SWAN FOUNDATION

MINUTES OF THE MEETING HELD ON

15 NOVEMBER 2012 @ 16.00 HRS

Present:

Trustees: Alastair King (Chair); Nicholas Boys-Smith and Jody Kennedy

Special

Advisor: Richard Frost

Officers: Pam Brown (Consultant); Perryn Jasper (Project Manager); Alethea Dougall (Head of Resident Involvement & Communications); James King (Financial Controller); Hannah Marsh (Research & Development Manager) and Jan Collier (Committee Secretary)

Also in Attendance: Mark Garrety (Olive Communications)

Pam Brown introduced Mark Garrety, MD of Olive Communications, who had been responsible for the donation to Swan Foundation of 1,000 mobile phones and £20k. Trustees were very grateful and thanked him for the donations. Pam Brown said that over the next few weeks there will be a press launch regarding this and it would also be included in the ‘good new stories’ folder. Richard Frost asked whether the good news story could have a link to Swan HA. Pam Brown said that she would look at where best to target the press releases so that Swan HA would benefit as well.

Mark Garrety left the meeting at 16.10 hours.

15/12/13

APOLOGIES FOR ABSENCE

Apologies received from George Kieffer.

Pam Brown informed Members that Mary Gibbons was unable to attend the meeting today; however, Hannah Marsh was in attendance on her behalf and she was involved in working with Pam Brown and Perryn Jasper to develop the performance framework over the coming months.

16/12/13

DECLARATIONS OF INTEREST

Richard Frost declared interests as Director of various Swan companies.

17/12/13

MINUTES AND MATTERS ARISING

AGREED that the minutes of the meeting of the Swan Foundation held on 16 August 2012 be signed as a correct record.

MATTERS ARISING

The Chair referred to the annual report and said that, although it was signed off he felt that the beginning of the report was flawed and it should be amended. Nicholas Boys-Smith agreed and said that there were some points that he wanted to feed into the final draft but had not received it, and said that he was happy to make those points if there was still time.

Pam Brown said that she would re-send the document to Trustees for their comments and it would be included on the agenda for the next meeting.

Richard Frost gave Trustees an update on the compliance audit investigation. He informed Trustees that there had been three separate investigations carried out and the findings had been that malpractices had been uncovered in Development, and no other department. Disciplinary action had been undertaken for two of the staff involved and there was just one left. A governance review was about to be embarked upon to ascertain whether controls worked as well as they could have done. Nicholas Boys-Smith asked whether there had been any negative affect on Swan HA and Swan Foundation. Pam Brown said that the local authorities all know about it and there were no issues.

18/12/13

QUARTERLY FINANCIAL UPDATE

RECEIVED a report from the Financial Controller presenting Trustees with the Management Accounts to 31 October 2012.

NOTED:

1. the contents of the report;

2. as of 31 October 2012, the cash balance was £140k. Available funds were in an interest earning account;

3. Richard Frost asked about the revenue supply chain. Pam Brown said that Terry Bird, Swan’s Group Director of Procurement was now leading on this; she was meeting with him and Mary Gibbons in December to go through all the agreements and the supply chain;

4. Richard Frost said that he would speak to Swan Board Members again with regard to the payroll giving scheme;

5. Trustees were informed that the committed spend next year was £21.5k.

19/12/13

PROJECTS UPDATE

RECEIVED a report from Pam Brown and Perryn Jasper outlining the outcomes, targets and delivery of Swan Foundation funded projects in the last reporting period August to November 2012.

NOTED:

1.  the contents of the report;

2. Nicholas Boys-Smith asked for the Project KPIs spreadsheet to be attached at the front of the report as he felt that it was the core summary. He also asked for the name of the project to be included and for each project to be numbered;

3. Nicholas Boys-Smith asked for the report to be kept as short as possible with bullet points showing the key KPIs, case studies and successes highlighted;

4. the Chair asked for cost per outcome, or something similar, to be shown. Pam Brown said that this would be shown on the outcomes framework;

5. Jody Kennedy asked about feedback on projects. The Project Manager said that it can be quite difficult obtaining feedback, especially from the Positive Parenting Programme;

6. NASSA had secured a grant of £30k from the Sam Branson Foundation to carry out work in schools in Tower Hamlets. Pam Brown was meeting with Natasha Hart and the head of the Sam Branson Foundation in the New Year to discuss any further synergy between the three organisations. Jody Kennedy asked about the positive publicity that Swan Foundation could have around this project. Pam Brown informed Trustees that the terms and conditions of funding was that any press releases etc must include Swan Foundation as the partner; she confirmed that Swan Foundation were also included on their website and kit;

7. Trustees asked that the question ‘did it attract further funding’ should be added to the form;

8. strategic targets to be included on the covering report.

Karlos Coleman, Caroline Wilson, Tommy Robinson and Jacqui Adeniji-Williams joined the meeting at 16.45 hours

20/12/13

PRESENTATION BY STRATFORD ROYAL THEATRE

RECEIVED AND NOTED a presentation from the Stratford Royal Theatre

Trustees thanked the members of the Stratford Royal Theatre for attending and giving a very interesting presentation.

Karlos Coleman, Caroline Wilson, Tommy Robinson and Jacqui Adeniji-Williams left the meeting at 17.20 hours

21/12/13

GRANT APPLICATIONS RECEIVED BY SWAN FOUNDATION

RECEIVED a report from Pam Brown presenting a proposal Signpost, Work Club (Basildon)

Proposal – Signpost, Work Club (Basildon)

NOTED:

1. grant requested was £11,500;

2. Nicholas Boys-Smith said that it would be interesting to find out whether the successes were as a consequence of the relationship with Signpost;

3. overall funding for the year was £94k and 6 people will gain employment; Swan Foundations’ contribution was £11,500.

AGREED: the grant application of £11,500 for the Signpost, Work Club (Basildon).

Proposal – Basildon Partnership, Construction Trades School

NOTED:

1. the proposal was not attached to the report and the PM said that he would circulate it via email;

2. Pam Brown gave an overview of the project and asked Trustees whether it was something that they would like to consider, and if so she would obtain more information. Trustees agreed to consider the report once it was circulated;

3. Nicholas Boys-Smith suggested separating information between where people were trained and who subsequently were successful in gaining employment.

22/12/13

FUTURE FUNDRAISING EVENTS/GOOD NEWS FOLDER

Pam Brown informed Trustees that the good news folder would be updated every time there was a press release.

There was a good news section on the Swan Foundation website, although not as current as it could be.

23/12/13

CSR REPORT

RECEIVED a presentation from Pam Brown.

NOTED:

1. the contents of the presentation;

2. Swan Foundation were helping Stephen Young to appoint two apprentices;

3. the payment that Pam Brown had received from Genesis for carrying out a workshop had been given to the Swan Foundation.

24/12/13

OUTCOMES FRAMEWORK PRESENTATION

RECEIVED a presentation from Research and Development Manager.

NOTED:

1. the contents of the presentation;

2. the RDM informed Trustees that she would be leading on a pilot for two projects;

3. the RDM to email the presentation to Trustees.

25/12/13

Trustees confirmed that they have not experienced any serious incidents concerning a significant loss of funds or a significant risk to Swan Foundation’s property, work, beneficiaries or reputation.

Richard Frost and Nicholas Boys-Smith left the meeting at 18.10 hours.

26/12/13

ANY OTHER BUSINESS

1. Terms of Engagement Letter between Swan Foundation and Grant Thornton

RECEIVED AND NOTED.

2. Letter from Grant Thornton - Audit

RECEIVED AND NOTED.

3. Bank Signatories

AGREED: the proposal and the Chair to sign the Relationship Authority.

27/12/13

DATE & TIME OF NEXT MEETING

The Committee Secretary asked whether the next meeting, scheduled for 7 February 2013 could be brought forward to the 5 February 2013.

AGREED that the next meeting of the Swan Foundation would be held on Tuesday 5 February 2013 between 1600 hrs and 1800 hrs at International Wealth, 33 Old Broad Street, London EC2N 1HZ .

The Chair closed the meeting at 18.20 hrs

…………………………………..Chair

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