STOCKPORT COLLEGE. Minutes of the Resources Committee held on Thursday 16th October 2014 at 5:30pm in Conference Room A

Transcription

1 STOCKPORT COLLEGE Minutes of the Resources Committee held on Thursday 16th October 2014 at 5:30pm in Conference Room A Present: Bill Gregory (Chairperson) Louise Richardson Trevor Rees Ian Clinton (Interim Principal) In Attendance: Fiona Fox (Vice Principal Corporate Services) Barry Watson (Clerk to the Corporation) Minute no: RES/29/14 Apologies for Absence The Clerk to the Corporation reported that apologies for absence had been received from Sue Derbyshire. It was noted that the Director of Finance was unable to attend the meeting. RES/30/14 Declarations of Interest The Chairperson declared an interest in Agenda item 4i) Matters arising from the Minutes- Occupational Health arrangements which was duly noted. RES/31/14 Minutes of the Resources Committee Meeting held on 19 th June 2014 The minutes of the meeting were approved and accepted as a correct account of the meeting proceedings. RES/32/14 Matters Arising from the Minutes i) RES/18/14- Matters arising from the minutes Occupational Health arrangements. The Executive Director PS&P advised the Committee that the College had received 4 quotes for the provision of Occupational Health services and that all the quotes had been significantly higher than the current providers ( Stepping Hill). 1

2 It was the view of the Committee that the College should retain the current service provider but that the Executive Director should have conversations with Stepping Hill to see if the current service arrangements could be improved. Action: Executive Director PS&P ii) RES/25/14 Draft Financial Regulations Approval process for tenders and quotations The Vice Principal Corporate Services advised the Committee that the Committees responsibilities with regard to this matter would now be reported in the College s management accounts and would be included for the Committee s next meeting. Action: Director of Finance There were no other matters arising from the minutes. RES/33/14 Performance Management, Staff Development and Performance Management Report The Executive Director presented a report which updated the Committee regarding Human Resources Staff Development and Performance Managements matters. The report covered the following issues: College Restructure 2014 and Job Evaluation It was noted that the restructure and redundancy programme had been completed and that the College had met its financial targets without any compulsory notices of redundancy being issued. It was further noted that the College was undertaking a job evaluation exercise in the Student Services and Management Information departments which would be completed by December Appraisals It was noted that College management had initiated a new appraisal process for 2014/15 and the Executive Director went through the timeframe, key performance indicators and the central appraisal target categories that would apply to teachers. Staff Turnover The Executive Director outlined the staff turnover for a three year period for both support and teaching staff and identified the 2

3 turnover arising from restructuring and non-restructuring together with the AoC College average figures. The Director also identified the number of teachers that had left the College in relation to observation grade profile. Members made a number of comments relating to the report which included the high turnover for support staff, clarification that the teacher data included redundancies and that in terms of profile the College had lost a higher number of underperforming teachers. Members further commented that the report was really helpful in identifying staff turnover trends, comparisons and issues. Staff Absence The Committee welcomed the improvements that had been achieved with regard to staff absence figures. A member commented that it would be helpful in future to have a breakdown of absence by department to ascertain for example if there was any link between anxiety and stress levels and the teaching and learning profile. A member asked how the College was defining long term absence and was advised that this was 4 weeks. The Director advised on the early intervention process that the College was now operating and undertook to provide the staff absence information in future by departments and by short and long term absence. Action: Executive Director P&PS Staff Development and Performance Management The Committee noted the staff development activity that was being undertaken at the College together with the evaluation process for each of the activities. The Committee also noted the up to date position with regard the 10 members of teaching staff who had received a Grade 4 observation through the unannounced observation process. The Director advised that the College was ensuring that poor performance was actively being addressed through early intervention and the capability procedure and that 1 member of the teaching staff was undergoing the formal capability procedure. After due consideration of the report it was resolved that it be noted. RES/34/14 Staff Survey Outcomes The Executive Director presented a report which detailed the outcomes of the Staff Survey from August / September The Committee were pleased to note the high response rate from the survey (50%) and that it was the same as when the last survey was undertaken in February

4 The Committee considered and discussed the report in detail and made the following comments /asked the following questions: In general terms the pleasing outcomes from the survey which had evidenced the Colleges improvement in a relatively short period of time. This included the significant improvement in the confidence in the leadership of the College, the significant increase in number of staff who thought that their ideas to improve the College were welcomed and acted upon and the significant improvement on the sharing of best practice across the College. Whether there was any correlation between the results and curricular and administrative sections. The Director advised that there were areas that secured lower scores but that given the confidentiality of the survey it was important that there was sensitivity with regard to how the data was utilised. The excellent movement since February in terms of outcomes and that the 2 questions that were negative had both gone up in rating. The fact that the outcomes were very pleasing but that improvements still needed to be made in terms of building trust relationships, building confidence and developing individuals and teams. How the results would be fed back to the staff. The Director advised that this would be done through a number of mechanisms including Staff Council, Bulletins, Team meeting with the Interim and Deputy Principal. It would appear that staff perceptions have been changed radically on short term issues. After due discussion and consideration the Committee welcomed the report and supported the management action as identified in the Directors report. Action: Executive Director PS&P RES/35/14 Staff Utilisation Report The Executive Director advised the Committee that due to the under recruitment that occurred in September he had not presented a formal report with regard to staff utilisation as the utilisation figures would be very low and outlined the action that the College management were taking with regard to the matter which included: Addressing the size of student groups Effective timetabling through Celcat. Re deployment of staff into understaffed areas. Development activities and sickness cover arrangements. Looking at class sizes and managining of classes. 4

5 Sharing of good practice Doubling up on teaching and seeking to recruit more learners It was noted that the current staff overall utilisation figure was 80 % with a projected figure of between 95-96% in normal circumstances. The Committee thanked the Executive Director for his verbal update and requested that a further update report be provided at the next meeting. Action: Executive Director PS&P After due consideration it was resolved that the report be noted. RES/36/14 Property Strategy Update - October 2014 The Vice Principal Corporate Services presented a report which updated the Committee on a range of property matters as follows: St Thomas Site Enhanced Renewal Grants 2 and 3 The progress with regard to the Summer works were noted. The Committee was pleased to note that the work relating to the external decoration/cladding was ahead of schedule with 300 of the 348 windows replaced to date. College Condition Fund LEP Capital Members thanked the Vice Principal for her report and asked a number of questions relating to the report as follows: What was the current position with regard to Overridge at Heaton Moor? The Vice Principal advised that she had not heard as yet but would follow the matter up. Action: Vice Principal Corporate Services The position with regard to St Thomas given the recommendations in the F.E. commissioners report and whether the College should be doing anything about it? The Vice Principal advised that she had raised the matter with the SFA who recognised that the College does have an issue with regard to this. It was suggested that the College should wait and see what happens with the F.E. Commissioner but that the College should make another informal enquiry. 5

6 Action: Vice Principal Corporate Services What is the overall plan for the Colleges estate? The Vice Principal updated the Committee on discussions that had taken place with SMBC concerning the College estate and that discussions around this was ongoing. The Vice Principal further commented that the College needed to reduce the size of the College from 47,000sqm to 25, 000 sqm which would enable disposal of part of the College s land. The Vice Principal further added that the value of the footprint had gone up and the College could well be in a position to sell 30%- 40% of the campus; she further added that all alternatives would need to be considered before any sale of land including the factoring in the type of accommodation that the College required. The Vice Principal undertook to update the Committee with developments on an ongoing basis. Action: Vice Principal Corporate Services After due consideration of the report it was resolved that it be noted. RES/37/14 Provisional Outturn The Vice Principal Corporate Services presented a report on the provisional outturn for It was noted that the financial statements auditors had not completed their work and that the figures may be subject to change arising from their findings and subsequent review. The Committee noted that the College would be reporting an operating deficit of 3,557K against a forecast surplus of 34k and that the deficit included restructuring costs of 1,260k and an FRS17 adjustments of 440k, with an underlying position of a deficit of 1,857k compared with a deficit of 1,210k in after adjustment for restructuring and FRS 17 costs. The Vice Principal expressed her disappointment at the provisional outturn figures and reported on the reasons for the movement between actual outturn and forecast. The Committee expressed their disappointment in the provisional outturn figures which were not unexpected due to previous reporting. The Committee did make a number of comments: Whether there was a national picture with regard to financial underperformance and that the pension liability of 4.3m seemed 6

7 high. The Vice Principal undertook to check the assumptions with regard to this. Action: Vice Principal Corporate Services Whether the consultancy fees with regard to Ofsted had been budgeted for 2013/14? The Vice Principal confirmed that they had been. After due consideration and discussion of the report it was resolved that it be noted. RES/38/14 Enrolment, Funding and Targets October 2014 The Vice Principal Corporate Services presented a report which updated the Committee on recruitment patterns against key funding streams for October 2014 and also made comparisons with the previous year recruitment. The report covered the College s performance in the following areas; Full time Enrolments on Learner Responsive Programmes The Vice Principal advised that the up to date number for younger learners was 1697 compared to 2,689 learners in 13/14 and 2,689 in 12/13. In answer to a question raised by a member the Vice Principal advised that the reduction had been across the Board and would lead to a reduction in income of between m in the 2015/2016 budget. The Vice Principal advised of some of the strategies that the College ad put in place to recruit more learners before the 42 nd day. Enrolments of Adults on Learner responsive Programmes The up to position was noted with regard to adult numbers was noted and that it was below target. The Vice Principal advised that the College was working hard with other agencies to recruit additional students. Enrolments on Apprenticeship Programmes It was noted that the College was on target in terms of funding. Enrolment on Higher Education Programmes It was noted that overall student FTEs were below the tolerance level by 59.9 FTE (86.6%) and that the College needed to get to 95% tolerance level. The Vice Principal advised on recruitment for 7

8 individual areas and the actions that were being taken to recruit more part time H.E students. After due consideration it was resolved that the report be noted. RES/39/14 International Development Plan The Interim Principal presented a report which made proposals for a new International development plan which incorporated an International Travel & Expenses Policy addendum. The Interim Principal outlined the case for the international development and the benefits that it could bring to the College. The Interim Principal also reminded members that International Development had been incorporated in the Colleges Strategic Plan and outlined the proposed 5 key Priorities for 2014/2015 which included: Achieve UK Home office status Visa and Immigration (UKVI) Highly Trusted Status. Develop and implement an international admissions procedure and agents management strategy. Develop and implement an internationalising of the curriculum strategy. Implement a range of business engagement activities to enhance exposure to international bids/tenders and contract. Develop collaborations with corporate clients and government organisations internationally. The Committee made a number of observations /comments concerning the proposals including the following: A member commented that in his experience you can spend a lot of time and money on international development and get nowhere. He further commented that it was important that due diligence was undertaken on agents. It was further suggested that the initial approach should be an embedding of international development in the curriculum and that it should be student and curriculum focused. A member suggested that a softly, softly approach be taken to the proposal with Stockport Town Twinning arrangements being built on as part of the overall approach. The Interim Principal commented that if developed sensibly this could be an important income stream for the College and it could look at joint bidding with other Colleges with a potential to earn 1m over the next three years at a 30% profit margin. The Interim Principal further advised that he had appointed an experienced Business Development Manager (NW) who would lead on the development. 8

9 After due discussion the Committee resolved that the initiative be supported and that initially it should be embedded in the curriculum and as a benefit to students. With regard to the proposal to develop this as an income stream the Committee were of the view that a further detailed report be provided which would evidence the value for money of the activity with a full cost benefit analysis, consideration of return on investment and justification of the good use of public funds. Action: Interim Principal With regard to the proposed Travel Expenses Policy addendum it was agreed that the Policy should be sent to the Colleges Internal Auditors with a view to securing there opinion on the proposed Policy before further consideration by the Committee. Action: Vice Principal Corporate Planning After due consideration and discussion it was resolved that the matter be given further consideration at the Committees next meeting. Action: Resources Committee RES/40/14 Date of Next Meeting It was agreed that the next meeting of the Committee would be held on Monday 24th November 2014 at 5:30pm in Conference Room A. The meeting closed at 7.00pm 9