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Admissions Policy

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Membership FAQ

Q: What does the Gold/Silver/Bronze/Corporate/Gym Only Membership entitle me to?

A: Gold:  Unlimited access to: Fitness Room, Swimming Pool during public swimming times (please note that on some occasions access will be shared with swimming lessons and classes.) All classes in the Aerobic and Fitness class programme and a Personal Fitness Programme with the Fitness Instructor. The Gold Card also offers a free Induction in the Fitness Room as well as use of the fast lane at reception to avoid queues.

Silver:  Same benefits as the Gold Card but only between 6.30am - 3.45pm Monday to Friday.

Bronze/Corporate: Same benefits as the Gold Card except the following classes are chargeable at a discounted rate: Spinning, all Les Mills classes, Pilates, Metafit, Kettlebells, CX Worx & Yoga.

One-Month Gold: Same benefits as the Gold Card.

Gym Only: The Gym Only Membership offers unlimited access to Excells Fitness Room during opening hours and includes a gym Induction. A 2-month Gym Only Membership is also available if you do not wish to enter into a 12-month contracted membership.

Q: When I take out my membership am I tied in (contracted) for a minimum period of time?

A: Yes.  Memberships are for a minimum period of 12 months and this is stated clearly on the Application Form. If you do not wish to be tied in to a contract we recommend you take the one-month membership.

Q: Do I still have to pay an admission charge to the Centre?

A: No, admission charges are included when you are in possession of a Gold/Silver/Corporate Membership.

Q: How do I pay for my Gold/Silver/Bronze/Corporate/Gym Only Membership?

A: You can make the payment in one lump sum or you can make one month’s payment at reception by cash, cheque or credit card then all future payments will be made by monthly Direct Debit from your bank account.

Q: I don’t have a bank account, is there any other way I can make my monthly payments?

A: Unfortunately we do not accept any type of monthly payments other than Direct Debits. If you do not have a bank account we would suggest one of the following options:

- Pay your annual membership up front in one lump sum this provides the added benefit of receiving two additional months F.O.C. (Gold/Silver only). See next question.

- Do not commit to the annual membership. Take the one month membership instead.

- Pay the appropriate activity rate each time you use the Centre.

Q: I am considering a Gold/Silver/Bronze/Corporate/Gym Only Membership and wish to pay in full rather than by monthly Direct Debit.  Do I get any discount for paying in full?

A: If you pay your Gold/Silver Card in full you will be entitled to 2 months extra at no additional cost (14 months in total). Bronze/Corporate/Gym Only Memberships are already heavily discounted so no further discounts are available.

Q: As a Gold/Silver/Bronze/Corporate/Gym Only member, do I have to inform the reception staff of which activity I am attending when I enter the Centre?

A: Yes.  This is very important as we have a maximum number in most areas all members must inform reception where they are going and receive a ticket for that activity. This will also save any embarrassment if a member of staff is collecting tickets.

Q: What if I become ill/ injured or unable to make use of my membership?

A: Please inform us in writing as soon as possible after becoming ill/injured etc. and we can suspend your membership and payments. We may ask for medical evidence to support your request. It is important that you inform us as soon as possible that you wish to suspend your membership and payments as we are unable to apply this retrospectively.

Q: What if I change my mind and do not wish to continue with my membership after I have purchased it?

A: We offer a 14-day cooling off period. We will cancel your membership agreement providing we are notified in writing within the first 14 days of your membership. The cancellation charge associated with this is equal to one monthly payment.

Q: If my partner and I apply for a couples membership do we get a card each?

A: Yes. In addition, any children aged 5-15 will receive an Admission Membership.

Q: Is anyone else in my family allowed to make use of my Gold/Silver/Bronze/Corporate/Gym Only Membership?

A: No. Memberships are not transferable. They can only be used by the person who completed and signed the Membership Application form. Gold/Silver Couples Memberships are available to two adults living together at the same address as a couple.

Q: I am considering a Corporate Membership through my work. Are any of my family or friends entitled to the same deal?

A: Corporate Memberships are available to the employee and anyone living at the same address. Proof of employment and residence must be shown. No other family or friends are entitled to the same benefits.

Q: I am 60 years of age. Do you have any special discounts on memberships for my age group?

A: Yes. The Gold Membership is available at a discounted rate and called the Over 60’s Gold Card.

Q: I am 16/17 years of age.  Do you have any special discounts for my age group?

A: Yes. As above, the Gold Membership is available at a discounted rate and called “Teen Gold”.

Q: I am 13-15 years of age. Do you have any special discounts for my age group?

A: Yes. We offer a discounted Gold Membership for this age group called “Junior Gold”. Please note that a Teenfit Course must be completed prior to using our gym. Junior Gold Members cannot use the fast lane at reception, they must speak to a receptionist on entry.

Q: Even though I have purchased my membership do I still have to do an Induction?

A: Yes.  Inductions are necessary for all users of the Fitness Room to ensure everyone is aware of the safety issues. Inductions are free to Gold, Silver and Corporate members.

Q: As a Gold/Silver/Bronze/Corporate/Gym Only member am I entitled to use the Car Park if I am not using the Centre?

A: No. As we have a limited number of spaces available it is important that they are made available to Centre users only.

Q: I have been a Gold/Silver/Bronze/Corporate/Gym Only member for some time now.  I am considering taking a membership in another leisure centre/health club just for a change of scenery.  Do you offer any incentives to try and retain members?

A: We offer a very attractive loyalty bonus for Gold/Silver members which discounts their membership based on how long they have held the membership. This offer is not available to Bronze/Corporate/Gym Only members, Over 60’s members and Teen Gold members as these memberships are already heavily discounted.

Fitness Class FAQ

Q: What kind of classes do you have available?

A: A description of all our available classes can be found here.

Q: I am a complete beginner and have never exercised before. Do you have any classes to suit me?

A: The most gentle of all classes we have on offer is Aquatrim and most beginners are able to gain some benefits from attending. If you are not keen on exercising in the water then you could try any of the following classes and take things at your own pace:
Over 50s Keep Fit (you don't have to be over 50 to participate)
Pilates
Yoga

Q: What clothing should I wear?

A: Some high intensity classes like Body Combat, Body Pump, Circuits etc. will make you sweat, so a t-shirt and shorts may be most suitable. Many females prefer a sports top and leggings. We always recommend clothing which you are comfortable in. Some people like to wear an additional top and jogging trousers as they warm up, and for some classes, this can be suitable attire for the duration. Footwear should be well fitting and comfortable - preferably training shoes. Outdoor shoes will not be allowed.

Q: Do you provide water for participants?

A: Participants are encouraged to bring water into the class with them but it must be in a sealed container with a secure lid. We also have a water cooler directly outside the Aerobics Studio on the first floor and also in our Function Suite and Poolside, however no plastic cups are provided for these.

Q: Do you provide all necessary equipment or is there anything I need to bring along?

A: We provide all equipment necessary during classes e.g. weights/dumbbells for Body Pump, benches/steps for Circuits/Step Aerobics, gloves/punchbags for Box-a-cise, mats/resistance bands for Yoga/Pilates/CX Worx etc. If customers prefer to bring their own mats, boxing gloves etc. for hygiene reasons then we are more than happy with this. However, we do not allow customers to bring in their own weights, dumbbells, kettlebells etc.

Q: Do classes have to be booked in advance?

A: Many of our classes are very busy and at full capacity so we recommend booking in advance to ensure your space is reserved. Members can book 7 days in advance, non-members can book 6 days in advance.

Q: Are the classes open to both male and female participants?

A: Yes, all classes are open to male and female participants.

Q: I'm under 16, are there any classes that I can attend?

A: The British Wheel Of Yoga, which is the governing body for Yoga in the UK, encourage all ages to participate in this discipline. Therefore we allow secondary school pupils (age 12/13 minimum) to attend Yoga on their own. If children under this age wish to attend, then they must be under the supervision of a responsible adult and have cleared it first with the instructor. All other classes are aimed at the adult market and may possibly be unsuitable for under 16s.
As young adults should be encouraged to participate in physical activity, we provide a Teenfit training course in the Fitness Room where they can learn about the importance of exercise, heart rate, training zones, C.V. and resistance training, flexibility and much more. This is done in a controlled environment where they are monitored closely by an instructor and a safer alternative to a high intensity, adult class.

Q: Am I able to attend classes while I'm pregnant?

A: The more active and fit you are during your pregnancy, the easier it will be for you to adapt to your changing shape and weight gain. It will also help you to cope with labour and get back into shape after the birth. We recommend you contact your maternity team and inform them that you'd like to participate in exercise during your pregnancy.
If you were active and fit before becoming pregnant there is no reason why you shouldn't keep up your normal daily physical activity or exercise for as long as you feel comfortable. Exercise is not dangerous for your baby - there is some evidence that active women are less likely to experience problems in later pregnancy and labour.
Don't exhaust yourself. You may need to slow down as your pregnancy progresses or if your maternity team advises you to. As a general rule, you should be able to hold a conversation as you exercise when pregnant. If you become breathless as you talk, then you're probably exercising too strenuously.
If you weren't active before you became pregnant, don't suddenly take up strenuous exercise. If you start an aerobic exercise programme (such as running, swimming, cycling, walking or aerobics classes), tell the instructor that you're pregnant.
Remember that exercise doesn't have to be strenuous to be beneficial. Further information can be found by clicking here.

Q: I am not a member of the Galleon Centre. Can I still attend classes?

A: Yes. Our classes are open to anyone aged 16 and over. We do recommend a membership if you intend coming along on a regular basis as this will save you money and offer advanced booking privileges over non-members.

Q: How much does it cost to attend classes?

A: There are various prices depending on which class you are attending. Click here to check all of our prices.

FOI Classes

Class 1: About

Information about Kilmarnock Leisure Centre Trust, T/A The Galleon Centre, who we are, where to find us, how to contact us, how we are managed and our external relations.

Organisation’s Purpose, Mission Statement Vision & Values
Our Purpose, vision & values/mission statement describes why we are here? Where we are going & how do we deliver.
View Mission Statement 1.2

Contact Details
Contact details of all our venues and of our head/principle offices.
View Contact Details

Organisational Chart
Details the organisational structure of The Galleon Centre.
View Staff Structure

Our Board
Details who our Board are and what they do, plus names of Board members.
View Our Board

Charitable Trust & Objectives
Information on “Kilmarnock Leisure Centre Trust T/A The Galleon Centre” charitable status.
View Charitable Trust Objectives

Directors
List of The Galleon Centre’s Company Directors including their roles and responsibilities.
• The Kilmarnock Leisure Centre Trust has no Company Directors.

Articles of Association
Describes the make - up and purpose of the organisation, what we are here for, governance issues.
View Articles of Association

Company Governance
Details of The Galleon Centre’s corporate governance e.g. governance policy, risk register, codes of conduct, standing orders and other governance information.
View Company Governance

Committee Roles & Remits
Roles and remits of our committees and subcommittees.
• The Kilmarnock Leisure Centre Trust at present has no other committees or sub - committees operating.

News
News about The Galleon Centre e.g. news releases, newsletters.
• The Kilmarnock Leisure Centre Trust has in the past had news releases relative to upgrading work (capital) here in the Galleon Centre. • Lockers • STA Mark

Accountability and Audit Relationships
Details of bodies we are audited and/or regulated by, and the nature of our relationship with them e.g. establishing council, OSCR, Financial Conduct Authority. Reports to these bodies.
View Accountability and Audit Accounts

Subsidiary Companies
Details of any subsidiary companies wholly owned by The Galleon Centre.
• There are no subsidiary companies wholly owned by the Kilmarnock Leisure Centre Trust.

External relations and working with others

Sponsorship & Partnership Opportunities
Details on current sponsor partners.
View Sponsorship & Partnership Opportunities
Deed of Trust

Partnerships Opportunities
Information on working in partnership with The Galleon Centre.
View Partnerships Opportunities
Letter of Award
Offer of Award

Partnership Agreements and Strategic Agreements with other organisations.
Details of our Partnership Agreements and any other strategic agreements we have with other bodies e.g. Memoranda or Understanding. Contract Information can be found in Class 6.
View Partnership Agreements

Information on rights, how to make a request

How to complain or make a comment
How to complain or make a comment e.g. complaints policy, and contact details.
View How to Complain or Make a Comment

How to make a freedom of information request
How to request information, contacts details for FOI section/unit.
View FOI Request How To

How to make a request for personal information
How to apply your rights under the Data Protection Act 2008 & request personal information held by The Galleon Centre about you.
View Personal Info Request How To

Model Publication Scheme 2014
The Galleon Centre has adopted the Scottish Information Commissioner’s Model Publication Scheme 2014.
• The Kilmarnock Leisure Centre Trust has adopted the Scottish Commissioners Model Publication Scheme 2014

Guide to Information
The Galleon Centres Guide to Information it makes available under the Model Publication Scheme 2014.
View Guide to Information - Centres

Class 2: How we deliver our functions and services

Information about our work, our strategy and policies for delivering functions and services and information for our service users.

Corporate Strategy
Provides a high level overview on where we are as an organisation, what we are aiming to achieve and the actions we need to take. Detailed business plans may contain commercially sensitive information so are not published but you can still make a request for them.
Deed of Trust
Charitable Trust Objectives

Strategic Planning Process
Information on how we undertake our strategic planning e.g. planning policies, decision making structures, timetables.
Business Plan (refer 2.1)
Business Plan Objectives 13
Staff Structure

Venue/Section Plans
High level details of The Kilmarnock Leisure Centre Trust T/A The Galleon Centre operation plans for venues & sections. Detailed service plans are not routinely published but can be requested from us under the Act.
Terms & Conditions of Use
Conditions of Hire
Special Events Booking Form
Business Plan (refer section 7)
Business Plan Objectives 13

Our Venues
Our venues, contact details & facilities.

The Galleon Centre, 99 Titchfield Street, Kilmarnock, Ayrshire KA1 1QT
Tel: 01563524014 Fax:01563 572395
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.
Scottish Charity Number: SC00 8314
Trust Established 1985
Website: www.galleoncentre.com

Our Venues Opening Hours
Opening hours of our venues.
OPENING HOURS: Monday-Friday - 6.30am-11.00pm, Saturday - 7.45am-8.00pm, Sunday - 8.45am- 11.00pm
www.galleoncentre.com

Venue Timetables and Programmes
Information about the timetables and programmes in each venue showing what’s on e.g. fitness class timetables, shows/performances, events/exhibitions etc. www.galleoncentre.com

Activities
Details of all activities offered within the Kilmarnock Leisure Centre Trust T/A The Galleon Centre venues, including venue hire.
View Conditions of Hire
Excells Fitness Suite, Aerobics, Skating, Curling, Ice Hockey, Skating Lessons, Swimming, Aquatrim, Aquanatal, Swimming Lessons, Bowling, Squash, Badminton, Football, Basketball, Netball, Table Tennis, Trampolining Lessons, Soft Play and Creche Facilities

Coaching & Courses
Information on courses available to the public e.g. coaching, workshops and classes. www.galleoncentre.com

Memberships
Details of all the membership products available and how to join.
Members Frequently Asked Questions
View Gold Card
Teen Gold Card
Over 60's Gold Card
Junior Gold Card
Silver Card
Leisure Card Membership Form
Centre Membership Application Form (Adult/Family/Junior/Senior)

Bookings
Details of how to make bookings, including links to online booking system, booking forms, box office details.
www.galleoncentre.com
Conditions of Hire
Terms & Conditions of Use
Appeal Policy 

Corporate policies and procedures for performing statutory functions
Corporate - wide policies e.g. Child protection Policy, Safe Swim Guidelines, Health and Safety, Equality, Sustainability etc.
Administering Medication
Abusive Behaviour Customer Policy
Alcohol Policy
Appeal Policy
Child Protection Policy
Customer Care Policy
Customer Care including Creche Policy
Customer Commitment Policy
Disabled Workers
Disclosure Information
Driving at Work Policy
Duty of Candour
Internet, Email & Social Media
Equal Opportunities
Ex Offenders
Flexible Working
Harassment
Health & Wellbeing
Infection Policy
Missing Person Policy
Mobile Phone Policy
Paternity
Recruitment Policy
Recruitment Code of Practice
Relationships at Work Policy
Smoking Policy
SSP Scheme
Swine Flu
Terrorist & Bomb Threat
Timekeeping Policy
Unemployed Policy
Vulnerable People
Whistle Blowing
Other Leave
Maternity
Credit Card Process
Adoption Leave
Employee Data Policy
Dignity at Work
Grievance
Redundancy
Acting Up
Asset Management
CCTV Code of Practice
FOI
Scheme of Delegation
Shared Parental Leave
Staff Parking
Card Security Policy
Death of Employee
Legionella Policy 
Conditions of Hire
Security Card Policy 
Pressure Systems 
Lone Working 
Hand Arm Vibration Policy 
Young Workers Policy 
Staff Use of Facilities Policy
Silica Dust Exposure

Pricing/Charges
Details of current charges for The Kilmarnock Leisure Centre Trust T/A The Galleon Centre, including concession schemes and eligibility criteria.
Price List

How to access our services
Information on how to access services e.g. for people with disabilities. www.galleoncentre.com

Jobs at The Kilmarnock Leisure Centre Trust
Our current vacancies. www.galleoncentre.com

Class 3: How we take decisions and what we have decided

Information about the decisions we take how we make decisions and how we involve others.

Board/Committee Agendas
The agendas for our Board/Committee Meetings by quarter.
Boards Agendas
Trust Agenda 22.08.13
Trust Agenga 21.11.13
Trust Agenda 13.03.14
Trust Agenda 30.09.14
Trust Agenda 19.03.15
Trust Agenda 26.11.15
Trust Agenda 03.02.16 
Trust Agenda 15.03.17

Approved Board/Committee Reports

The approved reports from our Board/Committee Meetings by quarter. These are published alongside the relevant approved minutes following the Board or Committee meeting to which they refer, but can be requested from us under the Act before that.
A Copy of our Trust Reports are available on request

Approved Board/Committee minutes

The approved minutes from our Board/Committee Meetings by month. The approved minutes will be published as soon as they have received approval. You can request copies of minutes, prior to their approval, from us under the Act.
Trust Minutes 22.08.13
Trust Minutes 21.11.13
Trust Minutes 13.03.14
Trust Minutes 30.09.14
Trust Minutes 05.02.15
Trust Minutes 26.11.15
Trust Minutes 03.02.16
Trust Minutes 15.03.17

Public Consultations
Details of any wider consultations we have undertaken with the general public. Note that some market research studies may not be published as we consider them to contain commercially sensitive information which is exempt. However you still have the right to ask for these under the Act.
Public Consultations

Engagement Strategies
Details of our public engagement strategy.
Engagement Strategies

Reports of Regulatory Inspections
Reports of regulatory inspections, audits and investigations carried out by the authority.
Environmental Policy - Available on Request
H&S Policy - Available on Request
Emergency Lighting
Swimming Pool Inspection
Periodic Inspection
Ice Plant Inspection
Hot Water Boiler 1,2,3
Hot Water Boiler
Hot Water Cylinder
Expansion Vessel
Pressure Vessel
Heat Exchanger
Plant Pressure Vessel
Compactor
Oxygen Cylinder
Goods Lift
Passenger Lift
Portable Crane
Vertical Working Platform
Personnel Hoist
Domestic Boiler
Non Domestic Boilers
Games Hall Heaters
Fire Alarm
Fire Extinguishers
Legionella Quarterly
Condenser
Domestic Water
Indoor Sports Entertainment
Licence

Class 4: What we spend and how we spend it

Information about our strategy for, and management of, financial resources (in sufficient detail to explain how we plan to spend public money and what has actually been spent).

Annual Report & Accounts
Annual report and audited financial statements.
Audited Accounts 2014/15
General Reserves have reduced to £160,174 from £210,813 the previous year.  This decrease was the result of an energy rebate reclaim from the previous year which had resulted in an over budget surplus of £64,950 in 2013/14. 
Audited Accounts 2015/16
General Reserves have increased to £179,997 from £160,174 the previous year, a profit of £19,823 for year 2015/16.
Please note a full copy of our Audited Accounts is available on request.

Auditors Report
Audited annual statements.
Audited Statements 2015

Activity Prices
List of current prices/charges for activities in each venue.
Price List

Expenses Policy & Procedures
Our Policy on expenses.
Expenses Policy & Procedures
Financial Regulations - Page 18

Pay & Grading Structure
Pay & Grading structure of The Galleon Centre staff.
Wage Rates (FOI)

Pension Fund and other investments
Details of The Galleon Centre’s pension fund options, and other investments.
Pension Fund & Other Investments

Senior Staff/Board Member expenses
Details of senior staff/board member expenses.
Senior Staff-Board Members Remuneration

Board Member Remuneration
Board members remuneration, other than expenses.
Board Member Remuneration

Financial management and administration policies and procedures
e.g. reserves policy, bad debt management policy, finance manual.
Financial Reserves Policy

Top level budget allocation & capital spending plans
Detailed revenue budgets may not be published, as we consider them to contain commercially sensitive information which is exempt. However you still have the right to ask for these under the Act.

Class 5: How we manage our human, physical and information resources

Information about how we manage the human, physical and information resources of the Trust

Human Resources – Current Policies Add, amend or delete the list below as required to provide a full list of your own policies.
List of all HR policies in the Kilmarnock Leisure Centre Trust which are currently in use, and details of how to access them.

Access to Facilities Policy
Outlines the policy for staff access to facilities
Staff Manual page 31

Access to Personal Files Policy
Outlines the policy for staff access to personal files.
Data Protection Policy

Alcohol Drugs & Substance Abuse Policy

Outlines support provided to staff if they have issues with alcohol, drug and substance abuse.
Alcohol

Attendance Management Policy
Explains the procedures and guidelines to assist managers and employees during absence from work due to illness.
Staff Manual Pages 10, 11 & 12

CCTV Code of Practice and Procedures
Details the Kilmarnock Leisure Centre Trusts policy and procedures for the monitoring, recording, holding and processing of images of identifiable individuals constitutes personal data as defined by the Data Protection Act 1998 (DPA). Helps the Kilmarnock Leisure Centre Trust comply with our legal obligations under DPA.
CCTV Code of Practice

Relationship at Work
Outlines the policy to ensure that no unfair advantage or disadvantage occurs as a result of personal, family, social or financial relationships. Ensures we are guided in our activities by the “Seven Principles of Public Life” set out by the Nolan Committee.
Relationships at Work Policy

Data Protection Policy/Disclosure Information
This policy details how personal information about employees and customers will be kept and processed by the Kilmarnock Leisure Centre Trust. It follows the principles of the Data Protection Act and subsequent Codes as published by the UK Information Commissioner.
Data Protection Policy

Disciplinary Policy
Outlines the Disciplinary procedures to help and encourage all employees to improve, achieve and maintain required standards of conduct whilst ensuring that all employees are treated fairly, consistently, and without discrimination.
Staff Manual

Disclosure Handling Policy
Outlines the process for the correct handling, holding and destroying Disclosure Information, provided by Disclosure Scotland under Part V of the Police Act 1997, for the purposes of assess ing applicants’ suitability for positions of trust. The Kilmarnock Leisure Centre Trust also complies fully with the Data Protection Act 1998 and other relevant legislation pertaining to the safe handling, use, storage, retention and disposal of Disclosure information.
Disclosure Information

Driving Policy
Ensure that the Kilmarnock Leisure Centre Trust meets necessary vehicle and driving at work requirements as laid out by Health & Safety legislation, Inland Revenue regulations and requirements from our insurance companies.
Driving at Work Policy

Equal Opportunities Policy
Policy aims to prevent all forms of discrimination in the provision of services and employment of people, particularly on the grounds of sex, marital status, disability, race, colour, religion, sexual orientation, nationality, ethnic origin, political belief, trade union activity, responsibility for dependants, employment status, age, culture or language.
Equal Opportunities

Flexible Working
This policy explains the different types of working arrangements that are in place in the Kilmarnock Leisure Centre Trust and sets out the framework to use the requests to work flexibly.
Flexible Working

Hospitality Policy
This policy details the standards required by the Kilmarnock Leisure Centre Trust where employees are offered hospitality, goods or other benefits through the performance of their duties.
Staff Manual Page 32

HR Strategy
The Kilmarnock Leisure Centre Trust Human Resources strategy.
Recruitment Code of Practice

Information Communication & Technology Policy
The purpose of this policy is to ensure that employees of The Galleon Centre understand the way in which Information Technology, including Electronic mail (email), the Internet and Computer equipment should be used in the organisation. It aims to ensure that IT is used effectively for its intended purpose without infringing legal requirements or creating unnecessary business risk.
Social Media

Managing Smoking Policy
This policy ensures that the Kilmarnock Leisure Centre Trust complies with “The Smoking, Health and Social Care (Scotland) Act 2005” and “The Prohibition of Smoking in Certain Premises (Scotland) Regulations 2006”
Smoking Policy

Mobile Phone Policy
This policy clarifies the responsibilities of employees and the Kilmarnock Leisure Centre Trust in managing the use of “The Kilmarnock Leisure Centre Trusts” mobile communication devices.
Mobile Phone Policy

Parental Leave Policy
This policy outlines the entitlements of employees in relation to maternity, adoption and paternity leave and pay. It also details the rights of employees with children to take parental leave and the ability for them to request flexible working patterns.
Paternity

Recruitment & Selection Policy
The aims of the policy are to promote equality of employment opportunities and the elimination of discrimination in employment.
Recruitment Code of Practice

Redundancy Policy
Outlines the process of dismissal of employees through redundancy.
Redundancy

Resolution of Difference Policy
Outlines the procedures for resolving a difference between staff.
Harrassment

Retirement Policy
Explains policy on retirement.

Health & Wellbeing Policy
This policy explains the action we are taking as an employer with regard to stress related problems in the workplace.
Health & Wellbeing

Personal Harassment Abusive Behaviour
This policy covers the threat of, or actual, violence towards employees by other employees and people visiting venues such as contractors and customers.
Harassment
Abusive Behaviour Customer

Training & Development Policy
Details how the Kilmarnock Leisure Centre Trust aims to develop and improve the competency and efficiency of all staff both as members of teams and as individuals to enable the maximum delivery of service to our customers.
• Continuous Appraisals
• Customer Care Training

Travel & Expenses Policy
Details how the Kilmarnock Leisure Centre Trust will reimburse reasonable expenses incurred by employees while on authorised business.
Scheme of Delegation (Page 5 Mileage Expenses)

Whistleblowing Policy
Provides guidance to employees on the action to take in disclosing a serious wrongdoing such as fraud or dangerous practices at the Kilmarnock Leisure Centre Trust.
Whistleblowing

Information Resources

Records Management Policy
Outlines our policy on record management.
Objective & Scope

Retention Schedule
Details what documents we keep for how long and by whom.
Objective & Scope1

Freedom Of Information Procedures
Procedures & Guidance for staff
Purpose & Scope

Health & Safety

Health & Safety Policy and Procedures
Health and Safety policies and procedures for the Kilmarnock Leisure Centre Trust.
Health and Safety Policy New

Risk Assessments
Details of risk assessments carried out for the Kilmarnock Leisure Centre Trust.

F.O.I RISK ASSESSMENT LIST

Copies of any of our risk assessments are available on request.

Accident Statistics
Statistical detail of accidents and incidents at venues in the Kilmarnock Leisure Centre Trust.

Normal Operating Procedures
Normal Operating Procedures for the Kilmarnock Leisure Centre Trust venues.
Pool Safety Operating Procedures
Ice Rink
Excells
Maintenance
Cleaners

Emergency Action Plans
Emergency Action Plans for the Kilmarnock Leisure Centre Trust venues.
Emergency Action Plan

Physical Resources

Pool Water Management
Details of our policies and procedures for pool water management.
Pool Safety Operating Procedures Pages 99-104

Land and Property Holdings
Description of the Kilmarnock Leisure Centre Trust land and property holdings.
• Galleon Centre but not the land on which it is built. This belongs to East Ayrshire Council.

Environmental Reports
Details of reports on environmental issues e.g. sustainability, energy usage, carbon footprint etc.
Environmental Policy
Energy Usage
Carbon Savings Certificate

Facility Maintenance & Asset Management

Asset Management Policy
Details the Kilmarnock Leisure Centre Trust asset management plans and maintenance regime.
Asset Management

Facility Maintenance Plan
Details the Kilmarnock Leisure Centre Trust facility maintenance plans.
Facility Maintenance Plan

Asbestos Policy Management Plan
The Kilmarnock Leisure Centre Trust policy and procedures for managing asbestos; details an effective organisational means for controlling the risk to health from asbestos.
Asbestos Survey

Energy Awareness
Details staff responsibilities for good practice to reduce energy usage.
Environmental Policy

Energy Efficiency Review
Details the Kilmarnock Leisure Centre Trust policy on managing energy usage and promoting energy efficiency.
• See Environmental Policy above.

Employee Relations

Agreement with Trade Unions
Details agreements with Trade Unions.
• The Kilmarnock Leisure Trust has agreed the General Municipal Boilermakers (GMB) as the recognised Trade Union, to deduct Union Contributions from the pay of each employee who has completed the written authorisation form required. Other Unions are accepted and deductions will apply providing the minimum criteria is met.

Class 6: How we produce goods and services from external providers

Information about how we procure goods and services, and our contracts with external providers.

Procurement Policies & Procedures
The Galleon Centre procurement policy
Financial Regulations Page 9

Contracts
Details The Galleon Centres let contracts which have gone through formal tendering, including contractor and value.
Johnston Controls

Invitations to tender
Details of invitations to tender
Request for Quotation

Become a Service Provider
Details how to become a Service Provider with The Galleon Centre.
Become a Service Provider

Class 7: How we are performing

Information about how we perform as an organisation, and how well we deliver our functions and services.

Key Performance Indicators
Information on The Galleon Centres key performance indicators and performance against them.
Departmental Benchmark
Expenditure Benchmarking
Income Benchmarking

Audits & Inspections
Reports from audits and inspections.
STA
Visitscotland

Annual Performance Report
Annual report and audited financial statements

Audited Accounts 2014/15
General Reserves have reduced to £160,174 from £210,813 the previous year.  This decrease was the result of an energy rebate reclaim from the previous year which had resulted in an over budget surplus of £64,950 in 2013/14. 
Audited Accounts 2015/16
General Reserves have increased to £179,997 from £160,174 the previous year, a profit of £19,823 for year 2015/16.
Please note a full copy of our Audited Accounts is available on request.

Staff Survey
Details the results of our staff survey.
• No staff survey for the last 3 years.

Sickness Absence Statistics
Breakdown of sickness absence statistics.
• The Kilmarnock Leisure Centre Trust Breakdown of sickness absence statistics is as follows for years 2011/12 and 2012/13.
2011/12 3.9% absences
2012/13 4% absences

Health & Safety Audits

Details the Health & Safety Audits of our venues.

A copy of our Health & Safety Audits are availabe on request.

Class 8: Our Commercial Publications

Information packaged and made available for sale on a commercial basis and sold at market value through a retail outlet e.g. bookshop, museum or research journal.

The Galleon Centre does not hold or publish any information under this class.

Swimming Lesson FAQ

Q:  I am new to the area and I am interested in learning to swim.

A: Complete an application to be enrolled onto our waiting list and we will contact you prior to the next course commencing. (Spaces permitting)

Q: What if I am new to the area and I have participated in lessons before?

A: Telephone reception and leave your name on the assessment list.  We will contact you prior to the enrolment to arrange a swim assessment. 

Q: What if I have been participating in your lesson programme but I have missed 1 course due to holidays etc?

A: If you have missed 1 course e.g. course 2, you may enrol for course 3 on the last week of course 2.  If you miss 2 or more courses you must put your name on the waiting list and we will contact you prior to the next course commencing. (Spaces permitting)

Q: When are the re-enrolment forms distributed?

A: On the 2nd last week of the present course at the end of the lesson.

Q: What if I am on holiday when the re-enrolment forms are being distributed?

A: If you are unable to uplift your re-enrolment form due to holiday/illness etc. The teacher will leave it at reception.  It is up to you to uplift and complete the form.    

Alternatively telephone reception and a member of staff will provide you with the necessary information and complete the re-enrolment form for you.

Q: Can I collect my re-enrolment form before the day and time of my class?

A: No. Re-enrolment forms cannot be uplifted prior to the stated week (i.e. 2nd last week of lessons) as they are with our Administration Department up until this point.                           

Q: When do the re-enrolment forms have to be returned by?

A: They must be returned to reception no later than 7.00pm on the Sunday of the second last week of the present course.

Q: What happens if I don’t get my 1st or 2nd choice?

A: We will contact you by telephone on the Sunday night of the 2nd last week if your 1st & 2nd choice is unavailable and offer you an alternative.

Q: When do I make payment for the next course?

A: Payments can only be made on the last week of the lessons from 7.00am on the Monday morning until 6.00pm on the Friday evening.  Payment can be made in person at reception or by telephone using a Credit/Debit Card.  If you are unable to connect to reception (e.g. during busy periods) please dial extension 209 and leave your name and telephone number with the Duty Manager.  We will call you back at our earliest convenience.

Q:  Why can’t I make payment as I return my re-enrolment form?

A: The re-enrolment process is not completed until Sunday evening of the 2nd last week and in addition as we have so many forms being returned at the one time this would create congestion at reception. However, you are free to submit a cheque when you submit your re-enrolment form. Please note that this does not guarantee a space in your class of choice.

Q: What if I miss the payment deadline?

A: If your booking is not paid by 6.00pm on the Friday evening of the last week of the present course it will be deleted and made available for re-sale.

Q: When do I receive my achievement badge?

A: When you are progressing to the next stage.

Q: If I miss more than 1 course of lessons do I have to be re-assessed or do I return to the class I was last in?

A: In most cases you will return to the class you left but if you feel you would prefer to be re-assessed please inform the receptionist as you leave your name on the waiting list.

Q: I am 3, 4, 5 years of age.  What class should I enrol for?

A: Age 3 & 4 - Stanley 1-2; Age 5 - Stanley 3-4

Q: Why have I not been moved up a class?

A: You must meet the agreed criteria for your present class before progressing to the next stage.

Q: Can I stay in the same class if I don’t feel I am ready to move up?

A: If the instructor recommends you progress to the next stage you must do so.  To remain in the present class and have met the necessary criteria will only restrict your future progress.

Q: Why must I pay admission fees when I have already paid for a course of lessons?

A: Admission fees are applicable to all non-members and cover the entrance fee to the Centre. We recommend Admission Memberships to all regular users of the Centre as this saves money during the course of the year.

Q: What if I am on holiday when payment is due?

A: 1: Ask a friend to make payment for you on the due dates.

    2: Telephone reception on the due dates with your Credit/Debit card details.

    3: Post a cheque made payable to The Galleon Centre for the correct amount to arrive on or before the due dates. (Don’t forget to include name, address, date of birth & class requested).

Q: What refunds are available should my child not complete the course or be unable to attend some sessions?

A: Only under very extenuating circumstances (i.e. injury or illness) and upon receipt of verification from your G.P will refunds be offered.  The reasons for this are as follows:

1: No children are allowed to join the course once it has started, bringing a new child in can create difficulties for the Instructor and more importantly for the other children in the class.

2: There is quite a substantial waiting list for lessons and, by signing up for a course then withdrawing results in another child being excluded from the course.

3: All calculations are based on courses being at full capacity to be financially viable.

However due to the very nature of Private Lessons i.e. one to one tuition, lessons cannot be cancelled or re scheduled once the block of 5 is booked and paid. When the block is booked, instructor hours are agreed for the 5 week duration, so any absences due to illness or short notice holidays etc cannot be refunded.

Q: What if my child is unable to settle in at lessons?

A: It is not unusual, especially amongst children attending entry level lessons for the first time for them to feel nervous, apprehensive or scared. Our teachers are used to dealing with this and will always try to encourage any child.

Q: It’s my first time at lessons and the class appears unorganised?

A: Especially in classes with youngsters at entry level, it is often the first time they have participated in a structured group activity, 30 minutes is a long time to concentrate and it can take kids and the class a couple of sessions to find its rhythm.

Q: Why has my child been asked to sit out?

A: If a child becomes disruptive during a class, a teacher may give them a “time out” for a few moments.  Lessons should be fun but misbehaviour/failure to take instruction can lead to disruption for other pupils. This is a temporary measure and is not a major issue.  If we do have any lasting concerns with regards to behaviour we will speak to parents.

Q: Does the same teacher take the same class for the full block?

A: We always strive for consistency with teachers, however like any other Part Time Employee, they will be entitled to periods of leave. In these circumstances we will endeavour to provide qualified cover. If for any other reason a teachers availability changes, again we will work towards providing a new teacher, however this can result in teacher changes over the short term.