Document No 17/215
SWINDON COLLEGE CORPORATION
MINUTES OF THE GOVERNING BODY MEETING HELD ON WEDNESDAY 12 JULY 2017
Members Present
Rob Beale (Chair), Peter Wells (Vice Chair), Ian Larrard, Teresa Johnson, Fiona Miller, Kathy Newman
Also Present:
Nick Letchet, Deputy Principal and Director of Resources
Lynne Plested, Vice Principal Quality
David Francis, Vice Principal Development and Progression
Darylin Francis, Clerk to the Corporation
The meeting commenced at 1600hrs in room N6.5 in the Pegasus Building
Rob Beale (RB) welcomed Kathy Newman (KN) to her first meeting of the Governing Body.
167-17APOLOGIES FOR ABSENCE
Apologies for absence were received from Alex O’Connor, Julie McLeod, Lydia Masseron-Heade, Steve Wain, Sarah Garrett, Marc Bayley, Kaylie Moroney and Mutsai Hove Bird.
168-17 DECLARATION OF MEMBERS’ INTERESTS
No interests were declared in any specific items on the agenda.
169-17 MINUTES OF MEETINGS
Document No. 17/169 refers. The minutes of the meeting held on 13th June 2017 were approved as an accurate record of the meeting and signed by the Chair, Rob Beale (RB).
170-17 MATTERS ARISING AND OUTSTANDING ACTIONS REPORT
Document No. 17/170 refers. It was agreed that all requests and actions had either been undertaken or would be discussed further within substantive items on the agenda.Members requested the Marketing Strategy and Action Plan is a standing item at future Governing Body meetings.
171-17 PERFORMANCE MONITORING
a)Key Performance Indicators
Document No. 17/171a) refers. LP highlighted the key pointswithin the current KPI report. In answer to Peter Wells’ (PW)query around the reaction of students and staff to having the term extended slightly in order that those students with outstanding work have the opportunity to complete, LP explained the college was mindful of limiting the potential impact this could have on UCAS applications.
David Francis (DF) advised the Board that a decision has been taken to streamline all English and maths groups by week three of the academic year in order to strengthen attendance and retention rates in this area.
b)Management Accounts Period 10 (May) 2016/17
Document No. 17/171b) refers. NL gave an overview of the Management Accounts for the ten months ended 31 May 2017:
- Pay – favourable performance in the period partially offset by minor adverse movements in teaching part-time, exams and nursery staff costs.
- Non Pay – favourable in the period by £71k.
- Operating Result Before FRS102 Pensions and ATA – operating surplus for the period is £159k better than budget.
- Operating Result After FRS102 Pensions and ATA – college surplus in the period was £153k better than budget.
- Cash Flow – cash balances at period end was better than the financial plan.
c)Risk Management Summary Report
Document No. 17/171c) refers. NL reported that,as requested, risks have been categorised in line with a report presented by RSM to the Audit Committee. Whilst this reveals the college has more operational risks than the average college, it is felt thisis partly due to thetwo risks directly related to restructuring.
NL also explained the issues around 16-18 student numbers are being addressed and it is hoped that changes next year (with the emphasis being on retaining students and progression) will have a positive impact on student numbers and income.
d) HEFCE Annual Provider Review Action Plan Progress Report
Document No. 17/171d) refers. Lynne Plested (LP) updated governors on progress against the HEFCE annual provider review action plan and explained the results of the NSS survey are expected at the end of July 2017.
e) Third Party Contracts and Tenders Received
NL advised that tenders are being sought for the replacement of the college boilers and further details will be reported at the Governing Body meeting in October 2017.
Action: RP
172-17CURRICULUM/QUALITY MONITORING
a)The Student Voice Process 2017/18
Document No. 17/172a) refers. DF advisedthat,in consultation with students,the college has reviewed the student voice process for 2017/18 andoutlined the model which is designed to be more inclusive and student-led. He explained that details of the proposal will be presented for ratification at the Leadership Team meeting in September 2017.
RB asked that the student executive is made aware of the opportunity to have direct contact with the Chair and Vice Chair at the beginning of the academic year, in the form of a question and answer session.
Action: DF
b)Safeguarding
Document No. 17/172b) refers. DF reported that the safeguarding action plan for 2017/18 is currently being formulated and will be reviewed at the next steering group meeting, prior to comingto the Governing Body meeting in October 2017 (along with the PREVENT action plan and risk assessment).
Action: DF
PW confirmed he was willing to continue as lead safeguarding governor in 2017/18.
DF also updated the Board on the recent Project Argus trial, which highlighted an inability to have differing emergency communication between college buildings. This is being addressed and a furthertrial will take place once the Business Recovery Plan is approved by the Board.
Action: DF
173-17 BUSINESS FIRST
Document No. 17/173 refers. NL presented, on SW’s behalf, the Business First position statement and proposal.
174-17 SUB-CONTRACTOR LISTING 2017/18
Document No. 17/174 refers. NL explained that ESFA regulations require colleges to formally approve the sub-contractor listing before the start of the academic year.
Rob Beale proposed the Governing Body approve the sub-contractor listing 2017/18. This was seconded by Ian Larrard. All members voted in favour.
NL also explained that changes in regulation require the Plan to be approved and it is the intention this would be taken to the Governing Body meeting in December 2017.
Action: RP
175-17 3YR FINANCIAL FORECAST AND ANNUAL INCOME AND EXPENDITURE BUDGET 2017/18
Document No. 17/175 refers. NL presented for consideration the proposed 3yr Financial Plan 2017-20 which incorporates the budget for the year ended 31stJuly 2018. The Financial Plan supports the 2017 Strategic Plan which was previously considered by the Governing Bodyand should be read alongside the strategy document.
In answer toRB’s query around the hair and beauty salon requiring approval at an earlier Governing Body meeting and the spend identified within the 2017/18 budget, NL explained that approval was required to enable the works to commence over the summer period in readiness for September, however, the main of the spend will not fall until later in August and would be within next year’s budget.
Rob Beale proposed (subject to the identified changes within Appendix 3) the Governing Body approve the 3yr Financial Forecast and Annual Income and Expenditure Budget 2017/18. This was seconded by Peter Wells. All members voted in favour.
176-17 UNADOPTED COMMITTEE MEETING MINUTES
Document No 17/176 refers. Members noted the unadopted minutes of the Audit Committee held on 20th June 2017. NL reported that training had currently been undertaken by key members of college staff around the revised regulations in Data Protection and DP Assist is acting as consultant to the college.
177-17 MEETING CALENDAR 2017/18.
Document no 17/177 refers. The Governing Body received and agreed the meeting calendar for 2017/18.
178-17 GOVERNANCE
a)Appointment of Chair and Vice Chair.
It was agreed this item would be deferred until the Governing Body meeting in October 2017, due to lack of quorum once those involved left the meeting.
Action: DBF
b)Governing Body Self-Assessment Process
Document No. 17/178a) refers. ITL explained the Search and Governance Committee had discussed the governanceself-assessment process and were in the process of preparing a questionnaire which would be used as part of the process. It was agreed the S&G Committee would roll this out over the summer period.
Action: ITL/DBF
c) Governor Ambassador Scheme
Document No. 17/178b) refers. ITL outlined the primary purpose of the Governor Ambassador Scheme and explained, if adopted, it could provide the Corporation and the college with access to an individual’sskills, experience and expertise in the event that the individual is unable or unlikely to wish to join the Board as a full Corporation member.
The scheme was agreed in principle, subject to further investigation by the Search and Governance Committee.The Chair suggestedthat if adopted the Search and Governance Committee oversee the appointment of ambassadors and once in place both the Principal and Chair of Search and Governance meet with ambassadors on a regular basis.
d) Clerking Arrangements in 2018
The Clerk reported her intention to retire from the college in the spring of 2018 and asked the Governing Body to give consideration to clerking arrangements going forward. It was agreed this would be further discussed by the Search and Governance Committee and a proposal brought to the Board meeting in October 2017.
Action: ITL
179-17 LOOKING AHEAD
The Clerk was asked to write to the student governors on behalf of the Chair to thank them for their contribution and commitment over the past year.
Action: DBF
RB also noted this was to be NL’s last meeting of the Governing Body before his retirement and thanked him for his support to both the Chair and the Board during his time at college.
180-17 ITEMS NOT FOR PUBLICATION
There were no items identified as being Not for Publication.
181-17 DATE AND TIME OF NEXT MEETING
The next meeting of the Governing Body is scheduled to take place on Tuesday 10th October 2017 at 1630hrs.
The meeting closed at 1850hrs.
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