Corporation Minutes October 7 2015
SOUTH & CITY COLLEGE BIRMINGHAM CORPORATION Minutes of the Corporation Meeting Held on Wednesday 7 October 2015 Board Room, Digbeth Present: Clive Henderson (Chair), Gerald Bermingham, Derek Osborne, Mike Hopkins, Paul Johal, Heather Jones, Zahoor Mann, Pat O Neill, Alex Stephenson, Richard Weber, Angela Pocock, Selmah Habib,, Shireen Avari, Nasir Awan, Colin Manns, Fouzia Choudhry, Aku Gordon (Deputy Clerk) In Attendance: Sardul Dhesi, Dawn Ward, Mark Jenkins, Alan Howey, John Hillen, Jacqui Deane, Mark Jenkins, Jane Linsell, Bob Howlett, Pauline Harrison, Noreen Simpson, Jenny Isaacs, Jeanie Doyle, Julie Groom Start Time: 18.00 hours 1. Apologies Apologies were received from Phil Walkling, Lucy Jeynes, Henry Coore, Albert Winners John Hillen, Parveen Ghulam, Paul Morris. The Corporation proposed that Fouzia Choudhry be present during the discussion of agenda item 5, relating to the appointment of teaching staff governor and this was agreed. The Chair asked that get well wishes be sent to Parveen Ghulam and commented that the Corporation wished her a speedy recovery. 2. Register of Interests and Declaration Clive Henderson declared an interest as Acting Chair of the Corporation in relation to agenda item 4, regarding the appointment of an Acting Vice Chair. All other governors confirmed that they had no interests to declare that were not included on the register of interests held by the Clerk. 3. Video Message from Phil Walkling The Corporation watched a video message from the Chair, Phil Walkling, who indicated that he was due to have surgery shortly and that he hoped to return to the Corporation sometime in the new year and wished everyone well. 4. Appointment of Acting Vice Chair Clive Henderson confirmed that the Search & Governance Committee recommended that the Corporation should formally confirm him as acting Chair of the Corporation.
84/15 That the Corporation approve Clive Henderson as Acting Chair of the Corporation during the absence of the Chair, Phil Walkling. Alex Stephenson reported back from the discussion by the Search & Governance Committee with respect to the appointment of an acting Vice Chair. He confirmed that the Committee was proposing that Angela Pocock be appointed as Acting Vice Chair. Alex Stephenson commented that Angela had been a governor for 2 years, that she was an able Chair of the Employment & Equalities Committee and had vast management experience. Alex confirmed that Angela Pocock had indicated that she would be happy to serve as Acting Vice Chair. Heather Jones and Zahoor Mann seconded the proposed appointment and thanks were expressed to Angela Pocock for agreeing to take on this role. 85/15 That the Corporation approve the appointment of Angela Pocock as Acting Vice Chair. 5. Appointment of Teaching Staff Governor The Corporation considered the Search & Governance Committee recommendation for the appointment of Fouzia Choudhry. 86/15 That the Corporation approve the appointment of Fouzia Choudhry as teaching staff governor for a term of office of 3 years with immediate effect. 6. Minutes of the Corporation meeting held on 8 July 2015 i) Accuracy These were agreed as accurate and it was: 87/15 That the minutes of the Corporation meeting held on 8 July 2015 be signed as an accurate record. 7. Matters Arising There were no matters arising. 8. Minutes of Committee Meetings i) Search & Governance Committee Meeting held on 8 July 2015 Attention was drawn to the resignation of Henry Coore. Governors were reminded that the Search & Goverance Committee had been advised that Henry had not been well enough to formally write to the Corporation, but had expressed his intention to resign. As it had now been over a year since Henry s last attendance the Committee had recommended that Henry s resignation be accepted. Mike Hopkins would try and meet with Henry personally to thank him for his commitment and inform him of the Corporation s decision.
The minutes were agreed as accurate and it was: 88/15 That the Minutes of the Search & Governance Committee held on 8 July 2015 be approved and the resignation of Henry Coore be accepted and thanks be conveyed to Henry for his commitment as governor. ii) Search & Governance Committee Meeting held on 7 October 2015 Alex Stephenson, Chair of the Search & Governance Committee provided a verbal report to Corporation, informing the Corporation of the appointments of Acting Vice Chair and Teaching Staff governor, discussed under agenda item 4 and 5. In addition, he advised of the proposed revised terms of reference which was to be discussed under agenda item 9. The formal minutes of the meeting would be provided at the next Corporation meeting. 9. Amendment of the Search & Governance Terms of Reference Alex Stephenson confirmed that the Search & Governance Committee had considered the proposed revised terms of reference that the Chair be appointed each year, and appointed annually thereafter, in accordance with the change of wording shown on page 18 of the papers. Alex Stephenson confirmed that the Search & Governance Committee wished the approval of the amended terms of reference to the Corporation. to recommend 89/15 That the Corporation approve the amended Terms of Reference of the Search & Governance Committee. 10. Updated Self-Assessment Report (SAR) 90/15 Jacqui Deane stated that the report was in draft form and that it would be continually updated and would be brought back to the Corporation meeting on 8 December 2015. Jacqui Deane explained that all staff, managers and governors contribute to the writing of the College Self-Assessment report. Students contribute through student engagement, learner voice and student governors. Jacqui Deane confirmed governors would continue to be invited to attend SAR validation panel meetings, when arranged. Angela Pocock asked Jacqui Deane whether there were questions relating to strengths listed in the framework. Jacqui clarified that although there were, it was important to be self-critical as this was something that Ofsted would expect to see. Clive Henderson requested details which showed how the College improved. Jacqui Deane confirmed that details of the Quality Improvement plan would be included in the December report to Corporation. Sardul Dhesi commented that it was a working document and that grades were subject to change.
That the Updated Self-Assessment report be approved and that a final report be presented to the December Corporation meeting. 11. Interim Report on 2014/15 Outcomes Dawn Ward confirmed that the College was close to completing the outcomes for 16-18 year olds and adult learners. The achievements reported so far indicated that our success rates will be the same or better than last year, which is a good result, as great improvements had been made. Dawn Ward also confirmed that with respect to GCSE Maths there was improvement. 91/15 That the verbal update relating to 2014/15 Outcomes be received and noted. 12. Review of Observation of Teaching & Learning and Assessment This was introduced by Jacqui Deane, who confirmed that there was an expectation on staff that more than a 50% improvement would be made between observations. This was something that managers had to bear in mind as well. She explained that the College uses observations to inform staff development and that this is the approach that Ofsted now take as well. Jacqui Deane explained that performance is considered and progress is measured and linked to staff development. She stressed, therefore that ungraded observations does not mean unmeasured observations. Richard Weber asked with respect to Health and Safety, how teachers are assessed on their adherence to Health and Safety issues. Jacqui Deane explained that Health and Safety was included in lesson planning and that heads of faculties undertake audits of Health and Safety. Therefore, through risk assessments students are instructed on managing risks so that they are able to manage such risks within a work environment. Jacqui Deane explained that the level of risk for risk assessments varies very much depending on each faculty. Nasir Awan asked what action was taken if there was no improvement of a teacher in their performance. Jacqui Deane explained that every faculty has a strategy to improve. There are some different approaches and good practice is shared and adapted to each faculty area. Jacqui also explained that some staff may be new or teaching a new subject and may be struggling as a result. Staff who were struggling would agree a programme of improvement with their line manager and support, such as coaches and mentors would be put in place. This would normally lead to improvement. However, where staff were not willing or unable to improve, despite all such measures having been put in place, this would become a disciplinary and/or competency issue and the formal procedures for this were then followed. Jacqui Deane confirmed that from her walk around she had noticed a positive approach among staff. Sardul Dhesi commented that considering the reduction in the number of staff the level of morale
was high and that this was a credit to managers. 92/15 That the review of Observation of Teaching and Learning and Assessment report be received and noted. 13. Staff Training and Development Plan This report was introduced by Jacqui Deane who explained that the report was to advise governors of the objectives and outline plan for the training and development of staff who teach, assess, guide and support students. Jacqui commented that the College training and development plan is drawn up and based on a number of internal and external drivers. A key factor was the need to update and upskill staff, meet Health and Safety requirements and change the curriculum to meet the change in demand led by employers and students. Part of the Training and Development plan was to ensure that all staff were Prevent duties and this was a legal requirement. trained in the Sardul Dhesi commented that it was recognised in the training plan that f o l l o w i n g t h e restructure it was important for managers to receive training on managing change whilst maintaining quality. 93/15 That the report on Staff Training and Development Plan be received and noted. 14. Student Union Constitution Jane Linsell introduced this report and she explained that the constitution was amended when the two colleges merged in 2012, but it was no longer fit for purpose, in light of the recent changes to the College structure. She confirmed that in consultation with the current Student Union Executive, staff and the National Union of Students, it had been agreed that the new constitution would reflect the new faculty structure. Selmah Habib, Student Governor, commented that the Student Union were happy with the revised Constitution. 94/15 That the revised Student Union Constitution be approved. 15. Area Review This was introduced by Mike Hopkins. This report was to update governors on the Area Review and to inform discussion on the process. As the Corporation was aware the first area selected for review was Birmingham and Solihull, largely due to the fact that there were colleges in the area that were in a difficult financial position.
Mike Hopkins confirmed that the area review team had spent 2 days in College and that the first Area Review Steering Group meeting had taken place on Friday 18 September. The key issues and challenges facing the College were set out in his report. Mike Hopkins explained that the scope of the review is extensive and despite the amount of work involved, recommendations are due to be made in December. Gerald Bermingham commented that this was politically driven review and that it would be crazy for a successful college like South & City to be damaged by such a review. Gerald Bermingham proposed that the Corporation delegate authority to the Principal, the Acting Chair and Acting Vice Chair to meet as necessary and discuss area review proposals and then to report to the Corporation as necessary. A number of governors volunteered and a note of volunteers was made. Mike Hopkins confirmed that the next Area Review Steering group meeting was 20 October 2015. Pat O Neill expressed the thanks of the Corporation to Mike Hopkins and Clive Henderson for their hard work and the long hours that they had been putting in. 95/15 That the Corporation delegate authority to protect the College s position to a small group of governors, including the Principal, Acting Chair and Acting Vice Chair. 16. Principal s Report This was introduced by Mike Hopkins who commented that it became clear late on that other colleges had changed their enrolment and term start dates for this year and these enrolment and term dates started earlier than in previous years and earlier than those of this college. In response, the College s enrolment started earlier than planned, but it was not possible to change the term start date. Mike Hopkins explained that it was not yet clear what impact the earlier start date has had and it does not appear that other local colleges have fared well with enrolment. However, for next year the College s enrolment and term start date will be in line with Birmingham schools. The College s enrolment is not yet up to target. Mike Hopkins commented that the relocation of the Tyseley Campus to the Bordesley Campus had been a monumental task and the success of the move was due to Paul Morris s hard work and it was excellent that the provision was operational for the start of term. He commented that tours of Bordesley could be arranged for governors and any governor wishing to visit the campus should contact Julie Groom. Mike Hopkins commented that it was still not clear when the College would be subject to an Ofsted inspection. Although the Area Review process was a major concern, students were his and the College s focus and the response to any Ofsted inspection was still very central to the success of the College. Mike Hopkins indicated that the new structure with 4 faculties and 4 faculty heads, was working well. He outlined also the savings that had been achieved through voluntary severance, highlighting the number of staff who had received formal notice of redundancy. He explained that he was still hopeful of finding
alternative roles for staff on notice of redundancy. He highlighted that there were due to be further cuts, in the region of 40%, in funding for adult education over the next 4 years. Further cuts of 5-10% in the 16-19 age group were also expected. Therefore, the College would have to continue to review where reductions in posts could be made. Gerald Bermingham asked what the exam results were like for the last year. Mike Hopkins confirmed that no final figures were available but that they seemed to be similar to last year at this stage. Gerald Bermingham asked the question that if there was to be a 40% cut how it would be possible for apprentices to be trained. He commented that the crisis in FE will frustrate the government s aim to increase the number of apprenticeships. He commented that without sufficient FE places the apprentices would not be able to receive the training required. 97/15 That the Principal s report be received and noted. 17. Achievement of Funding Target This was introduced by Dawn Ward who explained that, as set out in her report, the College was below target by 300 learners for EFA purposes and that therefore the funding for 2016/17 with respect to 16-18, would be reduced by approximately 600,000. With respect to the adult budget, as previously reported, the College would be short of the target. There were currently discussions with the College s auditors and the SFA with regards to TUC aims, and it is possible the shortfall may increase by 200,000, but this is being raised with the SFA, as we do not agree with this decision. With respect to 16-18 year apprenticeships, targets had been exceeded and therefore this had resulted in an extra 65,000 allocation to the College. However, the College was short of the Adult Apprenticeship target by approximately 50,000. Final figures were not yet available as achievements were still being processed. 98/15 That the Achievement of Funding Targets 2014/15 report be received and noted. 18. Enrolment Progress 2015/16 This was introduced by Dawn Ward who confirmed that as set out in her report the College was short by about 200 learners for the 16-18 age group. However, the College was continuing to enrol students. With respect to adult learners enrolment was on target and with respect of HE provision, enrolment was at 76% target which was at the same level as this time last year. Sardul Dhesi commented that, in the 16-18 year old group, an increasing number of academies and schools were retaining students at their Sixth Form Centres and this was having an effect on the numbers enrolled at the College. Mike Hopkins commented that nevertheless, this College was doing better than other Birmingham Colleges. Angela Pocock asked for an update with respect to international students.
Mike Hopkins confirmed that international students are increasing and this should continue with an expanded HE offer. However, he commented that as there were new government regulations a cautious approach to expansion was required. 99/15 That the Enrolment Progress 2015/16 report be received and noted. 19. Financial Outturn for Year Ended 31 July 2015 This item was introduced by Alan Howey who explained that overall, the College deficit was 200,000 less than expected. This was partly due to an increased bid for the Tyseley Campus, as highlighted in his report. However, the College s pension liability had been increased due to negative adjustments by actuaries. Alan Howey confirmed that the accounts were currently being audited and that the final draft accounts would be on the agenda for consideration by Corporation at the December meeting. 100/15 That the Financial Outturn for Year Ending 31 July 2015 be received and noted. 20. Forecast Financial Out-turn for year ending 31 July 2016 This item was introduced by Alan Howey, who highlighted a change in the policy of the SFA. Previously, funding allocations had not been changed in year. However, at the end of July 2015 it was announced that BIS would be expected to find a further 800,000 million worth of savings from the current budget. As a result, the SFA imposed an in year funding cut of 3.9% on all colleges as well as withdrawing funding for ESOL mandated courses. The effect of this was that it had reduced the Colleges funding by 1.3 million compared to the budget presented in July 2015. Alan Howey highlighted the fact that despite the loss of funding the College was still forecasting a surplus of 800,000 for a variety of reasons as set out in the report. The Chair confirmed that the draft accounts would be awaited and considered at the December meeting. He commented that the next forecast would need to include a 4 year plan. 101/15 That the Financial Forecasts for Financial Outturn for year Ending 31 July 2016 be approved. 21. Risk Management Strategy 2015/16 This item was introduced by Alan Howey who explained that in recent years the College had been successful in managing risks. However, he explained that in the current year the College faced a unique risk in the shape of the Area Review. This review could ultimately recommend that the College is merged into a single Birmingham College. Alan Howey explained that the College could reduce this risk by showing that it is well managed and financially strong, delivers outcomes that allow learners to progress into employment or to a higher education level, fills local skills gaps and delivers quality provision. He explained that, given the potential outcome of the area review, the Risk Management Strategy 2015/16 would focus upon managing risks that could have an adverse impact on the outcome of the area review as set out in his report.
Alex Stephenson commented that the Risk Management Strategy for 2015/16 was sound financial management. Angela Pocock commented that this report was necessary to highlight the good leadership and management of the College as it clearly identified the risks and the action required to address them. Clive Henderson pointed out that the Corporation had identified that a loss of the Principal was always a risk for the College and that this should be included in the Strategy. 102/15 That the Corporation receive and note the contents of report and approve the Colleges Risk Management Strategy for 2015/16. 22. Construction Company Report 103/15 This was introduced by Mike Hopkins who explained that the College was seeking approval to the use of the existing College Company, FESSA Ltd, as a commercial construction company involved in live projects that would provide work placements for students and enhance their employability. The creation of a commercial company would enable work to be undertaken and charged for. Such charges would cover the costs of the operations, primarily staffing costs. The Company, if approved would run under the full control and direction of the College. That the use of the existing College Company as a commercial construction company be approved. 23. Property Disposals Update Mike Hopkins introduced this by providing an update to governors as set out in the report. The key points to note were that three offers were received for the former Women s Academy, Balsall Heath, and the one that was being proposed to the Corporation for approval was the offer in the sum of 550,000 from Muin Welfare Trust. There were two offers which had been received for the Tyseley campus and the one that was being recommended to the Corporation for approval was the offer of 1.5 million from Team UK Education Consultancy. 104/15 That the Property Disposals Update report be received and noted. 105/15 That the sale of the Women s Academy, Balsall Heath, to the Muin Welfare Trust for 550,000 be approved. 106/15 That the sale of the Tyseley Campus to Team UK Education Consultancy for 1.5 million pounds be approved.
24. Tenders: i) Static Security Guarding and Key Holding This was introduced by Mike Hopkins who explained that the College s current 5 year static and security key holding services contract with Guard Group Nationwide was due to expire on the 31 October 2015. He explained that the College is required to re-tender contracts periodically to ensure that best value is achieved. On this occasion, the College had also decided to consider the feasibility of bringing the services in-house with the aim of improving the security services and reducing costs. Mike Hopkins highlighted some of the advantages of bringing the security in-house. The College would be able to train its staff and also pay the living wage. There are 25/26 security staff who would become employees of the College if the Corporation approved this approach. The main disadvantage of bringing the operation in-house was with regards to any sickness absence. However, overall there were financial savings to be made when the cost of bringing the operation in-house was compared to the amount that would be charged by the security company which had submitted the lowest cost tender. The estimated annual savings to be made by bringing the Static Guard Key holding Services in-house was the sum of 113,000. 107/15 ii) That the report on Static Security Guarding and Key Holding be received and noted and that approval be given to bringing the outsourced Static Security Guarding and Key Holding services in-house. Payroll and HR System This was introduced by Mark Jenkins who explained that the College is currently running two systems which are not integrated. The systems were inherited through the merger of the two colleges and are two standalone systems which do not communicate with each other or with other College systems. As a result of this, manual transfer of information between systems is required to produce staffing reports. The contract with CIPHR, one of the existing systems, ceases in November 2015 and Chris21 (payroll system) requires a system upgrade to ensure the current end of tax year can be completed. He explained that both systems are out dated and not cost effective and are inefficient sometimes due to the double and triple entry required. Mark Jenkins explained that the specification was offered out to providers and that three companies responded. After a review of each specification and presentations from the companies, the costings were considered by the Senior Leadership Team. The proposed system would streamline existing processes and, as an integrated HR, pay and talent management solution, would enable time savings from a range of sources.
The Company providing this system is Midland HR. Over a 3 year period there would be financial savings for the College. 108/15 That the Payroll and HR System report be received and the appointment of Midland HR to provide the new integrated system be approved. 25. Freedom of Expression Policy 109/15 This was introduced by Jane Linsell, who explained that the College recognised the need to ensure that it meets its statutory duty outlined in the Prevent Duty Guidance 2015. This places a duty on specified authorities, including colleges, to have due regard to prevent people from being drawn into terrorism. She explained that the adoption of the Freedom of Expression Policy was necessary in order to assist the College to meet its duty under the Counter Terrorism and Security Act 2015. That the Freedom of Expression Policy report be received and noted and that the Corporation approve the adoption of the Freedom of Expression policy. 26. Birmingham Social Responsibility Charter This was introduced by Sardul Dhesi, who explained that the Charter is a set of guiding principles to which Birmingham City Council intend to adhere and to which it invites its contracting suppliers, the wider business community, other public sector bodies, as well as third sector organisations, to adopt. Sardul Dhesi explained that the College fully conforms to the principles set out in the charter and has done so for some time. He explained that signing up to the Charter would formalise the College s commitment to these principles, concerning social responsibility. 110/15 That the report on Birmingham Business Charter for Social Responsibility be received and noted and that it be approved that the College sign up to the Birmingham Business Social Responsibility Charter for Social Responsibilities. 27. Measures taken to Address Impact of Indices of Multiple Deprivation This was introduced by Sardul Dhesi who explained that the College recruits high levels of learners from areas of deprivation. As a result the College undertakes a whole series of measures to support disadvantaged students which was set out in the report. The result of these measures was that success rates had improved as shown in the table set out in the report. 111/15 That the report on Measures taken to Address Impact of Indices of Multiple Deprivation be received and noted. 28. Calendar of Meetings 2015/16
112/15 That the revised Calendar of Meetings for 2015/16 be received and noted. 29. Date and Time of Next Meeting Tuesday 10 November 2016, 18.00 hours. Alex Stephenson asked that his apologies be recorded in advance for the meeting on 10 November 2016. In view of the nature of the private agenda items, 30 and 31, it was agreed that no further discussion was required, and therefore staff and students were not required to leave the meeting. 30. Private Minutes of the Corporation Meeting held on 8 July 2015 It was: 113/15 That the Private Minutes of the Corporation meeting held on 8 July 2015 be signed as an accurate record. 31. Private Minutes of the Senior Staff Remuneration Committee Meeting held on 8 July 2015 It was: 114/15 That the Private Minutes of the Senior Staff Remuneration Committee Meeting held on 8 July 2015 be signed as an accurate record. Finish Time: 20.22 hours