Minutes of the East Durham College Full Board Meeting held on 13th October 2022

Present: D Butler (Chair), E Bolton, J Bromiley, A Cummins, M Curry, S Duncan, G Field, J Field, R Harrison, E Jose, V McFarquhar, E Oughton, R Woodhouse, M Young.

In Attendance:
C Tomlinson – Vice Principal Curriculum and Performance
S Judson – Vice-Principal Finance and Business Planning
H McCoy – Assistant Principal HR and Quality
A Wilkinson – Director of Inclusive Learning
J Lanagan – Director of Work Based Learning (Observer)
S Pritchard - Clerk to the Corporation J Maughan – Committee Secretary.

Apologies were received from: A Chandra and D Pilling. The Chair welcomed, M Young and the staff Governors A Cummins and E Jose to the Board and welcomed back to the Board S Pritchard, Clerk to the Corporation.

Item 9 Remuneration required the withdrawal of all staff members with the exception of the Assistant Principal Quality and the Principal, for part of the discussion. Item 8 required the withdrawal of the Clerk of Corporation.

AGREED. Agreed that the minutes of 7th July 2022 were approved as an accurate record and signed by the Chair.

The Chair informed of and gained approval to discuss under Any Other Business the future of Clerking arrangements. This item would require the withdrawal of the Clerk.

5.1 (a Principal’s Update Report (confidential)

The Principal presented the report which was regarded as confidential for The report informed of the outcomes of bids, an update on the Local Skills Improvement plans; Higher Education Partnerships; Landex membership; consideration of the annual regularity self-assessment questionnaire and student activity that demonstrated the achievement of the College mission.

NOTED
i) The Board noted the College and Sector updates, Recent Bids progress, Local Skills Improvement Plans, HE Partner Updates and student activity.

ACKNOWLEDGED
ii) The Board acknowledged confirmation of the continued Landex membership.

APPROVED
iii) The Board approved the Regularity Self-Assessment Questionnaire 21/22.

5.2 Quality and Curriculum Update

a) Initial Student Outcomes 2021/22 Report (confidential)

The Vice Principal Curriculum and Performance presented the report which was regarded as confidential for reasons of commercial sensitivity owing to disclosure of draft data that was not currently publishable: The report advised of arrangements and known outcomes of the Summer 2022 exam series; informed of the 2021/22 student attendance; retention and destinations data; and performance in the areas of apprenticeships, adult students and GCSE maths and English.

NOTED
The Board noted the student outcomes to date for 2021/22.

b) Initial Recruitment 2022/23 and budget Implications Report (confidential)

The Vice Principal Curriculum & Performance presented the report which was regarded as confidential for reasons of commercial sensitivity relating to recruitment of students, impact of T-Level funding and analysis of the market share.

The report provided a detailed information relating to 2022/23 student recruitment data and financial implications.

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

5.3 Finance and Resources Update

a) Human Resource Management Information Report  (confidential)

This report was presented by the Assistant Principal Quality and was regarded as confidential for reasons of commercial sensitivities. The report provided information relating to a general staffing update including staff recruitment, sickness absence and recently undertaken CPD. The Board were asked to consider the changes and updates to the HR Policies and Procedures and note the opening of a voluntary redundancy window.

NOTED
The Board noted the contents of the report.

b) July 2022 Draft Out-turn Report (confidential)

This report was presented by the Vice Principal Finance & Business Planning. This report was regarded as confidential for reasons of commercial sensitivity because the report disclosed provisional financial information which was not yet in publishable form. The Vice Principal informed the report had previously been considered by the F&GP Committee. The Board noted the ongoing work to finalise the 2 actual 31st July 2022 financial position and the addendum to the report circulated separately.

NOTED
The Board noted the content of the report. APPROVED The Board approved a one-off unconsolidated cost of living payment to all staff to be payable in November 2022.

c) Health & Safety Annual Report 2021/22

This report was presented by the Vice Principal Finance and Business Planning. The paper provided an overview of Health & Safety for the 21/22 academic year, including an overview of the activities undertaken, to provide assurances and opportunities for improvements to the College’s health and safety regime.

The Vice Principal Finance and Business Planning highlighted that only one incident had been reportable to RIDDOR, but no actions were required from the College. The meeting's attention was drawn to a year-on-year comparison table and the Board were informed of a review of the H&S staff development and induction programme.

The newly appointed H&S Manager would address the actions raised by an internal audit. A Northumbrian Water Regulations Inspection had highlighted 58 contraventions at the Peterlee Campus which would be addressed by November 2022.

The College had withdrawn two students that have very complex medical needs which could not be safely met with existing staffing and estate. Discussions were ongoing with Durham County Council regarding the alternative options for these students.

NOTED
The Board noted the contents of the report and agreed with the actions undertaken.

d) Annual Insurance Report

This report was presented by the Vice Principal Finance and Business Planning. The report offered assurance that appropriate insurance was placed on an annual basis; provided a comparison of the renewal with that of the previous year; highlighted areas of increased insurance costs and uninsured risks.

The Vice Principal advised that because of the level of insurance and value for money the insurance contract had continued with FE Protect - a specialist insurer to the FE Sector. The meeting's attention was drawn to, and an explanation provided regarding the only insurance claim. A CAFM system would soon be utilised, and records stored within that system which would help mitigate against this type of claim and improve compliance.

NOTED
The Board noted the content of the report and changes in insurance from the prior year.

e) Estates Update (confidential)

This report was presented by the Vice Principal Finance and Business Planning and was regarded as confidential for reasons of commercial sensitivity owing to the decision making anticipated around the estates and the college's views on the same.

NOTED
That the Board reviewed and noted the estates updates. APPROVED Ratified the written resolution of the Board for the T Level Professional Fees expenditure which was passed by a majority of governors by email.

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

The Principal advised this was the annual compliance report which provided a description of how risks in the previous academic year were internally managed. The key risks and priorities were noted.

A Governor noted that this was an historic document, and these risks were not currently the most critical risks and queried when the risks would be revaluated. The Principal advised consideration would be given via the Risk Management group and presented to the November Audit Committee and onward to the December Board.

AGREED
That the Board considered the content of the report and agreed with the judgement of the College Leadership Group that the College was fully compliant with the recommendations of the Turnbull Committee in respect of 2021/22.

6.1 Governance Report

This report was presented by the Clerk to the Corporation who advised of updates to the Code of Governance and asked the Board to consider the formal adoption of the new Code of Governance. The document would form the basis of the Governance self-assessment and the Clerk would make contact with governors individually via email.

The Board were asked to formally appoint the staff Governors with effect from the beginning of the meeting, and the student body governor representatives would be appointed in October/November.

The Clerk recommended new Governors attend the AoC Induction event and advised that she was happy to answer any further questions regarding EDC.

Board membership remained the same with the inclusion of staff governors appointed to CQS and F&GP Committees as agreed in July 2022.

The Board considered and approved the change of name of the Audit Committee to the Audit and Risk Committee to reflect the nature and focus of the Committee.

APPROVED
i) The adoption of the revised AoC Code of Good Governance
ii) The appointment of Emma Jose and Andrew Cummins as staff governors for a term of 2 years from 13 October 2022 to 12 October 2024
iii) The appointment of Emma Jose to Curriculum & Quality Standards Committee
iv) The appointment of Andrew Cummins to Finance & General Purposes Committee
v) The proposed update to the name of Audit Committee to Audit & Risk Committee

6.2 Minutes of Committee Meetings

RECEIVED
The unconfirmed minutes of 9/6/22 CQ&S Committee, 23/6/22 Audit Committee and 29/9/22 F&GP Committee were reviewed and received by the Board.

Documents for Approval

The Board considered and approved:

i) The HR Documents 101 – 125 as discussed under item 5.3b
ii) The Approved Supplier Procedure
iii) Supply Chain Fees and Charges Policy

This item required the withdrawal of the Clerk and was regarded as confidential as it contained professional information relating to the clerking arrangements. The Board considered the potential option of moving the Clerking arrangements to another company to retain the current Clerk.

This item was regarded as confidential and required the withdrawal of staff members and contained personal information relating to staff salaries.