EXECUTIVE COMMITTEE MEETING MINUTES

Date:	Friday 19th April 2013	
Place:	Sport England Offices, 3rd Floor, Victoria House, Bloomsbury Square, London, WC1B 4SE; Phone: 020 7273 1551, London	
Times:	10.45 – 16.15 	
Participants:	Chris Holliday, Diana Shelton, Iain Varah, John Bell, Kimiyo Rickett, Lisa Dodd-Mayne, Mark Allman, Matt Partridge, Richard Hunt, Simon Parkinson	
Apologies:	Carole Stewart, Christine Neyndorff, David Albutt, Duncan Wood-Allum, Ian Brooke, Ian Shipp, John Fuller, Martin Malloy, Neil Anthony, Nigel Lynn, Rob Persey, Roger Pontefract, Sue Harper, Vincent Paliczka.	

Item No.	Item Description	Relevant business considered, facts noted, decisions taken and actions agreed	
1.		Roundtable discussion with Sport England:
Charles Johnston
Ruth Alleyne
Kevin Mills
Mike Diaper
Kay Thomson
Chris Perks	Capital infrastructure presentation – challenges and approach 
CJ gave a presentation outlining 1 billion of investment over 4 years, of which 75% will come from the lottery; SE in a unique position with income growing.  
The message is getting people to do something and then do something more – sport is a good cost effective intervention for health.  
SE can support LA’s:
To reduce capital and revenue spend whilst helping grow participation. Efficiency saving case studies through NBS,SE analysis alludes that NBS top quartile leisure centre are running subsidy free. 
Rationalisation of investment may be necessary - SE can help with modelling to build the business case through scenario testing and needs analysis. 
Consumer focus – referred to economic and sporting trends where it is evident there are a wider range of demands and a need to tap into latent interests i.e. 5 –a –side informal sessions.  Educational establishments were cited as key stakeholders in terms of facility provision. 
SE has been working with governing bodies to revise technical standards to ensure they are feasible in terms of financial model/efficiency. 
Repeatable models for facility design to generate savings Affordable Swimming Pool Model/Affordable Sports Hall.  
CJ advised driving income in terms of programming first to maximise the commercial value of the timetable and then programme social benefit with target group activities.
Iconic, Improvement & Inspired programmes for capital investment funding still available to drive rationalisation and incentivise efficiency.
Examples of efficient buildings Godalming/Elmbridge– costs for build, revenue performance available to help your structure your business plan.  
Facilities have an important role to play in future delivery of sport; SE want to work with you to achieve a portfolio of facilities strategically placed right location, right offer, good customer service.
KR – observed that the approach was credible, thought through and evidence based – the issue for LA’s is capacity, with a lack of resource and expertise to develop a pitch/playingfield strategy.  This is an important area as it overlaps with Education.
CJ – SE recognise the issue and can support by providing the raw material needed for strategy development.  Good quality advice is crucial.
KM – mentioned the Procurement Toolkit, which is due to go live in the next couple of weeks. 
Action - HB liaising regarding a blog.
CJ – advised that an Artificial Pitches framework is almost in place.  More info about other framework agreements here.
IV – outlined how Redbridge Sport & Leisure Trust took facilities back from private sector, and now generates a significant surplus. He flagged up the difficult negotiating with schools, particularly those with Academy status, and also the challenges of rationalising services, as politicians are wary of public reaction.
CJ – flagged up that SE can call on a number of Educationalists specialist consultants to help with those negotiations.
DS – alerted SE to the fact that in West Oxon they are moving towards action plans and away from strategies (to remain flexible and fleet of foot)
CJ – advised that the Improvement Fund will test models such as reduced provision for changing rooms, to provide evidence of how this might generate increased revenue. He urged the Exec to talk to SE in the early stages of thinking.
SP – asked how we find out more about inward investment. 
CJ – highlighted a funding forum, which is currently working on the barriers to investment.
SP – expressed concern over level of SE investment in protecting playingfield’s particularly regarding the pressures from a number of factors. (covenant’s coming to an end, Academy status)
CJ – emphasised SE are not neglecting this issue and understand importance, but will support the disposal of fields if there is a case, or they are being replaced with AGP’s. 
RH – perhaps we can look at the balance of capital funding structure you are putting forward. Do we need a mechanism for discussion/consultation that highlights the local issues and pressures at an early stage?
Action – RH to crystallise the messages and share presentation with cCLOA members via the website.
RA – reiterated that Cllrs are exposed to the same thinking through the Leadership Academy.
MA – expressed caution re. message on subsidy levels; not all sites can break even.
Action –  cCLOA to continue promoting future Academy events in liaison with SE
MD gave an overview on current policy direction and progress on strategy implementation: 
•	Sporting landscape and partners - focus on getting the money down to local level
•	Funding outlook – recognise tough economic climate and challenge of maintaining post Olympic buzz. However, SE has increased lottery funding despite reduced Exchequer subsidy.
•	Health & Well Being/Get Active Get into Sport pilots will aim to get 130,000 more people involved.  Making the case through H&WBB’s.
SP - asked about the cost of inactivity for key diseases.
KT – responded that DoH collect data on how much it costs to treat 5 key diseases, and the cost of inactivity is included on the Local Sport Profile tool you can check your local position here.  HB - referred to the HIPI, a web based tool that estimates how many excess deaths and cases of certain diseases could be prevented in each local authority in England, which is useful to look at alongside the cost of inactivity.  
•	Economic appraisal tool that demonstrates referral to sport is more effective than medication – this is still in development.
•	Key elements of school sport announcement. Primary schools sports premium, physical literacy parameters, but down to the Head to decide spend. 
LDM – felt we’ve missed an opportunity to invest the money strategically by delegating it down Head teacher’s who might not fully understand the health priorities and the impact likely to be reduced as a result.
MD – agreed it could have been more strategically targeted but this was linked to DfE policy. DfE/DCMS will be issuing guidance in Autumn.  Many LA’s now writing to schools to try and steer spend and using Ofsted as the hook for underlining that outcomes will be a priority and opening up a discussion. 
SP – stated there are ways that LA’s can encourage strategic spend; Havering have retained a school sport collective (from the SSP) who will help ensure that the money is spent wisely.
•	NGBs & local connectivity (including update on Leeds pilot) 
MA outlined the process and the time commitment of holding discussions with 22 NGB’s that wanted to work in Leeds.  The aim is to make connections between NGB National Plan and local priorities, clarifying where the LA can add value. CSP involvement has been crucial in the joining up of plans.  There has been a challenge in interpreting NGB products; NGB’s need to trust LA insight, targets set by SE can produce a tension as they are single sport focused and programmes such as women and girls tend to be multi-sport focused.  Marketing and packaging of offers in a more intelligent way will be important moving forward.  
CP- urged that now is the time for clear communication and strong leadership – i.e. Leeds excellent understanding of place and each NGB’s understanding of their sport.
MA – message is that NGB’s need to provide added value in their programme.
There was a broad discussion on various NGB’s and their attitude to working in partnership and helping to address local priorities.
KR – importance of supporting NGB’s understanding of the political environment and health/social priorities – particularly inclusion/disability/ women/.  
CP – advised that there would be a review of NGB’s programme planned for July and interesting to see how the offer is landing. 
RH – part of this will be how they link up with the CSP’s too. 
KR – queried what NGB’s are doing towards creating a tangible Disability legacy 
Action - SE to get a flavour of what NGB’s are doing, what are the dedicated disability interventions and share with cCLOA.
MD – advised that beyond Whole Sport Plan funding SE are keen to support and encourage the uptake in activities such as ultimate Frisbee/karate etc. and the Get Active, Get into Sport pilots the programmes are driven by local interest and moving away from ‘traditional club activity’ and towards affinity groups, informal friendship schemes.
KT – advised that there will be new questions in the Active People Survey, with a broader range of questions such as participation in gardening/walking/dancing that may be of interest to PH colleagues.  These will be aligned to new CMO guidelines of 150 mins – 75 mins moderate v vigorous.  It will be on the obesity observatory website in mid-August. 
Action - KT to send links when released.  HB to share with cCLOA membership.
RH – in terms of future collective actions and the information and issues shared – how can effect a better cascade of messages and information?; how we CLOA be better used as a sounding board in terms of ongoing strategy and funding implementation. Also, there are opportunities to join up /for SE to contribute to regional seminars linked to the launch of the CLOA health & well-being guidance vice versa with SE regional meetings and events? 
MR – mentioned the Sport & Health Peer Review in May pilot
CP – supported the principle of sharing soft intelligence on Community Sport pace of NGB delivery.
RA - suggested mechanism of a cCLOA focus group to discuss at end of review period.
Action – SE to propose further future liaison.	
      2/3.	Apologies & Matters Arising from teleconference 18/01/13	At the meeting on 7th September the Executive agreed that cCLOA would remain as an unincorporated professional association rather than progress towards a formal legal structure. However, it was agreed that a risk register would help to control and limit the risk exposure.
The risk register has now been compiled and circulated to the Chair/Vice Chair’s/Treasurer and Honorary Secretary.
Action – HB to circulate to the wider Exec	
4.		Update on Health & Well-being Initiative 	Roundtable discussions for Sport & Physical Activity and Culture have now taken place and in total we engaged 37 organisations including LGA, DoH, NICE, National Obesity Observatory, Sport England, Olympic and Paralympic legacy Unit, Arts Council, The National Archives, Voluntary Arts Network, Chartered Institute of Library & information Professionals, Museums Association, Theatre’s Trust, AD:uk, Association of Directors of Adult Social Services, plus a number of leading academics and cCLOA Executive/panel leads. 
A draft structure for the guidance document has been developed and volunteers are now needed to draft content.
DS & MA emphasised that the guidance needs to reiterate the importance of clinical evaluation in terms of outcomes.
The timescale was discussed and it was agreed to aim for launching the publication at the AGM – this will require a draft version for consideration by 23rd May.
Action – Exec to commit to writing sections and providing case studies. 
Action - HB to co-ordinate content, research additional material and manage editorial/publication.	
5.	Draft cross-sector planning guidance – review and discuss	Work with TCPA to produce a cross sector ‘Good practice guide for improving culture and sport opportunities through planning’ has progressed and the Exec were invited to comment on the first draft of this document. 
IV – Informed the group that the NCLF had considered the document and felt the language needed revising for culture & sport practitioners.  Furthermore, ACE has invested some funding in the document and will be petitioning for a more user friendly final version.
Comments to feedback to TCPA included:
P7 lacking in real evidence and impact - needs more data.
P8 health needs to be included.
Annex 1 checklist useful – needs to be moved forward.  
Local Plan – terminology check needed as it might also be known by another name.
More information needed on CIL and also parks on sports and open spaces.  
It was also noted by CH that the section on sports provision was rather weak.
IV – explained that SE had opted not to contribute to the resourcing of the guidance as they have already produced a number of sports and leisure specific documents.
There was general agreement that from an LA perspective it was vital to include all relevant references to sport and leisure in order for the publication to be of use.
Action – RH to contact Sport England and invite them to comment on the next draft version.
Action – HB to feedback all other comments and grammatical inaccuracies to Michael Chang at TCPA.
HB advise the Exec that the launch is provisional planned for w/c 17th June (tbc)
Planning for practitioner seminars is also underway and it is hoped these will also offer an opportunity to instigate regional networks in some areas: 
o	Northern, 27th June, The Storey in Lancaster 
o	Southern, 4th July, Brighton, Hollingbury Park Golf Course 
o	East of England, 11th July, Cambridge at The Moller Centre 
o	Midlands – 2nd July, Birmingham, Shard End Library
Action – HB to publicise the events/TCPA to manage bookings	
6.	Updates:
NCLF strategic direction

Arts Council England – strategic update

	IV – In addition to the TCPA planning guidance another agenda item at the recent meeting was the results of the Strategic Commissioning tender.  The consortium bid, to which cCLOA had contributed, was unsuccessful, however feedback from ACE was that it came an excellent second to NCVO and it is anticipated that there will be opportunities for collaboration.
NCLF members have also been discussing data collection and emerging trends.  There is an ambition to aggregate this in future to provide an even more detailed picture of the sector.
There was some discussion about our own financial settlements survey and whether to re-issues this for 13/14.  
KR - felt that by undertaking the survey in September we would gain a clearer insight into 14/15 financial settlements too.
Action – HB to refresh the survey for September dissemination to cCLOA Members.   
DS – advised that CS was leading on collating info for the ACE consultation on strategic priorities.
KR – voiced concern over new funding streams for libraries that specify activity must be arts linked. This seemed to contradict Bazalgette’s stated commitment to working with LA’s to avoid cuts.  
Action – Exec to send views to RH/DS/CS on working relationship with ACE in their locality.
Action - DS to discuss issues raised at next liaison meeting and invite ACE to host meeting on 31/1/14	
7.	Finance Update 	A draft budget for13/14 had been circulated in advance and approved by IS.
HB emphasised that the additional expenditure above income is entirely linked to spend on the final year of the Improvement Project.  cCLOA has already received funding from ACE to undertake this work and so are committed to delivering the associated activities.
RH – urged the Exec to identify new cCLOA Members to help grow our projected income.
Action – Exec to put forward colleagues in their own areas for membership.
Action – HB to run a future promotional campaign linked NSA conference to cCLOA Members to ‘Recommend a friend’.
HB also presented a revised sponsorship package.  This has been developed in response to feedback from organisations interested in the work of the Association, but who felt the cost prohibitive. It is hoped that with a Principal and Associate package, with differentiated benefits and costs, it may be possible to secure 2 additional sponsors. 
Action – Exec to consider potential sponsors and provide HB with contact details/an introduction.	
8.	cCLOA Advisory Panel – Induction session	EW introduced the draft programme for the advisory panel induction on 23rd May and outlined the aims of the session.
EW explained that we are seeking Executive members to contribute testimony at the session to help illustrate how an appointment, an interview and a case study were approached.
Action – EW to further plan the session.
Action - HB to circulate the final programme for day.	
9.	Draft programme for AGM	HB updated the Exec on plans for the AGM/Members meeting which will take place on Friday 14th June at Lilleshall National Sports Centre in Shropshire.
Once again SERCO have agreed to sponsor the event in return for a short slot to introduce their Neighbourhood Life initiative.
Other speakers include:
Lt. Col Giles Stibbe, Battle Back, Emma Boggis, Head of Olympic and Paralympic Legacy Unit, Ufi Ibrahim, CEO of the British Hospitality Association, Tony Butler, Director at Museum of East Anglian Life and Andy Worthington Chair of Northwest 2012 Steering Group who will lead the panel session.
There was some discussion regarding the running order of the event; KR suggested that the AGM take place prior to lunch.
Other potential panellists were also discussed – MP suggested Adrian Moorhouse, RH suggested Victoria Derbyshire, MA suggested Mike Diaper, LDM suggested Hannah Cockcroft, DS suggested her sister who works for BBC Sport.
Action – Exec Members to approach proposed panellists 
Action - HB to investigate feasibility of moving AGM to earlier slot (depending on availability of Emma Boggis and other panellists)	
8.	A.O.B
Parks Leadership Update 

Culture, Tourism & Sport Conference	HB read out an update from Ian Brooke and requested a substitute for the next Parks Leadership joint meeting will take place in the morning of 30th May at the London offices of Haymarket Business Media (174 Hammersmith Road). 
Action - MP offered to send Lesley Davies, cCLOA Member and parks specialist.
JB covered the purpose of the document sent to LGA relating to the annual CTS conference; it was felt important to clarify the role & status of cCLOA in relation to this annual event.  
Laura Caton has confirmed that the LGA remain committed to working with cCLOA to deliver the CTS Conference and the proposal has been endorsed. Feedback on the conference has also been requested in order to inform planning next year’s event.
There was some discussion regarding the content and speakers at the recent conference and an ambition to more visibly embed cCLOA’s contribution in March 14.
KR – more interesting/charismatic speakers need to be identified.
CH – suggested a more commercial agenda, by bringing someone in from outside the public sector. 
DS – observed that breakout sessions run by officers giving examples of best practice are more compelling.
KR –felt we needed to secure a session that we programme ourselves.
JB – Suggested businessman and corporate trouble-shooter Sir Gerry Robinson
Action – All to feedback thoughts and suggestions for next years’ CTS conference.
As part of the discussion MP offered to revise The role of culture & sport in reducing crime and anti-social behaviour  
Action - MP to revise publication for a re-launch in Oct 13	
	Dates of next Executive meetings	Archives Discussion & Advisory Panel Induction
Thursday 23rd May 2013 The National Archives, London
AGM
Friday 14th  June 2013 – Lilleshall National Sports Centre, Shropshire (Serco to sponsor)﻿
Date of next Executive mtgs
Friday 20th Sept 2013 Hepworth Gallery, Wakefield
Friday 31st January 2014 - tba