Minutes of the East Durham College Full Board Meeting held on 16th February 2023

D Butler (Chair), E Bolton (remote for item 6.3(d) only), J Bromiley, M Curry, S Duncan, P Earl, R Harrison, V McFarquhar and M Parkin 

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  

L Haggis - Campus Director Houghall 

A Wilkinson - Campus Director Peterlee & Technical Academy 

S Pritchard – Clerk to the Corporation 

Z Hiscott - Student Voice & Engagement Officer, for item 5. 

Apologies were received from Geoff Field, Judith Field, Archana Chandra, Ruth Woodhouse, A Cummins and Emma Jose.  

No conflicts of interest were declared. 

AGREED 

The minutes of the meeting of 8 December 2022 were approved as an accurate record. 

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

Z Hiscott, Student Voice and Engagement Officer, and the Student Governors presented the report to the Board and provided an update on the activities of the Student Union.  The Board noted in particular the actions taken to encourage students to join clubs and societies, to promote student engagement, health and well-being and to provide enrichment activities across the College’s site. 

NOTED 

The Board noted the report. 

1. a) Principal’s Update 

The Principal’s Update was considered confidential for reasons of commercial sensitivity owing to the inclusion of information regarding partnerships and student information. 

b) Outcomes of the Strategic Planning Day. 

The report was considered confidential for reasons of commercial sensitivity relating to the strategic direction of the college and the college’s offer. 

2. Quality and Curriculum Update 

a) Safeguarding and Prevent (confidential) 

The Progress Report on Safeguarding and Prevent was considered confidential due to the sensitivity of the subject matter. 

b) Annual Monitoring Report 

The Vice Principal Curriculum and Performance presented the Annual Monitoring Report on complaints for the period 2021/22 to the Board and highlighted that there had been 33 formal complaints during the 2021/22 academic year and the underlying statistics around their location, type and outcome.   

The Chair asked for clarification as to why the number of SEND complaints had decreased, whilst nothing specific had been identified, the College had invested in resolving issues previously highlighted in this area. 

A member asked for benchmarking data on complaint levels, and it was confirmed that nothing was published for the FE sector.  Overall the numbers are low and a member highlighted that internal processes for addressing issues must be working effectively.  A member asked for further clarity as to how the gender breakdown reflected against overall gender breakdown in the College. 

NOTED 

The Annual Monitoring Report on complaints for the period 2021/22 was noted by the Board. 

c) Subcontracting 

The report on Subcontracting Arrangements was considered confidential for reasons of commercial sensitivity. 

The Assistant Principal Curriculum Planning and Partnerships presented the report on Subcontracting Arrangements to the Board and highlighted the estimate income to be generated from delivering subcontracted provision in the current year. 

NOTED 

The Board noted the Subcontracting arrangements report. 

3. Finance and Resources Update 

a) Estates and Facilities 

The Vice Principal Finance and Business Planning presented a RAG rated Estates and Facilities Update to the Board and asked the Board to note the progress made in resolving the compliance issues identified since the Director of Estate’s appointment. 

Issues with the SEND accommodation were highlighted and it was confirmed that £300,000 would be spent (within permitted development) to put in a temporary solution until September 2026 for SEND students.  This should be in place by September 2023. 

Fire compartmentation surveys had been completed for Willerby Grove.  The Vice Principal will bring a proposal for how to address the works required over the next 2-3 years. 

Asbestos clearance is being discussed with Wilmott Dixon. 

A member asked for an update on the Plant Centre and it was confirmed that it was not currently used as the original plan for the site would have required its demolition.  It was explained that this was under review, in particular the associated glasshouses. 

NOTED 

The Board noted the Estates and Facilities Update. 

b) Management Accounts January 23 (confidential) 

The Management Accounts for January 2023 were considered confidential for reasons of commercial sensitivity owing to in-year financial information. 

c) HR Annual Update 

The Assistant Principal Performance presented the HR Annual Update to the Board and highlighted in particular issues relating to turnover and recruitment, staff absence, CPD, employee relations and pay. 

A member asked whether there were clear clusters of recruitment and retention issues or whether it was sporadic across the College and whether market supplements could be considered to ease the issue.  It was confirmed that market supplements were in place, but even with the supplements the College can afford, it is sometimes not enough.   

14 requests for voluntary redundancy were made, 6 of which were agreed, 5 of which were from business support areas. 

NOTED 

The Board noted the HR Annual Update. 

d) Assets Disposal Update 

Dominic Waugh (Fairhurst) was welcomed to the meeting. 

The Assets Disposal Paper was considered confidential owing to the commercial sensitivities around the disposal of assets.  This paper was taken after item 4 and was presented to the Board by the Vice Principal Finance and Business Planning. 

14-16 Admissions Policy - APPROVED 

The Board approved the 14-16 Admissions Policy.

14-16 Exclusion Policy - APPROVED 

The Board approved the 14-16 Exclusions Policy.  

Report on Confidential Items 

The Clerk presented the report on Confidential Items to the Board and proposed that the approach to confidentiality be maintained following review. 

APPROVED   

Governance Report 

The Clerk highlighted that a Search committee meeting had been held immediately before the Board meeting and that a healthy discussion had been had around vacancies and succession planning in particular.  The Chair noted that we would be looking to fill vacancies in particular with HR, Finance and Estates management expertise and invited governors to consider if they have any recommendations.  It was proposed that further information would be brought to the Board meeting in July following a further Search committee meeting in June where any potential candidates to the Board would be considered. 

NOTED 

The Board noted update. 

T Level Paper 

This item was taken after 6.3(a).  The T Level Wave 4 Procurement Route paper was considered confidential because it includes details of the College’s Estates projects and potential development plans.