BY INVITATION: Michelle Seeley (Deputy Principal: Finance and Resources) (Health and Safety Advisor)

Transcription

1 WARRINGTON COLLEGIATE FINANCE, HUMAN RESOURCES AND ESTATES COMMITTEE MINUTES OF A MEETING HELD ON 12 JUNE 2013 PRESENT: Rob Andrew Colin Daniels Paul Hafren John Joyce Eddie McCrudden Afthkar Quayyum (Principal) (Chairman) BY INVITATION: Michelle Seeley (Deputy Principal: Finance and Resources) Gary Lindsay (Health and Safety Advisor) Myrtle Northage (Director of Apprenticeships) IN ATTENDANCE: Frank Hardman (Clerk to the Corporation) Joan Parker (Governance Administrator) PART I 15.2 APOLOGIES FOR ABSENCE To receive any apologies for absence There were no apologies for absence 15.3 DECLARATION OF INTEREST To receive and note any declarations of interest The Chairman asked if any Member had any interest to declare in any item on the agenda. There were no declarations of interest MINUTES OF A MEETING HELD ON 13 FEBRUARY 2013 PART I To receive and approve as a correct record the minutes of a meeting held on 13 February 2013 Part I The minutes were received, approved and signed as a correct record MATTERS ARISING To consider any matters arising Further to Action 1: information was included in the Principal s Report to the Corporation dated 13 March 2013 and further updates would be provided at the next Corporation meeting on 3 July 2013 Further to Action 2 see agenda item Further to Action 3: An explanation of the standing charges in gas utilities bills was provided CHAIRMAN S ACTIONS Finance, Human Resources and Estates Minutes 12 June 2013 Part I 1

2 To approve any actions taken by the Chairman on behalf of the Committee The Clerk to the Corporation reported that since the last meeting Chairman s Action had been obtained to put in place an overdraft facility of 250k. It was noted that the Financial Statements for year ending 31 July 2012 had been approved and signed off on 21 March 2013 by the Chairman of the Corporation and the Principal LEARNING COMPANIES To receive a presentation from Myrtle Northage, Director of Apprenticeships, on Learning Companies Commercial Ventures being developed by Colleges The Principal welcomed Myrtle Northage to the meeting. Myrtle stated that she was developing the business side of the Apprenticeship provision. She had been working on the introduction of Learning Companies which would be commercial ventures owned by the College with private sector support and were built on the core values of sustainable profitable growth and innovative ideas. The benefits to the Collegiate would be: Contribute financially to college income Provide real work experience and employment opportunities for students Drive entrepreneurship amongst staff and students Enhance our offer to both students and employers Promote innovation. The College would be looking at the Low Investment Learning Companies on site which would include Creative Design and Marketing and Recruitment Agency. She had visited other Colleges with companies run by private sector support, staffed by student apprentices who were given a real opportunity to gain experience in a real life environment. The Recruitment Agency would have 50/50 ownership between the Collegiate and Integra People, a recruitment agency based in Birchwood who had processes in place and understood the workings of the industry. The main aim was to: find employment for our students establish strategic partnerships with employers generate alternative income for the College enhance our reputation in the sector at a time when job outcomes were paramount Students would be recruited via the recruitment agency and would go onto a temporary contract for 13 weeks after which, if successful, would become employees. The role and profile of Integra People were summarised: focus was on temporary to permanent recruitment 3 staff managing 95 contractors by end of year 1 turnover 71k per month located in reception/learner services area the Board would be made up of College and Integra Directors commencement of September 2013 Integra established in 2008 with a turnover of 5.2m in 2012 specialised in technical recruitment and executive search experienced 3 Directors with combined 40 years experience history of setting up high street recruitment branches. A great deal of research had been undertaken to identify partnerships that the College could work with. Integra People was a small company compared to other recruitment agencies. Finance, Human Resources and Estates Minutes 12 June 2013 Part I 2

3 She brought Members attention to the Risk Analysis and mitigation measures for: Financial risks cash flow, bad debt - Confidential invoice discounting Insurance against debt Robust credit control system Reputation Implement of high levels of safety and quality Systems Distraction from core business Recruit a dedicated team Utilise Integra s expertise Student retention Legal agreement with the company to ensure students continue with programme The benefits gained from the establishing of this Learning Company would include: Improve student progression into employment Raise our profile within the sector by leading the way Gain an up-to-date understanding of the labour market Gives labour intelligence to inform our curriculum offer Generate alternative income stream. The Principal said that it was intended to set up a company separate from the Collegiate, the cash flow etc would be an incremental model, confidential invoice discounting related to the monthly salary and funding would be conducted through the bank. Lengthy discussion took place and in response to concerns raised by Members, the Principal responded: In setting up the company College, protocols would be adhered to the business model would require further development Due diligence would be conducted Company search was currently being carried out Nothing had yet been put in writing A joint venture would be created A company resume could be provided for the information of Members The Principal said that this proposal was in keeping with what had been discussed previously in terms of strategic opportunities. This was a real opportunity and the next stage was to produce a business plan to ensure that it was a viable proposition. Because of the short timescale, the implementation date did not fall within the cycle of this Committee and therefore any developments would need to be presented to the Committee before its next meeting. A Member was of the opinion that this was a good opportunity in light of the development of the new Omega Business Park. It was proposed that a group of Committee Members should meet in 3-4 weeks time to study the proposal in depth, possibly the first week in July. The Principal agreed that the next stage would be for Integra People to do a presentation on the proposed business plan where Members could ask questions. The Chairman of the Corporation would like to see a financial report and the Deputy Principal: Finance and Resources stated she would check the business plan and the Due Diligence. A Member said he would like to see times and target dates included in the plan. Action 1: A meeting to be arranged at the beginning of July with Members of the Committee who were available to look at the proposed Business Plan. Myrtle added that a number of Colleges were participating in these commercial ventures and it was an ideal opportunity for the Collegiate. Members thanked Myrtle for her presentation. Finance, Human Resources and Estates Minutes 12 June 2013 Part I 3

4 Members received a presentation on Learning Companies Commercial Ventures being developed by Colleges from Myrtle Northage, Director of Apprenticeships. As Gary Lindsay, Health and Safety Advisor, was in attendance, the Chairman proposed that agenda item be taken as the next item HEALTH, SAFETY AND FIRE REPORTS To receive and note Health, Safety and Fire Reports: i) Safety Officer s Report ii) Fire Officer s Report iii) Accident and Incidents Summary iv) Accident and Incidents Statistics Copies of the above reports had been circulated with the agenda. Gary Lindsay, Health and Safety Advisor brought Members attention to the main points from his reports: Members of staff had now been trained by Instructors from North West Ambulance Service to deliver CPR and defibrillator training to students across the College. This had been extended to staff from the Beamont Collegiate Academy and a total of 26 staff were qualified to deliver the training. Another group of staff were now qualified to deliver first aid training to childcare students as part of their course, having received the appropriate training. Select Security came on site with a dog trained to detect illegal substances. The first session was free but subsequent sessions would incur a cost. The event was well received and the dog handler confirmed there were no problems with illegal substances on this site. The Police confirmed that this was the only College being pro-active in drug detection and prevention. A peer audit was carried out by the Health and Safety Officer from Macclesfield which was an exercise being carried out by many Colleges. He took away a great deal of information on best practice and, in light of this audit, the Collegiate DSE policy was reviewed. A visit was made to the Fire and Rescue Service HQ in Winsford, a state-of-the-art training facility, by the Health and Safety Advisor and two Libyan students. This facility could be utilised to deliver bespoke training for Critical Incident Management and this was being looked at. The Libyan students had also been given tours of the local Fire Stations as part of their training. There were a total of 22 accidents and 22 incidents reported since January of this year. The incidents mainly related to bicycles being stolen: steps taken to reduce the problem included an additional CCTV camera at the front of the building, installation of new signs alerting students to bicycle theft and erection of a security fence near the brickwork yard which would be locked during the day and opened at pre-set times. A Member asked about the theft of a laptop from B block and was advised that procedures were in place whereby laptops were stored on a trolley and locked up until they were distributed in the classroom. This had been an isolated incident. The Chairman thanked the Health and Safety Advisor for his report. Members received and noted the Health, Safety and Fire Reports. The Health and Safety Advisor left the meeting Finance, Human Resources and Estates Minutes 12 June 2013 Part I 4

5 15.7 FINANCE AND GENERAL MATTERS REVIEW OF FINANCIAL PERFORMANCE 2012/2013 TO DATE i) Management Accounts for period ending 26 April 2013, to include current Framework for Excellence dimension ii) Treasury Management Report To consider and, if so minded, to approve the reports on Financial Performance 2012/2013 to date i) Management Accounts for period ending 26 April 2013 Copies of the Management Accounts for the period ending 26 April 2013, to include current Framework for Excellence dimension, had been circulated with the agenda. The Chairman stated that the outturn forecast for 2012/13 was switched part way through the year, during February/March, and showed 17.8m income with a 500k projected surplus Apprenticeships were being closely managed and income had risen from 940k to 1.1m and staff were working hard to maintain this target. The Deputy Principal: Finance and Resources added that they were ensuring that covenants were not breached and that cash flow was managed to the end of the financial year. Projects mainly related to European Social Fund contracts and the Collegiate had recently been successful in securing three contracts for educational visits including one for Leonardo. ii) Treasury Management Report Copies of the Treasury Management Report had been circulated with the agenda. The Deputy Principal: Finance and Resources advised that there was little money to invest and poor interest rates available. She brought Members attention to the May 2013 period end balance of deposits and interest sums achieved, which had incorrect totals in both columns. Members considered and recommended approval to the Corporation: i) Management Accounts for period ending 26 April 2013, to include current Framework for Excellence dimension, and ii) Treasury Management Report REVIEW OF COLLEGIATE FINANCIAL REGULATIONS (STANDING ITEM) To consider and, if so minded, to recommend to the Corporation approval of the Financial Regulations for the Collegiate Copies of a review of Collegiate Financial Regulations had been circulated with the agenda. Members noted there had been three changes since the last review viz: i) Lorraine Disney s name had been removed from the list of authorised signatories and had been replaced with Jess Criswell. ii) In Appendix C (6), a department move had resulted in a name change from Sean Hayes to Charlotte Hands iii) The Anti-Bribery Act had been included under Appendix N. Finance, Human Resources and Estates Minutes 12 June 2013 Part I 5

6 Members considered and recommended to the Corporation approval of the Financial Regulations for the Collegiate with the inclusion of the above changes STRATEGIC OBJECTIVES (STANDING ITEM) To receive and note an update on progress towards Strategic Objectives from the Deputy Principal: Finance and Resources Copies of an update on progress towards Strategic Objectives from the Deputy Principal: Finance and Resources had been circulated with the agenda. The Deputy Principal: Finance and Resources brought Members attention to the main points from the progress report: The outturn forecast had already been discussed under (i) There was a separate paper in terms of 2013/14 budget which showed the position financially in terms of KPIs and Framework for Excellence scoring As reported at the last meeting, it was no longer necessary to complete FMCE although it was good practice and she would continue to do so Attention was brought to staff costs at 62% which were heading in the right direction Members received and noted an update on progress towards Strategic Objectives from the Deputy Principal: Finance and Resources COLLEGE BUDGET 2013/2014 To consider and, if so minded, to recommend to the Corporation approval of the College Budget 2013/2014 Copies of the College Budget 2013/2014 and Commentary had been circulated with the agenda. The Chairman advised that the draft indicative allocation had been looked at earlier in the year and there were no significant changes from this allocation. For 2013/14, income was projected at 18.1 m which was a modest figure and was a 1.8% increase from the previous year. A number of items were highlighted from the budget i.e. a considerable reduction in Adult funding of 483k which included an assumed amount from the SFA for 24+ loans of 358k that depended on student take-up of the loans. However, nationally only 700 had applied for 24+ loans against an expected figure of 80,000 there was a projected growth in apprenticeships but a reduction in core funding caused by a reduction of 50 learners HE growth was quite minimal despite the relationship with the University of Chester the growth of HE as part of the Consortium was, however, growing considerably Project fees at 1m which remained unchanged from 2012/13 the main was on growing full cost provision e.g. Marketing, HR, First Aid which were areas that needed to be progressed The Chairman recommended approval of the College Budget 2013/14 and Members agreed. Members considered and recommended to the Corporation approval of the College Budget 2013/ THREE YEAR FINANCIAL PLAN 2012/2013 TO 2015/2016 i) to consider and, if so minded, to recommend to the Corporation approval of the College 3-year Financial Plan to 2015/2016 Finance, Human Resources and Estates Minutes 12 June 2013 Part I 6

7 ii) to receive and note 3-year plan scenarios Copies of a three-year Financial Plan 2012/2013 to 2015/2016 and Forecast Commentary had been circulated with the agenda. The Income and Expenditure Account had been omitted from the papers and copies were circulated to Members. The Deputy Principal: Finance and Resources explained that it was a requirement for the SFA to produce a three-year plan. Year 1 related to 2014 followed by 2015 and 2016 which gave reasonable estimates of where the Collegiate would be at the end of three years. At a meeting with the SFA to discuss the position the Collegiate was in at the moment, there was a general indication that there would be a 10% cut on adult funding as a result of the 24+ loans, although there was a real opportunity around apprenticeships and traineeships. All of these scenarios had been built into the three-year plan with an increase of 3.5% for income in 2014 and 2015 and a 2% increase for We would need to maintain our KPIs in order to achieve 3% above surplus. The Principal reported that the three-year plan presented was a modest budget but maintained growth. The Chairman confirmed it was right to maintain a prudent budget and recommended approval by the Corporation. This was agreed by Members. i) Members considered and recommended to the Corporation approval of the College 3-year Financial Plan to 2015/2016, and ii) Members received and noted 3-year plan scenarios TOP STRATEGIC RISKS To receive the updated Risk Chart and Risk Register Copies of the Top Strategic Risks as at 28 May 2013 and copies of the Risk Register had been circulated with the agenda. The Deputy Principal: Finance and Resources reported that the strategic risks remained unchanged although there were additional risks relating to the role of the wider group. Members received the updated Risk Chart and Risk Register PAY NEGOTIATIONS 2013/2014 To receive and note the contents of a report on Pay Negotiations 2013/2014 Copies of a report on Pay Negotiations 2013/2014 had been circulated with the agenda. The Deputy Principal: Finance and Resources stated that the report contained information regarding the National Joint Forum proposals made for the 2013/14 pay negotiations. This report had been included in the papers for information only and further discussions were taking place with the NJF at a meeting scheduled for 25 June It was noted that a commitment had been made last year for a pay award based on the surplus forecast for 2012/13. The Deputy Principal: Finance and Resources stated she would look at the minute from last year and report back to Members at the Corporation meeting on 3 July Action 2: The Deputy Principal: Finance and Resources to look at the minutes of the meeting held this time last year and report back to Members at the Corporation meeting. Finance, Human Resources and Estates Minutes 12 June 2013 Part I 7

8 Members received and noted the contents of a report on Pay Negotiations 2013/ STRATEGIC STATEMENT 2013/2014 To receive a presentation on the draft Strategic Statement 2013/2014 from the Principal The Principal showed a number of slides on the Strategic Statement 2013/14 and beyond. He said that he was conducting this preliminary session with both the Finance, Human Resources and Estates and Standards and Curriculum Committees and would report back to the Full Corporation on what was emerging in the Strategic Statement at its next meeting. The presentation covered the following topics: 1) Overview of the Strategic Planning Process 2) Overvew of Long Term Direction including support to gain employment or progress to HE and offer of broad, deep curriculum and individual pathways 3) Implications from analysis of external and internal context this was where the Joint Venture would come into its own i.e. growth from variety of income streams and new models of delivery 4) College Development Plan 5) College KPIs this Committee would be looking at the particular area of Resources and included space utilisation which had been removed previously but with the introduction of the Studio School would need to be re-visited 6) College Strategic Statement 7) Curriculum, Quality and Marketing 8) Resources 9) Risk Management 10) 1 st Draft Development Plan actions we need to roll into 2013/14 11) Average College Mix The Principal advised that a more detailed version of the Strategic Statement 2013/14 would be presented at the Corporation meeting on 3 July Members received a presentation on the draft Strategic Statement 2013/2014 from the Principal 15.8 HUMAN RESOURCES HR REPORTS To note the contents of the following HR reports: i) Total FTE 2011, 2012 and 2013 by month ii) Staff Recruitment detailed by month for 2011, 2012 and 2013 iii) Staff Turnover in 2011, 2012 and 2013 by month iv) Staff Turnover by reason v) Attendance Rates for 2011, 2012 and 2013 by month vi) Absence rates by department Copies of the above HR Reports had been circulated with the agenda. The Principal summarised the contents and brought Members attention to the key points: The Deputy Principal: Finance and Resources reported that the key message related to long term sickness with one member retiring and two members of staff returning to work. She added that the long term sickness had been genuine and related to operations and hospitalisation. Finance, Human Resources and Estates Minutes 12 June 2013 Part I 8

9 In the table for staff turnover under item (iii), A Member queried the disparity of annualised % for 2012 with June showing 18.8, July 32.1 and August 41.5 and what did the statistics mean. The Principal explained that these figures were given on a rolling 12 months and that the reason for the disparity could relate to redundancies and staff moving on at the end of the year. The Deputy Principal: Finance and Resources stated she would ask the HR Director for an explanation. Action 3: The Deputy Principal: Finance and Resources to ask the HR Director for an explanation of the disparity in annualised staff turnover for 2012, particularly during June-August ESTATES ESTATES REPORTS To note the contents of the report on Supply and Use of Utilities The Deputy Principal: Finance and Resources advised that, as reported at the February meeting, the College had negotiated new energy contracts for gas and electricity as from 1 July She stated that the Director of Facilities and Operations continued to monitor energy consumption and that the Collegiate was as efficient as it could be. Members noted the contents of the report on Supply and Use of Utilities FEEDBACK FOR THE CHAIR ON ITEMS TO BE REPORTED TO THE CORPORATION Members to give feedback to the Chair on any items to be reported to the next meeting of the Corporation Members felt that items to be reported to the Corporation should include: Review of Financial Performance 2012/13 to date Review of Collegiate Financial Regulations College Budget 2013/ Three Year Financial Plan 2012/13 to 2015/ Pay Negotiations 2013/ Strategic Statement 2013/ Health, Safety and Fire Reports ANY OTHER BUSINESS To consider any items of other business There were no further items of business DATE AND TIME OF NEXT MEETING To note that the next meeting of the Committee is to be held at 6.00 pm on Wednesday 13 November 2013 Signed: Date:. Finance, Human Resources and Estates Minutes 12 June 2013 Part I 9