Minutes of the East Durham College Full Board Meeting held on 12th October 2023

D Butler (Chair), M Young, A Brennan, R Harrison, J Bromiley, G Dullage,  S Duncan, Archana Chandra (via Teams), Jason Smith (via Teams)

C Tomlinson – Vice Principal Curriculum and Performance 

H McCoy – Assistant Principal Performance  

J Lanagan - Assistant Principal Curriculum Planning and Partnerships  

A Wilkinson - Campus Director Peterlee & Technical Academy 

L Haggis - Campus Director Houghall 

S Pritchard – Clerk to the Corporation 

K Tate - present as an observer pending her formal appointment 

J Armstrong - Health & Safety Manager, for item 5.3(c)

Apologies were received from S Robson, S Laverick, A Cummins

The Principal declared an interest in an item of any other business relating to the recommendations of the Search & Remuneration Committee.  It was noted that all other staff members would withdraw for that item. 

AGREED 

The minutes of the meetings of 13 July 2023 and the extraordinary board meeting of 31 August 2023 were accepted as a correct record.

There were no matters arising that were not substantive items on the meeting’s agenda. 

5.1 (a) Principal’s Update 

The Principal presented her update to the Board who noted the progress of the Local Skills Improvement Fund project, the planned FE Commissioner visit to the College, the continued eligibility of the College’s Landex membership as a land-based college, and sector and student updates.  The Board was delighted to hear of the success of students at the Peter Jones Enterprise Academy in winning five awards at the national competition.

A governor sought clarification on how the assessment of the LSIF bid would be undertaken and the approach to assessment and the prior endorsement of the Employer representative body was noted.  The Board noted the potential timelines regarding asset disposals and the view of legal firms advising the sector and agreed the proposal that Finance and General Purposes Committee consider an asset disposal plan for approval by the board.

The Board noted the college and sector updates, including the Local Skills Improvement Fund update and the staff and student activity that demonstrates the College’s achievement of its mission.

The Board delegated authority to the F&GP Committee to consider and recommend to the Board an asset disposal plan.

5.2 (a) Quality and Curriculum Update: Qualification Reform 

The Vice Principal Curriculum and Quality presented the report to the Board who noted that the outcomes would be definitive for achievement, retention, pass rates and high grades at the end of October when the individual Learner Record closes.  The Board noted in particular that: 

• student achievement rates stand at 81.2% (76% in 2021/22) and that overall achievement is expected to be 82% (79% in 2021/22)
• pass rates stand at 90.4% (89.3% at the end point in 2021/22)
• retention is 89.8% (88% in 2021/22)
• attendance is 90% (89% in 2021/22)

The Board discussed the positive progress since 18/19, the A-level results for learners who only study A-levels and those who study an A-level alongside a vocational programme, Apprenticeship retention and achievement and destinations.  In response to questions it was confirmed that withdrawals from Apprenticeships showed no pattern of particular sectors or industries and the board were assured of the college leadership’s focus on understanding the reasons for lower performance where that arose.

The Board noted that curriculum reform may result in more learners studying academic programmes alongside vocational programmes and asked the college leadership group to consider further the potential risks.  The Board further requested that the college leadership group consider reporting on high tariff university destinations as well as Russell-Group, and with regard to Apprenticeships, that both percentages and actual numbers of students were reported so that anomalies arising from lower numbers could be quickly identified.

The Board noted provisional student outcomes to date for 2022/23.

5.2 (b) Initial Recruitment 2023/24 

The Vice Principal Curriculum and Quality presented the report to the Board.  The report and resulting minutes were considered to be confidential for reasons of commercial sensitivity.

The Board noted enrolment and recruitment data to date and the potential impact upon the budget.

5.3 Finance and Resources Update:

(a) Human Resources Update

The Assistant Principal Performance presented the report to the Board. The report was considered to be confidential.

In response to a query the Assistant Principal Performance explained the variety of factors that were taken into consideration in determining staff CPD including skills gaps, future need, views of managers, and the appraisal process and confirmed that staff undertake corporate, departmental and vocational CPD.  In response to queries regarding mandatory CPD, it was confirmed that this was variable according to the needs of a particular role.

The Board noted the content of the report. 

(b) Financial Outturn 2022-23 (Confidential)

The Interim Vice Principal Finance and Business Performance presented the report.

The Board wished to note their delight with the improvement in the financial health score of the college but also sought clarification on what the risks were of returning to “requires improvement”.  It was confirmed that the college would need to maintain its cash position, liquidity ratio of current assets to liabilities and that overall financial performance would continue to be a major factor in maintaining “good” financial health.  The changes arising from ONS reclassification on the college’s payment profile throughout the year were discussed.

The Board noted the content of the report.

(c) Health and Safety Report 

This item was presented and discussed at the start of the meeting.

The Health, Safety and Sustainability Manager presented the report to the Board who noted that all department risk assessments are in place, support would be provided to management to implement requirements, and departments would be supported to develop standard operating procedures (SOPs) for dangerous equipment.

The Board discussed the challenges of securing buy-in across departments and sought assurance that in high-risk areas, such as arboriculture, that there is a health and safety culture and further noted that health and safety is embedded into curriculum for many vocational areas.  The Campus Director Houghall confirmed that trends were considered at campus meetings and any changes required were reflected in updated risk assessments.  In response to a query regarding PEEPs (Personal Emergency Evacuation Plans), the Health, Safety and Sustainability Manager explained the college’s approach to supporting those with sensory or mobility issues, the PEEP template and fire evacuation procedures and the use of evacuation chairs

The Board requested that in future reports:

• any extensions to deadlines were highlighted
• a table of incidents be included over a rolling period so that the board could see run rates
• that the fire evacuation plan and the fire evacuation drill be separated into two items

The Board noted the content of the report.

The Health, Safety and Sustainability Manager left the meeting. 

(d) Insurance Report 

The Interim Vice Principal Finance and Business Planning presented the report and confirmed that premiums had increased by £9,000 for this academic year.

In response to a query, it was confirmed that the 30% increase in cover for Cyber was a reflection of the market.  The Board noted that in the context of wider increases in insurance, that the increase this year was acceptable.

The Board noted the content of the report.

(e) Capital Projects Report (Confidential) 

The Vice Principal Curriculum & Quality presented the report which followed on from detailed discussions at board regarding the 10-year capital plan for the college at recent meetings to deliver the college’s Estates Strategy. 

It was noted that the RAG reporting style reflected requests from governors. 

The Board noted the content of the report.

(f) Risk Management Compliance Statement and Post End of Year Review (Confidential) 

The Principal presented the statement to the Board and reminded the board of Audit & Risk Committee’s role in overseeing risk.  The Vice Chair proposed that as well as reviewing the Risk Management Strategy every two years, that the Audit & Risk Committee should review the approach annually and further asked that the implications of curriculum reform risks were fleshed out.  It was further agreed that the risk register that details impact and likelihood of risk would be included as an appendix to future reports for governors’ information. 

The Board noted the report and agreed with the judgement of the College Leadership Group that the College is fully compliant with the recommendations of the Turnbull Committee in respect of 2022/23. 

The Board agreed to formally review the Risk Management Strategy every two years. 

6.1 Governance Report 

The Clerk presented the report and the Board noted the collated register of interests, the progress made on the governance development plan and the challenges for full compliance by the end of the year, and the opportunities for training through AoC and ETF.  The proposal to adopt the revised AoC Code of Good Governance in 2024/25 was agreed.

The Chair of Search & Remuneration Committee provided a verbal update on the discussions at the committee in relation to each proposed candidate and noted their strengths and the roles they could play on the board and the Audit & Risk Committee.  A member confirmed their agreement with the recommendations.  The Chair of Audit & Risk Committee highlighted the gender imbalance on his committee and asked that this be kept under consideration in future recruitment.  The Chair reminded the board of the attempts made to improve gender balance in the last year and agreed to reconsider this again when the composition of the committees was next reviewed. 

The Board appointed:

Kirsty Tate as a staff governor for a term of 2 years to 11 October 2025 and as a committee member of CQ&S committee.

Gareth Edmunds as an external governor for a term of 4 years to 11 October 2027 and as a committee member of Audit & Risk committee.

Dean Hartis as independent member of Audit and Risk Committee for a term of 4 years to 11 October 2027.

The Board noted progress on the Governance Development Plan and noted the content of the report. 

6.2 External Governance Review Proposal

The Principal reminded the board of the need for an external governance review before the end of the academic year and the reasons for selecting this academic year for the review.  The board noted that this would then be required every three years.  The board noted the reasons for selecting AoC to conduct the review and the steps taken to consider alternative options.

The Board approved the appointment of Former Ofsted HMI Marina Gaze to conduct the review of the effectiveness of the governance at the college. 

6.3 Committee Minutes for Approval 

(a) Minutes of Audit and Risk June 23 

The unconfirmed draft minutes of the Audit & Risk Committee were presented to the board for information only and would be considered at the next Audit & Risk Committee but it was noted that the identity of the chair of the meeting should be updated to R Harrison who chaired the meeting in J Bromiley’s absence.

(b) Minutes of F&GP May 23

The minutes of the Finance & General Purposes Committee were approved

7.1 Quality Policy 

Following confirmation that there were no significant changes, the Quality policy was approved. 

7.2 Safeguarding Policy 

Following feedback from the Link Governor for Safeguarding and Inclusive Learning the Safeguarding policy was improved. 

7.3 Expenses Policy 

The expenses policy was approved

Contingency days for audit – agreed.