ROYAL BOTANIC GARDEN EDINBURGH BOARD OF TRUSTEES

Transcription

1 ROYAL BOTANIC GARDEN EDINBURGH BOARD OF TRUSTEES Minutes of the Meeting of the Board of Trustees held in the Lecture Theatre, Royal Botanic Garden Edinburgh (RBGE) on Monday 27 February 2017 at 1400 Present: Sir Muir Russell Chairman of Trustees Prof Beverley Glover Trustee Mrs Patricia Henton Trustee Prof Thomas Meagher Trustee Ms Diana Murray Trustee Mr Tim Rollinson Trustee Prof Ian Wall Trustee Mr Chris Wallace Trustee In Attendance: Mr Simon Milne Regius Keeper Prof Pete Hollingsworth Director of Science Mrs Heather Jackson Director of Enterprise Dr Alasdair Macnab Director of Corporate Services Secretary Mr Kevin Reid Director of Horticulture and Learning Ms Ann Robertson Head of Finance Item Narrative & Decisions Action Presentation on Nepal Prior to the meeting the Board of Trustees received a strategic overview of RBGE s objectives and achievements in Nepal by Dr Mark Watson (Head of Major Floras) and Kate Hughes (Horticultural Project Officer). The Board of Trustees suggested that the RBGE s work in Nepal might be the object of a future Friends fundraising appeal. The Regius Keeper would pass on the Board of Trustees suggestion that the RBGE s work in Nepal could be fundraising opportunity for the Friends. Regius Keeper Private Meeting The Chairman and Board of Trustees held a Private Meeting prior to the Main Board meeting. OPENING ITEMS: Minutes of the Previous Meeting held Thursday 7 December 2016 The Minutes of the Meeting held on Thursday 7 December 2016 had previously been accepted as a true record of the meeting. The Secretary had placed a copy of the approved Minutes in the Library, on the General Drive, the RBGE Website and circulated by to the Board of Trustees. Page 1 of 11

2 Matters Arising Benmore Botanic Garden Water Supply The Secretary reported that Scottish Water was in the process of connecting a public water supply to replace the private supply owned by RBGE. Work was due to be completed by April Benmore Botanic Garden Roads The Secretary reported that ownership of the roads within Benmore Botanic Garden was still to be determined and there were several landowners involved in discussions on their future maintenance. The RBGE had set aside funds to contribute to the road maintenance works in the next financial year Chairman s Report Response from Director General Economy to the Finance Paper for Scottish Government The Chairman had received a response from the Director-General Economy in the Scottish Government to his letter on the RBGE s proposals for Financing the Future. The RBGE had received the same Grant-in-Aid for 2017/2018 as this financial year but with no additional funding for capital. Trustees suggested that the Scottish Government could be asked to identify when funding for capital might become available and the RBGE could restate their case with greater ambition. Trustees observed that Grant-in-Aid should cover the RBGE s core activities and additional income generated by RBGE should contribute towards adding value and not considered to be replacement funding. 3.2 Update on Recruitment of Trustees The Chairman asked Trustees to advise the Regius Keeper of any potential candidates who could be approached to apply when the vacancies were advertised by the Scottish Government. 3.3 Remuneration Committee A Remuneration Committee had been held on Monday 27 February It was agreed that the Head of HR would discuss the pay proposals with the Scottish Government and then enter into negotiations with the Unions. Page 2 of 11

3 Decisions. It was agreed that: Response from Director General Economy to the Finance Paper for Scottish Government The Regius Keeper and Secretary would continue to work to develop and deliver the proposals detailed in the Financing the Future letter to the Scottish Government and attempt to identify when future capital funding might become available. Regius Keeper/ Secretary Update on Recruitment of Trustees Trustees would advise the Regius Keeper of any potential candidates who could be approached to apply for the Board of Trustee vacancies. Trustees Regius Keeper s Report The Regius Keeper presented his quarterly report where four items were being addressed by the Senior Management Team (SMT) and highlighted four SMT actions arising from the recent Performance Report. Address and communicate the longer term impact and mitigation for restrictions in plant movement including the impact on the Friends Plant Sale. The shortage of a core teaching specialists for some courses. Maintaining the competiveness of the MSc Course this related to the RBGE s reputation. It was suggested that sponsorship of Students from overseas could be considered and contact made with the Alumni and appropriate institutions. A new future business model for the Celebrate Life scheme was required. 4.2 Colombia Bio Project The Royal Botanic Gardens, Kew had received a grant from the UK Government for the initial phase of this project and the RBGE was in the process of clarifying its role in this phase. It was noted that RBGE would be eligible to bid for grants for the second stage of the project. Prof Tom Meagher would attend a project meeting in Colombia. Trustees suggested that the RBGE should work with the Scottish Government and Scotland Office to help ensure that its experience, knowledge and contacts in the region were put to best use in the Colombia Bio Project. It was also suggested that RBGE s relationship with the British Council should be developed. Page 3 of 11

4 4.3 Botanics Foundation Ms Lorna Stoddart now Chaired the Botanics Foundation and had great expertise in fundraising. The Case for Support, with a 40M target over ten years, had been presented for testing with some of the RBGE s supporters, and structures were being considered to finance and expand the Fundraising Team to take on this project. 4.4 Botanic Lights The new contract had been awarded to Raymond Gubbay Ltd which had presented the RBGE with the opportunity to develop the programme into a memorable festive experience. The financial risk had now moved from the RBGE to the contractor and there would be more opportunity for retail and catering income. 4.5 Public Opening Meeting This would take place from on Wednesday 15 March 2017 in the Lecture Theatre and attendees would receive presentations on the work of the RBGE by the Chairman, Regius Keeper and other members of Staff. 4.6 Science Highlights Dr Toby Pennington s (Head of Tropical Diversity) group had a paper published in Proceedings of the National Academy of Sciences (PNAS) on Dispersal assembly of rain forest tree communities across the Amazon basin which was covered by the BBC on its main science pages. A Lichen Safari guide had been produced as a way of engaging visitors with lichens at the RBGE Edinburgh garden and a trail would be available. Trustees observed that the associated films were first class and deserved to reach a big audience. 4.7 Staff Conference 2017 Trustees were advised that the next Staff Conference would take place on Thursday 25 January 2018 in the Lecture Theatre. 4.8 Property Asset Management Plan Work was continuing on the production of the Asset Management Plan and once the priorities were agreed would be included in the Corporate Plan. Trustees asked when this Plan would be completed. Page 4 of 11

5 4.9 Business Plan The Budget would inform the Business Plan and it was noted that next year (2018/2019) Rural and Environment Science and Analytical Services Division (RESAS) had indicated that there would be further financial challenges. It was noted that Key Performance Indicators would be reported on at the year end Property Asset Management Plan The Secretary would advise Trustees of the completion date of the Property Asset Management Plan. Secretary DECISION ITEM: Formal Approval of 2017/2018 Budget The Secretary had previously circulated the 2017/2018 Budget and now presented it for the Board of Trustees formal approval. There was uncertainty about whether the RBGE would receive funds arising from the UK Government s Apprenticeship Levy. The Regius Keeper thanked Prof Ian Wall for his work on developing a partnership with the Wheatley Group. Consideration on future income generation from the Centre for Middle Eastern Plants (CMEP) was still being assessed due to Staff changes/retirements. The 2017/2018 Budget was approved by the Board of Trustees and the Secretary would arrange for it to be issued. Secretary DISCUSSION ITEMS: Report of the Arts Working Group The Group was chaired by Prof Chris Breward (Principal Edinburgh College of Art) and held its first meeting on Tuesday 14 February The purpose of the Arts Working Group was to propose a strategic vision to the Board of Trustees and there appeared to be general understanding that the future programme must be financially sustainable and related to the core Mission. A summer exhibition was planned for Inverleith House which would link the glasshouses with our plant collection, archives and contemporary artists who would contextualise and respond to the collection. Risk Register Update - Review of Red, and Amber Risks The Secretary distributed an updated Risk Register and went through the following amendments to the risks: Page 5 of 11

6 Governance and Resources G01.01 Failure to: develop a coherent and realistic strategy to set clear unambiguous goals within a robust financial framework with fully aligned resources risk reduced. Financial Sustainability G03b.01 Failure to: achieve adequate Grant-in-Aid risk reduced for financial year 2017/2018. Funds R01.01 Failure to: match resources to organisation activities risk reduced. People R02.01 Failure to: recruit and retain qualified and/or skilled staff risk increased due to the likely inability to meet all the costs of implementing Job Evaluation and Grading Support (JEGS) and Fluid Grading. Land and Buildings R03.01 Failure to: maintain the built environment and infrastructure services at all four sites in conditions that facilitate our strategic objectives. There was a backlog of 15M of maintenance works and with no further funding currently available for the North East Corner there was an increased risk to the Collections. Trustees were very concerned about the lack of funding for the North East Corner and the risk to the Collections. It was noted that all was being done to protect the Collections in the interim with better access systems in place in the Glasshouses to enable repairs to be undertaken and a new Glasshouse in the Nursery which would enable some of the Collection to be temporarily relocated if required. 7.2 Reputational Risk Trustees suggested that the RBGE s reputational risk should be reviewed in relation to damaging and factually incorrect press reports Reputational Risk The Secretary would consider whether the RBGE s reputational risk in relation to damaging and factually incorrect press reports should be included if not already covered. Secretary Page 6 of 11

7 Scottish Government Consultation on a Draft Gender Representation on Public Boards (Scotland) Bill The Regius Keeper invited the Board of Trustees to provide its views on the practical application of the draft Gender Representation on Public Boards Bill provisions. Trustees welcomed the draft bill and were happy with the content and agreed that self-reporting was not necessary. The Regius Keeper would respond to the Bill on behalf of the Board of Trustees. Regius Keeper Planning for RBGE s 350th Anniversary The Regius Keeper reported on the developing 350 th Anniversary programme on which the Board of Trustees was invited to provide their initial thoughts, aspirations and guidance. Prof Tom Meagher would represent the Board of Trustees on a Project Group that would develop ideas and coordinate planning. Trustees suggested that: The activities should be linked to the RBGE s strategic objectives. Sponsorship for the programme could be sought. The media should be included in planning in a timely manner. The activities should look forward rather than just celebrate past achievements. It could be an opportunity to consult with the public. It could be used to promote the RBGE to the rest of the UK. It should be both national and international. There could be a conference on the role of Botanic Gardens. The Scottish Government could use the occasion for diplomatic visits/events. Opportunity to develop and promote a strong future for the RBGE. 9.2 A further update would be provided to the Board of Trustees in due course by the Regius Keeper and Director of Horticulture and Learning. Regius Keeper/ Director of Horticulture and Learning Page 7 of 11

8 INFORMATION ITEMS: Finance Finance Update and Finance Report for the Period to 31 December 2017 The Head of Finance reported that there was currently the potential of a small surplus forecast but expenditure from the next financial year could be brought forward and the year-end position was being managed. In addition there was flexibility in the Botanics Foundation proposed funding drawdown at the year end. The Board were asked to consider whether legacy income which does not form part of RBGE s overall forecast should be redirected to the Foundation, ensuring the original wishes of the legator are maintained. The draft Annual Report and Accounts would be presented to the Board of Trustees for consideration at their next meeting. The attrition issues of the loss of Patrons would be considered The Board of Trustees wished to exercise their powers in accordance with the National Heritage (Scotland) Act 1985, Part II, Section 12 (1) (b) & (c) that any legacies bequeathed to the RBGE should be redirected to the Botanics Foundation to be used at a future date to further the purposes of the RBGE, subject to any restrictions contained therein. The Head of Finance would now move legacy income to the Botanics Foundation and write to the Chair of the Foundation to confirm. Projects Updates The Secretary reported that the next phase of Glasshouse safety works would take place in stages to ensure that any negative impact on income generation from Glasshouse entry would be minimised. Report of the Audit Committee Mr Tim Rollinson, the Chair of the Audit Committee, reported that a meeting had been held on Wednesday 22 February 2017 where an Annual Follow Up Report 2016/2017 had been received from Henderson Loggie (Internal Auditors). The Committee were concerned that a number of items were still only partially implemented and should be addressed or removed from the list. The Internal Auditors Annual Plan 2017/2018 was received. The Committee were disappointed in Audit Scotland s (External Auditors) increased fees for the next financial year. This had been Mr Tim Rollinson s last meeting and Mr Chris Wallace had agreed to take over as Chair. Head of Finance Page 8 of 11

9 Report of the Science Advisory Committee Prof Tom Meagher (Chairman of the Science Advisory Committee) reported that there had been a meeting on Thursday 8 December 2016 where they discussed a presentation given by Ms Katy Hayden (Mycologist) on the RBGE s plant health initiatives which had been well received. There had been a discussion on the Flora of Nepal and the Global Challenges funding which could be a major opportunity in the future. There was a discussion on data management and data issues with a tour of the Herbarium. The next meeting would be held on Thursday 2 March 2017 where the Centre for Middle Eastern Plants would be discussed. Dates for 2018 Meetings The following dates were agreed: Wednesday 28 February 2018 Venue: David Douglas Room, John Hope Gateway, Royal Botanic Garden Edinburgh Lunch Tour/Presentation Trustees Private Meeting Main Board Meeting Wednesday 27 June 2018 Venue: Logan Botanic Garden am Travel to Logan Botanic Garden Lunch Garden Visit Trustees Dinner pm Overnight Stay Thursday 28 June 2018 Venue: Logan Botanic Garden Main Board Meeting Lunch 1300 Depart Page 9 of 11

10 Wednesday 3 October 2018 Venue: Lecture Theatre and Conference Room, Royal Botanic Garden Edinburgh Strategy Discussion Lunch Tour/Presentation Trustee s Private Meeting Main Board Meeting Wednesday 5 December 2018 Venue: David Douglas Room, John Hope Gateway, Royal Botanic Garden Edinburgh Lunch Tour/Presentation Trustees Private Meeting Main Board Meeting 14.2 All would note the 2018 meeting dates. All CLOSING ITEMS: Any Other Business Wheatley Group The Regius Keeper reported that he had met with the Chief Executive Officer of the Wheatley Group and Prof Ian Wall to discuss the next stage of the project. The Wheatley Group would like the RBGE to provide training for their grounds people and gardeners. This could be an income generating opportunity and the Director of Horticulture and Learning and his team would take forward this initiative and develop the Business Plan Mr Tim Rollinson As Mr Tim Rollinson s term of office as a Trustee was coming to an end the Chairman thanked him for his huge contributions since he had joined in Mr Rollinson had used his leadership and management skills to assist with various issues that required careful negotiation. Mr Rollinson had recently Chaired the Audit Committee very effectively. Page 10 of 11

11 Arrangements for the Next Meeting The next meeting would be held on Tuesday 20 June 2017 at Dawyck Botanic Garden and 20A Inverleith Row Royal Botanic Garden Edinburgh, 20A Inverleith Row, Edinburgh EH3 5LR. Jennifer Martin PA to the Regius Keeper 10 March 2017 Page 11 of 11