Minutes of the East Durham College Full Board Meeting held on 29th February 2024

D Butler (Chair), S Duncan, A Brennan, J Bromiley, M Curry, K Tate, G Edmunds, S Robson, S Laverick, R Harrison and G Dullage.

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 

A Wilkinson - Campus Director Peterlee & Technical Academy

L Haggis – Campus Director Houghall 

A Barnard – Director of Estates

S Pritchard – Clerk to the Corporation

R Garland (George F Whyte)

M Gaze – Governance Review (external) - Observer 

Apologies were received from J Smith and M Young.

Members were invited to declare any conflicts of interest in relation to the items on the agenda for the meeting.  There were no conflicts of interest declared. 

AGREED

The minutes of the meeting held on 14th December 2023 were accepted as a correct record.

There were no matters arising that would not be discussed under items on the meeting’s agenda.

The Chair noted that this was the Principal’s first Board meeting since she announced that she intended to retire at the end of July 2024 and that further acknowledgement would be given to her leadership over the last decade.  He invited the Board to continue to focus on progress being made so as to keep momentum going.

The Chair provided an update on the work of the recruitment working party and confirmed that Peridot had been appointed following a tender process to support the Board through the recruitment process.  It was noted that the timetable for recruitment had altered slightly on their recommendation but that the advert had been published and interview dates scheduled with final interviews to be held on 2 May 2024 following by a recommendation from the selection panel to the board for a preferred candidate.

The Principal presented the update to the Board. The report was considered confidential owing to commercial sensitivity.  

The Principal drew attention to the case studies at the end of the report demonstrating the college’s mission. 

The Board noted the report and delegated authority to the F&GP Committee to oversee the disposals strategies. 

The Assistant Principal presented the report.  The report is confidential.

The Board noted the report.

It was agreed to add longitudinal data on referrals to future reports to be able to identify trends over time. 

The Vice Principal Curriculum and Performance presented the report.  The report is confidential.

The Board noted the report. 

The Vice Principal Finance and Business Planning presented the report.  The report was confidential.

The Board noted the report. 

The Vice Principal Finance and Business Planning presented the accounts. The report was considered to be confidential for reasons of commercial sensitivity. 

The Board noted the report. 

The Assistant Principal Performance presented the reports. The reports were considered confidential.

The Board noted the report.

R Garland (George F Whyte) presented the asset disposal plan at the start of the meeting, prior to other agenda items. 

The Asset Disposal Report (G F Whyte) was presented to the Board by Richard Garland. The document had previously been circulated to governors for review. 

Governors were asked to:

• Adopt the Disposal Strategy for Peterlee (relating to the former running track)

• Adopt the Disposal Strategy of High Houghall, (including the option to either combine with buying the fishing rights or keeping them separate)

• Adopt the Disposal Strategy for Houghall Farm. (noting that further discussion was required with the authority about planning permission and what would they consider for a successful planning application and the impact upon timescales)

Following detailed discussion and clarifications, the Chair asked if governors were comfortable with proposals.   It was agreed that the Finance and General Purposes Committee would oversee the implementation of the disposal strategies and the financial implications of the same.

The Board noted the presentation and adopted the disposal strategies and delegated authority to the Finance and General Purposes Committee to oversee the implementation of the disposal strategies and the financial implications of the same and to report back to the Board at appropriate intervals.

14-16 Admissions Policy

Admissions Policy - There has been an increase in fees charged to the Local Authority for Engage students. 

14-16 Exclusions Policy

Exclusion Policy – a section for Home Educated students has been added. Students are included in 16-18 funding; however, they are under 16 years of age therefore must sit within this policy. 

The Board noted the updates, and the policies were approved. 

Report on Confidential Items

The Clerk presented the Governance reports.

The Clerk reminded Governors that there is an obligation to regularly consider the principles under which confidential items be retained or made publicly available.

There have been no requests for access to confidential minutes or papers in 2023-24. 

The report outlines the principles for maintaining confidentiality. The clerk invited governors to put forward any suggestions regarding review of confidentiality, of which there were none.

The Board noted the report. 

Governance Report

The Board was asked to note the resignation of Archana Chandra and an update was given on current vacancies and in particular the focus on attracting candidates with land-based and agriculture expertise, and skills appropriate for Audit and Risk Committee. 

The Board noted the succession planning challenges highlighted in the report and the plans in place to address them. 

It was noted that the Clerk and the EDI Link Governor were undertaking a review of how the board could attract a broad range of governors. 

The Chair highlighted that he would hold one to ones with all governors this year, with results being presented to Search and Remuneration Committee in May. 

A Governor raised an issue regarding succession planning where a number of governors were appointed around same time so would in effect all be leaving at same time.  It was agreed that the Chair would address this. 

The Board noted the results of the EDI and Skills Audit and in particular the level and balance of expertise across the board from an educational and industry perspective.  It was noted that the audit had highlighted a gap in that no governor had experience of undertaking an apprenticeship but that there was expertise in key areas included IT and cybersecurity. It was further noted that the Board has governors who have studied on vocational courses and 85% of the Board have studied as an adult. It was noted that the current gender imbalance (69% of the Board is male) would be addressed through future recruitment where possible.

The Board noted the report. 

Draft Minutes of Audit & Risk Committee December 23

Minutes of Audit and Risk Committee were noted and approved by the chair. 

Draft Minutes of CQS Committee November 23

Minutes of Curriculum, Quality and Standards committee were noted and approved by the chair.

For information only, it was confirmed that the Financial Statements were approved by the Board via email sent on 15th December 2023.