Minutes of the East Durham College Full Board Meeting held on 19th December 2019

D Butler (Chair), D Boyes, J Bromiley, L Crichton, M Curry, S Duncan, G Field, F Harrison, K Hartis, H Lightowler, V McFarquhar, J MacIntyre, E Oughton, R Woodhouse.

J Blower - Director of Estates (part meeting) B Fitzgerald – Vice-Principal Finance and Business Planning J Owen – Assistant Principal Curriculum S Pritchard – Clerk to the Corporation J Maughan – Committee Secretary

I West.

Known and declared conflicts of interest were discussed and highlighted by the Clerk and dealt with appropriately at the relevant agenda items.

AGREED
That the minutes of the Full Board meeting held on 17th October 2019  be approved as a true record and signed by the Chair.

There were no matters arising from 17th October 2019 Full Board minutes.

The Student Engagement and Wellbeing Co-ordinator, L Cuthbert, was welcomed to her first meeting and presented the Student Union Termly Report A summary of actions taken was presented including: The continuation of H Lightowler as Student Union President and E Cobb and C Windspear had recently been elected as Student Union Vice Presidents; Class rep meeting and training had taken place; Feedback from student survey to evaluate the College’s Catering Offer had already yielded positive actions. The fresher’s fayres had been well supported. The C Card scheme was to continue for this academic year along with Student Union links with Moving On and Solutions4Health. A calendar had been produced to promote E&D events. To generate extra income, which was to be invested to improve the student experience, sweets and EDC and Houghall branded Hoodies were available for sale and were proving successful.

(The Student Engagement and Wellbeing Co-ordinator left the meeting).

The report was regarded as confidential for reason of commercial sensitivity and was presented by the Principal who provided information on KPIs, learners mental health issues and examples of student success stories.

NOTED
The Board:
i) Noted the performance against the Key Performance Indicators
ii) Noted the sector updates
iii) Noted the activity and success of students that demonstrates the achievement of the College mission 1

AGREED
That in December 2020 the Board receive a report on the impact of initiatives undertaken this year regarding Learners with mental health issues.

The report was presented by the Principal and regarded as confidential for reasons of commercial sensitivity. (J Bromiley joined the meeting).

NOTED
That the Board note the progress made to date.
AGREED
That discussion would continue with Hartlepool College of Further Education.

Quality and Curriculum Update: 6.2 SAR & SED The Report was presented by the Principal and Assistant Principal Curriculum. (a) Validation The Principal advised that Board approval of the FE Self Assessment Report Outcomes (SAR) and HE Self Evaluation Document (SED) was required and the Report documents had previously been reviewed by the CQ&S Committee and the SAR and SED validation Panel on 28th November 2019.

The meeting was referred to paragraph 2.1.3 which showed the grades awarded. The SAR panel meeting had debated the grade for Personal Development, Behaviour and Attitude. The Board were informed the new Education Inspection Framework (EIF) had presented a new focus, and Personal Development and Behaviour and Attitude had been split and a separate grade for these two areas could be considered.

The Chair of CQ&S committee recommended the separation of the grades with Personal Development being graded as "Good" and Behaviour and Attitude graded "Outstanding", and informed the Board that remedial action was in place for those areas that had shown a decline in performance.

The Chair referred the meeting to paragraph 3.1 and requested clarification regarding a comment that the decline in achievement rate, due to retention, may trigger a full Ofsted inspection. The Principal advised it was anticipated the national profile would indicate an increase in achievement, but EDC had declined in 2018/19, partly due to an increase in distance learning programmes, however, the College’s pass rates had improved and the focus of Ofsted had changed. The Board were informed that retention was a focus for College Management Group and the CQ&S Committee and would feature in more detail in the Governors' KPI report.

Governors questions obtained confirmation that:
• staff can monitor relevant data and can drill down to individual students.
• consideration had been given to making the pay award subject to achievement of College-wide set targets, which would require Board approval.
• team objectives were set and each curriculum area contributed towards the SAR and/or SED. 2

The Board noted that currently attendance was up by 3% compared to the end point last year.

A Governor suggested PCs ask leading questions to establish wellbeing and welfare and following suggestions from the Student Governor, the Principal undertook to pursue working with the Student Union regarding student incentives and methods of improving Students performance.

Further discussion took place regarding the increase in Learners' mental health issues, improved diagnosis and the need to help students develop strategies to cope and accept responsibility for their self-care. The Chair emphasised the importance of identifying issues and helping individuals to assist in closing the performance gap. Governors praised those students with difficult home lives that still manage to attend college.

The Principal highlighted to Governors that retention was a risk which needed to be addressed.

AGREED
The Board agreed to separate the grades for Personal Development, Behaviour and Attitude. Resulting in:
• Personal Development be graded Good
• Behaviour and Attitude be graded Outstanding.
APPROVED
The findings of the CQS Committee validation and judgements of the Self-Assessment Report 2018/19, Self-Evaluation Document 2018/19, Quality Improvement Plan 2018/19 and Quality Improvement Plan 2019/20 be approved.

The Update included.

This item was regarded as confidential for reasons of commercial sensitivity. The Director of Estates joined the meeting to present this report. The Chair of Corporation declared an interest.
(The Director of Estates left the meeting).

This item was regarded as confidential for reasons of commercial sensitivity. The Vice Principal Finance and Business Planning presented the report which was reviewed in detail by the Board. Management 
APPROVED 
i) That the Board approve the Financial Statements for East Durham College and its subsidiary companies for the year ended 31st July 2019 and agreed that they be signed by all appropriate parties prior to their submission to the Education and Skills Funding Agencies.
ii) The Board approved that the RSM Management Representation letters be signed by the appropriate officers on behalf of the College.

NOTED
The Board received and noted the report and affirmed the action taken by the Audit Committee.

The Annual Report of the Audit Committee was regarded as confidential for reasons of commercial sensitivities. The report was presented by the Vice Principal Finance and Business Planning and the report was taken as read. The Board confirmed assurance of the guidance provided to

The Board from the Chair of the Audit Committee, for and on behalf of the Audit Committee, as to the Board’s approval of the 2018/19 Financial Statements.

APPROVED
At the recommendation of the Audit Committee of 21st November 2019 the Board approved the Financial Statements 2018/19 and the annual statement be received.

The Principal presented the report and advised that the Risk Management Register had been amended following a review by the Audit Committee on 21st November 2019 and the low scoring risks, that do not impact on the ability of the College to achieve the new strategic objectives, had been removed.

New risks had been added including the Risk of ‘failure to meet the growth in demand for mental health support for students that impacts on their ability to achieve their qualifications’. The meeting was advised of adjusted risk scores. Working capital cash was highlighted as a separate explicit risk and was to be scored by the Risk Management Team. Although previously thought resolved, the risk arising from the Local Authority's ability to pay the College on time was to remain on the register.

NOTED
The Board noted the updates to the risk register

This report was regarded as confidential for reasons of commercial sensitivities. The report was presented by the Vice Principal Finance and Business Planning who advised the Audit Committee had received this report on 21st November 2019. The Board noted the reduced number of Subcontractors the College currently engaged with and a slight variation of contract was highlighted. The Vice Principal advised that the contract complied with the ESFA requirements.

NOTED:
i. The Board noted the contents of the report.
ii. The Board noted the Principals prior approval of subcontracted activity for 2019/20.
APPROVED
i. At the recommendation of the Audit Committee the Board approved the Subcontracting contract.

This report was presented by the Vice Principal Finance and Business Planning, who informed the draft plan had also been received by the Audit Committee 

at their meeting of 21st November 2019. It was noted that six days of audit were available and the Board's opinion was sought on issues to be covered. The Chair suggested that the cash and creditors be included and reviewed as soon as possible. The draft report was to be shared with RSM LLP, internal auditors, followed by a meeting to plan the audits.

It was noted that as this was the last year of the RSM Internal Audit contract consideration was to be given to the internal Audit Service.

NOTED
The Board noted the contents of the Report

The report was regarded as confidential for reasons of commercial  sensitivities. The report was presented by Vice Principal, Finance and Business Planning, who gave an update on the monthly accounts. 

NOTED The Board noted the November 2019 Management Accounts.

The Clerk to the Corporation presented the Governance report.
V McFarquhar left the meeting for this item.

As the term of office had come to an end for the current Vice Chair of Corporation, members were asked to consider the appointment of V McFarquhar to the position of Vice Chair until the end of the academic year 2019/20. The appointment of V McFarquhar Vice Chair was approved. (V McFarquhar returned to the meeting.)

Governors were thanked for volunteering to become Link Governors and the Board approved: I West as Link Governor for Apprenticeships and Distance Learning; R Woodhouse as Link Governor for Commercial Opportunities; F Harrison as Link Governor for Equality and Diversity and in future consider including Safeguarding; E Oughton and (R Harrison from January 2020) as members of the Higher Education Group M Curry as Link Governor for Safeguarding and Inclusive Learning; V McFarquhar as Link Governor for Teaching and Learning;

The Board considered and approved that L Crichton-Jones take the Chair of Finance and General Purposes Committee until the end of the academic year.

The Clerk advised of the two newly elected student union Vice Presidents, E Cobb and C Winspear. Following discussion, the Board determined that there should be three student members to reflect the two Vice President positions.

Following a review of the self-assessment report and governors' request for further information regarding the College’s subsidiary companies, the Clerk confirmed that the subsidiary companies of the College were not currently trading.

The Clerk of Corporation advised of changes to the Code of Conduct to reflect best practice and Governors reviewed and accepted the changes.

AGREED
i. The Board determined that there be three student members of the Board and for this to be reflected in the Standing Orders.
ii. That V McFarquhar be appointed to the position of Vice Chair until the end of the academic year 2019/20.
iii. That L Crichton-Jones be appointed to the position of Chair of the Finance and General Purposes Committee until the end of the academic year 2019/20.
iv. That the following Governors be appointed to the link Governor roles to the end of the 2019/20 academic year.
• I West as Link Governor for Apprenticeships and Distance Learning;
• R Woodhouse as Link Governor for Commercial Opportunities; • F Harrison as Link Governor for Equality and Diversity and in future consider including Safeguarding;
• E Oughton and R Harrison (will join in January) as members of the Higher Education Group
• M Curry as Link Governor for Safeguarding and Inclusive Learning; •
V McFarquhar as Link Governor for Teaching and Learning v. The Board adopted the revised Code of Conduct.

a) The minutes of the CQ&S Committee 13 June 2019 were approved and adopted by the Board.
b) The minutes of the F&GP Committee 27 June 2019 were approved and adopted by the Board.
c) The minutes of the Audit Committee 27 June 2019 were approved and adopted by the Board.

On behalf of the Board the Chair of Corporation thanked the Principal, CLG and all members of staff their work over the past year. The Chair thanked the Governors for their contribution to the College, Committees, Link Governor and Student/Governor Focus Group roles. A Governor advised that the student/governor focus group prior to the Board meeting had been very positive. The students had provided, constructive, considered, thoughtful and insightful feedback, with positives and areas for action. David Boyes was thanked for his service to the College as Vice Chair, Chair of F&GP Committee, membership of various committees and for the expertise he had brought to the Board as a local councillor.