Minutes of the Corporation meeting held on 9th October 2014 Page

Minutes of the Corporation meeting held on Thursday, 9th October 2014 at 5.00 pm in the Board
Room, Oakley Road, Corby campus
Present:
Simon Evans (Chair)
Avril Bartley-Smith
Poppy Holford
Adrian McGlynn
Duncan Mills
Tegan Parish
Caroline Wardle (Vice Chair)
Stuart Wesselby
In attendance:
Victoria Cornwell-Lyon (Director of Teaching Learning & Performance)(for
items 204/14, 205/14, 206/14)
Lynda Doherty (Clerk to the Corporation)
Paul Fletton (Deputy Principal Finance & Business Planning)
Rachel Kay (Deputy Principal Business & Innovation)
Sue Titmuss (Head of Marketing & Social Media)(for item 219/14)
Decisions taken at the Corporation meeting held on 9th October 2014
Ref
204/14,
para 25
209/14,
para 52
211/14,
para 57
212/14,
para 59
213/14,
para 61
214/14,
para 63
215/14,
para 65
216/14,
para 67
Decisions
Quality Improvement Strategy 2014/15 was agreed.
EDI Objective and Outcome for Governors in the EDI Quality Improvement Plan 2013/14
were agreed.
Mazars was appointed as the internal auditor for three years.
Learner Support Fund policy was approved.
Learner Academic Misconduct policy was approved.
Whistleblowing policy was approved.
Financial Regulations were approved.
Public Value Statement was approved.
Actions from the Corporation meeting held on 9th October 2014
Ref
217/14,
Para 68
217/14,
para 85
Actions
Principal to thank Olivia Morton for the Wellingborough
press release.
The Corporation deferred committing to the
Wellingborough project until further assurances have been
Minutes of the Corporation meeting held on 9th October 2014
Led By
SW
Due Date
10/10/14
SW/PF
6/11/14
Page 1
received and a further report should be presented to the
Corporation meeting in November 2014.
On-going actions from Corporation meeting held on 11th September
2014
170/14,
Final Destination Data will be an agenda item for the
para 13
November Corporation meeting.
172/14,
Talkback Annual Report for 2014/15 will consist of a
Para 24
header paper and the info graphic summary. The info
graphic summary will also include a comparison of the
protected characteristics against overall college data.
187/14,
The action plan from the Strategic Plan will be presented
para 85
to Governors in December and July.
On-going action from Corporation meeting held on 3rd July 2014
143/14,
A report on Key Stakeholder Views is to be presented at
para 66
the Corporation meeting in December.
On-going action from Corporation meeting held on 15th May 2014
105/14,
Complaints, Praise and Suggestions report is to be
para 35
substantially reduced in level of detail and presented in
the summary form of two PowerPoint slides in the future.
On-going action from Corporation meeting held on 3rd April 2014
60/14,
TLA QIP – insert an Outcome column.
para 11
On-going action from Corporation meeting held on 6th March 2014
47/14,
Debt Management Strategy deferred
para 109
Led By
Due Date
VCL
6/11/2014
VCL
September
2015
SW
Led By
MG
2/12/2014
2/7/2015
Due Date
2/12/2014
Led By
VCL
Due Date
21/5/2015
Led By
VCL
Due Date
30/4/2014
Led By
PF
Due Date
On-going
Marketing & Communications
219/14 Marketing Update
1.
The Head of Marketing & Social Media stated that there had been an increase in the
usage of the website during GCSE results week, with an average of 6 pages per view,
which suggested the new website was working well. There had also been a high level of
interaction for on-line applications.
2.
The College had received good press coverage in August. BBC Northampton had
interviewed the A level Politics learners regarding the recent referendum in Scotland.
The College has a very positive relationship with BBC Northampton.
3.
The Full Time prospectus had received negative feedback regarding insufficient course
details. This year the College has launched “Create Your Own Prospectus” which is
personalised for each student, with full course details on the subject areas selected.
This is instantly e-mailed in a pdf document although learners can also ask for a printed
copy which is posted out within a week. 51 prospectuses had been ordered up to 3rd
October. 2,000 copies of the Full Time prospectus have been printed for careers advisers
and local schools.
4.
The real benefit is that the printers produce a report of those people who have asked for
a prospectus which Marketing can then use to invite people to various events.
The College would be hosting a Careers Fair on 15th October and 27 local employers
would be in attendance. Local schools have been invited to attend.
5.
The Chair asked if the Marketing department were involving existing learners in
developing the marketing activities. The Head of Marketing & Social Media stated that
student focus groups had been used in designing the website and the new prospectus.
However, the Marketing Department would like to have more case studies for the
Minutes of the Corporation meeting held on 9th October 2014
Page 2
6.
7.
8.
9.
10.
prospectus. The Tresham Learners’ Union are involved at Open Evenings in promoting
the College by speaking to visitors and conducting the tours.
Governors asked if there was a PowerPoint presentation which explains the process of
Creating Your Own Prospectus which could be used by form tutors in schools. The Head
of Marketing & Social Media agreed to send the presentation to schools.
The Head of Marketing & Social Media stated that Creating Your Own Prospectus has
also been used successfully in Nottingham colleges. There have been high set up costs
this year but the process will soon become cost effective.
The Deputy Principal Business & Innovation stated that people can call into the College
and the Customer Services team would be able to talk them through the process and
print the personalised prospectus for them at the same time.
The Chair asked the student governors what their impressions were of this new process.
The student governors stated that it was a good idea; however, there should still be
emphasis on Open Evenings so that potential learners can speak to the learners at the
College.
The Head of Marketing & Social Media left the meeting.
Teaching, Learning and Performance
206/14 Learner Exit Survey 2013/14
11.
The Director of Teaching Learning & Performance stated that there had been 2,323
responses to the Learner Exit Survey from a predicted 4,309 learners. Students had been
very positive regarding their experience at the College.
12.
Mr A McGlynn arrived at the meeting.
13.
However the QDP report had placed some of the answers in the bottom quartile of the
national report (108 national providers) and the College would no longer be using QDP.
100% of responses were Good or better, for example, “Overall, I enjoyed my course”
(92%). There would be a more accurate picture next year as the survey would be
focused more on the teachers.
Governors noted the positive report.
14.
205/14
15.
16.
17.
18.
204/14
19.
SAR: Leadership and Management Action Plan
The Director of Teaching Learning & Performance stated that 93% of all actions have
been fully or partially achieved.
Two targets have not been achieved, 3.4 a and 3.5a.
With regard to 3.4a, the Director of Teaching Learning & Performance stated this has not
been actioned. The Principal stated it would cost £20k to purchase the software, and the
information should be available from the Northamptonshire Enterprise Partnership.
The Deputy Principal Business & Innovation stated that intelligence was coming from the
Sector Specialists who were working with employers on the adult skills.
With regard to 3.5a, the Director of Teaching Learning & Performance stated this had
been an unrealistic target. Most colleges would aspire to achieve a breakdown of Value
Added and Distance Travelled by protected groups. The College would have a Distance
Travelled report 3 times a year.
Quality Improvement Strategy 2014/15
The Director of Teaching Learning & Performance referred Governors to the 8 quality
assurance procedures which were the same as last year apart from “Curriculum Progress
Review Cycle” which would now include Sector Subject Area position statements.
Minutes of the Corporation meeting held on 9th October 2014
Page 3
20.
25.
The Learner Voice related to each teacher rather than the course and this would be
strengthened by Staff Voice in the form of two staff surveys, one before December and
the other at the end of the academic year.
With regard to Adding Value, there would be three key strands and tracking would be
undertaken at course team level.
All assessment documentation would be in electronic format and all Schools would have
a compliance audit once every two weeks.
There would be a more active lead on under achieving courses and the Principal would
be monitoring this on a termly basis.
The Chair noted the comprehensive Quality Strategy and asked how this would be
delivered. The Director of Teaching Learning & Performance stated that the senior
management team would be attending team meetings to monitor the implementation of
the strategy by Heads of Schools.
The Quality Improvement Strategy was agreed.
26.
The Director of Teaching Learning & Performance left the meeting.
21.
22.
23.
24.
193/14 Apologies
27.
The Chair welcomed everyone to the meeting and stated that Doug Iles had resigned as a
Governor due to his work commitments.
28.
Apologies had been received from Ian Bray, Dr Jenny Cann, Paul Marlow, Camilla
Mattison and Laurence Shone due to work commitments, and Andy Ellis and Karen
Siddons who were unwell.
194/14 Disclosure of actual or potential conflicts of interest arising from the agenda
29.
There were no disclosures of actual or potential conflicts of interest arising from the
agenda.
195/14 Minutes of the meeting held on 11th September 2014
30.
The minutes of the meeting held on the 11th September 2014 were agreed and signed.
196/14 Matters arising
162/14, para 45 Bank Covenants
31.
The Deputy Principal Finance & Business Planning stated this matter would be dealt with
under item 217/14 later on the agenda.
197/14 Urgent business raised by permission of the Chair and sought in advance of the
meeting
32.
There was no urgent business raised by permission of the Chair and sought in advance of
the meeting.
Section 2: Financial Accounts & Income Tracking
Management Accounts
198/14 Balanced Budget 2014/15 and
and
Budget Deliverables 2014/15
200/14
33.
The Deputy Principal Finance & Business Planning stated that the Balanced Budget and
Budget Deliverables papers identify what needs to be done to manage the College’s
budget this year. It was important to deliver a balanced budget this year and referred to
the emerging key income streams and a reduction in forecast activity which showed a
variance of £608k.
Minutes of the Corporation meeting held on 9th October 2014
Page 4
34.
35.
36.
37.
38.
39.
40.
199/14
41.
The College would struggle to deliver on the 24+ loans, although it might be possible to
recruit in January.
With regard to 16-18 Apprentices carry forward would be less than anticipated and due
to the stretching recruitment targets; it was unlikely that the shortfall could be made up.
The same position also applied to the 19+ Apprentices.
Due to the shortfall in revenue, potential cost savings of £451k would be generated from
resource re-allocation, and a further £151k of savings still needs to be found.
Governors noted that the senior management team were managing the budget better
than last year through tighter monitoring.
Governors asked if there was any indication that the marketing activities are supporting
the overall recruitment figures. The Deputy Principal Business & Innovation stated that
GSCEs were fully funding this year and there had been 700 enrolments following a
marketing campaign. The College was now maximising all marketing opportunities.
The Principal stated that the refocus of the Marketing Department over the past 12
months had helped the College to recruit 16-18 year olds which would help with funding
next year.
Governors asked if the College’s demographics were good. The Principal stated that the
new campus in Wellingborough should enable better recruitment as it was the only
campus that has lower recruitment numbers than last year.
Governors noted that 16-18 numbers were growing in the medium term but constant
monitoring was essential.
Loan Finance Costs
The Deputy Principal Finance & Business Planning stated there was nothing further to
add to the paper presented at the previous meeting.
Evolve Report
201/14 Evolve: Employer Engagement
42.
The Deputy Principal Business & Innovation stated that this was generally a quiet quarter
for activity. She referred Governors to the current activity which had taken place.
43.
The Experience Wellingborough event had been positively received by local employers
and 20 young people had attended the matching event.
44.
An Employer Ambassador and a Public Relations person have joined the Evolve team to
explore opportunities to build its profile and brand.
45.
The Level 3 CIPD course was over-subscribed and the Level 7 Strategic Management
course was fully subscribed. Governors asked where the teaching staff came from. The
Deputy Principal Business & Innovation stated that some of the teaching staff were
already employed by the College and they were also using outside assessors.
Section 3: Teaching, Learning and Assessment
Learner KPIs – Attendance, Applications , Retention, Recruitment
202/14 Attendance and
and
Retention
203/14
46.
The Principal stated it was too early in the year for Attendance and Retention reports
and he would be in a better position to report after the 42 day rule.
Teaching Learning & Performance
207/14 English & Maths Update
47.
The Principal stated that the Government’s challenge to deliver English & maths had
been problematic to deliver last year. However, the College now has a more settled
Minutes of the Corporation meeting held on 9th October 2014
Page 5
48.
49.
50.
team and the College was not using agency staff.
The College currently has 77% of its learners (2,194) studying for an English and/or maths
qualification which is an additional challenge this year for the College. The College now
has evening classes running four days a week on all three campuses (872 learners).
The student governors spoke about their previous schools’ success rates for English and
maths.
Governors noted that some schools were now insisting on an entry level for their Level 3
courses.
Section 4: Corporate Governance Matters
Statutory Requirements
208/14 Personal Liability of Governors
51.
The Clerk drew the Governors’ attention to their statutory responsibilities and duty of
care to safeguard the assets of the College. Governors noted certain practical steps
which should reduce the risks of personal liability.
209/14
52.
Single Equality Scheme: Governors’ EDI Involvement Strategy
The Governors agreed the EDI objective and outcome for Governors in the EDI Quality
Improvement Strategy.
Reports from Committees
210/14 Report/Minutes of Audit Committee meeting held on 17th September 2014
53.
Mr A McGlynn stated that the main purpose of the meeting had been to select internal
auditors. He reminded Governors that a decision had been made to go out to tender
following the merger of RSM Tenon with Baker Tilly and it was not considered best
practice to have the same audit firm providing internal and external audit services. The
decision to go out to tender had been affirmed by the lack of detail in the Internal Audit
Annual Report provided by Baker Tilly.
54.
The Audit Committee had been pleased with Mazars experience and knowledge, and
their pricing was as expected.
55.
Mr A McGlynn stated that once again items have been deferred to the next meeting due
to inquoracy.
56.
Mr A McGlynn stated that Mr M Lumsden has resigned as a co-opted member of the
Audit Committee, and he had been a very helpful member over the last five years. The
Principal had presented Mr Lumsden with a gift on behalf of the College.
211/14
57.
Appointment of Internal Auditors
It was proposed by Mrs C Wardle, seconded by Mr D Mills, and unanimously agreed to
approve the appointment of Mazars as internal auditors for three years.
Policies & Procedures
212/14 Learner Support Fund
58.
The Principal stated that the Learner Support Fund policy had been updated to take into
account new guidance from the Education Funding Agency and Skills Funding Agency.
59.
It was proposed by Mr S Evans, seconded by Mrs C Wardle, and unanimously agreed to
approve the Learner Support Fund policy.
213/14
60.
Learner Academic Misconduct
The Principal stated that the Learner Academic Misconduct policy was a requirement of
the College’s university partners.
Minutes of the Corporation meeting held on 9th October 2014
Page 6
61.
It was proposed by Mr S Evans, seconded by Mr A McGlynn, and unanimously agreed to
approve the Learner Academic Misconduct policy.
214/14
62.
Whistleblowing
The Clerk stated that the Audit Committee had reviewed the policy and was
recommending its approval.
63.
It was proposed by Mr D Mills, seconded by Mrs C Wardle, and unanimously agreed to
approve the Whistleblowing policy.
215/14
64.
Financial Regulations
The Deputy Principal Finance & Business Planning stated that the Audit Committee had
reviewed the Financial Regulations and was recommending their approval.
65.
It was proposed by Mr S Evans, seconded by Mr A McGlynn, and unanimously agreed to
approve the Financial Regulations.
216/14
66.
Public Value Statement
The Principal stated there was a requirement to publish the approved Public Value
Statement on the College’s website.
67.
It was proposed by Mr S Evans, seconded by Mrs C Wardle, and unanimously agreed to
approve the Public Value Statement.
Capital and/or Special Projects
217/14 Wellingborough Financing Overview
68.
The Chair had been pleased to read the well worded positive press release in respect of
the LEP’s substantial grant to develop the Wellingborough campus. He asked the
Principal to thank Olivia Morton on behalf of the Governors.
69.
The Deputy Principal Finance & Business Planning stated that the £11.4m was a formal
offer; however, it was not known when the College would receive the grant. The paper
was to remind Governors of the cost implications as it might be possible that the grant
would be received in April 2015 for the new campus to open in September 2016.
Governors should be mindful of the College’s recent financial performance and bank
covenants.
70.
The Vice Chair stated that the 70% grant for build costs was a significant amount of
money for skills funding.
71.
The Chair stated that the Corporation would need to exercise due diligence in making a
decision and referred to the financing structure which included £531k of expenditure to
date for costs to RIBA Stage E.
72.
The Deputy Principal Finance & Business Planning stated that the cash flow was key and
the risk was in the monthly profile which would need to be closely monitored and
managed.
73.
The Chair asked if the College would be told when the project can start or was it possible
for the Corporation to choose when to commence the work. The Principal stated that he
had spoken to NEP and asked if it would be possible to move the project start date to
April 2015 due to inflation in build costs. He had met with the contractors who had
agreed to contain costs at the moment but will not be able to do so if there were further
delays.
74.
Governors noted the risk was to a large extent in the build costs. The Principal stated
Minutes of the Corporation meeting held on 9th October 2014
Page 7
75.
76.
77.
78.
that if the project could start by April 2015 the contractors would contain the costs but if
there was a delay there might be a 4% or 5% increase in costs.
The Chair asked when there would be certainty of receiving the funding. The Principal
stated he was arranging to meet with NEP the following week.
Governors asked if the “Tresham cash” included the receipts from the Oakham disposals.
The Deputy Principal confirmed that it included the receipts from Sainsbury’s and
Belway. The remaining piece of land at Oakham was due to be marketed shortly and the
sales receipt was anticipated in 2016. The project could go ahead without any increase
in loan finance.
Governors asked for confirmation that once the funding was in place there would be no
further additional hidden costs but perhaps cost savings to be made in terms of building
maintenance, and an opportunity to access the growing numbers in Wellingborough.
Governors stated that the Corporation should continue to monitor the financial position
and not be overly confident to put the College at risk. The Deputy Principal Finance &
Business Planning stated there were detailed financial plans up to July 2016 beyond that
there was a predicted break even position.
79.
Miss P Holford and Miss T Parish left the meeting.
80.
Governors noted that the current Wellingborough campus was becoming an increasing
liability as it was too expensive to run and student numbers were down this year.
The Chair stated this was an opportunity to have a new build but it was important to give
full attention to the financial risks and he would like more re-assurance before
committing. The Principal stated that the Wellingborough development would preclude
any investment in the National College for Motorsport (NC4M) and other future
investment priorities.
Governors asked if there had been a risk analysis on the College’s whole estate, and
asked if the NC4M required more investment. The Principal stated there were expansion
and growth opportunities for the NC4M. The NC4M pays its way and makes a return;
however, it could double its intake of students.
Governors stated the College was more likely to grow in North Northamptonshire than at
Silverstone. The Principal stated there may be opportunities to grow the NC4M but
there would be a cost of over £1m to do so.
Governors asked if the Borough Council of Wellingborough understood the growth
opportunities for the College.
The Chair stated that
 the College should have a firm commitment in writing from the Borough Council
of Wellingborough for the £500k grant;
 a formal letter from the contractors to deliver on the same cost basis and
confirming there was no requirement to re-tender;
 reassurance on the cash flow position to prevent risk exposure and potential
breach of the bank covenants.
81.
82.
83
84.
85.
86.
The Board re-affirmed its commitment in principle to the redevelopment of the
Wellingborough campus as the College’s main priority for capital investment based on
the revised financing package. However, it was agreed to defer committing to the
Wellingborough project formally pending a further report to be presented to the
Corporation meeting in November 2014 with further assurances on the outstanding
matters discussed at the meeting and identifying mitigating actions to the risks in order
to safeguard the College’s overall financial position.
Minutes of the Corporation meeting held on 9th October 2014
Page 8
Section 5: College in the Community
Community Engagement
218/14 Wellingborough STEM and Enterprise School
87.
The Principal stated that the DfE had refused the application for the Wellingborough
STEM and Enterprise School and the College would not be progressing this venture.
220/14
88.
Any Other Business
There was no any other business.
221/14
89.
Date of Next Meeting
The next meeting would be held on Thursday, 6th November 2014 at 5.00 pm at the
Windmill Avenue, Kettering campus.
90.
There being no other business, the meeting was declared closed at 7.00 pm.
Minutes of the Corporation meeting held on 9th October 2014
Page 9

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