This version of the approved draft minutes is available PUBLIC circulation.
Items 6(a) and RES 50/14 (a) have not been included.
APPROVED DRAFT
MINUTES OF THE MEETING OF THE BOARD HELD ON 17
JULY 2014
Present
Fiona Armer
Steven Bonfield
Peter Clark
Abby Horrocks
Chris Jones
Sarah Jones
Lynne MacKenzie (Chair)
Shaffiq Mahmood
Julie McClelland (Vice Chair)
Arron Renehan
Lindsay Rudge
Patrick Savage (Vice Chair)
Janet Tyas
Governor
Governor
Governor
Governor (Student)
Governor (Chief Executive)
Governor
Governor
Governor
Governor
Governor (Student)
Governor
Governor
Governor (Staff)
The quorum for the meeting was seven Members.
In attendance
Ron Hill
Sharon Smith
Denise Cheng-Carter
Tracey Smurthwaite
Clerk to the Corporation [part]
Vice Principal (Learning and Achievement)
Vice Principal (Finance and Resources) [part]
Head of Executive Support
The meeting was held in the Boardroom, Calderdale College and started at 5.30pm.
It was agreed that Governor presentations would be made at the end of the meeting.
1. Apologies
1.1 Apologies had been received from Charlotte Grace, Derrick Palmer and David
Kitson.
1.2 Apologies were received from Ron Hill for anticipated lateness.
2. Declaration of Interests
2.1 The Chair reminded Members to declare their interests as and when necessary
on the agenda.
3. Minutes of the Meeting of the Board held on 22 May 2014 and any matters
arising
Board : 17 July 2014
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Items 6(a) and RES 50/14 (a) have not been included.
3.1 The minutes were agreed as a true and correct record and were duly signed by
the Chair.
3.2 As matters arising

Regarding RES C 24/14 (Chair’s Action: Capital Scheme / LEP update), the
Chair of the Corporation reminded Members of the Board’s agreed delegation
to the Chair (22 May 2014) for approval of the submission of a bid to the
Leeds City Region LEP on 3 July 2014 and referred members to the
background paper already provided. The Vice Principal referred to the paper
circulated – Capital Scheme LEP - and highlighted the preferred Option 2
total project cost of £8,877m inclusive of the College’s contribution of £3m
and cautioned that submission of the bid was not a guarantee of its
acceptance. In the event that the College’s bid is accepted, a special
meeting of the Board would be requested.

Regarding RES AC 11/14 (Health and Safety Executive Improvement Notice)
the Vice Principal (Finance and Resources) informed that Action Plan
progress was being made, and would be reviewed and progressed further at
the forthcoming meeting with the Health and Safety Executive Officer on 29
July 2014. The College has until 6 August 2014 to complete all actions.

Regarding RES C 25/14 the Chair of the Corporation informed members that
a letter of resignation has been received from Bev Maybury. It was noted that
there was therefore currently one vacancy for an external governor on the
Board.
4. Determination of Any Other Business
4.1 Chair’s Action – Trinity Academy Governing Body Membership
The Chair confirmed her action for the College’s nomination of George
Richardson to continue as a member of the Governing Body of Trinity Academy.
Members were reminded that the College is one of four sponsors of Trinity
Academy; the other sponsors being the Calderdale MBC, the Diocese of
Wakefield and the University of Huddersfield.
(Arron Renehan joined the meeting at 5.44pm).
5. (a) Chief Executive’s Report, (b) Corporation Report, and (c) Early College
Transfer
5.1 These items were taken later in the Agenda.
6. Post 16 Strategic Options (Confidential)
6.1 This item was taken later in the Agenda.
7. (a) Management Accounts for the Ten Month Period to May 2014
7.1 The Vice Principal presented the management accounts for the period to May
2014 highlighting that the College was on course to meet its year-end operating
surplus of £139k, after restructuring costs of £200k. Further income from the
Adult Skills Budget was anticipated and plans were in place to meet this target
which was currently £86k behind phased budget.
RESOLVED [C 35/14]
Board : 17 July 2014
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This version of the approved draft minutes is available PUBLIC circulation.
Items 6(a) and RES 50/14 (a) have not been included.
The Board resolved to note the management accounts for the ten month period to
May 2014.
7. (b) Proposed College Budget 2014/15 and Financial Forecasts 2015/17
7.2 The Vice Principal (Finance and Resources) explained that the Task and Finish
Group (Estimates of Income and Expenditure) had requested a review of the
proposed budget to include a provision for a 1% staff pay award and to incorporate
flexibility when pay decisions could be implemented. A revised financial forecast was
circulated which addressed these requirements.
(Janet Tyas declared her interest as a member of the College staff).
7.3 The Vice Principal explained that the revised operating surplus for the year to 31
July 2015, including the provision for a 1% staff pay award, was £233,503 (compared
to the previous forecast of £278,017) representing 1.1% of total income (1.3% of
income previously).
7.4 The Vice Principal presented the revised estimates of income and expenditure for
the year to 31 July 2015 and the financial forecasts to 31 July 2017. She summarised
the underlying assumptions for income and expenditure.
7.5 The Vice Principal advised that a two year financial forecast was being presented
to the SFA (as per new requirements) however the College would continue to forecast
to three years.
RESOLVED [C 36/14]
The Board resolved
(a) to approve the inclusion of a provision for a 1% pay award within the
proposed budget for the year to 31 July 2015;
(b) to request that the College staff pay review takes place at the December
2014 Board meeting;
(c) to approve the estimates of income and expenditure for the year to 31 July
2015 and the financial forecasts to 31 July 2017.
5. (a) Chief Executive’s Report
5.1 The Chief Executive presented the written report. The following points were
highlighted:




Learner recruitment for 2014/15 continued to be challenging but activities such as
Hello College week for new applicants should lead to a higher conversion of
applicants to enrolments. 16-18 learner applications are currently at 1481
compared with 1617 for 2013/14 – a reduction in funding from reduced learner
numbers in 2014/15 would impact on years two and three of the financial
forecast;
Potential partnerships with FC Halifax Town and ProCoach Yorkshire should
increase enrolments;
The College has successfully secured additional European Social Fund contracts
with a value of £7m and has tendered for a contract with the Leeds City Region
LEP with a value of £1.7m;
Members considered and supported the exploration of opportunities for new ways
of working with The Maltings and Hipperholme and Lightcliffe High School;
Board : 17 July 2014
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Items 6(a) and RES 50/14 (a) have not been included.

The lowering of the age range to 19 and to course level 2 for eligibility for access
to F.E. loans.
5.2
The Chief Executive informed that staff nominations for Inspire Awards were Neil
Aspin (Manager, Halifax Town FC), Sally Wainwright (writer and playwright) and
Kate Fawcett (Calderdale Homelessness Forum).
5.3
The Chief Executive summarised progress with the staff restructure, informing
that Joanne Gas had been appointed as Assistant Principal. The four Curriculum
Manager appointments had also been made. Interim arrangements were in place
for the posts of Head of Work Based Learning, Head of Higher Education and
Professional Studies. Members requested that a structure chart be sent to
Governors once the restructure had been completed.
5.4
Members expressed thanks and congratulations to the External Funding Team in
gaining the ESF contracts and for their work so far undertaken on the Employer
Ownership Pilot.
RESOLVED [C 37/14]
The Board resolved
(a) to note the Chief Executive’s Report
(b) to request, if necessary, further detailed work in relation to opportunities
arising for The Maltings
5. (b) Corporation Report
5.5 The Chief Executive presented the fourth monitoring report for 2013/14. Key points
arising from the report were:







Some but not all learner recruitment targets had been met;
The College was on track to achieve the budget surplus for the year ending 31
July 2014;
Two good inspection reports (Ofsted and HE QAA) had been received during
2013/14;
Learner retention had dropped to 90.7% (compared to 93.7% in 2012/13) –
Members briefly discussed the impact of learner retention in Construction;
Current overall learner success rates forecast at 87%; a full report including final
success rates would be presented to the October 2014 meeting of the Board;
Apprenticeship success rates were forecast for 2013/14 to be similar to 2012/13;
Functional skills forecast to increase to 85% (compared to 78.9% last year)
5.6 Members discussed the need for the Quality Improvement Plan to address learner
retention. The Vice Principal (Learning and Achievement) explained that the use of
ProMonitor and intensive ‘drill-down’ functionality from September 2014 to provide
additional assistance in monitoring learner retention.
5.7 The Vice Principal (Learning and Achievement) reminded Members of the need to
include actions arising from the HE QAA report in the agenda for the next Learner
Committee meeting.
RESOLVED [C 38/14]
The Board resolved to note the Corporation Report (Fourth Report) and to request
the Learner Committee to discuss the HE QAA Action Plan at the next meeting on
13 November 2014.
Board : 17 July 2014
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Items 6(a) and RES 50/14 (a) have not been included.
5. (c) Early College Transfer (14-16)
5.8 The Vice Principal (Learning and Achievement) presented the report. Key points
arising from the report were:




23 learners had been enrolled, 15 of whom were progressing within College
The success of infilling 14-16 year olds to existing vocational groups
Retention was at 87% with a revised forecast of success rates to 87% (from 83%
currently)
There were challenges for teachers around behavior - areas for improvement
include a behaviour policy for learners and additional support for staff
5.9 Members discussed the College’s relationship and engagement with schools, the
direct and indirect benefits of the programme, and the success of integrating younger
learners into a more adult learning environment.
RESOLVED [C 39/14]
The Board resolved to note the progress on the Early College Transfer (14-16)
Scheme.
6. (a) Post 16 Provision – Strategic Options
The Chair reminded Members that item 6(a) was ‘confidential’.
6.
(b) Quality Improvement Plan Update
6.5 The Vice Principal (Learning and Achievement) presented the report. Key points
from the report were highlighted as follows:
 Consistent good practice in delivering individualised learning was critical to
bringing teaching learning and assessment to outstanding in the next academic
year, supported and monitored by CPD and student surveys
 Success rates for Construction were forecast to be 75%, which is 6% below
benchmark.
 Retention would be addressed by a drive to improve the enrolment of right
learners to right courses. The implementation of Pro Monitor across all
curriculum areas would support and monitor individual learners and improve
retention
 Destination data was promising - currently indicating a 97% positive progression
of a sample of learners into work or more education
6.6 Governors acknowledged the progress made with learner destinations and
thanked the Vice Principal for the work that had taken place.
RESOLVED [C 41/14]
The Board resolved to note the Quality Improvement Plan progress achieved to
date and to endorse the key areas for improvement for 2014/15
(Denise Cheng-Carter left the meeting and Ron Hill joined the meeting at 6.57pm.)
8.
(a) Code of Practice and Procedure on Whistleblowing
8.1 The Clerk to the Corporation presented the written report which included a revised
Code of Practice and Procedure on Whistleblowing. He explained that the new
document had been provided by the Association of Colleges with the intention of
increasing protection for genuine whistleblowers and addressing a loophole which
Board : 17 July 2014
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Items 6(a) and RES 50/14 (a) have not been included.
could have unintentionally protected workers with personal grievances rather than
matters in the public interest.
RESOLVED [C 42/14]
The Board resolved to approved the updated Code of Practice and Procedure on
Whistleblowing with effect from 18 July 2014.
8.
(b) Governance Workplan 2014/15 and Committee Terms of Reference, Review of
Governor Development Programme 2013/14 and Programme for 2014/15
8.2 The Clerk to the Corporation presented the written report including key governance
planning documentation for the year to 31 July 2015.
RESOLVED [C 43/14]
The Board resolved
(a) to approve the governance workplan 2014/15 (with the addition of ‘Approval
of Plan 2015/16’ in July 2015);
(b) to approve the terms of reference (subject to final revisions submitted to
the Clerk to the Corporation) for the following committees
(i)
Audit Committee
(ii)
Search Committee
(iii)
Senior Staff Employment Committee
(iv)
Learner Committee
(c) to approve the governor development themes and activities for 2014/15 and
to request a diary programme based on these themes and activities.
8.
(c) Nominated Governor (Safeguarding)
8.3 Lindsay Rudge presented the Safeguarding Report which included the following
information,
 Following the recent staff restructuring, Paul Hutchinson was appointed as
College Safeguarding Co-ordinator;
 An audit of College staff participating in relevant and required staff development
was being undertaken;
 A review of initial advice and guidance for learners was being undertaken to
compare with West Yorkshire policies and procedures for safeguarding;
 An audit of the work of early intervention panels was being undertaken
 The College Safeguarding Policy was being reviewed.
RESOLVED [C 44/14]
The Board resolved
(a) to note the Governors’ Safeguarding Report;
(b) to appoint Lindsay Rudge as the Board’s Nominated Governor
(Safeguarding) for the period 1 August 2014 until 31 July 2015;
(c) to thank Patrick Savage for his service as the Board’s Nominated Governor
(Safeguarding) to 31 July 2014.
8.
(d) Review of Confidential Minutes 2013/14
RESOLVED [C 45/14]
The Board resolved to delegate the review of the confidential minutes from 1
August 2013 until 31 July 2014 to the Chair of the Corporation and a Vice Chair of
the Corporation.
Board : 17 July 2014
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8.
(e) Appointment of Chair and Vice Chair(s) of the Corporation:
1 August 2014 until 31 July 2015
RESOLVED [C 46/14]
The Board resolved, following due nomination and seconding,
(a) to appoint Lynne MacKenzie as Chair of the Corporation from 1 August
2014 until 31 July 2015;
(b) to appoint Patrick Savage and Julie McClelland as Vice Chairs of the
Corporation from 1 August 2014 until 31 July 2015.
8.
(f) Staff Governor (Academic)
8.4 The Clerk to the Corporation presented the outcome of the recent ballot for six
contenders for the position of Staff Governor (Academic) from 1 August 2014.
RESOLVED [C 47/14]
The Board resolved
(a) to appoint Greg O’Shea as the Staff Governor (Academic) for the period 1
August 2014 until 31 July 2017;
(b) to thank David Kitson for his services as Staff Governor (Academic) to 31
July 2014.
8.
(g) Minutes of the Learner Committee : 5 June 2014
8.5 The Chair of the Learner Committee presented the approved draft minutes.
8.6 The approved draft minutes were noted.
8.
(h) Minutes of the Audit Committee : 12 June 2014
8.7 The Chair of the Audit Committee presented the approved draft minutes.
RESOLVED [C 48/14]
The Board resolved to approve the Financial Statements Draft Audit Approach
Memorandum (from Grant Thornton) for the year ended 31 July 2014 at a fee of
£16,900 plus VAT and expenses.
8.8 The approved draft minutes were noted.
8.
(i) Minutes of the Search Committee : 26 June 2014
8.9 The Chair of the Search Committee presented the approved draft minutes. In the
context of Bev Maybury’s resignation from membership of the Board, Members
considered that continued relations with Calderdale MBC through membership of the
Board was beneficial in principle, especially in the area of planning and economic
development.
RESOLVED [C 49/14]
The Board resolved to approve the re-appointment of Steven Bonfield as a
Governor for a second term of office from 1 August 2014 until 31 July 2017.
8.
(j) Minutes of the Senior Staff Employment Committee : 19 June 2014
Board : 17 July 2014
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(Chris Jones and Sharon Smith left the meeting at 7.25pm)
8.10 The Chair of the Senior Staff Employment Committee presented the approved draft
minutes.
RESOLVED [C 50/14]
The Board resolved
(a)
(b) following the resignation by the Principal, to form a Selection Panel
(Principal) comprised of LMc, PS, JMc, FA, PC and DP to lead the
recruitment and selection of a Principal and Chief Executive for Calderdale
College;
(c) to request the Selection Panel (Principal) to hold an initial meeting at the
rise of the Board meeting.
8.11 The approved draft minutes were noted.
9. Date and Time of Next Meeting
The next meeting of the Board will be held on Thursday 23 October 2014, at 4.45pm.
Members thanked Abby Horrocks and Arron Renehan for their service as Student
Governors for the period to 31 July 2014.
The meeting closed at 7.40pm.
Ron Hill
Clerk to the Corporation
Calderdale College
Board : 17 July 2014
Signature……………………………
Date ….…………………………
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