The meeting was quorate with five Directors round the table and one via Skype

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1 Chair Date of issue Jem Lawson 27 th January 2017 Participants Jem Lawson; Colin Nicholson; Daniela Bauch; Shaherah Jordan; Trevor Hoskins; Barry Pollin (by Skype) Observers:Tony Melling; Ellen Morris; Ian Wiggett (by Skype) Apologies: Liz Riley; Jatinder Rakhra; vonne Ball Meeting date Secretary Colin Nicholson Location 14 th January 2017 The Space Centre 94 Judd Street Kings Cross London WC1H 9NT Subject 39 th Board Meeting Reference The meeting was quorate with five Directors round the table and one via Skype JL: Introductory remarks: Meeting Quorate with Five Directors round the table Safeguarding remains a key area to consider at the moment. One action area is tightening up on Club Safeguarding Officers via the Club re-affiliation process. So far 6 Club re- Affiliations have been received. 1. Standing item - Introductions i) Apologies for Absence JR; ER; B. BP and IW to attend via Skype ii) Conflicts of Interest Declarations - None 2. Standing item Introductions continued i) Actions from last meeting i. Social Media Policy Endorsed. Part of challenge is to have policy, the other part is to implement an additional precis document is required which can double up as launch cartoon format favoured Action CN/DB/SJ by mid-feb ii) Decisions by since last meeting - None 3. Standing Item: i) Chairman s Report verbal i. JL attended outh Sport Trust meeting for NGBs which examined NGB priorities. Action: CN to put together and circulate questionnaire to UKCC L2 coaches to ascertain (a) their interest in coaching in Schools, (b) the radius they are prepared to travel (c) contact details ii. JL discussed challenges of getting females into wrestling with Dr Leanne Norman (Senior research fellow in the Carnegie Faculty, Leeds Beckett University): Expects to take forward ideas with case study/survey ii) Chief Executive s Report Safeguarding: No reason to have only one CSO per club, indeed more than one would be better. Calendar: Need a document as well as web-site listings Action CN: Post Calendar as document on website. Clarify position of Calendar. Scotland: SWA Chair was offered chance to have delegate at Board meeting. The SWA s last AGM was June 2015 although no specified frequency in SWA Articles Northern Ireland: NIWA will not be funded by SportNI for the coming cycle. Wales will discover funding situation prior to April 1/6

2 4. Standing Item: Financial Items i) Management Reports 3Q (Oct/Nov/Dec) not yet available as only just into January ii) Current Sport England Quarterly Report for i. SE informed BWA that Lottery & Exchequer money to be spent by 31st March 2017 ii. England Committee met to consider the best way of ensuring funding was spent appropriately and within the timeframe. The priorities were Safeguarding; Referees and Pathway. Also, succession planning for UKCC & Officials Pathway Tutors 1. Bring forward physical items where possible, e.g. Marketing Material; Equipment for running comps 2. There was support for the themes as the BWA was potentially running out of officials 3. Inter-Club competitions would be promoted, but it should be ensured that participants all have at least Recreational Memberships Action: CN to write letter to Regions telling of situation with generic plan to get their views and agree amends to England Committee document iii. Similar review required on the best ways to spend the IT and Marketing funding. 5. Standing items: i) Safeguarding (No report from LSO) i. DB Proposed Safeguarding Risk Framework and Templates. The Board supported DB s Risk Framework and matrix approach and thanked her for her efforts. There needed to be a balance between inspection/self-assessment Action B/DB/CN to build on risk framework and circulate. ii. Safeguarding Documentation: Endorsed. Good to have documentation available from one place. Paul Stephenson (NSPCC/Northern Ireland) will continue to be available as a resource ii) Risk Register: Colin Nicholson Action: CN: Add back operational items, e.g. succession planning in addition to risk associated with strategic objectives iii) Complaints: One 6. Standing Item: Committees i) Home Nations Reports from NI, Wales & England o BP: will be standing down as Chair of N&R Committee. BP/JL/CN attended mtg of the clubs in NI. The BWA Articles review will have lessons for NI and the NIWA Articles will need updating. The NIWA won t be receiving formal SportNI funding in the next cycle. o IW: Awaiting Sport Wales funding allocation information before April. Key things are compliance with Governance Framework o BP voiced the concerns of the meeting about SWA non-attendance of Board Meetings - it is acknowledged that Directors must attend and HNs are more by convention, but HNs are benefitting from services and should be available to put their point of view and contribute to decision making ii) Report on Talent/Performance / NTS No report iii) Academy Update Colin Nicholson i. CCTV: Agreement that sign is needed to notify (for legal reasons) that there is CCTV surveillance ii. Occupants of Academy now paying per use. MWC affiliated, got recreational members. 7. Standing Item: Self-Assurance i) Appendix 1 General Policies/Documentation for Board Endorsement i. Generally the policies up for re-endorsement are OK. However, Board Directors requested more time to work through them. 2/6

3 Action: All Dirs: Directors have 28 days (until 11 Feb) to feed back any additional changes to documents as part of the review, at which point the documents will be considered endorsed. CN to send reminder one week (4 Feb) prior to deadline. ii) Appendix 2 Safeguarding Documentation i. Vulnerable Adults Policy is new and takes Wrestling ahead of some other sports. Need to let members know that it has been endorsed. Need to members with key points. It may be that Wrestling has a greater proportion of vulnerable adults than some sports. Action: CN notification iii) On-Site Audit w/c 20 th Feb 2017: Programme of work 8. Procedures for becoming (even more) compliant with the governance code. Senior Independent Director Different options for the Government s Governance Code s requirement for a Senior Independent Director were discussed. E.g. current independents by rotation. The subject should be addressed at the next meeting (Tue 7th Mar Skype) Safeguarding Champion o SJ potentially to take on, pending some discussion with B Vulnerable Adult Champion o TH to be Vulnerable Adult Champion Board Effectiveness Survey draft document o The results of the survey were discussed. Key points being: Need for prioritisation, reconstruction of agenda with standing items at the end; better allocation of time; better use of time through knowing activity, e.g. Review/Discuss/For sign-off; how to best communicate directly between meetings: reply to all/whatsapp group/ to all o ineds, based in London, could meet up at West London Wrestling Club, and give Wrestling a go o All Directors to do their best to attend tournaments, perhaps with a Director on Duty o CN s Board Blog unlikely to work if PC-based. Trial a team-management database? 9. Changes to Articles: Jem Lawson/Liz Riley Feeling that a clause is needed such that the BWA has documents responsibility for oversight of Home Nations Associations, that they are run in a proper manner JL/ER/CN to speak next week (by 20 th Jan) to discuss way forward Iain Maddox (SWA s representative on working group) has resigned. JL has suggested that he will represent the interests of the SWA in discussions. TM will be out of the country for the next month. JL to coordinate input and ensure Regions views taken into account 10. Communications Strategy: Shaherah Jordan SJ was thanked for her strategy which took practical account of the organisation. Funding exists to support a one-off move whereas there is little funding to support on-going maintenance costs Potential members should be added as an audience There would be no Facebook for now. Experience from other sports is that you need a competent (able to be on message) Facebook-manager 24x7 responding to messaging Action: SJ/CN to work on implementation 11. AoB of which the Chair has had previous notice i) Below what minimum age should fixed weight categories not be used at competitions (to avoid young wrestlers managing their weight to make a particular weight category) i. The initial set of Welsh Open regulations state fixed weights down as far as 10yrs old Action: IW to discuss Welsh Open Regulations with Sue Jones ii) vonne departure 3/6

4 i. Significant planning is required to enable a smooth transition onwards from all the varied and hard work carried out by B. B should be asked to complete a log of activities she does and whether daily/weekly/monthly ii. Unanimous agreement that the successor should be based at the Academy for at least 3days pw iii. Roles to fill: 1. Finance/Sage/Expenses 2. Admin/Calendar/Visas 3. UKCC Programme and administration 4. Academy/Operations 5. Competitions Management/Pairing 6. NTS Performance/Operations Management 7. Club affiliations 8. LSO (voluntary) iv. Action CN: Re-work existing JD around set of tasks for one, Admin and Finance are priorities; Timeline for advertising and interviews 12. Any items that need notifying to Companies House - None The meeting closed at 3:30pm Please see over for Appendices 4/6

5 Appendix 1 General Policies/Documentation for Board Endorsement Policy Comment Appro ved /N A. Anti-Bribery Policy No notable change B. Betting Policy No notable change C. Board Fit and Proper Persons declaration No notable change D. Board Induction Process Updated links/docs E. Board Make-up Template SE Sub-outcome 1.5 To reflect current/future Articles F. Board Register of Declarations of Interest Updated with latest info G. Board Review of Make-Up and Appointments action Minor updates plan H. Customer Charter No notable change I. Data Protection (Privacy) Policy No notable change J. Declaration of Interest Policy No notable change K. Disciplinary and Complaints Policy - Employees No notable change L. Equality Action Plan Minor updates M. Equality Audit Data Summary Latest data N. Expenses Policy No notable change O. Fraud Policy and Response Plan No notable change P. Health & Safety Minor updates Q. HR Manual = Staff Handbook Minor updates R. ICT Policy Minor updates S. ICT Strategy Minor updates T. JD / Contract-Administrator (2x docs) Minor updates U. JD / Contract-CE (2x docs) Minor updates V. JD / Contract-England National Coach (2x docs) Minor updates W. Register of Interests Blank Template No notable change X. Safeguarding Vulnerable Adults in Sport Policy and New Procedures. Social Media Policy New Z. Staff Induction Process Updated links/docs AA. Whistle Blowing Policy No notable change Additional Documents A. Source of Funding Comparison (at Nov 2016) No notable change B. Register Signatories Delegations Representation No notable change C. Finance Manual No notable change D. Sport England Submission New document, submitted Nov 2016 E. Board Effectiveness Survey As in agenda F. Operational Plan / Key Performance indicators This needs to be a living document NB: Directors have 28 days (until 11 Feb) to feed back any additional changes to documents as part of the review, at which point the documents will be considered endorsed. 5/6

6 Appendix 2 Safeguarding Documentation Safeguarding Main Policy Document Comment Approved /N Appendix A: Safeguarding Templates Template 1: Employment Application form Template 2: Employment Self-Declaration and Disclosure Form Template 3: Employment Reference form Template 4: Incident Reporting Form Template 5: Parental Consent for British Wrestling Activities Template 6: Accident Report Form Template 7: Photography/Filming/Videoing Consent Form (Athlete) Template 8: Use of Photographic/Film/Video (Photographer) Template 9: Hands-on Adjustment and Use of Photographs and Recorded Images Consent Form (Parent/Carer oung Person) All OK Appendix B: Safeguarding Checklists Check with Safeguarding Checklist 1: Away competition or event CPSU as to Safeguarding Checklist 2: Day trips or overnight stays whether Safeguarding Checklist 3: Travel abroad anything additional Appendix C: Safeguarding Protocol Safeguarding Protocol re: Child safeguarding investigations Review Safeguarding Protocol re: Child Welfare Complaints Procedure he/she Appendix D: Other Safeguarding Policies Safeguarding Induction Policy Employee-Volunteer (including paper trail) Safeguarding Safe Storage & Handling for Safeguarding Information Policy Safeguarding Disclosure Policy Appendix E: Linked Policies Anti-Bullying Policy Recruitment & Selection Policy Social Media Policy As above Safeguarding Vulnerable Adults in Sport Policy and Procedures As above British Wrestling also has a dynamic, annually Board reviewed Safeguarding Action Plan Current version endorsed May 2016 (link) 6/6