SMT Meeting. Tuesday, 10 January Longmore House. Aonghus Mackechnie Carol Dowsett Kari Coghill Karen Robertson Duncan Stewart (TNS) Helen Ord

Transcription

1 PROTECT FOR APPROVAL SMT 001/17 SMT Meeting Tuesday, 10 January 2017 Longmore House Present: In attendance: Alex Paterson David Mitchell Gary Love Lisa McGraith Stephen Duncan Gary Sharp (Secretary) Aonghus Mackechnie Carol Dowsett Kari Coghill Karen Robertson Duncan Stewart (TNS) Helen Ord Item 1 Standing Items Welcome, Minutes and Actions from previous meeting 1. Alex Paterson welcomed everyone to the meeting. Apologies were offered by Barbara Cummins and Jennie Smith. 2. Members were asked to comment on the outstanding actions list provided. All actions remain on-going. A comprehensive list of live actions is attached at Annex A. 3. The minutes from the 20 December 2016 meeting were approved without amendment.

2 Matters Arising 4. Alex provided an overview of matters arising since the last meeting, including the recent vandalism to the Sueno s Stone in Forres, the storm damage to Dumbarton Castle and its related closure to visitors for safety reasons, his recent conversation with Tavish Scott, MSP on issues around the Jarlshof site, and the publication of the Progress Report on the Conservation and Management of Properties in Care of Scottish Ministers and subsequent funding announcement by the Cabinet Secretary on Monday, 9 January. 5. Alex continued to update members on the plans to visit the Orkney Islands on 10 February as part of the ongoing collaborative efforts around Stenness and Maeshowe. 6. Alex then proceeded to inform members of the planned EU Referendum stakeholder event across the culture, creative industries and tourism sector on 25 January. He informed members that he and the Chair would attend this Cabinet Secretary led event and therefore in readiness asked that an updated briefing be provided. Action Gary Sharp is to commission a briefing on the impacts to HES from the decision to leave the EU following the 2015 referendum to be ready by Monday, 23 January. 7. All other matters arising are covered by the agenda. Item 2 - Updates [Karen Robertson and Duncan Stewart joined the meeting] Corporate Reputation Survey (TRI*M) Results 8. Alex opened this item by welcoming Duncan Stewart from TNS to the meeting and handed over to Karen Robertson at that point. Duncan provided an overview of the purpose of the recent Corporate Reputation Survey that was undertaken and the findings that emerged. 2

3 9. In doing so, four key questions were asked ; namely: How aware are stakeholders of the new organisation and how can this be improved? What does the reputation of HES look like now and what s influencing this? In what aspects does HES perform better and where does it need to improve? How well is HES communicating with stakeholders and how can it do better? 10. Duncan continued by providing an overview of the findings, in particular highlighting: Overall a third of the Scottish public are aware of HES a lower proportion than were aware of Historic Scotland in 2014 driven by low results across certain categories such as the economically disadvantaged, between the ages of 16 and 34, and certain regional areas like Glasgow and the south of Scotland; While the reputation of HES has strengthened amongst the Scottish population it has weakened a little amongst its stakeholders; The public and stakeholders remain favourable towards the newly formed HES as they were of the two separate entities and overall trust in the organisation has been retained; Some suggestions that the process of organisational change has been slow and impacted on clarity of purpose and responsiveness although stakeholders have assumed that the primary roles of HES largely mirror that of the two former entities; and HES is rated as positively as the former entities for knowledge and specialist expertise, but has lower ratings for most other measured attributes. 11. In terms of the overall rating HES achieved a TRIM Index of 69 for stakeholders (weaker than the Index achieved for both HS and RCAHMS in 2014) and 53 for the Scottish population (weaker than the Index achieved for HS but above that achieved for RCAHMS in 2014). Our TRIM score of 53 among Scottish population compares favourably to the public sector norm which is 44. It also compares favourably among the private sector. 3

4 12. Karen proceeded to outline the next steps activities around these results and the development of an action plan in synthesis with the work around stakeholder engagement. She also agreed to share the more detailed analysis of results with Directors. Action Karen and Lisa McGraith are to work on the associated action plan and present this to SMT for consideration in the first quarter of [Karen Robertson and Duncan Stewart left the meeting] Draft HES Board Agenda 8 February 2017 Meeting 13. Members considered the draft agenda provided. An amendment was agreed to the draft agenda and planning should proceed on the basis of the items outlined. Action Gary Sharp is to amend the draft Board agenda and commission the papers associated with the agreed items. Item 3 Resources and Governance [Kari Coghill joined the meeting] HESE Business Plan and Budget Kari Coghill introduced this item and outlined the journey to date around the development of the HES Enterprise business plan. She explained that the HESE Board had previously agreed the 5 year plan for the Enterprise Company and since then work had focussed on articulating an annual business plan. She continued by explaining the further links to the organisation s annual operational planning work a major driver for the current format of the business plan. 15. Alex welcomed the overview provided and continued by outlining where he considered next steps development is required. He explained that whilst he understood the attempt to link business planning to existing planning approaches, the Enterprise Company needs to articulate its plans in a way more akin to a commercial business plan approach. Kari agreed to take the draft plan away and rework it on that basis; offering a further revised draft to SMT for consideration soon. 4

5 Action Kari Coghill and Stephen Duncan are to redraft the HESE Business Plan and return the revised draft to SMT for consideration. [Kari Coghill left the meeting] Dallas Dhu - Options 16. Stephen Duncan provided members with an overview of the work to date around the review of the options around Dallas Dhu and sought views around next steps. 17. Members welcomed the options paper provided and agreed that the status quo at Dallas Dhu is unsustainable and therefore there is a clear need to agree a way forward. On that basis, it was agreed that a sound next step would be the development of a vision and plan for the site including investment requirements, commercial opportunities and new activities such as micro-brewing (pending that there were no infrastructure constraints). A vision and plan of this nature would provide the necessary support to pursue more productive conversations with Diageo and possibly lead to additional funding/investment sources. Action Stephen Duncan and Ranald MacInnes are to develop a draft vision and plan for the Dallas Dhu site including plans for micro-distilling, a quality visitor experience and commercial storage opportunities and return to SMT with the draft for consideration. Stenness Options 18. Stephen introduced this item and provided an overview of the developed options for the Stenness site. He highlighted that of the 3 options considered, Option B was recommended and had the greatest assurance of deliverability in the timeframe available (i.e. ahead of the main tourism season). Members welcomed the summary provided and agreed that Option B was the preferred option at this stage. Members suggested however, that whilst Option B (as presented) is agreed and should therefore be implemented, that it would be prudent to look to make best use of all potential that the site offers particularly around making use of empty spaces for exhibition material, and optimising car park spaces. 5

6 19. Stephen agreed to work with his team to expand the Option B presented and move to implement plans as soon as practicable. Item 4 For Discussion [Helen Ord joined the meeting] Internal Audit Plans 20. Helen Ord introduced this paper, which outlined the findings of her recent review (commissioned by the CE) and recommendation. She highlighted the work undertaken to develop a suitable internal audit and business improvement function for the organisation and recommended that a function (as defined in the paper) should be established as soon as possible. 21. Members welcomed the paper provided and agreed that given the complexity of the organisation that the recommendation to establish an internal audit and business improvement function within HES should be accepted. 22. The recommendation was therefore agreed and Helen is to now proceed to implementation. [Helen Ord left the meeting] Item 5 For Decision HES Strategy Landscape - Review 23. David Mitchell provided an overview of the work to date around defining the strategy landscape for HES. The paper had been circulated to members earlier for consideration and it was agreed that discussion should now centre on next steps. 24. Members agreed that the paper presented had provided a useful prompt around the thinking on this area and that in order to establish a clear way forward it would be sensible to firstly establish some definitions (i.e. the title strategy should only be used when the matter being addressed is truly cross-cutting for example skills and education). 6

7 25. Alex confirmed that he had some specific thoughts on how best to progress this matter and agreed to share these with SMT. It was also suggested that the next iteration should be shared and discussed at the next Leadership Team Meeting in January. Action Alex Paterson is to share his thoughts in how to progress the development of a strategy development proposal and agreed to discuss at the next Leadership Team Meeting in January. HR Directorate Service Level Agreement 26. Gary Love introduced this item and highlighted that the purpose of providing such a level of detail to business areas was to address the concerns that these services are too often seen as HQ service and not available to all staff. The intention therefore is to articulate what is offered by the team and communicate this to all staff. 27. Members welcomed the draft provided and in particular to the inclusion of service targets and commitments. It was felt that the draft had been written too defensively in parts and that the HR team hadn t emphasised enough the positive influence and impact it has. It was also agreed that it is important to see the draft People Strategy and how the SLA fits with it. 28. Gary thanked members for their feedback and agreed to look again at the draft in light of the comments offered and agreed to issue the revised version alongside the draft People Strategy for consideration. Item 6 SMT Planning 29. Gary Sharp outlined the recent changes to the forward look and consultation register and asked for any comments to be provided ahead of the next SMT meeting on 24 January. Item 7 - AOB 30. Lisa McGraith sought agreement from members to proceed with the additional changes to the Historic Scotland sub-brand and some marketing material (namely the reinstatement of the Gaelic translation). Members 7

8 agreed that this change should be implemented if possible and that the additional funds should be allocated. 31. Stephen Duncan updated members on the visitor number results of the festive period stating that the overall figure was up by 13% year on year and that at some sites the increase in visitors had been exceptional. 32. Gary Sharp advised members that this was his last SMT meeting and that he would soon be taking up a new post within Scottish Government, starting on Monday, 23 January. Members congratulated Gary and thanked him for his significant contributions to the creation of HES in particular and general support since joining HS in November [END] 8

9 ANNEX A - Live Actions from SMT (including carry forward actions) Action No Description Date Raised Date Complete 61 The equalities highlight report should be discussed at the Leadership Forum On-going 131 CE Office and the Communications team are to start to shape up plans for the 2 planned HES Board visits in 2017 now looking to Orkney and Argyll and Bute as destinations. A draft outline for each is to be offered in January David Mitchell is to confirm that all next steps actions in relation to the Fleet Management agreement are concluded in particular addressing the data management and SLA issues. 135 David Mitchell is to provide an update to SMT on progress around the Forbidden City - MoU at the meeting on 24 January On the Annual Operating Plans SMT are to offer any thoughts and comments to Denise Mattison before Christmas. In considering your response, it would be helpful to think along the lines of do we need to do more, or less, in some areas? and out of all the things we could do, have we captured he real priorities for the year? 144 SMT to work to further refine the draft investment plans as outlined ahead of the SMT meeting on 24 January On-going Due to be discussed 24 Jan On-going Complete Complete Complete 9

10 145 Denise Mattison is to amend the Corporate Risk Register as outlined. 146 Gary Sharp to plan with Gillian Macdonald when best to take the marketing presentation to the February Board. 147 Gillian Macdonald is to circulate to SMT with a list of dates for all major events planned for The draft IT Risk Register is to be submitted to SMT for consideration. 149 A clear governance arrangement is to be developed, agreed and implemented for IT matters. 150 Gary Love is to proceed with all actions identified as part of the recent IT review and report back on progress in particular addressing capacity and capability gaps. 151 Gary Love is to develop a recommendation for SMT consideration around the future if current ATOS services. 152 Gary Sharp is to commission a briefing on the impacts to HES from the decision to leave the EU following the 2015 referendum to be ready by Monday, 23 January Complete Complete Complete On-going On-going On-going On-going 10

11 153 Karen and Lisa McGraith are to work on the action plan in response to the reputation survey (TRIM) and present this to SMT for consideration in the first quarter of Gary Sharp is to amend the draft Board agenda and commission the papers associated with the agreed items. 155 Kari Coghill and Stephen Duncan are to redraft the HESE Business Plan and return the revised draft to SMT for consideration. 156 Stephen Duncan and Ranald MacInnes are to develop a draft vision and plan for the Dallas Dhu site including plans for microdistilling, a quality visitor experience and commercial storage opportunities and return to SMT with the draft for consideration. 157 Alex Paterson is to share his thoughts in how to progress the development of a strategy development proposal and agreed to discuss at the next Leadership Team Meeting in January. 11