not be known until early Appointment of the Auditors - The Chief Financial Officer advised that there had been an extensive and robust tender process and had involved the Audit, Risk and Probity Committee who had discussed the options at their meeting on the 4 th September. The Chief Financial Officer advised that the proposal to the Board was to re-appoint haysmacintyre for up to 6 years subject to renewal terms being satisfactory. Members noted that a reduction in costs had been achieved and there was a commitment for minimal increase. In addition it was agreed with haysmacintyre that the current audit partner would continue for 2 years with a transitional year in the second year and a new audit partner in place in the 3 rd year. This provided continuity for the Chief Financial Officer who had only been in post 6 months The proposal to recommend the re-appointment of haysmacintyre as auditors at the Annual Council Meet was unanimously agreed Entry Fees The proposal to increase the entry fees as outlined for 2014 and 2015 were agreed The second recommendation to increase fees in line with inflation was withdrawn and it was suggested that the ASA Sport Governing Board may want to consider different options for the entry fee structure within the next 12 months. Minutes of the ASA Board Meeting 20/21 September

4 143. Grow The paper circulated by the Strategic Lead for Grow was discussed and the Chief Operating Officer gave an explanation where required. Increase in Participation - as at the 18 th September 49 sites were currently providing data albeit on different time frames. A meeting has been scheduled with the larger operators to discuss the transfer of their data. It was noted there is no standard way of collecting throughput data within the industry. It was confirmed to members that the IOS have a rate card which is not deviated from however this does not preclude opportunities to negotiate discounts with operators where there is a mutual benefit. There is also the opportunity for members and other candidates who are not employees of the hosting organisation to attend these courses. The AO s in the regions should be aware of what is taking place. Key dates and decisions Sport England had indicated key dates with a final decision on funding by March We have requested this to be brought forward and this is being considered. Active People results will be published mid December. Swimfit - work needs to continue on this to keep momentum going. The general consensus is that operators like these sessions but anecdotally there has not been as much take up as we would have wished. Sport England continues to be supportive and encouraging as they believe the strategy we have in place will deliver the required results Summary - The Board discussed the figures provided in the Grow Report and whilst appreciating that it is detailed requested that a simplified version with an explanation on the figures would be more beneficial Report of the Director of Marketing and Communications Swim Britain The project is still underway with estimated participants still below British Gases target although 2,000 British Gas employees have completed Swim Britain in addition to the general public. The Board were pleased to note that the target required by Sport England has therefore been met and that the ASA Communications have delivered around 50% of the traffic to the Swim Britain site Swim Safe The pilot programme carried out in partnership with the RNLI in Bude was considered a great success with 4,000 children participating. We are exploring opportunities with the RNLI to expand the programme in KPI s - The Director of Marketing and Communications confirmed that 73% of the annual target on Advertising Value Equivalent (AVE) has been achieved in the first 5 months of the current fiscal year. It was reported that the number of unique monthly website visitors is also ahead of the annual target British Gas Members were advised that Abi Robbins has been appointed as the British Gas Brand Director and Matthew Leopold has replaced Morag Taylor as the day to day manager. It is expected that with a new CEO in place and changes to personnel a review of the sponsorship will likely take place in the 4 th quarter of this year Staff The Director of Marketing and Communications confirmed that Katie Bird had taken over as Head of Events whilst Claire Davenport is on maternity leave and Kieran Walsh has been appointed Deputy Head of Events. Minutes of the ASA Board Meeting 20/21 September

5 The Board requested that some consideration be given by the Events team to improving the presentation of popular events such as the Age Groups A review is already underway and Katiie Bird will meet with those parties involved Aquazone Magazine Work is progressing with a view to giving consumers a closed web experience. This change of publication method will be communicated to those eligible for the magazine by promoting it within the forthcoming publications of the magazine Swimming Times A digital version of the Swimming Times will be available from October. It was confirmed that existing subscribers will not have to pay additional subscriptions IHG Talks continue with IHG to look at a potential wider partnership Ticketmaster - Members reported on issues relating to ticketing at certain events this is also being included in the event team review Report of the Director of Regulatory and Legal Affairs Certificate of Merit The nomination of Roger Williams to receive an ASA Certificate of Merit in recognition of his services as Judicial Commissioner was unanimously agreed by the Board. It was agreed this would be presented during the Annual Council Meeting by the current President British Swimming Judicial Appointments The following nominations were received for British Swimming Judicial Appointments 2013 : Mrs Barbara Lancaster Mrs Chris Murray Mrs Terry Lambert (First Instance Panel) (First Instance Panel) (First Instance Panel) Mr Malcolm Hopes (Judicial Appointments Panel) It was recommended that all nominations be put forward to serve a new term as ASA representatives. This was unanimously agreed It was also recommended that as there is only one vacant post on the first instance tier and given the current staffing of the panels and the relative current work-load of the British Swimming Judicial System it was recommended that this post remains vacant. This was agreed ASA Rules Committee Following a retirement within the Committee it was recommended that Sheila Mackenzie be appointed as an additional member of the Rules Committee for the remainder of the current term of office of the departing member in accordance with ASA Law. This was agreed Judicial Commissioner It was confirmed that the Judicial Appointments panel are currently looking into the replacement for Roger Williams A Guide to England Talent Programmes. The Draft proof of the document was before the Board for consideration. Members were asked to provide any points of detail by to the CEO. The document was noted. Minutes of the ASA Board Meeting 20/21 September

6 147. LTAD The Board requested that consideration be given to publishing a Long Term Athlete Development Framework. Previous publications have provided clear guidance for clubs and counties on the type and intensity of training and competition required at different ages and levels. The CEO agreed to speak to the new Head of Performance Pathway and provide an update for the Sport Board at their November meeting Governance The Chief Operating Officer updated the board and advised that the Chair of the Group Board has now been appointed and work continues to recruit a Chairman for the Sport Governing Board, Independent members of the Group Board and Sport Specialist Members of the Sport Governing Board. The Regions, with the exception of the South West who are due to meet later this weekend, have appointed their representatives to the Sport Governing Board The Rules are also providing some challenges where anomalies have shown up and once these have been reviewed by the Rules Group the Board members with responsibility for these will receive them for review before circulation to the Board as a whole Pre-Council meeting. It was noted that Edward Lord (new Group Board Chairman) and Sam Greetham (ASA representative to the British Swimming Board) will attend the meeting on the 18 th October. It was also noted that there would not be a meeting with the Regional Chairman prior to the ASA Board meeting Risk Management The Chief Financial Officer advised that the Group Internal Audit Manager was now in place and a thorough review of Risk Management is underway. The review process has involved the Audit, Risk and Probity Committee who are tasked with reviewing risk at each of their meetings with the responsibility for reviewing the risk register on an annual basis being with the Board The Chief Financial Officer confirmed that there are too many identified items on the register which is being reviewed with more focus on the critical risks The annual review of the risk register will be the responsibility of the Group Board and a decision to be made as to the timeframe for doing this Proposal from Men s Water Polo for increase in fees The Chief Operating Officer gave additional information to the documentation circulated which is essentially looking to charge an additional fee per year (Male and Female) and to ring fence the funds for British Swimming s national Men s teams The proposal was discussed in detail and whilst the Board had sympathy with water polo they could not approve the proposal and referred this to Sport Governing Board once in place Commonwealth Games Water Polo Championships Scotland has confirmed that they wish to host this event in Aberdeen which is an excellent facility. Aberdeen Council has agreed to underwrite the event and funding has been received from various sources. Early indications are that there will be approximately 10/12 teams both men s and women s. Minutes of the ASA Board Meeting 20/21 September

7 Discussion took place on providing support for the teams and it was proposed that we support both teams to a financial maximum of 50k for both. Voting 7 for 2 against British Swimming Board Report - The following points were reported by the BS representatives Two presentations had been made; one by Chris Furber, NPD Disability and one by Graeme Thompson, NPD Women s Water Polo World Championships Barcelona Detailed discussions took place in respect of the performances in Barcelona. It is clear that there was a lot of work to be done particularly in relation to Swimming Synchronised Swimming Issues around judging caused a great deal of concern with the Board agreeing to bring whatever pressure British Swimming could for this to be reviewed. Members will be aware of a number of retirements following the competition and UK Sport will carry out an in-depth survey with the athletes A review of the World Class Programmes is scheduled to take place by the NPD s and coaches High Diving - This was show cased at the World Championships and looks as though it will remain in the programme. British Swimming is giving this further consideration FINA Appointments Overall representation to FINA is favourable for British Swimming however it was noted with regret that Jenny Gray no longer sits on the FINA Synchronised Swimming Committee BS AGM This is scheduled for November and items for consideration include the Terms of Reference. There was discussion on the co-opting of individuals to the Board without power to vote. The Board unanimously agreed that this should not be supported and indeed did not consider it good governance Decisions by None to note Date of Next Meeting 18 th Daventry Court Hotel, 6.30pm Chairman The Chairman took the opportunity to thank all the regional representatives and independent members for their friendship, support and hard work during his time as Chair of the ASA Board and wished everyone success going forward with the new structure. Minutes of the ASA Board Meeting 20/21 September