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EDINBURGH LEISURE BOARD SUB COMMITTEE MEETINGCOACHING / DRY ACTIVITIESTHURSDAY 29 TH OCTOBER 2009PRESENT:Neil Brown, Perrotine Orr, Sandy Sutherland , Douglas AdamsonNOTEACTION1. INTRODUCTION & REFERENCE TO AGENDA ITEMS1.1 NB referred to the sub committee’s recent meeting of 27 th August and plannedmeeting for early December, however given the Board’s wishes of 30 thSeptember, this meeting would be focused solely on the scrutiny of the coaching/ dry activities budgets.Info2. BOARD REQUEST FOR SCRUTINY OF INCOME AND EXPENDITUREBUDGETS2.1 NB referred to the September Board Meeting and more specifically the Board’swishes to look at 3 specific areas in terms of finance such as:-• review of central support costs• review of Sports & Service Development Services• review of key service areas eg. coaching / dry activitiesInfoNB referred to the wishes of the Board to have such reviews carried out from anexternal source eg. sub committees in relation to the key service areas and thattheir task should be to scrutinise the budgets with a view to seeking efficiencies.2.2 NB referred to the budget formats to ensure clarification of the subject matter inrespect of the following:-• coaching income – agreed that wet coaching should be considered by theaquatics sub committee as it was more appropriate for that group to do so• coaching income was accounted for both by site and by activity.• coaching expenditure however was the responsibility of Leisure Managers inrelation to staffing, equipment etc and was shown as part of facility budgets• dry activities expenditure is mainly through staff costs, e.g. setting up ofbadminton / table tennis / volleyball equipment and was not broken down byactivity.• larger sites monitor trends of specific sports / activities eg. MSC.Various items of information were presented such as dry coaching income bysite, reference to monthly monitoring income & expenditure accounts of sites andMSC dry admissions analysis figures with the following key issues being raised:-• need to ensure link between income performance and usage to ensuremonitoring of target audience changes. PO to forward dry coachingperformance information to the end of October to AS/DA by specific sports.• importance of children’s coaching sessions being delivered in a manner1InfoInfoPO

4.2 DA asked when EL were to take over the operation of Meggetland from CECgiven recent issues he had encountered when trying to bring a major event tothat facility. NB advised that EL would manage the overall facility, which wouldinclude ground staff, from the 1 st January and brief discussion on the issuesfollowed thereafter.Info5. DATE OF NEXT MEETING5.1 NB referred to our original plan for the next meeting to be held in early Decemberand it was agreed that the Sub Committee would meet on the 14 th December at16:00hrs at Meadowbank.NB3

3. BOARD REQUEST FOR SCRUTINY OF INCOME AND EXPENDITUREBUDGETS3.1 NB provided background to the request of the Board for a review of 3 keyaspects in relation to seeking efficiencies in the following areas:-• external review of central support costs• review of Sports & Service Development• review of key service area’s income / expenditure budgetsInfoThe Board agreed that the process should be undertaken by external resourcestherefore the service area sub committees were to meet for this purpose andbefore the November Board meeting3.2 GG referred to income and expenditure information of the EICA in relation totrends, targets, last years performance and specific areas of success againstareas requiring support.3.3 GG referred to planned development initiatives eg. installation of 5 new platformareas in the gym following financial support from Scottish Institute of Sport andJudo Scotland, relocation of the Judo Scotland offices to level 4 and the plannedexpansion of the Scrambles soft play area. The success of the aerial assault andthe birthday party market had been particularly pleasing. The improved Educationuse was mainly due to the independent sector as they tended to have their owntransport.3.4 PG confirmed that he was not aware of any significant efficiency savings at thisstage given the information presented. Discussion took place on the independentand external report commissioned by CEC on the management of the facilitywhich was yet to be considered by an appropriate CEC committee and was notexpected to be so until February 2010. NB felt this had been unfortunate giventhe positive outcome in relation to EL’s management of this facility specifically inrelation to its recognition of EL’s ability to increase revenue and reducing costs.InfoInfoInfo4. FUTURE EICA PLAN4.1 NB referred to the Asset & Estates Sub Committee’s recommendation to theBoard that specific plans be prepared for the key service areas. In this respectthe Health & Fitness Plan had been the pilot for such a document and plans werecurrently being prepared for the further key service areas, such as the EICA. TheEICA Plan would be a 2/3 page long document based on the morecomprehensive EICA Business Plan and would be included within EL’s FFLstrategy to be considered in draft format at the November Board meeting.4.2 It is also EL’s intention to have a 5 year financial overview and projection to beappended to each individual plan to ensure clarity and identification of resources.NBNB2

5. ANY OTHER COMPETENT BUSINESS5.1 No other items of competent business was raised. Info6. DATE OF NEXT MEETING6.1 NB referred to the previously agreed date of the 22 nd April and proposed thatunless the sub committee members felt otherwise that this date be the nextscheduled date for the EICA Sub Committee meeting. All agreed.Info3

• Working closer with the 9 clubs at EL courses and consulting them on coursedevelopment and utilisation of their catering facilities for visiting golfers.• More effective management of greenkeeping staff in relation to seasonal staffand use of contractors for specialist tasks such as drainage works and weedspraying.Following query from IW, it was noted that some golf clubs owned their own clubhouses but the majority were owned by CEC who received an annual rent.AS referred to ‘Course Marshals’. JC advised that we had 2 ‘Course Rangers’who acted as a deterrent and were brought in on an as and when required basis,mainly at weekends. Noticeable support from club members had been evidenthelping a reduction in unauthorised use. JC also referred to the installation ofCCTV at all course facilities and installation of fenced area at the Craigentinneycourse to ensure maximisation of income and prevention of unauthorised use.NB referred to staffing review having been undertaken, however new Head ofGolf (post recently advertised) would be consulted before staffing reviewimplemented.NB/JC referred to benchmarking information as JC attended regular groupmeetings with other Leisure Trusts / Local Authorities and that this haddemonstrated that we continued to perform very well in income generation,however all were suffering from downward trends in usage. Information onAberdeen’s courses to be sought.INFOINFOJCJC3.5 Current performance InformationJC referred to the end of September focus report and highlighted specificinformation as follows:• Usage is 1% above target and 9% above last year’s usage.• Income is 6% behind target but 7% ahead of last years figures• Expenditure is overbudget by 2% and 11% on last years expenditure howeverunanticipated water and power bills over a number of years had resulted in£62k of costs being incurred otherwise expenditure would be underbudget.• Secondary spend improving significantly with 40% profit margins now beingattained. AS queried the sale of water. JC indicated that this was part of theoverall EL vending contract.INFO4. BOARD REQUEST FOR SCRUTINY OF INCOME & EXPENDITUREBUDGETS4.1 Request from Board4.1.1 NB referred to EL’s Board meeting of 30 th September at which it was agreed thatthe key service area sub committee’s would meet and report back prior to theNovember Board meeting on any area where they thought significantefficiencies could be made.4.1.2 NB referred to previously circulated information to the sub committee on the 11year performance, end of September focus report and income and expenditureINFOINFO3

monitoring statements to the end of September. However, NB advised that itwas our intention to present an overall 5 year projection of budgets for golf whichwould be appended to the summary Golf Plan to be inserted within the FFL andIW / AS agreed with this approach. A view of the budgets was then undertakenwith the following queries being raised by IW/AS: -• The vehicle hire costs were attributable to vans utilised by EL’s HorticulturalEngineer which had demonstrated savings in recent years as previously thishad been undertaken by external contractors, however JC to query the needfor a second van.• JC referred to the materials budget which was significant and related tomaterials needed for the quality of the course e.g. fertiliser, top soil, topdressing and so on. Prior to the golf development plan this had beenapproximately £60k, which had been increased to £130k but in recent yearsbeen reduced to £90k. NB/JC believed this to be the minimum required toensure the standard of the courses was maintained..• JC referred to the depreciation costs of £93k for previous capital investmentsin starters facilities and in essence this was shown as being ‘written off’ over aperiod of 10 years.• IW referred to significant operational leased costs. JC explain that significantsavings had been made in this area in the past through our in-house repairsand maintenance of grass cutting machinery and that further savings from thisarea would be utilised to appoint an additional engineer to further improve theefficiency and effectiveness of the ground maintenance section.• JC referred to £33k of marketing costs and all agreed that in percentageterms against the income budget of £1.45m this was not a not a large amount, i.e. (2%)• IW raised the issue of coaching expenditure. NB/JC referred to the reductionin coaching provision in recent years with the Craigentinney Golf School andthe indoor lessons at the Crags being undertaken this year. EL’s GolfDevelopment Officer was compiling an end of year review, which will helpplan the way ahead. Opportunities exist to work closer with the Braid Hillsgolf driving range.• AS queried staffing levels and JC provided numbers of staff in relation toSeasonal Greenkeeprs, Golf Starters, Grounds Maintenance staff etc andreferred to the career structure from Assistant Greenkeeper to HeadGreenkeeper. Some Head Greenkeepers had recently been relocated toother facilities with intention to do similar with the Assistant HeadGreenkeepers for their personal development and the benefit of a freshperspective on the courses.• AS queried the life cycle maintenance costs and NB advised that this was asagreed by the Board in allocating £500k for life cycle maintenance costsacross EL to reflect a more accurate cost of maintaining the port folio offacilities.• IW queried the ‘flat rate’ employee costs and JC advised that this was atemporary coding issue referring to Supervisor costs which should be part ofthe overall salary budget.IW/AS acknowledged that there were no significant efficiency savings which wereevident following this scrutiny process.JCINFOINFOJCINFOJCJCINFOINFOINFO4

5. FUTURE GOLF PLAN5.1 NB referred to the Health & Fitness plan which was to be used by the key serviceareas as a template for 5 year plans, which would be included in the overall FFLstrategy. A draft FFL strategy would be prepared for the Board at theirNovember meeting. Meanwhile an early draft of the Plan was passed to IW/ASfor their comments.IW/AS6. ANY OTHER COMPETENT BUSINESS6.1 AS queried the potential for winter session tickets. JC advised that EL hadintroduced these last year for the first time and found that many private clubs hadcopied this initiative. This initiative was repeated from October this year to March2010. A total of 168 had been sold in the first 2 weeks of October. AS queriedwhether this initiative had been promoted enough. JC referred to posters whichwere being displayed at all sites however our Golf Starters could be selling thesemore proactively to our regular golfers e.g. AS at PGC.6.2 IW referred to the importance of the marketing and promotional aspects of a GolfPlan with the overall aim to maintain usage numbers and income levels. JCreferred to the planned implementation of online bookings which all felt would besuccessful and JC’s intention of each golf course having their own particularmicro site on EL’s website to ensure different segmentation of the marketJCJC7. DATE OF NEXT MEETING7.1 NB referred to the next scheduled meeting as being the 28 th January. Howevergiven existing diary commitments, NB to suggest alternative dates to the subcommittee members for week beginning 18 th January.NB5

E.L. BOARD SUB COMMITTEE - HEALTH & FITNESSMeeting on 3 rd November 2009AGENDA1 Introduction• Board request for scrutiny of income and expenditure budgets NBr2 Matters Arising from meeting on 8 th October(not dealt with in the agenda)• Performance of CEC Waverly Court Gym LY• Website to be amended to reflect lower membership fees JS• CLC gym to have 360 degree tour on website LY• New RPM studio at RCP LY• Potential gym studio at Hermiston Quay/Napier Univ NBr3 Current & Potential Other Performance Indicators• Current performance indicators JS• Review of potential other performance indicators ALL4 Membership Analysis ALL• Review of membership information JS5 Health & Fitness Plan• Review of draft PlanNBe6 Date of Next Meeting NBr

Edinburgh Leisure Board Sub CommitteeCoaching / Dry ActivitiesNotes of Meeting of Monday 18 th January 2010PRESENT:Neil Brown, Perrotine Orr, Graham Moodie, Douglas Adamson,Sandy Sutherland.NOTEACTION1. MATTERS ARISING FROM MEETING OF 29 TH OCTOBER 20091.1 Dry Coaching Info by specific sportPO had circulated this information immediately after the previous sub committeeMeeting. DA/AS had found this information useful and very comprehensive. POdistributed the latest reports.1.2 Coaching Sessions for those whose first language was not EnglishPO advised that sessions were already being delivered in some sportsspecifically to a black and minority ethnic group as part of the ‘First Steps’ projectat Leith Waterworld. PO, in consultation with EL’s Community Inclusion Officerwould liaise with this group to ascertain if further opportunities existed.1.3 Meggetland and Dept of C & F Pitches & PavilionsNB referred to EL’s takeover of Meggetland from 1 st January as planned butadvised of CEC’s continuing operation of the Dept of C & F Sports Pavilions giventheir specific issue which had come to light. NB would provide further and moredetailed information at the forthcoming Board meeting on the 1 st February.InfoPONB2. PERFORMANCE INFORMATION2.1 PO presented information to the end of December on dry coaching income byvenue however NB referred to inconsistencies in the collation of information andreporting which required to be resolved and actions were being undertaken toresolve this. However it was clear that the dry coaching performance was continuingits downward trend in recent months in the region of about -8% against target and-1% against last year’s performance.Discussion ensued with the following key points being raised as follows:-• following a question from DA about the specific nature of the downward trend, itwas reported that dry coaching mainly involved junior coaching activitieshowever there was an overall reduction in all areas of the dry coachingprogramme.• PO referred to graphs shown in the performance reports which suggested thatthe increased pricing had perhaps been the point at which performance startedto dip. EL’s Business Development Manager was currently compiling a report1NB/POInfoInfo

specifically on the pricing of the coaching courses.• PO confirmed that there would be a focus on promoting coaching sessions inthe remaining months of this financial year together with a focus on expenditurein relation to coaching costs to ensure maximum returns in this area.• DA enquired about the provision of dancing sessions. PO referred to havingprovided dancing sessions in 08/09 however these sessions were withdrawn ascustomer feedback was that the commercial dance sector was seen as thespecialists in this area therefore a view was taken that we should not becompeting.• Discussion ensued about the falling number of CYP in Edinburgh and ourmarket penetration in this group. However NB/PO were of the view that this wasnot the cause of the reduction in usage and that a focus was required to retainthose in the programmes and ensure an easy transfer from levels in eachcourse.POInfoInfo3. COACHING EDINBURGH3.1 NB referred to previous sub committee discussions in which it was agreed thatspecialist Development Officers would attend to provide update and information onmatters relating to coaching / dry activities. EL’s Graham Moodie, CoachingEdinburgh Dev. Officer was introduced and provided a presentation with thefollowing key points being noted:-• remit of post and joint partnership funding approach was explained• reference made to the UK Coaching framework and discussion ensued aboutthe potential issues surrounding that e.g. governing bodies withdrawing giventhe financial costs involved.• website attracting increasing numbers of coaches and potential coaches with500 unique hits per month and first page on Google search engine.• currently 1,000 members on Coaching Edinburgh database.• EL to host East of Scotland Coaching Conference on 21 st March atMeadowbank SC.GM referred to his role with EL specific projects and those of a more city wideprovision as follows:-Edinburgh Leisure• the need to plan ahead in relation to the demand for coaches.• lack of specific coaches in higher and further education establishmentstherefore improve partnership work being developed. AS noted coaches in thissection would make huge difference to each sport.• quality coaching card feedback being collated twice a year with approximately700 collected in December. Noted that no price information sought and to beconsidered as separate information required.• difficulties in EL developing self employed ‘service provider’ type coacheshowever coaches development is required and this aspect is being pursued.GM/POGM/POCity Wide• piloting video analysis equipment in use in 2 current projects.• online coaching tool now available.• encouraging NGB Coaches to be held in Edinburgh.• Commonwealth Games event on 28 th October to be used to present local2

coaches awards which will recognise the coaches but provide financial supportto their clubs.• effective links with Club Sport Edinburgh working well.• ascertaining the needs of local coaches.All acknowledged that communication of the above was important and that it was vitalthat this information reached the coaches as on some occasions the clubadministrators were not passing information to their coaches. GM currently examiningpossibility of Coaching Edinburgh on ‘Facebook’ which had already been achieved bythe EICA’s Facebook entry.GM4. COACHING & DRY ACTIVITY PLANS4.1 NB referred to the continuing work to develop and complete the review of the‘First for Leisure’ strategy, which contains the Coaching Plan and the DryActivities plan. The draft plans had previously been distributed to the subcommittee for comment. The FFL will be presented to the forthcoming Board onthe 1 st February.NB5. ANY OTHER COMPETENT BUSINESS5.1 DA enquired as to the progress being made on the potential indoor 3G area. NBadvised that Russell Macaloney was currently researching this and although asurface supplier had been sourced EL were keen to discuss operational issues withfacilities where this was currently in use before a decision is taken.NB6. DATE OF NEXT MEETING6.1 Next meeting to be held on 26 th April at 14:00hrs at Meadowbank SC. ALL3

Edinburgh Leisure Board Sub CommitteeGolfNotes of Meeting of 18 th January 2010PRESENT:NOTENeil Brown, Julia Cranston, Mike Sibbald, Sandy Sutherland, Iain WhyteACTION1. MATTERS ARISING FROM MEETING OF 26 TH OCTOBER 20091.1 Recruitment to Head of Golf PostNB advised of the delays to the assessment process which had originally beenscheduled for November, however given the number of vacant posts being filledat that time and the office relocation, the assessment date has now beenconfirmed as the 22 nd February with 4 candidates being invited to attend. NBinvited sub committee members to participate in the competence based interviewsection. All agreed that this appointment should be made by EL staff.1.2 Information on Aberdeen’s Golf ServiceJC referred to the similarity in the number of courses Aberdeen have however norepresentative from Aberdeen is on the Scottish benchmarking group at thisstage. JC was aware that one of their 18 hole courses had been passed to amanagement committee saving the Council’s grounds maintenance sectionapprox £180,000. Further information to be sought as this may simply be theresult of a business rate saving.1.3 Areas of Significant EfficienciesNB referred to the meeting of 26 th October which focussed on the subcommittee’s review of the income and expenditure of the Golf Services sectionand that no areas of significant efficiencies had been found. This information hadbeen included within the Budget review report submitted to the Board on the 12 thNovember.1.4 Use of VehiclesJC referred to the 2 vans currently in operation within the Golf Section in that onewas fully equipped with appropriate tools and equipment to repair GroundsMaintenance machinery and vehicles on a mobile basis. A second smaller vanwas also utilised to collect and deliver items of equipment which requiredmaintenance and repair by EL’s horticultural engineering staff at the GroundsMaintenance workshop.NBJCInfoInfo1

1.5 Golf Coaching ReviewJC/NB referred to a recent report from EL’s Golf Development Officer on theperformance of the coaching services from April to September. Furtherdiscussion is required on this with decisions to be taken as to the viability of thisprovision when set against other potential joint working opportunities withcommercial sector providers. The development of golf to specific target groupssuch as junior beginners and women beginners will continue and any review ofthe coaching sessions will enable a development focus on these target groups.1.6 Winter Season TicketsJC referred to a slight reduction in the number of winter season tickets sold atthis time in comparison with last year, however an overall increase in income hasbeen achieved. These are considered to be successful with a pro rata reductionin pricing being adopted as the months progress. Efforts will be undertaken toconvert the winter season tickets to annual season ticket sales.1.7 Website DevelopmentJC referred to EL’s intention to provide an online booking service for golfers withthe installation planned for April. All agreed this was an important function andsupported its introduction as quickly as possible.JC advised that the Golf Starters had reviewed competitors’ and other golfproviders’ websites to ascertain current best practice and this information isbeing considered with our Marketing section to improve EL’s golf website.JC advised of the current Edinburgh Golf website but referred to our owndiscussions with Marketing in relation to the provision of a specific micro site forthe Braid Hills Golf Course given its particular attraction to the visitor / tourismmarket.JCJCJCJCJC2. PERFORMANCE OF GOLF2.1 JC referred to the information provided to the end of November in relation tousage in comparison with the previous year and income in comparison with theprevious year and against target with the following key points noted:-• increased usage of 10,905 rounds (+9%) achieved.• increased income of £81,239 (+7%) achieved from the previous year• income of £53,256 (- 4%) less than target• total gross expenditure is 2.5% above target however this was due to anunexpected water bill at Craigentinny of £26,000 and an electricity bill atSilverknowes of £25,000.• savings were achieved in staffing costs of £66,000.• net expenditure is approx. £80,000 over budget due to the above factors.• verbal update on December performance was provided and given the poorweather conditions income was approx. £12,000 less than targeted. It wasexpected that the weather would also impact on the January performance.Other general discussion around performance noted the following:-• although usage at the Braid Hills had performed 5% better than the previousyear it was noted that many customers reported that they felt the course ‘too2

difficult’ either in terms of the course difficulty and indeed the physical layoutand resultant slow play. JC advised that a review was being undertaken tomake the course slightly easier and to speed up play.• excellent performance at Silverknowes was noted and JC/NB commendedthe Head Greenkeepers performance at that site. NB referred to the benefitsof rotating greenkeeping staff.• NB referred to EL’s recruitment of an ‘Energy Officer’. MS advised that hisexperience of the provision of such a member of staff would deliver significantsavings. NB would consider an update to the Board on the progress made inthis matter in terms of saving energy / water to be presented to a future Boardmeeting.JCInfoNB3. CUSTOMER FEEDBACK FROM FOCUS GROUPS3.1 NB referred to previous surveys undertaken at facilities a few years ago whichtended to prove expensive. However the identification of the attitudes andexpectations of our customers was key to ensuring the delivery of a servicewhich met the needs of our customers. EL’s Research Officer had thereforearranged to gain feedback from three key customer groups i.e. 30 to 50 year oldmales, junior beginners and women beginners. The research will be undertakenvia focus groups and telephone interviews. Information was collated andpresented to EL’s golf management team on the attitude and expectations of the30 to 50 year old male group and NB referred to the key findings of thepresentation. NB advised that on the completion of these three focus groups thatthe Research Officer would be invited to attend a forthcoming golf sub committeeto present the findings. Information from this research will be included in themarketing plan and overall golf service improvement plan.NB4. PRICES4.1 NB referred to the Board’s approval on 30 th September of the general prices andprinciples to be adopted to generate additional income of 2.5% in 2010/11JC referred to specific details as to how this would impact on the golf prices inrelation to no increases to juniors, concessions and those aged 60 and over.However unlike the majority of EL prices, golf were retaining their lower pricedweek day prices. JC distributed a list of the prices to be introduced from 1 st April2010 with the respective % increase. JC specifically referred to the joint ELseason ticket / club memberships and the clubs that participated found this to bemost useful. However it is planned to increase the number of clubs to this jointscheme as the clubs are seen as a vital part of the future of our golf services.MS raised the issue of balancing prices against demand i.e. the 28 day ticketoption maybe popular but is EL potentially losing income. JC/NB to furtherconsider trends in recent years to examine further.InfoJCJC4.2 Comparison with CompetitorsJC distributed information based on the comparative data compiled from otherEdinburgh based golf courses and clubs in 2009 and in 2010. Key points fromthis comparison was that clubs were clearly significantly reducing their joining3Info

fees and also their pay and play prices (specifically in terms of inviting guests totheir courses when accompanied by members).EL will continue to monitor these closely in particular in relation to the pay perplay prices which were beginning to fall closer to the levels charged by EL at theBraid Hills course for example.JC5. BENCHMARKNG5.1 JC attending benchmarking group meeting in South Lanarkshire on 22 nd Januarywhich is useful to compare developments, share best practice and so on.5.2 JC referred to recently received performance information on Scottish and UK golfprovision from April to September 2009. JC distributed graphs demonstrating theScottish average in 08/09 in comparison with 09/10 together with EdinburghLeisure‘s performance in 08/09 in comparison with 09/10. The key aspect of theoutcome was that EL was following the same national trends. However, thepercentage increases in usage achieved by EL had been significantly higher thanthe Scottish average.JCInfo6. GOLF PLAN6.1 NB referred to the continuing work to develop and complete the review of the‘First for Leisure’ strategy, which contains the Golf Plan. The draft Plan hadpreviously been distributed to the sub committee for comment. The FFL will bepresented to the forthcoming Board on the 1 st February.7. ANY OTHER COMPETENT BUSINESS7.2 NB referred to information provided by the Scottish Golf Union whichdemonstrated that over the recent 5 year period there had been a reduction inclub membership by men by -4.2% by women of -9.7% and of boys -5.6%.However girls were showing an increase within club memberships of +3.6%.Info8. DATE OF NEXT MEETING8.1 NB suggested that the next sub committee may wish to visit or indeed playcourses, however this to be decided nearer the time. No date established for thenext meeting however the week beginning the 22 nd March (apart from 24th) to beconsidered.NB4