Minutes of the East Durham College Full Board Meeting held on 19th May 2022

Present: D Butler (Chair), E Bolton, J Bromiley (remote), A Chandra, M Curry, S Duncan, H Ferguson, V McFarquhar, E Oughton, D Wild, R Woodhouse (remote).

In Attendance:
C Tomlinson – Vice Principal Curriculum and Performance 
S Judson – Vice-Principal Finance and Business Planning 
J Owen – Assistant Principal Curriculum Operations 
H McCoy – Assistant Principal HR and Quality 
D Waugh – Planning Consultant, Fairhurst regarding item 5. 
M Scott – Director of Estates regarding item 7.b) 
S Cooper – Acting Clerk to the Corporation 
J Maughan – Committee Secretary

Apologies were received from: M Etherington, G Field, J Field, R Harrison, S Nicholson.

The Chair welcomed D Waugh and S Copper, to the meeting.

The Chair on behalf of the Board thanked the two Student Governor representatives H Ferguson and D Wild for their contribution to the Board.

None Received.

Agreed that the minutes of the 3rd March 2022 were approved as an accurate record and signed by the Chair. 

The Chair proposed and it was agreed that an update on a safeguarding incident be presented under any other business.

The Assistant Principal Curriculum Operations informed that:

• Following the departure of the Student Liaison and Wellbeing Officer a Student Voice and Engagement Officer had been appointed and would commence the post in June. The safeguarding element had been removed from the job description.
• The second Student/Governor Conference had taken place this week with positive outcomes received. 
• The Board noted the involvement of the SU Vice President, D Wild, as a member of the Durham County Council, Youth Council. 
• In the hiatus between the outgoing and new Student Officer a decrease in SU activity was noted, although support had been provided via Progression Coaches. 
• The financial information was reviewed showing a saving in expenditure which would be utilised next year and a review of the SU Business Plan for 2022/23 was undertaken. 

In response to a Governors question it was established that a separate Safeguarding Officer had been appointed increasing the safeguarding team 
capacity. 

NOTED 
Governors noted the contents of the report.

7.1 Principal’s Update a Report (confidential) 

The report was presented by the Principal and regarded as confidential for reasons of commercial sensitivities. The report included updates relating  KPIs; external collaboration; community involvement that demonstrated the achievement of the College’s mission.

NOTED 
The Board noted: 
i) The updates relating College operations – KPIs; student application data and the curriculum management structure 
ii) The updates on collaborative opportunities – the latest Strategic Development Fund bid;

7.2 Quality and Curriculum Update

a) Feedback from Student / Governor Conference 15/02/2022

This report was presented by the Vice Principal Curriculum and Performance who informed of the recent change of format of interaction between Students and Governors. It was intended to hold two Student/Governor Conferences per year. The outcomes from the February comments at paragraphs 2.3. The meeting was referred to paragraph 2.4 and noted of the five negative comments received only one related to teaching and learning and that was a dislike of remote learning. Other issues raised related to: Food, Engage Learners Behaviour, Challenge for Foundation Students and one student mentioned sexual harassment. These comments, along with the subsequent Management responses/ actions were noted at appendix.

The second Conference had taken place at Houghall 18/5/22 and a verbal summary of the issues raised was provided, the Board would receive a full report of outcomes at a future meeting. Governors emphasised that at the May meeting students had felt safe at EDC, liked the way they were treated and felt accepted. But felt there were issues with communication and an overload of notifications from Canvas. The Vice Principal advised alternative methods of promoting events were being reviewed.

The Chair suggested as an alternative to a retrospective response a thematic, deep dive be carried out on individual topics raised. Involving learners and a staff representative allowing students to receive explanations and be involved in informing change.

NOTED
Governors noted the outcomes of the Student/Governor Focus group of Tuesday 15th February 2022.

7.3 Finance and Resources Update

7.3 a) Management Accounts April 2022 (confidential)

This report was regarded as confidential for reasons of commercial sensitivities. The Vice Principal Finance and Business Planning presented a verbal report outlining the College’s financial position up to 30th April 2022.

NOTED
The Board noted the verbal update.

7.3 b) Estates and Facilities Update (confidential)

The Director of Estates joined the meeting to present the Estates and Facilities report which was regarded as confidential for reasons of commercial sensitivity. The report highlighted progress with repairing storm damage, Houghall phase 3 development, project work, the advantages of a new CAFM system and sustainability progress.

NOTED
The Board noted the contents of the report. The Director of Estates left the meeting.

7.3 c) ESFA Financial Health Letter (confidential)

The Vice Principal Finance and Business Planning referred the Board to the ESFA Financial Health Letter.

NOTED
The Board noted the ESFA letter advising of the College’s Financial Health Status 2020/21.

8.1 Governance Update Report

The Chair advised that he had now had the opportunity to meet the third candidate considered at the Search and Remuneration Committee of 10th February 2022. The Chair recommended the Board endorse the decision of the Search and Remuneration Committee and appoint D Pilling and that he be invited to attend the 7th July Board meeting as a Board Member. Work would continue to appoint Board members with HR, Landbased and Digital skills.

The Chair referred the meeting to the recently produced Link Governor Profiles at appendix 2. A meeting was to be organised for Link Governors to meet with Link Lead Officers, to discuss the process and any required training. Following Governors One to One meetings with the Chair, the Chair and Principal undertook meet and discuss committee appointments to be considered at the Full Board meeting on 8th July 2022.

In response to a question from the Chair regarding clarification of Governors having College emails addresses the Vice Principal Finance and Business Planning explained this could be a GDPR issue and provided details of a recent fraud attempt relating to a client’s personal email. The Chair requested that consideration be given to protocols. At the suggestion of a Governor the Vice Principal undertook to investigate a SharePoint system.

The Acting Clerk referred the meeting to Appendix 3 the Confidentially Assessment form to ensure that the Board actively review confidentiality.

AGREED
The Board endorsed the recommendation of the Search and Remuneration Committee to appoint D Pilling, for a Term of four years concluding 18th May 2026.

APPROVED
The Board approved the:
i. Link Governor role profiles
ii. Confidentiality assessment form.

RECIEVED

The Board received the unconfirmed minutes of the 10/3/22 CQ&S Committee.

The Board received the unconfirmed minutes of the 24/3/22 Audit Committee Meeting.

The Vice Principal Curriculum & Performance provided a verbal update relating to a previously reported safeguarding issue.