Minutes of the East Durham College Full Board Meeting held on 13th July 2023

C Tomlinson – Vice Principal Curriculum and Performance

S Judson – Vice-Principal Finance and Business Planning

H McCoy – Assistant Principal Performance

J Lanagan - Assistant Principal Curriculum Planning and Partnerships

A Wilkinson - Campus Director Peterlee

L Haggis – Campus Director Houghall

S Pritchard – Clerk to the Corporation

Apologies were received from G Field, R Woodhouse and E Jose

The Chair introduced 3 prospective governors who would be joining the meeting as observers – S Laverick, J Smith, and S Robson. They will be asked to withdraw from the meeting for item 6.1.

Conflicts of interest were declared and noted for J Bromiley and R Harrison relating to their proposed re-appointments under the Governance Report.  

AGREED

Agreed that the minutes of the meeting of 18th May were approved as an accurate record.

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

The report was presented by the Principal and regarded as confidential for reasons of commercial sensitivities and the inclusion of student information.

This report was regarded as confidential for the risk of identifying sensitive data of individuals.

The Board noted the report

The Vice Principal Curriculum and Performance presented the report.

The board was reminded that the college holds a student governor conference twice a year, an open forum at which all students are welcome to attend and meet with Governors.  The board noted that students from all campuses were in attendance and were asked questions focussed on mental health, enrichment and equality, diversity and inclusion.

 It was highlighted that students felt the college was inclusive and they could be themselves.

The board noted that students would like more access to counsellors and the steps the college had taken to increase the number of counsellors to 6 but that there is an increasing demand.  Preventative actions in place would be outlined in the safeguarding report.  

The Board also noted the repeat request from students for gender neutral toilets and that whilst strategies had been discussed that this was challenging to address within the layout of the existing buildings but as it is an important issue for students it would be considered again in the future.

The Board noted that student feedback from the conference is circulated to the full college management team for responses and comments and this is fed back to students via “you said we did” and the student liaison team.

The Student governors agreed that the report was a fair summary and confirmed that there was a strong focus on mental health.

A governor asked if any progress had been made with the changing rooms and was informed that private changing rooms would be considered in any new build.

This report was considered confidential for reasons of commercial sensitivity.

The Clerk presented the report and the recommendations of the Search & Remuneration committee.  She advised that after the report was submitted, one of the candidates had withdrawn.  The recommendation of the Search & Remuneration Committee is for A Brennan, G Dullage, S Laverick, S Robson, and J Smith to be appointed to the Board and the relevant committees as proposed. 

The Chair advised that one candidate previously interviewed with an accountancy background withdrew, however, they may be prepared to be an external member of the audit and this would be further explored along with a further search for candidates with financial expertise.

The Board noted the steps taken to verify each candidate’s ability to act and the further steps to be taken to monitor interests and properly induct governors to the board.   It was further noted that, if appointed, new governors would be considered for appointment to vacant link governor roles following their induction.

J Bromiley and R Harrison withdrew from the meeting for discussion around their appointments.  The meeting remained quorate.

The board noted that J Bromiley will come to the end of his maximum term of office in October 2023, but that the recommendation of the Search & Remuneration Committee was on an exceptional basis for his appointment to be extended for a further term of up to four years and for him to be appointed as the Vice Chair of the Corporation upon the retirement of V McFarquhar.  This was felt to be particularly important in light of the number of retiring governors and to ensure continuity, stability, and to properly succession plan.  His commitment and contributions to the Board to date were noted.

The board noted that R Harrison had reached the end of his first term of office and was willing to stand for appointment for a further term of 4 years.  His re-appointment was recommended by the Search & Remuneration Committee which also recommended his appointment as Chair of the Audit and Risk Committee.

The Board approved the appointment of G Dullage, A Brennan, J Smith, S Robson, and S Laverick each for a term of four years, appointed each to the respective committee(s) recommended by the Search & Remuneration committee, and appointed S Robson as Chair of F&GP Committee and S Laverick as Chair of CQ&S Committee.

The Board reappointed J Bromiley for an exceptional additional term of office of up to four years and appointed him as Vice Chair of the Corporation.

The Board noted that the Clerk has reviewed the Governance Handbook which has been updated in accordance with recommendations from an audit review and that it would be reviewed on an annual basis at the end of each academic year. 

The Board approved the updates to the Governance Handbook.

The Clerk presented the report and reminded governors of the process they had followed to contribute towards the self-assessment process against the current Code of Good Governance for English colleges.  The Clerk explained that the report summarised the collated feedback and highlighted those areas identified for development and those where full or partial compliance had been achieved.  The board noted that sustainability in particular was an area where greater governance focus could be developed.  It was noted that a development plan would be proposed at the October board meeting.

A Governor suggested a development session on Sustainability in the autumn term. 

The Principal agreed to add Sustainability to the training schedule for the next academic year.

The Board approved the self-assessment report.

The Board approved the EDI Policy, Fees Policy, Approved Supplier Procedure and Policy, Health and Safety Policy and the Financial Support for Students Policy.

Governors requested that there be an accompanying cover report to outline changes to policies and procedures in the future.

The Board agreed the updated policies 

The board noted that the schedule is subject to change and will be kept under review

The Board agreed the meeting schedule for 23-24.

The Vice Principal Finance and Business Planning presented a report on a High Value Order relating to the Catering T Level Wave 4 Project and reminded the board of the context and highlighted the timescales for delivering the project. 

The Chair acknowledged the challenges with timescales but highlighted the board’s concern that they were being asked to agree to a negotiated tender at the end of the process when the outcome appeared to already have been determined. 

The Chair requested that if similar circumstances were to arise in the future that the board is asked whether it agrees to the proposal to undertake a negotiated tender at the outset, rather than approve the outcome of a negotiated tender (which felt more like a retrospective approval), particularly given the value of the award and the possibility of audit. 

It was noted that a proposal had previously been proposed for circulation in writing but that this had not been agreed owing to concerns raised at the time as to whether the information was sufficient for the board to make an informed decision.

The Board are asked to approve the contract in order for the work to start over the summer.

The board approved the high value order for the Catering T level Wave 4 project.

It was agreed that where any amendments were made to reports circulated to governors prior to a board meeting, or where additional reports were added to the secure link, that V Charlton would proactively inform governors.