7 July 2014
Minutes of Governing Body Meeting: / Winstanley College Board of Governors
Location of Meeting: Conference Room / Date of Meeting Monday
31 March 2014
Front cover / Meeting No: 03/13-14
Meeting opened at 18.31
MEETING ATTENDED BY:
Name and Category of Governors:
Present
David J Rosbottom Chair – Governor
Louise Tipping Principal
Emily Campbell Student Governor
Andrew Gorman Staff Governor
Mark Hanrahan Governor
Tracey Howson Governor
Pat King Governor
Abby Morris Staff Governor
Mark Parkin Governor
David Sloan Parent Governor
Jordan Tudor Student Governor
Stan Walker Governor
Charlotte Fitch Clerk to the Governors
Janet Hilton Assistant to the Clerk / By invitation
Mel Chadwick Vice Principal
Conor Edwards Director of Finance &Resources
Deborah Owen Assistant Principal
Apologies
Nicola Green
James Pearson
MINUTES SENT TO: All Governors and Senior Management Team
ISSUED BY:CF / DATE:7 April 2014
The Chair opened the meeting by welcoming Andrew Gorman and Abby Morris as the newly elected staff governors.
1. Declaration of Interest
There were no declarations of interest.
2. Apologies
Apologies had been received from Nicola Green and James Pearson.
3 Appointments of Staff Governors
Following the election for the appointment of two staff governors (elected by the teaching and support staff) the Chair advised the Board that Andrew Gorman had been duly elected and appointed by the teaching staff for a four year term of office until 2018.
Abby Morris had also been elected unopposed by the support staff for a four year term of office until 2018.
The Board unanimously approved both appointments.
4. Equality and Diversity and Safeguarding
The Chair invited Deborah Owen (Assistant Principal) in her role as support for students to present a brief training update for governors.
The emphasis for governors was a summary of the changes in safeguarding legislation under the coalition government thus reminding the Board that children and young people should be at the heart of all policy making. One way in which the College assesses that its safeguarding policy delivers on this crucial aspect is to consult and discuss with students in a forum. All staff receivetraining at the start of an academic year and staff joining part way through the year also receive training. This training specifically addresses reporting and recording disclosures or concerns.
There is an expectation with Equality & Diversity that this area is embedded in schemes of work and that the College doesn’t miss any opportunities to reinforce the culture and ethos of the College in respect of Equality Diversity issues.
Governors reflected in a Q&A session on some of the key points and implications for the College in respect of a risk based assessment of work experience placements, the importance of challenging inappropriate language and reinforcing key themes in classes.
Action: it was agreed that a position statement which was being prepared should be disseminated to governors for reference in respect of equality and diversity.
18.59 The Chair thanked the Assistant Principal who left at this point in the meeting.
5. Minutes of the previous meeting
The minutes of the previous meeting held on 9 December 2013 were proposed and accepted as an accurate record of the meeting. The Chair duly signed the minutes on behalf of the Board.
5.1 Review of Confidential Minutes
The Board received the report submitted by the Clerk detailing a review of the minutes during
2012-2013 which had been identified as confidential. This classification having been applied to matters of commercial sensitivity and named individuals.
Approved
The Board approved the report as submitted.
6. Matters arising.
There were no matters arising from the previous minutes.
Audit
7. Report from the Audit Committee meeting held on 12 March 2014
The Chair in his report to the Board drew attention to key aspects arising from the meeting. The committee’s audit monitoring report continued to be a useful tool for assessing outcomes following audit recommendations. The Chair reassured the Board that compliance with increased authorisation levels would enable greater efficiency.
Auditors were keen to see the final outcome from E-Governance which was an item on this agenda.
Pro-Monitor had been purchased to provide the College with better information systems and the expectation was that after training and embeddingthe system, it would be rolled out in mid June 2014. A further report would be given to the committee.
The internal audit reports submitted to the Committee had all been given a strong rating and a high level of assurance thanks were due to the Director of Finance and his team.
Action
A recommendation that the Board should receive risk management training would be addressed.
Finance
8. Report from the Finance & Resources Committee meeting held on 24 March 2014
The Chair of Finance & Resources highlighted key aspects from the meeting in support of the various approvals being asked of the Board.
February‘s Management Accounts had been sent to the Board with the agenda. Governors were advised that the money on deposit with the Co-operative would mature in mid April 2014. The Board was reassured that with the maturation of this money it could be reinvested elsewhere. The current rating shown on the Co-Operative Bank’s website remains weak.
8.1 The Board unanimously approved the College’s Marketing Plan as submitted.
8.2 The Board unanimously approved the College’s Policy on Social Networking for Staff as submitted.
A question asking what was considered to be defamatory was raised. In response it was said that a view would betaken as it wasn’t possible to legislate for all events and any incidents would be taken case by case.
8.3 The Board unanimously approved the College’s Hospitality, Gifts and Gratuities Policy as submitted.
8.4 College’s Continuing Professional Development Policy. This item has been deferred to enable the College to hold further discussions with unions in respect of the inclusion of reference to coaching and mentoring where appropriate. The expectation was that this could be signed off at the next Board meeting in July 2014.
The Chair drew attention to the purchase of a classic vehicle to act as mobile catering and marketing device using funds from the Amenities Fund. Reservations expressed by the Chair and some governors had been dealt with and the College was able to reassure the Board that the vehicle complied with current emissions requirements. The vehicle has passed its MOT and going forward the College would look at the possibility of converting it to a more environmentally friendly fuel.
ABM will invest in the vehicle and will be responsible for the ‘food outlet’ on and off site.
The Board was advised that students would like to make a presentation to governors at a future meeting to advise them of progress on the vehicle.
The Board confirmed its support for this venture and expenditure.
8.5 Awarding of Transport Contracts
The Board acknowledged that due diligence has been observed in following procurement procedures for the placing of transport contracts but were also mindful of the significant costs associated with this aspect.
Approved
The Board agreed to place transport contracts with the following companies who would be providing student transport in 2014-2015:Bennetts, Finch, Kenmore, Royalls and Grayway.
8.6 Awarding of Contract for the leasing of Reprographic Machines
The committee had discussed the options in detail at committee level and were satisfied that placing a contract with Ricoh for a three year leasing period would be in the best interests of the College. The procurement of Multi-Function Devices (MFDs) would enable the College to integrate its reprographics and computer services.
Approved
The Board approved the awarding of a three year leasing contract with Ricoh.
8.7 E-Governance – deferred
The Chair whilst expressing disappointment that this item has been deferred explained that reservations had been expressed about the purchase of IPads for governors. There was support for holding paperless meetings and enabling governors to be properly served and informed. The Clerk advised that since the recent discussions considering E-Governance there were issues around the technology, software systems and cost, all of which needed to be revisited, examined and a more detailed proposal written and submitted.
College Estate
The Chair of Finance & Resources confirmed that the Special Board meeting scheduled for Tuesday 22 April 2014 at 5.30pm was going ahead to appoint a contractor to redevelop the Maths department with an expectation that the work would be completed for the start of the next academic year. Factors in extending the building and reconfiguring classrooms would take account of improved teaching and learning opportunities. The Director of Finance & Resources advised governors that due to revisions to the schedule, the project management team would now be receiving completed tender returns on 15April and would turnaround their report to be sent to governors via email on Thursday 17 April 2014. Representatives from Bradshaw, Gass & Hope would be attending the meeting to field any questions.
The Clerk confirmed that six governors would need to be present to enable business to be transacted.
A confidential personnel Report had been presented to the committee from the Principal
Teaching and Learning
9. Report from the Curriculum & Quality Committee meeting held on 19 March 2014.
The Chair of the Curriculum & QualityCommittee reported on the March meeting referring to the Executive summary which had been prepared.
The committee had been advised that the College was looking at ways of improving the support given to students preparing UCAS applications, encouraging students to look for the best course rather than perhaps focusing on the location of the institution.
The committee interrogated the College’s Improvement Plan in some detail and reassured the Board that the College was continuing to address and resolve the actions which had been identified from the self-assessment process and which continued to support the College’s capacity to improve.
Gathering quantifiable data from parents continued to prove challenging and although feedback to governors on recent visits was positive; the committee continued to feel that this should be developed further to provide the College with a more reliable level of evidence.
Governance
10. Report from the Search Committee meeting held on 20 January 2014.
The Chair summarised key aspects of the meeting. The committee continued to focus on succession planning and recruitment. The College has received applications via SGOSS which were being explored.
At its next meeting the committee would look to review the composition of the standing committees and identify individuals who may like to consider a role as committee chair.
10.1 The Board approved the College’s Access to Meetings policy as submitted.
10.2 Development Day
The Chair of Search felt that the Development Day had gone well. The summary of responses had supported holding the event in College. The content had been well received and he expected this to be built on as the year progressed.
11. Abraham Guest Academy
The Chair had submitted a report to the Board in respect of the Academy. The Academy has received positive feedback post its Ofsted inspection and continued to address the areas for improvement. A change in the Academy structure so that the Maths and English curriculum areas report directly to an Assistant Principal is supporting improvement. A pastoral system which supports attainment and promotes good behaviour is a key aspect of raising attainment. The leadership team continues to put in place lesson observations in line with good practice which supports improvements in teaching and learning. Combined with these aspects, the Academy now has a cohort of students who have only known Abraham Guest as an Academy and the ethos and aspirations which are embedded in the Academy’s vision and Mission.
12. End of Terms of Office
This Board meeting will be the last for Jordan Tudor as he completes his term of office on 30 June 2014. The Chair in acknowledging and recognising Jordan’s contributions to the Board and at Finance & Resources thanked him on behalf of governor colleagues for his commitment and attendance. Jordan was presented with a gift on behalf of the College and its governors.
13. Date of next Board meeting and future cycle of business
13.1 The next scheduled Board meeting will be held on Monday 7 July 2014.
13.2 The Clerk presented the calendar of meetings for the Board and its standing committees for 2014-2015. After consideration it was accepted that to facilitate a smoother cycle of meetings during the spring term 2015, the Board should hold two meetings in the summer term thus mitigating the impact of Easter on the cycle.
Approved
The Board approved its calendar of meetings for 2014-2015.
There being no further business on the part one agenda, this aspect of the meeting closed at 20.02.
Charlotte Fitch, Clerk to the Governors
7 April 2014
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