SEARCH AND GOVERNANCE COMMITTEE

Transcription

1 SEARCH AND GOVERNANCE COMMITTEE MINUTES MEETING NUMBER - 31 HELD AT MYERSCOUGH COLLEGE ON TUESDAY 14 SEPTEMBER 2010 PUBLISHED: 20 SEPTEMBER 2010

2 SEARCH AND GOVERNANCE COMMITTEE INDEX SHEET MEETING NUMBER -31 TUESDAY 14 SEPTEMBER PUBLIC MINUTES PAGE MINUTE TITLE APOLOGIES FOR ABSENCE MINUTES OF PREVIOUS SEARCH AND GOVERNANCE COMMITTEE MEETING DECLARATIONS OF INTEREST SEARCH SECTION SEARCH MATTERS ARISING SKILLS AUDIT CORPORATION VACANCIES STUART RAILTON APPOINTMENT AS A CO-OPTED MEMBER OF THE AUDIT COMMITTEE ANY OTHER IMPORTANT SEARCH BUSINESS GOVERNANCE SECTION GOVERNANCE MATTERS ARISING egovernance LSG OBSERVER SCHEME CORPORATION QUALITY IMPROVEMENT PLAN 2009/2010 AND GOVERNORS AWAY EVENT PLAN 2010 UPDATES STRATEGY WORKING GROUP CHAIRS OF COMMITTEES TERMLY MEETINGS ANNUAL REVIEW OF DECISION MAKING PROCESS OF THE CORPORATION WHISTLEBLOWING PROCEDURE FE GOVERNANCE UPDATE ASSOCIATION OF COLLEGES ANNUAL CONFERENCE ANNUAL CYCLE OF BUSINESS 2010/ ANY OTHER IMPORTANT GOVERNANCE BUSINESS NONE 14 SEPTEMBER 2010 i

3 SEARCH AND GOVERNANCE COMMITTEE ATTENDANCE MEETING NUMBER - 31 TUESDAY 14 SEPTEMBER 2010 PRESENT: Hilary Alcock Jolyon Dodgson Ann Turner Dick West (Vice Chair) APOLOGIES: VACANCY: Val Bond (Chair) Adrian Boreham Student vacancy CLERK: Ron Matthews DEPUTY CLERK: Susan Whiteside 1

4 PUBLIC MINUTES MINUTE APOLOGIES FOR ABSENCE Apologies for absence had been received from Val Bond and Adrian Boreham MINUTES OF PREVIOUS SEARCH AND GOVERNANCE COMMITTEE MEETING The minutes of meeting number 30 held on Thursday 3 June 2010 were confirmed and signed as a true and correct record DECLARATIONS OF INTEREST Committee members were asked to declare any interests they may have in respect of the items on the agenda. No declarations were received. SEARCH SECTION SEARCH - MATTERS ARISING There were no matters arising that had not been covered elsewhere on the agenda SKILLS AUDIT 2010 All Corporation and Co-opted Committee Members had been asked to complete the Skills Audit questionnaire. A summary of the results of those audits received had been circulated prior to the meeting with a further summary of the results to date tabled at the meeting. Responses had been received from 14 governors and 3 co-opted committee members. The committee questioned the value of the results in that they did not give any indication as to the level of skill or experience for each item selected. The Clerk was tasked with exploring improvements to the process for future years. The Clerk would continue to chase up responses and would issue a final analysis for the next Search & Governance meeting which was to be held on Tuesday 23 November. i. Search and Governance Committee recommended that the completed Skills Audit with age and gender analysis be considered at the Search & Governance meeting to be held on 23 November. Clerk Clerk Next meeting ii. The Clerk explore improvements to the process for future years. 2

5 42.10 CORPORATION VACANCIES Minute and Corporation minute refer. For the academic year 2010/11 the Myerscough College Students Association (MCSA) had appointed FdSc Motorsports student, Mark Davidson as Student Sabatical President. At their meeting on 20 July 2010, Corporation formally approved his appointment as Student Governor serving on Quality & Standards Committee. The MCSA were following due processes to nominate a second Student Governor for the academic year 2010/11 who would serve on the Search & Governance Committee following Corporation approval. In line with the mentoring policy approved at the 20 July Corporation meeting mentoring support would be availble to the student governors. That the matters be noted STUART RAILTON APPOINTMENT AS A CO-OPTED MEMBER OF THE AUDIT COMMITTEE The current term of office for Stuart Railton, a Co-opted member and Vice Chair of the Audit Committee, would expire on 31 October 2010 at which time he would have completed three one-year terms of office. Section 5 of the Constitution and Terms of Reference of the Audit Committee states: The Corporation may co-opt up to 2 co-opted external members with relevant experience. Section 6.2 of the Constitution states that Co-opted members will serve annually and Co-opted members will be appointed by the Corporation. To assist the Committee in its consideration regarding the appointment of Stuart Railton for a further term of office, members referred to his member profile and the criteria for the re-appointment of a governor was discussed as follows: 1. The attendance record at Committee Meetings (2009/ Audit 1/4, There have been changes to Stuart s employment over the past year impacting on his working hours and working area) 2. Upholding the principles in the Code of Conduct for Governors 3. Relevance, value and consistency of contribution at meetings and over strategic issues 4. What contribution is being made as a team player in building and sustaining positive relationships and in subscribing to cabinet government 5. Commitment to and embracement of the Myerscough ethos and strategic direction 6. Conflicts of interest 3

6 Stuart s member profile states: Stuart is a Chartered Accountant currently working in the policing arena, but has 30 years experience in a range of local government finance areas including education. Stuart was previously a governor at Lancaster and Morecambe College, where he was Chair of the Audit Committee. Stuart s qualifications include full Chartered Accountant (CIPFA) status, two Chartered Management qualifications and a further qualification in sustainable development. His principal interests are golf, football, family and travel. Members were aware that whilst Stuart met the majority of requirements for appointment as a co-opted member of the Audit Committee his current work commitments had restricted his attendance at meetings. However, it was noted that under the LSC Financial Memorandum the Audit Committee must include at least one member with relevant financial or audit expertise. Members noted that Stuart Railton had indicated his willingness to continue as a Co-opted member of the Audit Committee for a further year. Under the circumstances and after due consideration: RESOLVED That Corporation approve: i. The re-appointment Stuart Railton as a Co-opted Member of the Audit Committee for one year from 1 November ii. The committee endeavour to seek a further appointment to the remaining vacancy for a co-opted member to the Audit Committee ANY OTHER IMPORTANT SEARCH BUSINESS There was no further important search business. GOVERNANCE SECTION GOVERNANCE MATTERS ARISING egovernance LSG OBSERVER SCHEME (Minute refers) This matter had been raised at a previous meeting following an article in the Spring edition of the LSIS Governors Newsletter. The Clerk had susequently enquired of West Herts College how their e-governance scheme worked. The Clerk in question had indicated that she would be prepared to visit Myerscough and demonstrate the system but because her college required her to cover her travel and time costs she wondered if Myerscough wished to share a training session with other colleges in the area. Whilst the committee considered the offer to be a possible way forward it was felt that the College needded to know more about the technical requirements and the IT potential for Myerscough to adopt such a system before viewing it. Clerk Next meeting 4

7 The Clerk undertook to make further enquiries. That the matter be noted CORPORATION QUALITY IMPROVEMENT PLAN 2009/2010 AND GOVERNORS AWAY EVENT PLAN 2010 UPDATES Members gave consideration to the updated Corporation Quality Improvement Plan 2009/2010 and Governor Away Event Action Plan RESOLVED That the Action Plans be noted STRATEGY WORKING GROUP Corporation Minute refers The newly established Strategy Working Group comprising of the following, Ian Higginbotham (Chair of Corporation), Tony Hindle (F & G P Committee member), Waqar Hussain (Corporation member), Marion Nuttall (Vice Chair of Q & S Committee) and Ann Turner (Principal) held its first meeting on 24 August 2010 during which terms of reference were agreed and recommendations made. Terms of Reference 1. To assist in formulating the strategic imperatives of the Corporation 2. To ensure these imperatives are embedded into the working of Governance 3. To ensure the College executive appropriately enshrines those imperatives within the College Strategic Plan. 4. To guide the Corporation in strategic thinking, initiative and respond to strategic opportunities 5. To assist the committee chairs in focusing the work of their committees 6. To identify big issues facing the Corporation 7. To help plan the agenda for the annual Governors Strategic Away Event Recommendations 1. The Chairs Forum (consisting of the Chair, Vice Chair and the Chairs of the subcommittees) to be tasked with considering strategic opportunities 2. Search & Governance to revisit the roles of Chair and Vice Chair of Committees and investigate training. 3. Search & Governance to consider investing in external input into the self assessment process maybe 360 degree feedback, for example. 4. Search & Governance to consider succession planning for the Corporation, particularly for Vice Chair. 5. Quality & Standards revisit their agenda management, (including issues of volumes, types of management information reviewed, and focus to strategic values) together with meeting cycle. Help to be offered to this group if so requested. 5

8 Following due consideration Search & Governance Committee noted that: Recommendation 1 - The Chairs Forum (later minute refers) would be asked to consider strategic opportunities for the College. Recommendations 2 and 4 were accepted. Recommendation 3 was rejected as the committee did not feel it appropriate, particularly when dealing with volunteer governors, nor cost effective to assess individual governor perrformance as suggested by way of 360 degree feedback. Recommendation 5 would be referred to the Quality & Standards committee for their consideration at a later date. The Chair of Corporation advised that the group would meet on an adhoc basis as and when required. RESOLVED That Corporation be requested to approve the Terms of Reference and note the actions to be taken on the above recommendations CHAIRS OF COMMITTEES TERMLY MEETINGS Corp minute refers Search & Governance Committee noted the establishment of a Chairs Forum which would meet at least once per term and as mentioned in the report of the Strategy Group would be tasked with considering strategic opportunities for the College. The first meeting was set for 23 November at 2pm prior to the Search & Governance meeting. That the above action be noted ANNUAL REVIEW OF DECISION MAKING PROCESS OF THE CORPORATION (minutes 68.09, and refer) The Clerk submitted a report which reminded the committee that in line with good governance practice and the requirements of the Provider Financial Assurance review it should review all elements of the decision making process on an annual basis, if possible. Due to changes in the post of Clerk and proposed changes in delegations to committees this had been delayed for a number of months. The report of the Clerk now addressed this review. The elements contained in the decision making process were: 1. Corporation Structure reviewed February Scheme of Delegation updated February Committee Constitution and Terms of Reference (draft terms considered at 20 July 2010 Corporation) - Audit Committee updated by Audit Committee 10 November Appeals Committee updated February

9 - Finance & General Purposes Committee updated February Quality & Standards Committee updated February Remuneration Committee updated November Search & Governance Committee updated February Standing Orders updated November Code of Conduct updated August 2009 The Clerk advised the committee that whilst the current changes in delegation to committees was under review the basic structure of the Corporation remained and therefore no changes were required. The Scheme of Delegation to Corporation; Chair, Committees, Clerk, Principal and Senior Post Holders were in the main governed by the Instument and Articles of Association and therefore required no amendment other than the removal of the post of Deputy Principal Curriculum from the list of Senior Post Holders. Committee Constitution and Terms of Reference remained a work in progress and a fully revised version would be submitted to the committee and subsequently Corporation in November / December. Standing Orders remained unchanged. Code of Conduct. The Clerk reported that the basic Code of Conduct required no modification and was still fit for purpose. However contained within the code was an appendix listing the seven Principles of Public Life adopted by all public bodies following the publication of the Nolan Report on Standards in Public Life produced in the late 1990s. The Clerk informed the committeee that many public bodies had now extended the seven principles to ten with the integration of two of the existing principles and the adoption of four further principles. The additional Principles are: Respect for Others holders of public office should promote equality by not discriminating unlawfully against any person and by treating people with respect regardless of their race, age, religion, gender, sexual orientation or disability. They should respect the impartiality and integrity of the management of the College and its other employees. Personal Judgement holders of public office may take account of the views of others, but should reach their own conclusions on the issue before them and act in accordance with those conclusions. Stewardship holders of public office should do whatever they are able to do to ensure that the College use their resources prudently and in accordance with the law. Duty to Uphold the Law holders of public office should uphold the law and, on all occasions, act in accordance with the trust that the public is entitled to place in them. RESOLVED That Corporation be recommended that: i. No changes are required to the Scheme of Delegation or to the Standing Orders and that the Corporation Structure remains 7

10 unchanged apart from the ammendment noted above. ii. The revision of the Committee Constitution and Terms of Referance is work in progress. iii. The ten Principles of Public Life are adopted as an amendment to the existing Code of Conduct as outlined above WHISTLEBLOWING PROCEDURE Consideration was given to the existing Policy and Procedure for Whistleblowing which the committee agreed was fit for purpose in its current form subject to an updated section on the Child Protection and the Safe Learner in view of the transfer of responsibilities to Local Authorities. After full discussion and due consideration it was RESOLVED That Corporation be recommended the approval of the Policy and Procedure for Whistleblowing subject to the above ammendment FE GOVERNANCE UPDATE ASSOCIATION OF COLLEGES ANNUAL CONFERENCE 2009 Members noted the AoC Annual Conference will take place November 2010 at the International Convention Centre in Birmingham. Further details are available at Members noted College and the Governing body would be represented by the Principal, the Vice Chair and a senior member of College staff nominated by the Principal who would attend on Wednesday 18 November That the matter be noted ANNUAL CYCLE OF BUSINESS 2010/2011 Consideration was given to the Annual Cycle of Business for the Search and Governance Committee for 2010/2011 which would be amended to remove the Strategy Group report as a regular item following the decision that this group would meet on an adhoc basis, minute refers. After due consideration it was: That Search & Governance Committee approved of the Annual Cycle of Business for the Committee for 2010/2011 subject to the above ANY OTHER IMPORTANT GOVERNANCE BUSINESS There was no further governance business. 8

11 NEXT MEETING DATE - TUESDAY 23 NOVEMBER 2010 TIME p.m. PLACE - BOARDROOM NOTE - The closing date for agenda items is Tuesday 3 rd November SIGNED: Val Bond Chair of the Search and Governance Committee 23 November