LEEDS CITY COLLEGE MINUTES OF THE MEETING OF THE BOARD OF GOVERNORS HELD ON MONDAY 18 MAY 2015

Transcription

1 MINUTES OF THE MEETING OF THE BOARD OF GOVERNORS HELD ON MONDAY 18 MAY 2015 Present Adam Beaumont Craig Clements Robert Clunas Becky Hewitt Donna Howden Gerald Jennings Shaid Mahmood (Chair) Neil McLean Libby Raper Peter Roberts Christine Smith Tina Turnbull (Vice Chair) Co-optee Student Elected Staff Elected Principal and Chief Executive The quorum for the meeting was nine Members (excluding co-optee) In Attendance Brian Archer Lydia Devenny Martin Dickson Melanie Halstead David Harwood Bill Jones Jane Pither Huw Roberts Executive Director Commercial Development Director of Finance Head of Market Research, Communication & Corporate Reputation Clerk to the Board Senior Deputy Principal Deputy Principal Teaching and Learning Deputy Principal Corporate Services Director of Human Resources The meeting was held at the Park Lane Campus and started at 5.00 pm PRESENTATION At the start of the meeting the Board received a presentation on the College s marketing strategy/summer campaign, delivered by the Head of Market Research, Communication & Corporate Reputation. The following points were discussed in response to the presentation: Differences between this year s planned campaign and previous years bold video (peer to peer), direct marketing to potential students and their parents, poster drums and other similar methods targeted at the age group. Methods of evaluating the effectiveness of the strategies employed. Ways in which governors can support the College s marketing strategy/summer campaign, for example through the use of social media; any governors willing to take part in this were asked to contact the Clerk. Signposting of potential students to YouTube, for example via other social media (cross fertilisation). Ways in which to connect with others, for example Leeds On-line and South Leeds Life. The student governor commented that he had worked with the Marketing Department on the summer campaign and was confident that it was much improved from the student perspective. The use of focus groups, a recent example being with students in the Apprenticeship Academy. The need for more outcomes based marketing. MINUTES OF THE BOARD OF GOVERNORS 18 MAY

2 A discussion also took place on ways in which to improve the conversion rate and it was reported that the admissions process was currently under review. The Board asked that the outcome of the review be shared with governors in due course. It was also agreed that other teams involved in the student journey be invited to present to the Board, including Student Services. (Martin Dickson left the meeting at this point) MEETING ADMINISTRATION 1. Apologies for Absence Apologies for absence were received from Cherry Fricker ( and Vice Chair of the Board). 2. Determination of Observers/Attendees at the Meeting The Board agreed attendees/observers at the meeting as per the above attendance list. 3. Declaration of Interests in any Agenda Items The Chair reminded governors of the requirement to declare their interest in any agenda items. Becky Hewitt declared an interest in the College Fees Policy 2015/16 as her employer was a customer of Leeds City College in relation to apprenticeships. 4. Minutes of the Meetings of the Board held on 23 March and 13 April 2015 RESOLVED (B 29/15): That the minutes of the meetings of the Board held on 23 March and 13 April 2015 (Parts I and II) be approved and signed by the Chair. CHAIR S AND PRINCIPAL S REPORTS 5. Chair s and s Communications The Vice Chair (TT) provided feedback from the most recent meeting of the Board s GCSE English, GCSE Maths and Functional Skills Task & Finish Group. It was reported that an increase in success rates was predicted and that national benchmarks would be exceeded in 2014/15, albeit the national benchmarks were particularly low. The Task & Finish Group had also considered the preparations made for the start of the new academic year and a level of confidence was expressed in this respect. The Vice Chair (TT) reported that People Matters proposed to enter into a partnership agreement with the College. This was being reported to the Board as the Vice Chair was Chief Executive of People Matters. There were no financial implications for the College and a formal agreement had been prepared to cover the proposed partnership work. The staff and student governors provided feedback from their recent attendance at the AoC Y&H regional governors network event. The staff governor reported that he had been invited to attend the next meeting of the AoC s Council to represent the Y&H region. The student governor drew attention to the Freedom of Speech requirements under the new Prevent Duty. The Apprenticeships Scrutiny/Task & Finish Group had met again on 1 May; a separate report appeared on the agenda for this meeting. The Chair of the White Rose Academies Trust (NM) reported on a successful Board awayday held on 16 May. MINUTES OF THE BOARD OF GOVERNORS 18 MAY

3 Other meetings/events attended by governors included: AoC Beacon Award Celebratory Lunch Link Visit to Keighley Campus NAO Review of Financial Sustainability in the FE Sector Student Conference LCC Has Talent Competition College Enterprise Festival AoC Y&H Induction 6. Principal s Report, including KPI and Key Risk Dashboards The Principal presented a report which provided the Board with an update on both a range of strategic matters covering national, regional and local perspectives and also key operational issues faced by the College in the final quarter of the academic and financial year. The following issues were highlighted and discussed: Counter Terrorism & Security Act 2015 it was agreed that a presentation be made at a future meeting on how the College will fulfil its statutory responsibilities under the Prevent Duty. FE Commissioner the latest letter from the FE Commissioner provided a list of potential early warning signs that a college is heading into difficulty; the position of Leeds City College against each indicator would be provided at the next meeting. Mental Health an increasing number of colleges were reporting a sharp rise in the number of students presenting with possible mental health issues, resulting in a national survey to be released shortly; the College would participate in the survey and the College s data would be shared with governors. LEP Capital the College s detailed application to the LEP for funding to develop the Park Lane Campus would be presented to the Board for approval in June/July. Following on from the Board s strategic planning workshop held on 1 May, the Principal presented a proposed timeline for further discussions and approval of the College s strategic plan. Given the current uncertainties around, for example, central government policy, future funding and devolution, it was suggested that a business plan detailing the College priorities for 2015/16 be developed, with further discussions from January 2016 onwards to develop a College strategy covering the period Linked to this was the College s financial planning process - the Board had previously asked that a Task & Finish Group be formed to consider and recommend to the Board for approval the College s 2015/16 budget and three year financial plan Christine Smith had volunteered to join this group and other governors were asked to express their interest via the Clerk. The Board went on to review the KPI and Key Risk Dashboards for May 2015 and the following key issues were considered: Management of Change Programme following the extraordinary Board meeting held in April the College had embarked on its Management of Change Programme and the formal consultation process was ongoing. A further update report would be provided at the next meeting. Retention overall retention at the end of April was reported as 91.7%, a 1% increase on the same time last year. The key issue continued to be retention, the year end prediction for which was 87% (3.5% up on last year s outturn). In response to questioning from the Board, the Deputy Principal Teaching & Learning expressed confidence that the predicted retention rates were robust. MINUTES OF THE BOARD OF GOVERNORS 18 MAY

4 RESOLVED (B 30/15): (a) To receive and note the Principal s Report, including progress against the agreed Key Performance Indicators and the key risks facing the organisation as at May (b) That a presentation be provided at a future meeting on how the College will meet its requirements under the Prevent Duty. (c) College position against the latest FE Commissioner letter to be provided at the next meeting. (d) College data in relation to students presenting with possible mental health issues to be shared with governors. (e) College s detailed application to the LEP for funding to develop the Park Lane Campus to be presented to the Board for approval in June/July. (f) Business plan detailing the College priorities for 2015/16 to be developed for presentation at the next meeting. (g) That a Task & Finish Group be established to consider and recommend to the Board for approval the College s 2015/16 budget and three year financial plan. (h) Update on the Management of Change Programme to be provided at the next meeting. (Adam Beaumont left the meeting at this point) STRATEGIC MATTERS Apprenticeship Academy As previously requested by the Board, the Deputy Principal Teaching & Learning presented a report providing a financial analysis of the Apprenticeship Academy including its inyear position, growth plans and likely financial performance. Three options for growth were presented for consideration 70 students (option 1), 100 students in 2015/16 and 120 from 2016/17 (option 2) and 120 students from 2015/16 (option 3), with option 2 being the executive s preferred option as it provided a better opportunity to maintain the high quality and level of student outcomes and had a more balanced number of Year 10 and Year 11 students. This option would require an additional one-off investment to refurbish part of Park Lane s B Block to create additional classrooms. For this number of students, the Academy would also need to expand its teaching staff to cover 120 learners, plus further learning and business support staff to ensure that statutory duties are fulfilled. s considered the existing income, expenditure and contribution for each of the proposed options, with each option providing different levels of efficiency. The level of contribution was lower than the contribution normally expected. However, this was felt to be reasonable in light of the additional benefits the Academy brings to the College and the difference made to the young people involved. Other issues discussed included potential sponsorship opportunities and links to the White Rose Academies Trust in terms of feeder schools. RESOLVED (B 31/15): To agree the preferred option for growth of the Apprenticeship Academy, that being 100 students in 2015/16 and 120 in 2016/17. PERFORMANCE MONITORING AND SCRUTINY 8. Employer Responsive Apprenticeship Report The Board received a written report and presentation from the Commercial Director on the implementation of the College s two year performance improvement action plan for apprenticeship provision. The overall success rate (excluding the two problem MINUTES OF THE BOARD OF GOVERNORS 18 MAY

5 subcontractors of which the Board were already aware) was reported to be 64% as at May 2015 (+9% increase on May 2014). The Commercial Director also confirmed that the College was on track to achieve its target of 67% overall success in 2014/15 (against a national benchmark of 69%). The Commercial Director advised governors of the outcome of the SFA investigation relating to one subcontractor, as previously reported to the Board. The investigation had confirmed that the College had overpaid the subcontractor to the value of 176k and a twelve month repayment schedule had therefore been agreed. In addition the College continued to pay for live learners worth 370k. The worst case financial risk to the College s bottom line associated with this particular provider was noted by the Board. In relation to the second problem subcontractor, it was reported that Pearson were currently withholding certification pending the receipt of suitable evidence from the provider. A meeting between the College, Pearson and the subcontractor was scheduled to take place the following week, following which the College would have a much clearer picture of the overall financial risk. The Board questioned the executive on the College s current apprenticeship funding gap. It was reported that this was attributable to a large number of learner withdrawals by the two subcontractors discussed above and one other subcontractor withdrawing from entering into a contract (valued at 500k) with the College. The Commercial Director outlined the range of mitigating actions in place/planned in response to the identified funding gap which included the securing of new contracts, over delivery on internal apprenticeships and submission to the SFA of a virement case in relation to VRQs. It was reported that the Task & Finish Group established by the Board had scrutinised in detail the decision to continue to work with the two subcontractors discussed and had also closely scrutinised the payment schedules; value judgements had been made in both cases in terms of what was best for the learners concerned and this continued to be closely monitored on a weekly basis. s queried whether there was now a level of confidence that progress was being made with the two subcontractors in question which the Principal confirmed to be the case. However this would be dependent on the evidence produced following the planned meeting with Pearson. The Principal reported that if such evidence was not forthcoming then the College would proceed to issue a breach notice to the provider. The Principal also expressed confidence in the College achieving a very positive outcome at the end of the two year recovery period previously agreed with the Board. RESOLVED (B 32/15): To note the progress made in implementing the College s apprenticeships performance improvement action/recovery plan and the additional mitigating actions in place/planned in response to the 2014/15 funding gap. (Neil McLean left the meeting at this point) 9. Quality Review and Special Measures 2014/15 Mid Year Update The Senior Deputy Principal presented an update on the key findings from the quality review process and the performance of courses in special measures. It was reported that the quality review process continued to have a positive impact on performance with the majority of courses in special measures showing an improvement in retention. Interventions which had positively impacted on performance included: Changes to staffing structures and reduced reliance on agency staff The replacement of a number of qualifications Introduction of step up to level 2 qualifications to support weaker students MINUTES OF THE BOARD OF GOVERNORS 18 MAY

6 Improved recruitment process and initial and diagnostic assessment Improved ownership of data More rigorous monitoring of at risk students and progress tracking s queried the link between courses in special measures and the performance management process. The Deputy Principal Corporate Services advised that as courses were rarely attributable to one individual member of staff there was no direct correlation but would form part of relevant discussions. 10. Student Voice Term 2 The Board received and considered a paper summarising the feedback received from students in Term 2 and the impact of action taken in response to Term 1 feedback. In Term 2 feedback had been received via the Student Conference, Group Representatives, the Lesson Observation process and Student Equality Forums. In addition, structured forums with apprentices had been carried out involving 144 apprentices from 5 curriculum areas. The Senior Deputy Principal advised that all of the issues identified from the student voice process would continue to be actioned and monitored through the Student Voice Management Group. The Principal advised that the 2014/15 end of term student survey would be presented to a future meeting, providing governors with quantative data. 11. Finance (a) Monthly Finance Report The Director of Finance presented the finance report (management accounts) for the nine months to 30 April It was reported that there were no changes to the forecast to achieve the revised budget as agreed by the Board in March. However, the Director of Finance emphasised that the potential apprenticeship funding shortfall discussed earlier in the meeting was not currently included in the forecast pending the outcome of the business case submitted to the SFA. s were advised that plans were being prepared to mitigate the impact in advance of the risk crystallising. The balance sheet continued to reflect a strong asset position, in accordance with the budget for April There were no concerns in relation to cash flow. s queried the feasibility of incorporating a contribution analysis into the monthly finance report and the Deputy Principal Corporate Services undertook to bring forward an appropriate framework for this. RESOLVED (B 33/15): To receive the monthly finance report and to note the financial position of the College and the Group as at 30 April (b) Fees Policy 2015/16 The Director of Finance presented, for approval, the College s Fees Policy 2015/16. The policy had been updated to reflect changes in the funding rules issued by the SFA, EFA and HEFCE. The revised Fees Policy also provided for an increase in fees for learners on higher education courses and an increase in fees for partner schools. In response to a query from governors the Director of Finance advised that the College did not expect to see a decrease in student numbers as a result of the proposed fee increases, having taken account of competitor fees policies and other testing. MINUTES OF THE BOARD OF GOVERNORS 18 MAY

7 RESOLVED (B 34/15): That the Fees Policy 2015/16 be approved and authority delegated to the Principal and Chief Executive for the approval of any further changes required in response to any additional changes in funding rules for 2015/16. GOVERNANCE 12. Appointment of Student 2015/16 Emily Chapman, a Law and Criminal Studies student at the College, had been elected by students to serve as President of the Students Union for the academic year 2015/16. The Board s constitution provided for the SU President to serve as student governor, subject to their eligibility to serve. The Board was therefore recommended to appoint Emily as student governor for 2015/16, effective from 1 August RESOLVED (B 35/15): (a) That Emily Chapman be appointed as student governor for a one year term of office effective from 1 August (b) That Emily be invited to observe the June and July 2015 Board meetings as part of her induction into the role of student governor and to support the handover from the current student governor. 13. Minutes of Audit Committee Meeting held on 6 March 2015 The Board received, for information, the minutes of a meeting of the Audit Committee held on 6 March Leeds College of Music (LCoM) s received, for information, a copy of the Managing Director s Report to the LCoM Board of Directors dated April 2015 and the minutes of a meeting of the Board of Directors held on 14 April. It was noted that the Associate Director of Finance and Commercial Development would be leaving LCoM at the end of the month; discussions were taking place regarding how to fill this role to best serve the group. s expressed congratulations to LCoM on their recent achievement of two RIBA awards. 15. White Rose Academies Trust (WRAT) Board Membership The Clerk reported that a vacancy currently existed on the Trust s Board of Directors following the resignation of Gail Webb. The Chair and the CEO of the Trust had recently met with Erica Hiorns, Leeds City Council School Improvement Adviser, to assess her suitability for appointment and recommended her appointment with immediate effect. The Clerk advised that the appointing authority was Leeds City College as sponsor of the Trust. RESOLVED (B 36/15): That Erica Hiorns be appointed as a Director of White Rose Academies Trust for a four year term of office effective from 19 May Progress on Actions and Matters Arising from Previous Meetings The Board received the rolling list of matters/actions arising from previous meetings and noted the following updates: MoD Bid The Commercial Director reported that the College s bid had been unsuccessful. However, very positive feedback had been received on the quality of the bid and the Board expressed its thanks to the Commercial Director and his team for all their hard work in this respect. MINUTES OF THE BOARD OF GOVERNORS 18 MAY

8 The Principal also wished to place on record his thanks to the executive team for all their hard work over recent months. Safeguarding The Senior Deputy Principal briefed governors on the legal advice obtained relating to the disclosure of students criminal convictions at enrolment. The College s policy/procedure would be amended accordingly. The meeting closed at 7.50 pm Signed : (Chair) Date : MINUTES OF THE BOARD OF GOVERNORS 18 MAY