Minutes of the East Durham College Full Board Meeting held on 2nd July 2020

D Butler (Chair), J Bromiley, L Crichton, M Curry, S Duncan, G Field, F Harrison, R Harrison, V McFarquhar, J MacIntyre, S Nicholson, E Oughton.

C Leece – RSMUK LLP (Item 5.3(a)
S Wilson – RSMUK LLP (Item 5.3(a)
J Blower - Director of Estates (Item 5.3(b)
B Fitzgerald – Vice-Principal Finance and Business Planning
C Tomlinson – Vice Principal Curriculum and Performance
J Owen – Assistant Principal Curriculum
S Pritchard – Clerk to the Corporation
J Maughan – Committee Secretary

M Etherington, H Lightowler, R Woodhouse

E Cobb, C Winspear and I West.

Conflicts of interest were declared at item:  6.1 S – Duncan (part), S Nicholson, B Fitzgerald, C Tomlinson and J Owen. 6.2 - D Butler, V McFarquhar, and L Oughton

AGREED
That the minutes of the Full Board meeting held on 21st May 2020 were approved as a true record and signed by the chair.

No matters arising were raised.

This included:

This item was regarded as confidential for reasons of commercial sensitivities. The Principal’s report provided an update on closure and reopening, safeguarding, student recruitment, apprenticeships, collaboration, staffing and sector updates. S Nicholson joined the meeting.

NOTED:
i. The Board noted the outcomes of the staff and student surveys undertaken during closure.
ii. The Board noted the strategic considerations for the summer term under Covid-19, including an update on reopening;
iii. The Board noted the contents of the report.

APPROVED:
i. The Board approved the decision of the Chairs Committee that an Expression of Interest be submitted regarding the Gateshead College SPA process.
ii. That lines of communication remain open regarding future collaboration discussions with Derwentside College and Hartlepool College of FE.

Confidential report presented by the Vice Principal Curriculum & Performance  and provided updates relating to significant curriculum developments, safeguarding, prevent, equality and diversity, student outcomes and peer reviews.

NOTED The Board noted the updates and information on significant curriculum developments, safeguarding, prevent, equality and diversity, student outcomes and peer reviews.

Finance and Resources Update Confidential 

This item was discussed prior to item 5.1 a) C Leece (Partner) and S Wilson (Manager) from RSMUK Ltd were welcomed by the Board and had joined the meeting to present the External Audit Plan. S Wilson advised that the plan summarised the planned scope for year ending 31st July 2020. The planned Audit Scope had been discussed with the College Leadership Group. C Leece and S Wilson left the meeting.

APPROVED
The Board approved the External Audit Plan.

This item was regarded as confidential for reasons of commercial sensitivities. The Director of Estates joined the meeting for and provided an update on the three centres of the College.

This item was regarded as confidential for reasons of commercial sensitivities. The Principal gave an update on changes to the Risk Register.
NOTED
The Board noted the updates to the Risk Register.

The Vice Principal Finance and Business Planning presented the report which was regarded as confidential for reasons of commercial sensitivities and confirmed receipt of the ESFA Financial Health letter.

NOTED
The Board noted the contents of the report.

The Vice Principal Finance and Business Planning presented the report which was regarded as confidential for reasons of commercial sensitivities. A review of the May 2020 Management Accounts was undertaken.

NOTED
The Board noted the contents of the report.

The Vice Principal Finance and Business Planning presented the report which was regarded as confidential for reasons of commercial sensitivities. The Board reviewed the annual budget 2020/21 and the covering report that informed of the key financial matters which had been considered when setting the Colleges revenue and capital budget 2020-21.

APPROVED
The Board approved the revenue and capital budgets for 2020-21.

The Vice Principal Finance and Business Planning presented the report which  was regarded as confidential for reasons of commercial sensitivities. The report advised of the financial data collated to be presented to the ESFA. NOTED The Board noted the contents of the report.

The Vice Principal Finance and Business Planning informed that RSM could no  longer be appointed as both internal and external auditors. Four Internal Audit submissions had been received and a recommendation of appointment would  be made to the Audit Committee. The Chair of the Audit Committee confirmed that if there was a clear decision the Audit committee could be notified via email.

AGREED
The Board approved the Audit appointment process and if a clear decision was made the appointment of Internal Auditors could be approved by the Audit Committee via email.

Governance C Tomlinson, B Fitzgerald, J Owen and S Nicholson left the meeting for this item.

The Board members considered the recommendations of the Chairs’ of Committees meeting regarding Senior Post Holders remuneration.

The Principal left the meeting.

The Principal and S Nicholson returned to the meeting.

APPROVED The Board approved the recommendations of the Chairs’ Committee.

This item was discussed prior to item 6.1 and considered departures, Vacancies and reappointments of Board members.

The Board acknowledged that this would be the last meeting of I West and H Lightowler a letter of thanks for their contribution was to be sent on behalf of the Board. The Board recognised and thanked F Harrison for his knowledge and contribution to the Board and Committees.

F Harrison acknowledged the skills of the Senior Team and the Board and wished the College well in the future.

The Governance Update Report had been circulated separately and the Board were referred to paragraph 3 which summarised the committee structure for next year. Governors were asked to advise the Clerk if they would like to be considered for the vacancies on the Audit and F&GP Committees and Chair of F&GP committee and a subsequent position on the Remuneration and Search Committee. If an appointment was made a resolution would be emailed for agreement otherwise a temporary Chair would be appointed for the 24th September F&GP committee meeting. Governors were also asked to consider the opportunity of Apprentices & Distance Learning and Equality & Diversity link governor positions

The Clerk informed of two vacancies on the Board and in order to further diversify the Board and recruit from BAME professional networks, potential contacts were to be considered and forwarded to the Clerk of Corporation.

D Butler reminded there may be a further need to meet to discuss collaboration.

D Butler and E Oughton left the meeting in order that their reappointment be considered.

APPROVED The Board approved the second term of office of E Oughton for a further four years until 1st July 2024.

The Board approved the re-appointment of D Butler as Chair of Corporation for a further four years until 1st July 2024.

The Board approved the re-appointment of V McFarquhar to the position of Vice Chair of Corporation for a period of two years until 1st July 2022. 655 Documents This item was discussed

This item was discussed prior to item 6.1. Governors approved the policies as presented. The Financial regulations were to be updated to reflect the previous decision of the Board to have two staff members on the Board and include a minimum of five Full Board meetings per year. APPROVED: The Board approved the following policies: i. Fees Policy ii. Financial Regulations (with the inclusion of the above amendments) iii. Learner Support Fund Policy iv. Quality Policy v. Safeguarding – Anti-Bullying Policy

No further matters were discussed.