UNIVERSITY OF EXETER
Sport and Wellness – Dual Assurance Meeting
Monday 8th February 2016
Present:
Secretary:
Mike Shore-Nye (MSN) Chair, Registrar and Secretary
Nicholas Bull (NB), Lay Council member
Phil Attwell (PA), Director of Campus Services
Alison Davidson (AD), Director of Sport
Jack Bristow (JB), AU President Exeter
Amanda Chetwynd - Cowieson (ACC) (by video conference) President Student
Experience FXU
Rachael Cameron (RC), Executive PA to Registrar and Secretary
The new Registrar introduced himself and welcomed everyone to his first dual assurance meeting.
1.
Notes of Dual Engagement Meeting 19th Oct 2015
These had previously been agreed via email as an accurate record and uploaded to the website
within the deadline outlined in the dual assurance guidelines.
2.
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Alumni engagement has now been placed within GED. Simon Tyson has sent apologies to this
meeting and will be invited to give a presentation at a future meeting. Action: Rachael /Mike
Despite the explanation received there is still concern that specific sports are not available from
drop down boxes on the website to enable alumni to specify the destination of their gift other than
by entering in a freeform box and thereby no assurance that a donation will reach a desired sport.
However it was noted that receiving unrestricted funds rather than sport specific would enable
strategic decisions to be made on the use of funds. Data on this issue is required and it was
agreed that Mike would pick this up with Shaun Curtis in their next 1 to 1. Action: Mike
It was noted that the Football Varsity passed off without incident and was very successful in
regards to ticket sales and from a security and anti-social behaviour perspective.
3.
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Matters Arising
Revised Terms of Reference
Objectives and KPIs will be reported annually in term 3.
It was suggested that point 4 be reworded to clarify the difference of the oversight role in Penryn
compared to the managerial responsibility at St Luke’s and Streatham and that an item of self assessment on an annual basis be added. Action: Alison
The risk register is to be circulated and will be reviewed quarterly. Action: Alison
Audit Committee November 2015 had provided guidance on uploading approved Dual Assurance
meeting notes within 3 weeks of the meeting. The need for part 2 minutes due to commercially
sensitive content was queried.
4.
Report from the Athletic Union President
Jack elaborated on his previously circulated report and highlighted 91.81% members are
undergraduate .Ways to engage PG students and increase their involvement are being
considered. For example Bath has specific PG engagement events when UG students are not on
campus and Alison confirmed there would be capacity to use facilities in a similar way.
Benchmarking against other institutions was suggested as was engagement with the Doctoral
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College. Data suggests that PGT students will continue in sport if they remain at their UG
University whereas PGR are less likely to do so and also less likely to try something new.
The women’s intramural football has been successful and there is confidence it will grow
organically.
Nicholas queried involvement of International students but no specific data is available. Jack
advised there is demand that cannot be met with existing capacity but the university was using
alternative activities and venues such as surfing. Utilising the Sport England funding would enable
growth in this area. Data is requested at the next meeting to provide assurance that international
students are being engaged with. Action: Alison
The Come and Play campaign had been very successful with multiple levels of support and
endorsement. Students are being asked to come forward and share their experiences of inclusivity
at Exeter. This should remain a legacy of Jack’s time in; this ongoing commitment will be stressed
to incoming sabbatical officers at the next meeting. Amanda has an Inclusion in University Life
event and will include several similar strands of activity in that.
Jack shared examples of photography which are mounted in general frames. He confirmed he was
happy with the quality but was unaware of levels of sales achieved. Amanda reported that In
Falmouth this is student led by department of photography and the sport journalism course. Photos
will be on display in the new Penryn Sports centre. There is potential for more to be done in Exeter
with the photos along those lines.
Several varsity matches are due to be played on 24th February. Currently Exeter holds 5th
position in BUCS leagues. Jack reported that he had no concerns or issues and no major alcohol
related disciplinary issues. He was commended on his tenure as AU President and thanked for his
report.
5.
Report from the President Student Experience
Amanda elaborated on her report. Exeter PGs had started in January and each one was talked
through the sporting opportunities available to them.
Gym memberships are increasing and excitement building around the new sports centre. Concern
around timing of opening of the Sports centre 19th September 2016. This is after Fresher’s week
and will necessitate the booking of existing external venues as a fall back option should there be
any further slippage. External bookings have a potential financial consequence.
Social media had helped increase participation in sporting activity and general marketing; for
example the use of Twitter with match updates is proving popular.
It was suggested that Tim Hollingsworth Chief Executive of the British Paralympic Association and
Honorary Graduate of Exeter be approached for his support for future events such as Disability
Awareness week.
Amanda confirmed that as town gig rowing clubs are so strong there is no current need for a
university team which would be expensive to establish and maintain equipment. Strong local and
cultural links exist and subsidies are provided.
Tremough Community Day was established around Olympics 2012 but has fallen aside due to
volume of work needed to maintain this event. Amanda will email background to Mike Shore-Nye
for discussion with Mark Goodwin. Action: Amanda/Mike
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The CSM matches will take place at RNAS Culdrose this year due to space issues. Amanda felt
this highlighted the need for on campus sports pitches and the increasing costs to keep playing
offsite.
Amanda reported there are no issues with alcohol related anti-social behaviour
Contact has been made with Sally Gunnell, Honorary Graduate and Wellbeing Champion
regarding a formal launch. It was suggested that dates are secured in the diaries of senior
members of the Universities and governing bodies. Action: Alison
It was agreed to hold a future Sports DA meeting in Penryn possibly linked with the opening of the
Sports centre. Action: Rachael
Amanda was thanked for her very helpful report and the committee were delighted to see so much
activity in Cornwall.
6.
Report from the Director of Sport
Alison expanded on her report highlighting that managing capacity remains an issue. There has
been a growth in the use of virtual classes and although limited capacity the team is ensuring the
best possible customer experience. External members have adapted their usage in response to
student habits.
She explained the work undergoing with objectives and tabled the Strategy for Exeter Sport 20162019 which is a snapshot of sport ambitions. Alison confirmed that AU and staff within sport had
been involved with the development of the strategy and that it sits within wider Campus Services
strategy. Mike asked that from dual assurance it should be seen by VCEG and Council and needs
to link with estates and investment strategy. Action: Alison/Phil
Nothing the lack of coherent sporting strategy in the City the level of goodwill and the
establishment of Greater Exeter Sports Board is a positive move. Since the last Sports DA meeting
work has been undertaken BY Alison and Phil to develop an options appraisal which will be
considered at Sports Dual Assurance meeting in June 2016. This will cover future facility
requirements, capital expenditure, specific plans for St Lukes and the potential to use additional
locations underpinned by an understanding of target student numbers and the distinct student
demographic. This must align with the Estate Strategy. Action: Alison/Phil
It was noted that a proposed restructure of the sports office has been approved by VCEG.
7.
Alumni and Sponsorship report
The meeting received the report from Simon Tyson. Alison clarified his changing role and the
ongoing relationship with other members of the GED team. Simon will be asked to give a
presentation at the June meeting.
8.
AOB
Sabbatical elections are underway in Exeter with the AU president to be announced on 12th
February 2016.
9.
Date of next meeting - Monday 20th June 2016.
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Comment [CR1]:
Terms of reference to be further revised
Risk register to be circulated
Data on sports related donations to be obtained
Simon Tyson be invited to give presentation at June meeting
Formal launch of Penryn sports centre to be
coordinated with diaries
of senior members of universities and governing bodies
Options Appraisal for future need in Exeter
Autumn meeting to be held in Penryn
Background to Tremough Community day to be sent to Mike Shore-Nye
Invite new Sabbatical Officers to June meeting
Strategy for Exeter Sport 2016-2019 to be taken to VCEG and Council in
due course
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Alison
Alison
Mike
Rachael /Mike
Alison
Alison and Phil
Rachael
Amanda
Jack and Amanda
Alison and Phil