This version of the minutes is available PUBLIC circulation.
Item 10 and RES [C 67/14) have not been included.
DRAFT V b.
MINUTES OF THE MEETING OF THE BOARD HELD ON 23
OCTOBER 2014
Present
Fiona Armer
Peter Clark
Charlotte Grace
Chris Jones
Sarah Jones
Lynne MacKenzie (Chair)
Shaffiq Mahmood
Julie McClelland (Vice Chair)
Greg O’Shea
Derrick Palmer
Patrick Savage (Vice Chair)
Janet Tyas
Governor
Governor
Governor
Governor (Chief Executive)
Governor
Governor
Governor
Governor
Governor (Staff)
Governor
Governor
Governor (Staff)
The quorum for the meeting was seven Members.
In attendance
Ron Hill
Sharon Smith
Denise Cheng-Carter
Clerk to the Corporation
Vice Principal (Learning and Achievement)
Vice Principal (Finance and Resources) [part]
The meeting was held in the Boardroom, Calderdale College and started at 4.45pm.
The Chair welcomed Greg O’Shea to his first Board meeting as Staff Governor.
The Chair welcomed Simon Hannah and Alisha Iqbal as Student Governors from 24
October 2014 and Tony Taylor, Chair of the Forget Me Not Children’s Hospice, as an
observer.
Jo Gas, Assistant Principal, gave a presentation on the College’s provision of English
and Maths for learners up to 19 years.
(Jo Gas left the meeting at 5.15pm)
1. Apologies
1.1 Apologies were received from Steven Bonfield and Lindsay Rudge. Apologies
were also received from Charlotte Grace for late arrival.
2. Declaration of Interests
2.1 The Chair reminded Members to declare their interests as and when necessary
on the agenda.
Board : 23 October 2014
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2.2 Janet Tyas declared her interest in Work Place Learning as a member of staff in
the College’s External Funding team.
3. Minutes of the Meeting of the Board held on 17 July 2014 and any matters
arising
3.1 The minutes were agreed as a true and correct record and were duly signed by
the Chair.
3.2 As matters arising, not otherwise on the agenda,

The Clerk to the Corporation reported that the review of confidential minutes for
2013/14 indicated that the designation of confidential minutes had been placed
on minutes with personal information. A further review will be undertaken
following the completion of 2014/15.
4. Determination of Any Other Business
4.1 There were no items of ‘any other business’ requested.
5. Chief Executive’s Report
5.1 The Chief Executive presented the written report. He stressed the following
points
 The current enrolment pattern for 2014/15, which showed under-recruitment
compared to target for 16 – 18s and continued growth in apprenticeships;
 The opportunity to work with Leeds City College and West & North Yorkshire
Chamber of Commerce to operate a Skills Hub on behalf of Leeds City Region
Enterprise Partnership;
 Completion of the management structuring process including a structure chart;
 Skills Funding Agency definition of the financial health of the College as
‘satisfactory’ in 2013/14 and expected to be ‘good’ in 2014/15;
 Proposals to create an academic sixth form college for Calderdale.
5.2 Members queried whether the College was making best use of continuing contact
with Inspire Award winners. The Chief Executive believed the College could be
doing more and he would pursue this suggestion.
RESOLVED [C 51/14]
The Board noted the Chief Executive’s Report.
6. (a) Corporation Report 2013/14
6.1 The Chief Executive presented the final corporation report for 2013/14, which
was also the end of the first year of the 2013/16 strategy period.
6.2 The Chief Executive provided an overview of overall performance which he
described as ‘inconsistent’. The report provided an assessment of performance
under each of the four key strategic objectives.
6.3 Members discussed the poor performance of Construction Crafts (accepting that
the area had achieved Grade 2 in the recent OfSTED inspection). The Chief
Executive explained the various contributory factors to the performance of this
curriculum area in 2013/14. The Quality Improvement Plan would specifically
address the required improvements.
Board : 23 October 2014
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(Greg O’Shea declared his interest as a member of staff in the Construction
Crafts curriculum area).
(Charlotte Grace joined the meeting at 5.37pm)
6.4 Members queried the selection of performance indicators associated with the
Strategic Objectives for 2014/15. In-year milestones were requested to aid
monitoring and confidence in improvements.
6.5 Members questioned the relations between the Construction Crafts area with
employers and other external bodies. The Chief Executive informed that the
College had recently changed examination bodies to City and Guilds, which he
believed strengthened the recognition by employers.
6.6 Members reflected on their experience of the performance of Construction Crafts.
Members wished to have specific monitoring of the improvement of Construction
Crafts by the Learner Committee on behalf of the Board until 31 July 2015 in the
first instance.
6.7 Members queried employer satisfaction feedback. The Chief Executive explained
that the College used F.E. Choices (the independent, national survey) and the
College’s own survey. Members considered the motivation for employers to
complete feedback surveys.
6.8 Members believed the staff survey response rate of 36% to be low. Members
wanted assurance that sufficient emphasis was being given to responding to staff
surveys. The Chief Executive stated that the College had used a range of
methods to improve the staff survey response rate. A Staff Governor reflected
that staff surveys may not be the best measure of ‘staff engagement’.
RESOLVED [C 52/14]
The Board noted the progress towards the achievement of the Board’s Strategic
Plan 2013/16.
6. (b) College Strategic Plan 2013/16 and Targets 2014/15
6.9 The Chief Executive presented the written report which included details of how
Year 2 of the College Strategy will be achieved in 2014/15.
6.10
Members noted the support available for business start-ups from Barclays
and Calderdale MBC.
(Greg O’Shea declared his interest as a member if College staff in relation to business
start-ups)
6.11
The Vice Principal confirmed that the College had implemented the use of
ProMonitor software.
RESOLVED [C 53/14]
The Board approved the College Strategic Plan implementation proposals for
2014/15.
6. (c) Stakeholder Strategy
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6.12 The Chief Executive introduced the proposed Stakeholder Engagement
Strategy, which was one of the key performance indicators for 2013/14.
6.13 Members questioned whether the actions given in the strategy were too general.
Members suggested the creation of account managers to work with identified
employers. This role could be linked to a sales strategy. The Chief Executive
explained that a sales strategy will be part of the responsiveness strategy to be
considered by the Board in December 2014.
RESOLVED [C 54/14]
The Board approved the Stakeholder Engagement Strategy.
7. (a) Quality Strategy 2014/17
7.1 The Vice Principal (Learning and Achievement) presented the written report
which included the key areas for improvement in 2014/15 as
i.
improve learner retention and attendance on all courses with a
continued focus on Long Level 3;
ii.
Further develop English and Maths skills for both learners and
staff;
iii.
Improve outcomes in Construction with a particular focus on
learner recruitment and retention;
iv.
Increase the proportion of outstanding teaching, learning and
assessment and eliminate ‘requires improvement’
v.
Increase valued added for learners
vi.
Improve consistency of practice across the College to ensure all
learners receive the same outstanding learning experience
vii.
Improve positive progression for 16 – 18 learners linked to
intended destinations
viii.
Improve timely success of apprenticeships
ix.
Improve overall retention on higher education programmes
x.
Improve consistency of work based learning reviews and
assessments
7.2 The Vice Principal explained the actions to be taken to address the key areas for
improvement. She believed the development of teaching squares would
complement the proposed interventions and monitoring.
7.3 Members confirmed their ambition for all areas of the College to improve, and for
the Quality Strategy to support the achievement of this ambition.
RESOLVED [C 55/14]
The Board approved the revised Quality Strategy 2014/16.
7. (b) Higher Education Validation Report
(Julie McClelland declared her interest as a senior member of staff at the University of
Huddersfield)
7.4 The Vice Principal (Learning and Achievement) explained that the College
needed to secure another validating partner for the growth and development of
higher education at the College given its diminishing relationship with Leeds
Beckett University. The Vice Principal outlined the proposal for the Open
University to validate four programmes at the College at a cost of circa £84k.
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7.5 Members suggested that the experience of other colleges of working with the
Open University might be taken into account when deciding to form a relationship
with the Open University.
RESOLVED [C 56/14]
The Board approved the proposal to arrange higher education validation
arrangements with the Open University.
7.
(c) Nominated Governor (Safeguarding)
7.6 In the absence of the Nominated Governor (Safeguarding) this item was
deferred. The Vice Principal (Learning and Achievement) confirmed that there
were no specific matters to draw to the Board’s attention.
8. (a) (i) Financial Performance for the Year to 31 July 2014
8.1 The Vice Principal (Finance and Resources) presented the pre-audited financial
results for the period to 31 July 2014. The College produced an operating surplus
of £394k compared to a forecast surplus of £139k. Members considered the
variances from the estimates of income and expenditure for the year to 31 July
2014.
8. (a) (ii) Management Accounts to 30 September 2014
8.2 The Vice Principal (Finance and Resources) presented the latest management
accounts. She explained that funding software is currently unavailable to
estimate ‘adult responsive’ income for the College based on enrolments.
8.3 Members queried the implications of reduced enrolment for 16 – 18s for future
funding. The Vice Principal explained the lagged funding methodology for 16 –
18s.
RESOLVED [C 57/14]
The Board noted the management accounts for the two months to 30 September
2014.
8. (b) Internal Audit Service Annual Report – 2013/14
8.4 Members considered the Internal Audit Service Annual Report and the
recommendation for approval from the Audit Committee (18 September 2014).
RESOLVED [C 58/14]
The Board approved the Internal Audit Service Annual Report 2013/14.
8. (c) Risk Management Annual Report 2013/14 and Risk Register 2014/15
8.5 Members considered the Risk Management Annual Report 2013/14 plus the
Risk Register 2014/15 and the recommendation for approval from the Audit
Committee (18 September 2014).
RESOLVED [C 59/14]
The Board approved the Risk Management Annual Report 2013/14 and Risk
Register 2014/15.
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8. (d) Internal Audit Strategy and Annual Plan 2014/15
8.6 Members considered the Internal Audit Strategy and Annual Plan 2014/15 and
the recommendation for approval from the Audit Committee (18 September
2014).
8. (e) Growth and Development
8.7 The Vice Principal presented the written report which included details of the
College’s progress in diversifying and growing income. The report considered :
fund management, relations with other providers, a ‘training and learning’
company, a sixth form college, and the sponsorship of academies.
8.8 The Vice Principal explained that there would be a detailed report on fund
management presented to the Board meeting in December 2014.
8.9 With reference to ‘Workpays’, a private training provider based in the Midlands,
Members wished to form a Task and Finish Group to consider the principles
underpinning future relations between Workpays and Calderdale College. The
membership of the Task and Finish Group was established as SM, FA, PS, CG
and to report to the Board for December 2014.
RESOLVED [C 60/14]
The Board
(a) noted the progress report on diversification and growth of income and
(b) formed a Task and Finish Group to consider the principles underpinning future
relations between Workpays and Calderdale College.
8.
(f) Capital Bid
8.10
The Vice Principal presented a verbal report which included the
information that the Leeds City Region LEP was progressing the College’s bid for
capital support through discussions with Calderdale MBC.
RESOLVED [C 61/14]
The Board noted the latest information regarding the College’s capital bid to the
local enterprise partnership.
9. (a) Minutes of the Audit Committee (18 September 2014)
9.1 The Vice Chair of the Audit Committee presented the approved draft minutes of
the Audit Committee meeting held on 18 September 2014.
9.2 The recommendations to the Board had been addressed earlier on the agenda.
9.3 The approved draft minutes were noted.
9.
(b) Meetings of the Selection Panel (Principal)
9.4 This item was taken later in the agenda.
9. (c) Task and Finish Group (Post 16)
9.5 Members considered the latest position regarding the recent meeting with
representatives from Crossley Heath School. Members considered the latest
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position regarding the future of The Maltings College. Members were concerned
that the College’s position as co-sponsor of the Trinity Academy might be being
considered as part of the re-definition of the Trinity Academy Trust without direct
consultation with Calderdale College as the sponsoring body.
9.6 Members supported proposed communication (circulated at the meeting) to
Kirklees College following a recent meeting between representatives.
9.7 The approved draft minutes were noted.
9.
(d) Task and Finish Group (SAR)
9.8 Members reviewed the approved draft minutes of the Task and Finish
Group.
RESOLVED [C 62/14]
The Board resolved
(a) to note the approved draft minutes of the Task and Finish Group (subject to
the correction of the recorded, anticipated participation in the validation
process) and (b) to approve the revision to the terms of reference for the
Task and Finish Group to include ‘to review the Quality Improvement Plan
2014/15 at the December 2014 meeting of the Task and Finish Group).
9. (e) Appointment of Student Governors
RESOLVED [C 63/14]
The Board resolved to appoint Simon Hannah and Alisha Iqbal as Student
Governors from 24 October 2014 until 31 July 2017 (subject to the terms of the
Instrument of Government).
9. (f) Chair of the Corporation : 1 August 2015 – 31 July 2016
9.9 The Clerk to the Corporation informed that he had received the nomination of
Patrick Savage – proposed and seconded – for the office of Chair of the
Corporation from 1 August 2015 until 31 July 2016.
RESOLVED [C 64/14]
The Board resolved to appoint Patrick Savage as Chair Elect for the office of Chair
of the Corporation 1 August 2015 – 31 July 2016 and wished to consider
nominations for the office of Vice Chair(s) of the Corporation at the Board meeting
of 26 March 2015.
9. (g) Chair of the Corporation : One to Ones and Chair’s Review
9.10 The Chair clarified that the Governor : Chair one-to-ones would take place in
January / February 2015 and would include Patrick Savage in attendance. The
Chair’s Review would also take place in this timeframe. Both items would be
reported to the Board at the soonest opportunity.
9.
(h) Governor Development Programme 2014/15
RESOLVED [C 65/14]
The Board resolved
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(a) to approve the proposed calendar subject to adjustments* for the
interviews for the Principal on 4 December;
(b) to request further consideration be given to ensure the strategic content of
the Governor’s development event programme to be held on Friday 14
November 2014
*Task and Finish Group (SAR) to be held at 3.45pm on Thursday 11 December 2014;
Governors and Student Union Officers to meet on Thursday 18 December 2014 prior to the
Board meeting.
9.
(i) Review of Governance Code and Standing Orders
9.10 The Clerk to the Corporation advised deferral of the review of the Board’s
Standing Orders until the revised Governance Code is produced in November
2014. Members supported this approach.
(Chris Jones, Denise Cheng-Carter, Sharon Smith, Simon Hannah, Alisha Iqbal, Tony
Taylor left the meeting at 7.30pm)
11. Date and Time of Next Meeting
11.1 The next meeting of the Board will be held on Thursday 18 December 2014,
at 4.45pm.
The meeting closed at 7.55pm.
Ron Hill
Clerk to the Corporation
Calderdale College
Signed …………………………
Date
Board : 23 October 2014
………………………
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