Meeting of the Board of the Corporation - Trafford College

Minutes of the Meeting of the Board of the Corporation
held on Wednesday 12 May 2010
at 5.30 pm in the Boardroom at the Altrincham Centre
Present:
Graham Luccock, Chairperson
Sir Bill Moorcroft, Principal
Phil Aspden
Janet Callender
Terry Charnock
Matthew Davies
Maryam Herin
Sam Hodkin
Muir Miller
Marie Mohan
Brendan O‘Connor
Paula Pearson
Norma Raynes
Guy Robson
John Whitby
Richard Woodford
In Attendance
Barry Watson, Clerk to the Corporation
Peter Carroll, Deputy Principal
Antoinette Lythgoe, Vice Principal Corporate Planning
Michelle Leslie, Vice Principal Resources
Prior to the commencement of the meeting the Chairperson welcomed Marie Mohan, Terry Charnock
and Brendan O’Connor to their first meeting of the Board of the Corporation.
The Chairperson also presented members with copies of the College’s recently produced marketing
materials and reminded members that they needed to return their completed Governor review
documentation to the Clerk to the Corporation immediately.
Minute No.
CORP/26/2010
Apologies for absence
The Clerk to the Corporation reported that apologies for absence had been
received from Jed Hassid and Laverne Picart.
CORP/27/2010
Declaration of direct or indirect interest in any of the following items
There were no declarations of either direct or indirect interest in any of the
meeting’s business items.
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Minute No.
CORP/28/2010
Minutes of the Board of the Corporation Meeting held on
24 March 2010
The minutes of the meeting were approved and accepted as a correct
account of the meeting’s proceedings.
CORP/29/2010
Matters arising from the Minutes
i) CORP/04/20109 – Matters arising from the Minutes (Teaching
Review )
The Vice Principal Resources updated the Board concerning the outcomes of
the recent teaching staff review. The Board was pleased to note that the
College staffing costs were now below the sector average. It was also noted
that the accredited Trades Unions had all accepted the College’s pay offer of
2% over the pay period February 2010 until August 2011.
After due consideration, it was resolved that the Vice Principal’s tabled report
and verbal update be noted.
ii)
CORP/05/2010 - Principal’s Quarterly Report
The Principal advised the Board of the actions that were being considered in
order to address diversity of income issues.
It was noted that the Deputy Principal would be convening a group of wide
ranging people who could brain storm the issue and develop entrepreneurial
ideas. It was agreed that Members of the Board of the Corporation would be
invited to these opportunities workshops.
The Board discussed the matter in detail and in general terms agreed that the
following principles should be adhered to in the development of a wider
Strategy:
• The REAL opportunities should be clearly identified
• It would not be appropriate to set targets for increased income
• Opportunity cost factors should always be considered
• The core business of the College should remain the focus of
management activity
Action: Deputy Principal
The Principal also advised the Board that the College Senior Managers had
each been given written business objectives of liaising with other comparable
colleges to ascertain benchmark performance data for their areas of
responsibility.
Action: Senior Managers
After due consideration and discussion it was resolved that the verbal
updates be noted.
CORP/30/2010
Principal’s Quarterly Report
The Principal presented his quarterly report which provided the Board of the
Corporation with an overview of the College performance for the period
February to April 2010 in the areas of finance, learner numbers, human
resources and curriculum.
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The Board of the Corporation considered the report in detail and were
particularly pleased to note the marked improvement in overall success rates.
The Board of the Corporation thanked the Principal for his performance
report and resolved that it be noted.
CORP/31/2010
Academy Update
The Principal provided the Board with a verbal update concerning the
Trafford Academy which was received and noted.
The Board was pleased to note that all targets in the progress chart had been
achieved and that everything was proceeding satisfactorily.
CORP/32/2010 Corporate Plan 2010-2011
The Principal presented to the Board of the Corporation the proposed
Corporate Plan for 2010-2011, the detail of which had been considered at the
Governors’ Development Day.
The Board of the Corporation discussed and debated the Plan in detail
including the following issues:
• The broader environment and how political and financial changes
could impact on College activity
• The College’s commitment to social responsibility
• The importance of Partnership working
• Flexibility of delivery to meet local demand
• Accommodation challenges and the need to rationalise current
accommodation arrangements.
In discussion it was agreed that the Principal would add to the Plan the
intention that the College would seek to explore the opportunity of diversifying
its income.
Action: Principal
After due consideration it was unanimously resolved that the Corporate Plan
2010-2011 be approved.
CORP/33/2010 Staff Survey April 2010
The Deputy Principal presented a report which detailed the results of the
recent on line staff survey.
The Board members debated and discussed the report and the findings of
the survey in great detail and made the following observations:
• The outcomes should be put into context; there was a general feeling
that the contextual position was not adequately explained in the
report.
• The methodology and design of the survey was questioned and it
was felt that managers might like to consider how future surveys
should be undertaken.
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• Management might like to think how the outcomes are
communicated to staff and the wider environment, particularly the
allocation of “don’t know” into the “disagree” category.
• The amazingly high results in certain areas of activity reflecting well
on the College as a whole.
• How members of the Governing Body could support the senior
management team going forward, especially through the Buddy
system.
After due discussion it was agreed that the senior managers would take the
Board members’ comments into account in managing the staff survey and
Phil Aspden agreed to provide support to managers in relation to future
surveys.
CORP/34/2010 Final Funding Allocations 2010- 2011
Action: Senior Managers/Phil Aspden
The Vice Principal Corporate Planning presented a report which informed the
Board of the Corporation of the up to date position with regard to the
College’s funding allocation and any potential impact on income.
The report identified the position by funding stream, including 16-18 Learner
Responsive, 16-18 Apprentership, 19+ Learner Responsive, Learner
Community Development Learning, 19+ Apprenticeship and Train 2 Gain. It
was noted that there were no changes to the information supplied to the last
meeting of the Resources Committee.
The Board considered and discussed each funding stream in detail and after
due consideration resolved that the report be noted. It was also noted that
the Vice Principal Corporate Planning was reviewing the number of internal
audit days for 2010-2011 and would be making appropriate
recommendations to the Audit Committee.
Action: Vice Principal Corporate Planning
CORP/35/2010
Resignations of Members of the Board of the Corporation
The Chairperson of the Corporation advised the Board of the Corporation that
he had recently received letters of resignation from Councillor Jane Baugh
and Councillor Paula Pearson.
It was noted that the vacancies created by the resignations would be
considered by the Search Committee at its next meeting.
Action: Search Committee/Clerk to the Corporation
CORP/36/2010 Monitoring the Performance of the Board of the Corporation 2008/2009 -
Outcomes
The Clerk to the Corporation presented a report which detailed the findings
from the questionnaires completed by members of the Board of the
Corporation in relation to monitoring the Board’s performance for 2008/2009.
The Board considered and discussed the findings of the report in detail and
made a number of observations with regard to potential future practices and
operation of the Board.
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After discussion it was agreed that the Principal, Chairperson and Clerk to
the Corporation should meet in order to produce suggestions for the Board to
consider in the future.
Action: Principal/Chairperson/Clerk to the Corporation
CORP/37/2010
Minutes of the Curriculum & Quality Committee meeting held on
20 April 2010
The minutes of the meeting were received and noted.
CORP/38/2010
Matters Arising from the Minutes
i) C&Q/10/2010 – Student Attendance Policy
The Board of the Corporation unanimously agreed that the Committee’s
recommendation that the Student Attendance Policy be approved.
CORP/39/2010 Minutes of the Audit Committee Meeting held on 28 April 2010
The minutes of the meeting were received and noted.
CORP/40/2010
Matters arising from the Minutes
i) AUDIT/05/10 - Internal Audit Reports 2009-2010 Visit 1
• Human Resources
• Learner Number Systems and Funding Claims
• Payroll
• Cash Controls and Collection
• Corporate Planning Framework
The Board of the Corporation unanimously endorsed the Committee’s
recommendation that the above named internal audit reports be approved.
i) AUDIT/08/10 - Fraud Response Procedure
The Board of the Corporation unanimously endorsed the Committee’s
recommendation that the Fraud Response Procedure be approved
ii)
AUDIT/09/10 – Review of Policy for Additional Work Undertaken by
College Auditors
The Board of the Corporation unanimously endorsed the Committee’s
recommendation that the Policy for additional work undertaken by College
auditors be approved.
iii)
AUDIT/10/10 - Value for Money Strategy Review
The Board of the Corporation unanimously endorsed the Committee’s
recommendation for the adoption of a Value for Money Strategy.
CORP/41/2010
Any Other Business
A Student Governor raised the issue of security around the College campus
and it was agreed that the issues raised would be brought to the relevant
manager’s attention.
Action: Vice Principal Resources
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The Board offered their congratulations to John Pitt (member of staff) in
winning the prize on a leadership course at the Disney institute in Florida with
the National Skills Academy for hospitality.
CORP/42/2010
Date of next meeting
It was agreed that the next meeting would be held at 5.30 pm on Wednesday
21 July 2009 at the Altrincham Centre.
The meeting closed at 7.40 pm.
Action: Clerk to the Corporation
[Janet Callender joined the meeting at 5.48 pm during the consideration of
agenda item 4i).]
[Phil Aspden joined the meeting at 6.25 pm during the consideration of
agenda item 7.]
Following the meeting the Chairperson made a presentation to and thanked
Paula Pearson for her years of service and dedication to the Board of the
Corporation.
The Chairperson also placed on record his thanks to Jane Baugh for her
contribution to the Board during her period of office.
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