Minutes of the East Durham College Full Board Meeting held on 5th December 2025

J Bromiley (Chair), S. Bullock, A Brennan, R Harrison, J Bromiley, G Dullage, G Edmunds,  A Jefferson, S. Laverick, S Robson, K Tate

C Tomlinson – Vice Principal Curriculum and Performance

J Mitchelson – Vice Principal Finance and Business Planning

H McCoy – Assistant Principal Performance 

J Lanagan - Assistant Principal Curriculum Planning and Partnerships 

L Haggis – Campus Director Houghall

S Pritchard – Clerk to the Corporation

Apologies were received M Young and V Bailey.

None declared

Amendment required to 5.2 (b), Target should be 1943 not 1843. Agreed

The minutes were accepted as a correct record.

No matters were arising that were not part of the agenda for the meeting.

Newly appointed Student Union President, Oliver Fishburn who is currently studying Carpentry and Joinery and Vice President (WG) Christopher Armstrong, studying A Level Law, Politics and History introduced themselves to the Board.   There is also a Vice President for Houghall, Leonie Watson, studying Animal who was unable to attend this meeting. 

Governors made their introductions and welcomed the Student Representatives to the meeting.

Chair requested that CL (RSM) present the Statutory Accounts prior to other agenda items.

The Principal presented his update to the Board which was confidential.

The Board noted the report.

The Vice Principal Curriculum and Performance outlined the purpose and process of SAR Validation.

Governors were asked to agree the grade for the 2023-24 Self-Assessment Report following Validation Panel which included the Curriculum Quality and Standard Committee members and 2 external members. The Panel had agreed the overall grade of ‘good’ with outstanding for Personal Development and Behaviours and Attitudes and all other grades except for Apprenticeships. The Panel agreed it should be outstanding following a re-write of the Apprenticeship section to include extra data and further evidence to support the outstanding grade. The SAR was then forwarded to external panel members for validation and approval. 

Areas for improvement were identified and are a focus of Quality Improvement Plan 2024/25. The QIP is reviewed at Curriculum Quality and Standards Committee meetings. 

The Board approved the SAR outcomes for 2023/24 and noted the areas identified for improvement.

This report is confidential.

This report is confidential

The Vice Principal Finance and Business planning presented the report prepared by the Health and Safety Manager and highlighted the activities which had taken place throughout the year.

There has been a strong focus on risk assessments and audits and helping staff to improve execution of their area and taking responsibility. Policies and procedures are being worked on in terms of Sustainability 3-year plan. 

In response to a query, The Vice Principal Finance and Business Planning to ask Health and Safety Manager to review actions with overdue implementation and completion dates.  

A Governor requested an update on the compliance issue relating to fire safety compartmentation and also the financial impact.  The Vice Principal Finance and Business Planning responded to confirm that further detail would be brought back to the next Board meeting following an  update to be presented to the Finance and General Purposes Committee in January. In terms of financial impact, it was acknowledged that this work would cost a substantial sum of money, and the Director of Estates is looking at how this work could be planned in as part of the summer works programme and build it into the colleges capital spend. Current plan is to do this work over a period of time. 

The Board noted the content of the report.

Chair of Audit and Risk Committee highlighted key points from Committee’s discussion. 

Curriculum Planning had been added in to the programme as a specific audit. The committee previously reviewed the revised strategic risk register, which was very helpful in terms of the revised approach and highlighted how effective curriculum planning was as an audit control on strategic risk.

The Board noted the internal audit report and felt it met the assurance requirements of the Board. 

The report was confidential. 

The update from external audit was noted. 

Upon the recommendation of the Audit & Risk Committee:

The Board approved the statutory accounts and that the Board delegate authority to the Chair and Principal to execute the statutory accounts

The Vice Principal Finance and Business Planning asked governors to note that a sentence has been added around severance agreement.

Upon the recommendation of the Audit & Risk Committee:

The Board approved the Regulatory self-assessment questionnaire and letter of representation and delegated authority to the Principal and Chair to sign.

The Vice Principal Curriculum and Performance presented the report which had been reviewed by Audit and Risk Committee. The report provides an overview of the financial amount of subcontracting.

Upon the recommendation of the Audit & Risk Committee: 

The Board noted the approval of the Subcontracting Arrangements. 

The Chair of Audit and Risk Committee presented the report which provides the committee’s overall opinion of the accuracy of the various elements of college control systems. 

The Committee is content, and the report sets out the summary of the work undertaken over the last year which formed the basis of making that overall judgement.

An amendment was requested to gifts and hospitality section, to add in a single gift with a value of over £100, which was raffled to staff and money given to charity.  The gift had been declared. 

The Board noted the report

The Clerk presented the report and highlighted the Governance Development plan which had been developed following review and discussion over the year. The plan summarises proposed actions and timescales. 

The Board approved the appointment of Student Governors. 

The Board noted the report and the Governance Development Plan

Clerk presented the report which is a summary of what has taken place over the last year at governance level and what the college has done to ensure governors have the assurance they need and that processes are in place. 

The Clerk advised that this report was removed a few years ago, but it has been reinstated following an audit recommendation. 

The Board noted the report

Unconfirmed minutes of F&GP 03/10 were noted at October Full Board meeting. 

The Board noted the unconfirmed minutes. 

The Assistant Principal advised that this is a new Human Resources policy.  The policy has been slightly amended since it was circulated to Board members and highlighted the changes and responsibilities which had been made following recommendations by the Policy Review Group. 

The Board approved the policy.

The Vice Principal Finance and Business Planning requested Board approval of Hire Purchase Agreement over 3 years for IT equipment. This agreement has been subject to a full tender process with all scoring done transparently and all documentation is available for future audit. 

The Board approved the Hire Purchase Agreement. 

Confidential Discussion regarding Senior Postholders Pay.