MINUTES OF THE MEETING OF THE BOARD OF GOVERNORS HELD ON MONDAY 20 OCTOBER 2014 Present Craig Clements Robert Clunas Shaid Mahmood (Chair) Neil McLean Libby Raper Peter Roberts Tina Turnbull (Vice Chair) Craig Williams Student and SU President Staff Elected Principal and Chief Executive The quorum for the meeting was seven Members In Attendance Brian Archer Gerry Godley Melanie Halstead David Harwood Nichola Newton Jane Pither Tracy Stuart Executive Director Commercial Development Principal and Managing Director (LCoM) - observer Clerk to the Board Senior Deputy Principal Deputy Principal Teaching and Learning Deputy Principal Corporate Services Vice Principal Quality and Standards The meeting was held at the Park Lane Campus and started at 4.30 pm PRESENTATION At the start of the meeting the Board received a presentation and input from Julie Hughes (BW Associates) on the topic of improving teaching, learning and assessment through lesson observations. The resulting discussion focused on why observation is important, the perceived benefits of graded versus ungraded lesson observations and evidence of impact. It was confirmed that the College would pilot an ungraded observation process in one curriculum area in 2014/15. The need for detailed feedback to be provided to staff, with or without a number being attached to it, was emphasised. The results of the pilot would be presented to the Board later in the academic year. A discussion also took place regarding the need for the College to be able to triangulate all of the data available to it to improve teaching, learning and assessment, for example learner outcomes, learner feedback and lesson observation data. At its meeting in July 2014 the Board had received a report on the findings from the 2013/14 lesson observation process and asked that outcomes from the planned focused reviews of subcontracted provision also be presented to the Board. The Vice Principal Quality and Standards therefore updated governors on the outcomes of these reviews to date. The following key points were highlighted and discussed: - The review activity had been carried out by an Ofsted inspector from BW Associates. - 87.5% of the ER provision reviewed to date had been assessed as good or better (62.5% good and 25% outstanding). - None of the provision reviewed to date had received a grade 4 (inadequate). MINUTES OF THE BOARD OF GOVERNORS 20 OCTOBER 2014 1
The Board considered the key strengths and areas for improvement identified from the focused reviews. Internal delivery of ER provision had a higher grade profile than subcontracted provision. The Vice Principal Quality and Standards confirmed that the issues identified would inform the College Self Assessment Report for 2013/14 and subsequent Quality Improvement Plan. A larger sample of activity would be carried out by the end of the autumn term with a follow-up report to the Board in the spring term. In relation to the whole College observation data, the overall percentage of good or better teaching had improved by 2 percentage points (to 81.2%), overturning a decline of 3 percentage points the previous year. This was set within the context of a no notice period and the introduction of the Communities of Professional Practice model supporting the cultural shift from teaching to learning. The circulated report contained benchmark data provided by BW Associates. This comparative dataset indicated that Leeds City College had performed well in terms of its percentage of good/better teaching in 2013/14 81.2% compared to benchmark of 64% (based on a sample of 67 providers and 3082 observations). Arising from discussion governors expressed a view that student feedback needed a shift in priority and focus, including at Board level. The Senior Deputy Principal advised that the College s Student Voice Strategy was currently being reviewed in conjunction with the Students Union and would be brought back to the next meeting. It was also agreed that key messages from the various student voice mechanisms be presented to the Board on a more regular basis. (Julie Hughes and Tracy Stuart left the meeting at this point) MEETING ADMINISTRATION 1. Apologies for Absence Apologies for absence were received from Cherry Fricker ( and Vice Chair). 2. Determination of Observers/Attendees at the Meeting The Board agreed attendees/observers at the meeting as per the above attendance list. Gerry Godley was welcomed to the meeting as the new Principal and Managing Director of Leeds College of Music (LCoM). 3. Declaration of Interests in any Agenda Items The Chair reminded Members of the requirement to declare their interest in any agenda items. Robert Clunas (staff elected governor) declared an interest in agenda item 8 (staff contracts and conditions of service). 4. Minutes of the Meeting of the Board held on 22 September 2014 RESOLVED (B 58/14): That the minutes of the meeting of the Board held on 22 September 2014 be approved and signed by the Chair. 5. Matters Arising The Board considered the rolling list of matters/actions arising from previous meetings. All identified items had been or were on schedule to be completed in accordance with agreed timescales. In response to a query from governors it was confirmed that the College s annual Student Destinations and Progression Report for 2013/14 would be presented to the November/December Board meeting. MINUTES OF THE BOARD OF GOVERNORS 20 OCTOBER 2014 2
Two written resolutions had been circulated and approved by the Board since the last meeting. These related to (1) the appointment of Robert Clunas as staff elected governor for a two year term of office effective from 22 September 2014 and (2) the appointment of Cherry Fricker and Tina Turnbull as Vice Chairs of the Board for a one year term of office with effect from 7 October 2014. At its previous meeting the Board had agreed a proposal to establish a managed service for agency workers through the formation of a subsidiary company of Leeds City College. The appointment of company Directors had been delegated to the Chair, Principal and Clerk and it was reported that the following individuals had subsequently been selected for appointment: Neil McLean () Jane Pither (Deputy Principal Corporate Services and Resource Management) Lydia Devenny (Director of Financial Resources) CHAIR S AND PRINCIPAL S REPORTS 6. Chair s and s Communications The Chair reported on the College s excellent Graduation Ceremony held the previous weekend, sharing with fellow governors the feedback he had received when talking to individual students, their families and friends. A discussion followed on how such feedback and the College s differentiation with regard to HE provision could be used as part of the College s marketing strategy. The Principal advised that a number of students had been asked to provide quotes for marketing purposes. Libby Raper (governor) reported on a recent Yorkshire Philosophical Society event at which one of the Nuffield Research placements was a Leeds City College student. Neil McLean (governor) reported on a UKCES and LEP dinner hosted by the College at its Food Academy (Printworks Campus). Excellent feedback had been received in relation to the performance of the College students involved. Neil McLean also provided feedback, as Chair of the Board of White Rose Academies Trust, on the recent recruitment and selection process for the post of Principal at Leeds City Academy. The way in which students at the academy had contributed to the process was commended. The new Principal would take up post in January 2015. Tina Turnbull (governor and vice chair) reported that she had met recently with the Assistant Principal for Health and Social Care in her social enterprise role to discuss potential joint working with the College. The following upcoming events in which governors were involved were noted: - AoC Y&H Chairs and Principals Forum (23 October) - APB Beef UK and Leeds City College Partnership Launch (6 November) - SAR Validation (weeks beginning 10 and 17 November) 7. Principal s Update The Principal updated the Board on the main activities of the College since the last Board meeting: Closedown of 2013/14 MINUTES OF THE BOARD OF GOVERNORS 20 OCTOBER 2014 3
The financial closedown of 2013/14 was on track. The Deputy Principal Corporate Services advised that the external auditors had not identified any significant issues during their year end audit work. The final outturn would be confirmed when the audited accounts were presented to the Audit Committee and Board in December. The Principal reported that academic success in 2013/14 was looking less positive at this stage, particularly with regard to apprenticeship provision. Two of the College s subcontractors had not delivered the expected achievements which would have an impact on the College s success rate for apprenticeships (both overall and timely). However, the Principal advised that the success rate did not affect the employment opportunities for students. Outcomes in relation to 16-18 provision were mixed - good progress had been made at Level 3, demonstrating an upward trend but there were issues with retention at Level 2 (as previously discussed) and possibly achievement issues at Level 1. Performance of HE provision remained strong. The Board asked that a full report be prepared for the next meeting clearly articulating all of the issues in relation to academic performance in 2013/14 together with management s response governors emphasised that the report needed to answer the questions why? and what are we doing to address?. It was also emphasised that the College s self assessment report for 2013/14 and subsequent quality improvement plan needed to pick up all of the issues identified. Enrolment 2014/15 The College had recruited well to the 14+ Apprenticeship Academy, adult learner responsive, HE and apprenticeship provision. Approximately 6000 16-18 year olds had been enrolled against the College s target of 6691; after taking account of planned activity, a shortfall of approximately 200 at the year end was forecast. The Senior Deputy Principal advised that the shortfall was due in part to the downward demographic as well as increased competition. A lengthy discussion took place with regard to the College s use of the available intelligence to inform its internal planning and its understanding of the marketplace. The Senior Deputy Principal advised that a review of the marketing campaign run in schools was underway together with direct targeting of parents and potential students for the 2015/16 intake. A postcode application and enrolment analysis from the City Region was also being carried out in order to shape the College s marketing strategy. It had previously been reported that the main issue was the conversion rate and therefore governors stressed the need for this to be addressed as part of any future marketing strategy. The Executive Director Commercial Development updated governors on the progress made towards the development of a customer service centre; mapping out of the customer journey was underway. In terms of funding, it was reported that although below target for student numbers the College was still likely to achieve its 16-18 funding target in 2014/15. The Board asked that management report back at the next meeting on how realistic it is to achieve the 2014/15 targets. LCoM FE Review The Principal provided a brief update on the ongoing review of FE provision at LCoM. A number of options were being explored, one of which being to transfer some or all of LCoM s FE provision to Leeds City College (LCC), phasing out delivery at LCoM over two years. The LCC/LCoM joint executive would continue to explore all options with a view to a final proposal being presented to the LCoM and LCC Boards. Property Strategy As previously agreed by the Board, the Horsforth Campus was earmarked for disposal within the College s property strategy. The Principal reported that in light of MINUTES OF THE BOARD OF GOVERNORS 20 OCTOBER 2014 4
the difficulties envisaged in relocating landbased provision from the campus the College had entered into tentative discussions with Askham Bryan College as they had indicated a willingness to take on the College s provision and staff. In response to a query from governors the Principal advised that the staff appetite for the proposed transfer was positive. In terms of the rationale for the proposed transfer, it was reported that the provision was costly for the College to run. In addition, transfer to a specialist landbased college such as Askham Bryan would be of immense benefit to landbased students, providing them with opportunities not currently available to them. The Board was asked to endorse the continuation of discussions with Askham Bryan College in relation to the potential transfer. The Deputy Principal Corporate Services confirmed that the Property Strategy Master Plan (scheduled for the December Board meeting) would provide a number of options for the Board to consider. The Deputy Principal Corporate Services also updated governors on the College s application to the LEP Skills Capital Fund for funding to carry out the Printworks phase 3 project. The application had been approved in principle subject to a number of conditions, the details of which were currently being considered. Key Staffing Issues It was reported that the College continued to experience significant staffing issues in English, Maths and Functional Skills with unprecedented levels of sickness and difficulty in recruiting high calibre staff. Arising from discussion governors suggested that this issue be flagged on the College s strategic risk register. s also asked for a separate report on Functional Skills to be prepared for the next meeting. RESOLVED (B 59/14): (a) That a detailed report on academic success 2013/14 be presented at the next meeting. (b) That a further report on 2014/15 enrolment against targets be presented at the next meeting. (c) That discussions continue with Askham Bryan College in relation to the potential transfer of landbased provision and staff. (d) That a further report on Functional Skills be presented at the next meeting. STRATEGIC DISCUSSIONS 8. Staff Contracts and Conditions of Service Confidential minutes refer. PERFORMANCE MONITORING 9. Dashboards (a) KPI Dashboard The Board received and considered the monthly dashboard of key performance indicators (KPIs). The 2013/14 closedown position and 2014/15 enrolment position had already been discussed earlier in the meeting so was not repeated here. In considering employer survey results, governors questioned whether the College was obtaining employer feedback regularly enough. s generally felt that this should be ongoing throughout the year rather than an annual process. Following discussion it was agreed to implement a quarterly survey and the Executive Director Commercial Development undertook to progress this. MINUTES OF THE BOARD OF GOVERNORS 20 OCTOBER 2014 5
The student governor suggested that the student voice KPIs be considered further as part of the planned review of the College s Student Voice Strategy. RESOLVED (B 60/14): (a) To receive and note the KPI dashboard for October 2014. (b) That employer surveys be carried out on a quarterly basis in 2014/15. (c) That student voice KPIs be considered as part of the planned review of the College s Student Voice Strategy. (b) Key Risk Indicator Dashboard The Deputy Principal Corporate Services presented the College s strategic risk dashboard for October 2014. The Board considered the four red (significant) risks identified and the mitigating actions in place/planned. All four red risks were projected to reduce to amber by the year end. The Principal advised that the strategic risk register would be reviewed and updated to reflect the issues discussed at this meeting. RESOLVED (B 61/14): To note the strategic risks facing the College as at October 2014 and the mitigating actions in place/planned by management. 10. Observation of Learning, Teaching and Assessment Covered as part of the presentation and input at the start of the meeting. 11. Organisational Development and Human Resources Annual Report 2013/14 The Board received and considered the Organisational Development and Human Resources Annual Report 2013/14. The format and content of this report was welcomed by governors and would be further enhanced through graphical representation of the data for future years. Notable steps had been made during 2013/14 in sickness absence management and managing performance and a range of actions planned for 2014/15 to drive further improvements. RESOLVED (B 62/14): (a) To receive and note the Organisational Development and Human Resources Annual Report 2013/14. (b) That the College s Equality and Diversity Annual Report 2013/14 and Action Plan for 2014/15 be presented to the Board for review/approval in December 2014. 12. Monthly Finance Report The Board received and considered the finance report (management accounts) for the two month period to 30 September 2014. The start of the financial year had been in line with expectations. All KPIs had been met with the exception of pay costs as a percentage of income; this was a result of previous year severance payments being settled early in the current financial year. The Board was also provided with financial trend information from 2008/09. This demonstrated the scale of the reduction in income and expenditure since merger and the development of an improving financial position. A contribution analysis for 2013/14 and 2014/15 were also provided; the Deputy Principal Corporate Services advised that this would be used for regular monitoring. MINUTES OF THE BOARD OF GOVERNORS 20 OCTOBER 2014 6
The balance sheet reflected a strong asset position. Pressure on the cash-flow during the spring term was noted and would be monitored carefully. A discussion followed in relation to the delivery and management costs associated with the College s planned bid to the MoD. The Executive Director Commercial Development advised that the commercial model would be brought back to the Board for consideration/approval in due course. The Deputy Principal Corporate Services also advised the Board of the SFA s recent confirmation of the College s financial health category as satisfactory following their review of the College s three year financial plan. RESOLVED (B 63/14): (a) To receive the monthly finance report and to note the financial position of the Group as at 30 September 2014. (b) That the commercial model associated with the MoD bid be presented to the Board for consideration/approval. (c) To note the SFA s confirmation of the College s financial health category as satisfactory. GOVERNANCE AND AUDIT 13. Governance Appointment of Non-Executive Board Members RESOLVED (B 64/14): (a) To approve the recommendations of the Search and Governance Task and Finish Group in relation to the appointment of new non-executive Board members wef 1 November 2014, as follows: Board Member Term of Office Background Becky Hewitt 1 year General Manager People Leeds Building Society Donna Howden 1 year Senior Manager Telefonica Gerald Jennings 3 years Portfolio Director Retail Land Securities Christine Smith 3 years Category Director Morrisons (b) That Adam Beaumont (CEO of AQL, a Leeds based telecoms firm) be appointed to serve as a co-opted member with effect from 1 November 2014 with a view to him being appointed as a governor for an initial one year term in April 2015. (c) To note the resignation of Craig Williams as a governor with effect from the end of October 2014 and the plans in place to reallocate the governance MINUTES OF THE BOARD OF GOVERNORS 20 OCTOBER 2014 7
14. Audit roles/responsibilities currently carried out by him (including membership of the Audit Committee and Safeguarding Champion). Minutes of Meeting of Audit Committee The Board received, for information, the minutes of a meeting of the Audit Committee held on 19 September 2014. It was noted that each of the Committee s recommendations had been considered/agreed by the Board at its September meeting. 15. Leeds College of Music (LCoM) Minutes of Meeting of Board of Directors The Board received, for information, the minutes of a meeting of the LCoM Board of Directors held on 23 September 2014. s expressed their congratulations to LCoM on the high percentage of students achieving at least a IIi classification in 2013/14 (84%). ANY OTHER BUSINESS Thanks s expressed their sincere gratitude to Craig Williams for his outstanding contribution to the work of the Board and the College throughout his term of office as a governor. His wider contribution to education and skills in the city was also commended. The meeting closed at 7.30 pm Signed : (Chair) Date : MINUTES OF THE BOARD OF GOVERNORS 20 OCTOBER 2014 8