Meeting of the Board of the Corporation - Trafford College

Minutes of the Meeting of the Board of the Corporation
held on Wednesday 4 November 2009
at 5.30 pm in the Boardroom at the Altrincham Centre
Present:
Graham Luccock, Chairperson
Bill Moorcroft, Principal
Jane Baugh
Paula Entwisle
Jed Hassid
Sam Hodkin
Colette Kelly
Muir Miller
Paula Pearson
Laverne Picart
Norma Raynes
Guy Robson
Catherine Tong
John Whitby
Richard Woodford
In Attendance:
Barry Watson, Clerk to the Corporation
Antoinette Lythgoe, Vice Principal Corporate Planning
Michelle Leslie, Vice Principal Resources
Prior to the commencement of the meeting, the Board of the Corporation received a presentation from
Amanda Melton (Assistant Principal Communication & Customer Services) which covered the
following aspects of her responsibilities: student support, careers guidance, additional learning
support, tutorials, student welfare, Pro-monitor, ILT/VLE, website/internet, marketing, admissions,
customer services, nursery and catering.
The Board thanked the Assistant Principal for her informative presentation and wished her and her
staff well with the future success and development and challenges.
The Chairperson also welcomed Board members to the first Board meeting in the new Boardroom.
Minute No.
CORP/71/2009
Apologies for absence
The Clerk to the Corporation reported that apologies for absence had been
received from Maryam Herin and Zena Thewlis.
CORP/72/2009
Declaration of direct or indirect interest in any of the following items
Jane Baugh and Paula Pearson declared an interest in agenda item 15 iv). It
was resolved that the members should withdraw from the meeting during the
consideration of this item.
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Minute No.
CORP/73/2009
Minutes of the Board of the Corporation Meeting held on
22 July 2009
The minutes of the meeting were approved and accepted as a correct
account of the meeting’s proceedings.
CORP/74/2009
Matters arising from the Minutes
i) CORP/48/2009 - Music Centre Newton St, Manchester
In response to a member’s question, the Vice Principal Resources advised
the Board that the College was still waiting for the Environmental Health
Officer to carry out an inspection with regard to the noise problem.
The Vice Principal undertook to advise the Board on the outcome of the
Inspection when it had been completed.
Action: Vice Principal Resources
ii)
CORP/54/2009 – Schedule of Board and Committee Meetings
The Clerk to the Corporation advised the Board that he had checked with the
schedule of meetings for TMBC and that there was only one clash in
meetings during this Academic and that unfortunately this date could not be
changed.(24 March 2010)
The Clerk undertook to take TMBC’s calendar of meetings into account in
producing next year’s schedule of meetings.
Action: Clerk to the Corporation
iii)
CORP/55/2009 – Governance Matters
The Chairperson of the Corporation updated the Board on the consultation
meeting that he and Catherine Tong had attended concerning the national
review of Governance. It was noted that the outcomes from the review were
likely to be published at the AoC Conference in mid November 2009.
iv)
CORP/69/2009 – Any other Business (Facebook for Students)
The College’s approach to Facebook was covered in the Assistant Principal’s
presentation.
CORP/75/2009
Principal’s Briefing
The Principal presented his report which covered the following subjects:-
• A letter from two Secretary of States
• AOC Conference
• Pre–Employment Training
• AoC Manifesto
• Public Spending
• Simplifying the Skills Landscape - the SFA and RDAs
• Five from the Labour Conference on Education.
• Five from the Conservative Conference on Education
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Minute No.
The Board of the Corporation discussed and considered the items in the
Principal’s briefing in detail and in particular noted the action that was being
taken with regard to the impact on business support services that the
reduction in funding would have. It was noted that the Principal would
provide full details of the outcome of the business support review at the next
meeting of the Board of the Corporation.
Action: Principal
After due discussion and consideration it was resolved that the report be
noted.
CORP/76/2009
Principal’s Quarterly Report
The Board of the Corporation received a report from the Principal which
outlined his proposals for a quarterly report on the College’s key performance
indicators.
The Board of the Corporation welcomed the proposals contained in the
report and looked forward to receiving the first report at the next meeting.
Action: Principal
CORP/77/2009
Trafford Academy – Expression of Interest
The Principal presented a report which advised the Board on the proposals to
replace Lostock College and Stretford high School and the progress made in
respect of the new Academy.
It was noted that the Expression of Interest had now been completed for
Ministerial Approval but that the two issues of the location and the land
available and the Academy size based on pupil number information were still
outstanding and required agreement and confirmation with the Local
Authority.
The Board debated these matters in great detail and after discussion it was
agreed that unless the appropriate resources (land/location) were made
available to deliver the needs of the learners then the College would not be
able to proceed with the proposals. It was also agreed that the Principal
proceed with the Feasibility Phase once the land detail had been agreed and
the Expression of Interest had Ministerial approval.
During the discussions Jane Baugh commented that a meeting had not taken
place with Ward Councillors concerning the matter as detailed in the
Expression of Interest.
Action: Principal
CORP/78/2009
Annual Review of Health & Safety Policy 2009-2010 and Annual Health &
Safety Report 2008-2009
The Vice Principal Resources presented a report which enabled the Board of
the Corporation to consider the Health and Safety Policy Statement of Intent
and to review the Annual Health and Safety report.
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The Board of the Corporation considered the report in detail and in particular
discussed:
• the role of Heads of Departments in complying with the Health &
Safety Policy and the fact that this weakness presented no significant
risk to the Corporation;
• the College’s green travel plan.
After due discussion it was unanimously agreed that the Health and Safety
Policy Statement of Intent be approved and that the Annual Health and
Safety Report be received and noted.
In discussion it was agreed that in future the Annual Report would be
presented to Governors before it is sent out.
Action: Vice Principal Resources
CORP/79/2009
Review of Code of Conduct for Corporation Members and Standing
Orders 2009-2010
The Board of the Corporation received and considered a report which
reviewed the arrangements for the Code of Conduct for Corporation
Members and the Corporation’s Standing Orders for 2009-2010.
After due discussion it was resolved that the Code of Conduct and Standing
Orders as detailed in the Clerk to the Corporation’s report be approved.
CORP/80/2009 Review of Committee Membership and Terms of Reference 2009-2010
The Clerk to the Corporation presented a report which made proposals for
Committee membership arrangements and the Terms of Reference for the
period 2009 -2010.
After due discussion it was resolved that the Committee Membership and
Terms of Reference of Committees for 2009-2010 as detailed in the Clerk’s
report be approved.
CORP/81/2009 Governance Attendance Data 2008-2009
The Clerk to the Corporation’s report detailing Governance attendance for
2008-2009 was received and noted.
CORP/82/2009
Appointment of Student Governor
The Board of the Corporation unanimously approved the recommendation
that Matthew Davies be appointed as a Student Governor for the period
01.09.2009 - 31.08.2010. It was also agreed that he should be a member of
the Curriculum & Quality Committee.
CORP/83/2009 Individual Governor Training Plans 2009-2010
Action: Clerk to the Corporation
The Chairperson advised the Board that individual training plans had now
been drawn up based on the recently undertaken individual training needs
analysis and that the Clerk to the Corporation would send them out to
individuals in due course.
Action: Clerk to the Corporation
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Minute No.
CORP/84/2009 Minutes of the Search Committee Meeting held on 16 September 2009
The minutes of the meeting were received and noted.
CORP/85/2009
Matters Arising from the Minutes
i) SEARCH/07/2009 - Review of Governor Training and Mentoring
Policy
The Board of the Corporation unanimously approved the Committee’s
recommendation that the Governor Training and Mentoring Policy be
approved.
ii)
SEARCH/10/2009 – Appointment of Co–opted Specialist onto the
Audit Committee
The Board of the Corporation unanimously approved the Committee’s
recommendation that Tabitha Gardner be appointed as a Co-opted Member
of the Audit Committee for the period 01.10.2009 - 30.09.2013.
iii)
SEARCH/11/2009 – Expiry of Terms of Office of 4 members of the
Board of the Corporation – September 2009
The Board of the Corporation unanimously endorsed the Committee’s
recommendations that the following appointments be made to the Board of
the Corporation for the period outlined:
Cllr Jane Baugh 01.01.2010 - 31.12.2011
Cllr Paula Pearson 01.01.2010 – 31.12.2011
Phil Aspden 06.11.2009 – 05.11.2013
Janet Callender 06.11.2009 - 05.11.2013
Action: Clerk to the Corporation
CORP/86/2009 Minutes of the Audit Committee Meeting held on 23 September 2009
The minutes of the meeting were received and noted.
CORP/87/2009
Matters Arising from the Minutes
i) AUDIT/26/09 – Internal Audit Reports 2008/2009 (Visit 3)
The Board of the Corporation unanimously approved the Committee’s
recommendation for the acceptance of the internal audit reports.
ii) AUDIT/27/09 – Annual Internal Audit Report 2008-2009
The Board of the Corporation unanimously approved the Committee’s
recommendation for the approval of the Annual Internal Audit Report for
2008-2009.
iii) AUDIT/28/09 – Revised Internal Audit Annual Plan 2009- 2010
The Board of the Corporation unanimously approved the Committee’s
recommendation concerning the revisions to the Annual Internal Audit Plan
2009-2010.
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Minute No.
iv)
Performance Monitoring 2008-2009 and Re-appointment and Letter
of Engagement of Internal Auditors 2009-2010.
The Board of the Corporation unanimously approved the Committee’s
recommendation concerning the reappointment of RSM Bentley Jenison as
the College’s internal auditors for the period 2009-2010.
CORP/88/2009 Minutes of the Resources Committee Meeting held on 14 October 2009
The minutes of the meeting were received and noted.
CORP/89/2009
Matters Arising from the Minutes
i) RES/39/2009 – Management Accounts Year Ending 31 July 2009
The Board of the Corporation unanimously approved the Committee’s
recommendation for the approval of the management accounts for the year
ending 31 July 2009.
CORP/90/2009 Minutes of the Capital Bid Working Group held on 14 October 2009
The minutes of the meeting were received and noted.
CORP/91/2009
Matters Arising from the Minutes
There were no matters arising from the minutes.
CORP/92/2009
Any Other Business
The Vice Principal Corporate Planning made a recommendation to the Board
that the College’s credit card facility be changed from the Bank of Ireland to
Barclays Bank.
After considering the reasons for the proposed move it was resolved that the
recommendation be approved.
Action: Vice Principal Corporate Planning
CORP/93/2009
Date of next meeting
It was agreed that the next meeting of the Board of the Corporation would be
held at 5.30 pm on Wednesday 16 December 2009 at the Altrincham Centre.
The meeting closed at 7.05 pm.
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