Council Annual Report 2014/15
July 2015
1.0 INTRODUCTION
This is the Council’s second annual report and is intended to provide a summary of the business
covered by Council during the academic year 2014/15 and the decisions that have been approved.
The Council is the University’s governing body, with responsibility for institutional policies and
financial, estates and legal matters.
2.0 COUNCIL MEMBERSHIP 2014/15
There are 22 members of Council. Members of Council are split in to five categories as follows:
Officers:
Sarah Turvill (Pro-Chancellor and Chair of Council)
Peter Lacey (Pro-Chancellor and Deputy Chair of Council)
Richard Hughes (Pro-Chancellor, Finance)
Professor Sir Steve Smith (Vice-Chancellor)
Professor Janice Kay (Provost)
Professor Nick Talbot (DVC)
Members appointed by Council:
Dr Sarah Buck OBE
Sir Robin Nicholson
Judy Hargadon OBE
Professor Steve Tomlinson CBE
John Allwood
Nicholas Bull
Sally Wilcox
Amanda Conroy
Bettina Rigg
Chris Pomfret
Gerry Brown
Members appointed by Senate:
Dr Andrew Shaw
Professor Ken Evans
Professor Tim Quine
Member of staff other than academic staff:
Pete Hodges
Student Member:
Rachael Gillies
The members appointed by Council are lay members drawn from the private and public sector who
bring a range of experience and professional expertise to the work of the University and Council.
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There were two new members appointed to Council in 2014/15: Professor Tim Quine and Rachael
Gillies.
Professor Tim Quine joined Council in 2014/15 as a Senate nominated
member. Tim is Professor of Earth System Science and was recently
appointed as Dean for Students. Tim will serve on Council for three years and
joined Dr Andrew Shaw and Professor Ken Evans as the Senate nominated
members this year.
Rachael Gillies joined Council in 2014/15 as the Student member. Rachael is
President of the Students’ Guild and serves on Council for one year.
Rhun Davies was also invited to attend Council meetings in 2014/15 as the
President of FXU.
For more information on all the University’s Council members, including photographs and short
biographies, please see: http://www.exeter.ac.uk/about/organisation/council/whoweare/
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3.0 COUNCIL ACTIVITY AND BUSINESS 2014/15
Council held seven meetings during 2014/15 including an annual planning day. The following
provides a brief overview of the items covered at these meetings. Whilst this is not intended as an
exhaustive list, it provides a flavour of the business covered and decisions taken:
October 2014
•
Council began the academic year by taking part in a Campus Services Roadshow. This provided
members with the opportunity to spend an additional day on the Streatham Campus to better
understand the services provided by the Campus Services’ team and how they are delivered. It
included presentations on topics ranging from estate development and student residences to
sport, legal and insurance and commercial activities. The day also incorporated a tour of the
campus which included viewing the progress of the Living Systems Institute project (see diagram
above) and concluded with dinner with students in Lopes Hall student dining room.
•
The formal Council meeting was held the following day and members received and considered a
number of reports:
i)
The report from the Vice-Chancellor’s Executive Group residential meeting 2014 – this
provided members with an analysis of the environment in which the University was operating,
a summary of the key business for 2014/15 and the institutional priorities. This focused in
particular on Exeter’s vision for Global 100.
The Living Systems Institute (LSI) Academic Strategy – this paper set out a clear academic
strategy for LSI noting that it would define Exeter’s future life science strategy and build upon
the success of the Science Strategy. The paper explained how the LSI would interact with
Colleges and existing inter-disciplinary themes of the Science and HASS strategies. Council
approved the strategy and its adoption across the institution.
ii)
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iii)
iv)
The admissions position post confirmation and clearing in August – members received a
summary of the expected entrants for the 2014/15 academic year, noting that planned overrecruitment at undergraduate level had off-set some under recruitment at postgraduate
taught level.
The draft financial outturn for 2013/14 – for the first time at an October meeting of Council
members received the (unaudited) financial outturn for the previous year. This enabled
members to review and comment on the financial statements in an open forum before a final
draft was provided for their approval electronically in November.
•
Council also received the following reports and papers for approval, information or
endorsement:
i)
UPP re-financing - Council considered and approved the UPP refinancing proposal that
required the University’s consent. UPP is the private company that has built and manages
student residences at sites at Birks Grange, Lafrowda and Duryard.
ii)
The annual report from Senate – members noted the principal business that had been covered
by Senate during 2013/14.
iii)
The annual report from Audit Committee – members were provided with sight of the first
draft of Audit Committee’s annual report so that they had opportunity to comment on the
format and scope of the report before it was finalised at the November meeting of Audit
Committee.
iv)
A report from Remuneration Committee – only lay members remained in the Council Chamber
for this discussion of the Remuneration Committee’s report. The remuneration committee
oversees the remuneration, benefits and conditions of employment of the “Executive tier” of
University officers.
Following the October meeting of Council, members received and approved, electronically, the
University’s Financial Statements, the annual audit report and the annual audit return to HEFCE
for 2013/14.
November 2014 – Planning Day
•
Council hold an annual planning day in November each year. This was held on 27 November
2014 at the Innovation Centre on the Streatham Campus. The planning day provides members
with opportunity to consider and discuss in more depth the University’s ambitions and strategic
direction.
•
The agenda covered the key University strategies that would be refreshed and developed during
the course of the 2014/15 academic year. This included the Research Strategy (post REF2014),
the Regional and Cornwall Strategy, and the International Strategy: towards Global 100.
•
The day also included consideration of the Exeter Transformation Project and the plan for
delivering headroom for the University. This included a briefing on the Professional Services
Transformation and the Voluntary Severance Scheme. It provided members with opportunity to
question and challenge the plans.
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December 2014
•
Council began its meeting in December by joining together with Senate members for the first
time to hold a joint seminar. The proposal for joint meetings with Senate had come from the
Effectiveness Reviews of both Council and Senate in 2013/14.
• At the joint meeting members received a briefing on two key topics:
i)
Employee Engagement Survey 2014 – members received a summary of the results and data
from the 2014 survey. The presentation from Jacqui Marshall and Professor Michelle Ryan
provided an analysis of those areas that had been highlighted as key strengths and those areas
that needed improvement as well as setting out the plans for the future.
ii)
REF2014 Results – members received the high level results, hot off the press, from REF2014.
This included a summary of the key facts and figures from the REF, and the University and
College results at a glance.
•
At the formal meeting of Council, members received a paper on the Review of the Exeter
Retirement Benefits Scheme (ERBS). This set out the options and recommendations for possible
changes to the scheme for discussion with the ERBS Trustees and Trade Unions. Council had
commissioned the review of ERBS in order to ensure that the scheme remained affordable for
the future. Council approved the University’s initial position.
•
Council was invited to consider and approve the University’s draft Investment Policy. The paper
proposed that Council assume full responsibility for investment policy and that it be regularly
reviewed by Council. Council approved the policy.
•
Council also received the following reports and papers for approval, information or
endorsement:
The annual Health and Safety Report – Council noted the significant progress that had been
made in relation to health and safety management and performance during 2013/14 and
approved the action plan for 2014/15.
The annual report on Environmental Sustainability – members received a summary of the
achievements for 2013/14 and endorsed the key priorities for environmental sustainability
going forward.
The University’s first financial forecast for 2014/15.
A report from the budget scrutiny group – the budget scrutiny group provides an opportunity
for the student body (through the Guild and FXU) to identify and present their budget
priorities to the University prior to commencement of the budget cycle.
A report from the meeting of Senate on 5 November 2014.
The first University risk report for 2014/15.
i)
ii)
iii)
iv)
v)
vi)
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February 2015
•
Council members met on the Penryn Campus in February where they had opportunity to hear
from colleagues on the campus about their ambitions and plans for the future. This included a
presentation from Niamh Lamond, Chief Executive of FXPlus, and a presentation from Rhun
Davies, President of FXU. Members also had the opportunity to tour the, now nearly complete,
Science and Engineering Research Support Facility (SERSF) building.
•
i)
Council received three key papers and presentations at their formal meeting:
The Business Case for the Exeter Transformation Programme. This paper described the
programme’s strategic objectives and approach, and details of the first phase of delivery.
Council approved the business case.
ii)
An update on the capital programme and the Penryn Sports Centre – Phil Attwell and Hugh
McCann attended the meeting to update members on current infrastructure plans and discuss
potential requirements going forward. In particular members were asked to consider a
proposal for development of a sports centre and a family centre on the Penryn Campus.
Members approved a budget of £4m for the Sports Centre project and mandated the Chief
Operating Officer to develop plans to deliver a family centre for which the University would
need to contribute an additional capital sum, in partnership with Falmouth University.
iii)
The University Campaign Plan presented by the Development and Alumni Relations Office
(DARO). Members considered the new approach and direction for the University’s second
Campaign: “Exeter – making the exceptional happen”. The Campaign goal was to secure £60m
in philanthropy, to leverage a further £100m against donation income and to secure 60,000
hours of time given by 6,000 alumni volunteers. Council approved the campaign guiding
principles and investment plan.
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•
Council also received the following reports and papers for approval, information or
endorsement:
i)
The latest update on the admissions position for 2015/16 entry.
ii)
Draft Students’ Guild Financial Accounts for 2013/14
iii)
The full report of the REF2014 Outcomes.
April 2015
•
i)
The morning session of Council in April focused on two key items:
University Investment – representatives from JP Morgan, the University’s Investment
Managers, attended the morning session of Council to provide members with an update on
the performance of its endowment investment portfolio and future developments.
ii)
Transformation Programme - the aim of this session was to provide Council members with a
tangible sense of the progress being made within the Transformation Programme. Liz Sands
and James Hutchinson attended the meeting to introduce two transformation projects:
Procurement and the Technical Services Review. Members heard first-hand about the work
the project teams were undertaking, the opportunities being identified and the timescales for
change.
•
Members received a report from the Students’ Guild and FXU Presidents. The reports aimed to
provide Council with an overview of the student experience at the University of Exeter – both at
the Exeter Campuses and the Penryn Campus. The reports explored the positives of the student
experience as well as the concerns, issues and key areas that currently impacted students.
•
Members were provided with an outline of the 2015/16 HEFCE Grant Letter which included the
financial outcome of REF2014. Members noted the positive grant outcome, reflecting the strong
REF2014 performance.
•
Council also received the following reports and papers for approval, information or
endorsement:
A report from the meeting of Senate held on 18 March 2015.
The University’s second financial forecast for 2014/15.
The annual endowment and investments report.
The University Terms and Academic Calendar for 2015/16.
The University’s Transparent Approach to Costing (TRAC) return.
HEFCE’s Assessment of Institutional Risk – the University was assessed as ‘not at higher risk’
which is the best possible assessment.
i)
ii)
iii)
iv)
v)
vi)
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May 2015
•
Council members spent two days on the Streatham Campus in May. The 20th May was spent in a
joint meeting with Senate members discussing the following topics:
i)
Exeter Global 100 – Council and Senate members were invited to comment on the draft
International Strategy 2015-2020 and discuss how the University could achieve its Global 100
ambitions, how a culture of international engagement could be permeated within and across
Colleges, and what the role of the academic was in fundraising.
Exeter Doctoral College – Professor Michelle Ryan shared with members the objectives and
key performance indicators for the Exeter Doctoral College, along with the proposed
structures, and an update on the project’s progress to-date.
Research: Costs and Margins – Andrew Connolly provided members with an analysis (from
TRAC) of the University’s income and costs by activity.
ii)
iii)
•
At the Council meeting on the 21st May members were brought up-to-date on the progress being
made to develop the University’s Residential Strategy and were invited to discuss the options
available to the University in order that it could continue to meet the first year guarantee of a
room on or near the campus. Members agreed that a Residences Strategy Working Group
should be established with lay membership to work through the options in more detail and
come back to Council in the autumn of 2015 with a recommendation.
•
Members also spent time considering a proposal on a new University approach to i) Categorising
Corporate Risks, ii) the Risk Appetite and Tolerance for each category, and iii) how risk
information will be presented to Council in the future. Members discussed the proposal and it
was noted that a final recommendation would be brought back to Council in July 2015.
•
Council was invited to comment on the ongoing work to develop a refreshed corporate strategy
to span 2015-2020. The work to-date had resulted in a proposed mission statement, vision
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statement and a set of corporate values as well as a proposed communications approach to be
used to explain the corporate strategy. Council approved all of these items and noted that they
would receive further updates on progress with the Strategy at future meetings.
•
Council were invited to comment on the draft budget for 2015/16 and later year financial plans
to 2019/20 which were presented to members as work in progress.
•
Members received the Project Initiation Documents for the Future Finance Project. Following
feedback from Council in April 2014 on the Business Case for the project, the timeline and
savings profile for the project had been improved. Council approved the Future Finance project
plan and the release of capital funds so that the project could proceed under the proposed
governance arrangements.
•
Council also received the following reports and papers for approval, information or
endorsement:
The third financial forecast for 2014/15.
The impact on the University’s financial statement of new accounting standards which would
come in to force in 2015/16.
The third update on the admissions position for 2015 entry.
A progress report on the Exeter Transformation Programme.
A note on the release of a sum from the Council Capital Strategic Reserve to carry out works
on the Northcott Theatre in order that it could be utilised for teaching in 2015/16.
i)
ii)
iii)
iv)
v)
July 2015
•
Council visited Devonshire House in July to meet the sabbatical officers and staff of the Students’
Guild and hear about the activities and progress made during 2014/15.
•
At its meeting Council received the outcomes of the planning and budgeting process for 2015/16
and later year plans to 2019/20. The revenue and capital budget for 2015/16 was approved.
•
Council received the final draft of the International Strategy 2015-20 which was presented by Dr
Shaun Curtis. Members approved the strategy.
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•
Members considered and approved a proposal for the family centre in Penryn at a total cost of
£800K, of which half would be funded by Falmouth University. This would provide 54 places for
children and be open for September 2016. Members also supported the principle of a new
family centre on the Streatham Campus that would accommodate 110 children. The project
would feature as part of the fundraising Campaign, aiming to cover 50% of the project costs. It
was agreed that a report would be brought back to Council in October 2015 on fundraising
prospects. Council approved the release of £150k of the project budget in order to fund design
and planning fees.
•
Council received a report on the outcomes from the PGT Review that had been commissioned by
VCEG in September 2014 and the progress being made in the implementation of the
recommended actions.
•
Following progress made since the Council meeting in May, members considered and approved
the revised approach to the categorisation of risk appetite, plus associated recommendations for
enhancements to the way risk is managed at the University for 2015/16.
•
Council also received the following reports and papers for approval, information or
endorsement:
The Equality and Diversity Annual report for 2014/15.
The Statement on Research Integrity.
The second University risk report for 2014/15.
An update from the Exeter Transformation Programme.
A proposal from the President of the Students’ Guild for an accommodation bursary scheme
to support a ‘squeezed segment’ of first year students. Members agreed the proposal in
principle.
i)
ii)
iii)
iv)
v)
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4.0 SUMMARY OF KEY STRATEGIC DECISIONS / INVESTMENTS APPROVED
In summary Council approved the following strategic items in 2014/15:
•
The University’s Financial Statements for 2013/14 http://www.exeter.ac.uk/finance/financialstatements
•
International Strategy 2015-2020: http://www.exeter.ac.uk/international/
•
The Living Systems Institute (LSI) Academic Strategy:
http://www.exeter.ac.uk/livingsystems/
•
University Investment Policy: http://www.exeter.ac.uk/finance/policies/
•
The Business Case for the Exeter Transformation Programme:
http://www.exeter.ac.uk/staff/transformation/
•
A budget of £4m for the Penryn Sports Centre project.
•
A budget of £800k (to be jointly funded with Falmouth University) for the Penryn
Childcare Centre and in-principle support for a family centre for the Streatham
campus.
•
The guiding principles and investment plan for the University’s second Campaign:
“Exeter – making the exceptional happen”.
•
The Future Finance project plan and the release of capital funds so that the project
could proceed.
•
The mission, vision and values for the University’s Corporate Strategy: Global 100
and the associated communications approach.
•
The University’s revenue and capital budget for 2015/16.
•
Statement on Research Integrity
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5.0 COMMITTEES OF COUNCIL
There are three statutory committees of Council:
•
•
•
Remuneration Committee
Audit Committee
Council Nominations Committee
Details of these committees, the membership and terms of reference can be found at:
http://www.exeter.ac.uk/about/organisation/governance/committees/
The committees met regularly during 2014/15 and on each occasion a report of the meeting and any
recommendations were brought to Council for due consideration.
6.0 DUAL ASSURANCE
Dual Assurance is an important element of the governance process at Exeter and throughout the
course of the year the Council lay leads of dual assurance portfolios were invited to comment on
items of business on the agenda. This provided Council members with assurance that activity was
well-managed and that decisions had been reached following due process and appropriate
consultation.
In addition to this Council received updates on the work of specific dual assurance portfolios from
three partnerships during 2014/15:
 In October 2014 Council heard from Michele Shoebridge (Director of Academic Services and
Deputy Chief Operating Officer), Lynne Tucker (Chief Information Officer) and Sally Wilcox (Lay
Lead for Information Technology) on the key issues being considered through IT Dual Assurance.
This included consideration of the University’s IT vision, how it would support both the research
and education strategies, management of risk, value for money and horizon scanning.
 In February 2015 members were provided with an update from the External Affairs Dual
Assurance Partnership of Jane Chafer, Director of Communication and Corporate Affairs and
Amanda Conroy (Lay Lead). This looked at current communications and marketing services, the
importance of reputation, providing world class communications for a world class University, the
use of social media, the priorities for 2015, and risks, dependencies and opportunities.
 In July 2015 the VCEG dual assurance lead for Ethics, Professor Nick Talbot provided Council
members with an update on the matters being considered under this portfolio. The lay lead,
Professor Steve Tomlinson, was unavoidably absent due to illness for this presentation but did
provide his written approval. This included discussion of research integrity and the Concordat to
support research integrity, research misconduct and research governance. The Statement on
Research Integrity was formally approved by Council.
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7.0 LOOKING AHEAD TO 2015/16
Council would like to put on record its thank to all of the University’s staff, students, alumni and
stakeholders for their continued hard work, commitment and support in delivering another
outstanding year for the University in 2014/15.
In particular Council would like to thank the retiring members and attendees of Council: John
Allwood, Chris Pomfret, Professor Ken Evans, Pete Hodges, Rachael Gillies, Geoff Pringle, Michele
Shoebridge and Rhun Davies. John Allwood retires from Council after 9 years as a lay member and
Council would like to thank him in particular for his outstanding contribution to Council since 2006.
Council looks forward to the academic year 2015/16 and anticipates, amongst other business,
considering the final corporate strategy, the research and impact strategy and the capital strategy.
July 2015
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