UNIVERSITY OF ESSEX
COUNCIL
28 April 2003
(2.25 pm to 4.00 pm)
MINUTES
Present:
Mr Melville-Ross (Chair), the Pro-Chancellors (Mr Jordan, Mr Pertwee), the
Treasurer (Mr Lewis), the Vice-Chancellor, the Pro-Vice-Chancellors
(Professor Massara, Professor Richmond, Professor Sherer, Dr Steel), Mr
Blundell, Professor Busfield, Ms Colston, Professor Dowden, Professor
Downton, Dr Elston, Mr Harker, Mr Hayman, Mrs Hobbs, Mr Hughes, Mr
Lyons, Mr Mack, Sir Robin Mountfield, Professor Nedwell, Mr Rainbird,
Professor Scott, Ms Stevens, Dr Venn, Professor Wright, the President of the
Students' Union (Mr Jones) and the Vice-President (Finance and Services) of
the Students' Union (Ms Lockmun)
By invitation: Mr Hewlett, Ms Hodges
In attendance: The Registrar and Secretary, Academic Registrar, Director of Finance,
Director of Estate Management, Director of Personnel Services, Planning
Officer, Head of Public Relations
Apologies:
Mr Burrow, Mrs MacMillan, Professor Muthoo, Lord Newton,
SECTION A: UNRESERVED BUSINESS
CORRESPONDENCE AND ANNOUNCEMENTS
The Chair welcomed Ms Hodges, Principal and Chief Executive of South East Essex College,
to her first Council meeting, and reminded Council of the reciprocal arrangements under
which Professor Sherer would represent the University as an observer at meetings of the
College Corporation.
76/03
STARRING OF AGENDA ITEMS
At the request of the Chair and members of Council, the following items were starred for
discussion in addition to those indicated on the Agenda:
Item 11(e)
77/03
Finance and Strategy Committee (Section A: Unreserved Business)
The unstarred items of the Agenda were then deemed to have been received and noted or
approved by Council as appropriate.
78/03
MINUTES OF THE PREVIOUS MEETING (SECTION A: UNRESERVED
BUSINESS)
79/03
The Minutes of the meeting held on 20 January 2003 (Section A: Unreserved Business) were
signed as a correct record.
MATTERS ARISING FROM THE MINUTES
80/03
There were no matters arising from the Minutes.
APPOINTMENT OF THE CHANCELLOR
81/03
The Joint Meeting of Senate and Council held immediately before the meeting of Council had
received the report of the special Nominations Sub-Committee of Finance and Strategy
Committee, and endorsed the recommendation made. Court’s power to appoint the
Chancellor had been delegated to the Council at the meeting of Court on 2 April 2003.
82/03
RESOLVED: that Lord Phillips of Sudbury be appointed as Chancellor of the University of
Essex until 31 July 2008.
VICE-CHANCELLOR’S REPORT (C/03/17)
83/03
The Vice-Chancellor introduced his report, covering the following topics:



Student applications 2003/4
Progress on the Capital Building Programme
Brief announcements
Student applications 2003/4
84/03
Council noted that the buoyant situation with regard to both undergraduate and postgraduate
applications was continuing. The University’s market share of undergraduate applications
was continuing to increase, as it had done for the last five years.
85/03
It was possible that the SARS outbreak in the Far East might have some impact on overseas
recruitment in October 2003, although it was too soon to know quite what the impact might
be. One consequence was the closure of English language test centres in China, which meant
serious delays for applicants who needed test results. The University was in contact with the
British Council to monitor the situation.
Progress on the Capital Building Programme
86/03
Council was pleased to note that the new student accommodation at University Quays was
expected to be completed in time for full occupation in October 2003. There was some
concern that the bridge over the railway line would not be completed in time because there
were delays in final approval of the design. However, if the bridge was not available then
suitable transport arrangements for students would be provided.
87/03
Secretary’s note: The Director of Estate Management subsequently confirmed that
installation of the bridge was due to start on 6 June 2003.
Brief Announcements
The Vice-Chancellor reported that the University’s response to SARS was to follow the
guidance given by the Health Protection Agency, with whom we were in close touch. The
risk locally was believed to be low.
88/03
The Vice-Chancellor was pleased to announce the University’s success in its bid for
Objective 2 funding for the Southend Centre. Just over £0.5 million over the next two years
would enable the University to develop more programmes for delivery in South Essex and to
invest in staffing for the Centre.
89/03
FINANCIAL SITUATION
(a)
(b)
HEFCE Grant Announcement 2003-04 (C/03/18)
The Director of Finance reported that the settlement for 2003-04 was favourable
compared both with other institutions and with the University’s own earlier forecasts.
The formulae on which it was based had changed, but on this occasion it had worked
to the University’s advantage.
90/03
The designation of ‘6*’to the departments of Government and Sociology (those
which had achieved a 5* rating in both the 1996 and 2001 Research Assessment
Exercises) had brought with it additional funding as well as kudos. The 2.25% rate of
inflation applied to the teaching grant was below real costs when taking into account
pay increases, increase in National Insurance contributions, pension costs for support
staff and pay drift, but nevertheless it was a good settlement overall.
91/03
Latest Budgetary Situation 2002/03 and Finance Forecasts for 2003/04 (C/03/19)
The Director of Finance reported that the latest budgetary position showed a positive
variance, most of which was demand led, i.e. due to increased student numbers.
92/03
The Director of Estate Management was seeking to increase LTM expenditure, since
several years of underfunding was likely to lead to serious problems if the backlog
was not addressed. Budget Sub-Committee was asked to examine carefully the LTM
needs, given the proposed large increase in the LTM budget.
93/03
The figures for 2003/04 were still provisional forecasts which were being worked on,
so approval was not being sought until a new budget was submitted to Council at the
next meeting. It was anticipated that increased student numbers would contribute to
an increase in fee income.
94/03
In response to questions, Council noted that
 There was built in growth in teaching staff numbers to keep pace with the
increase in student numbers, particularly with a view to redressing the
balance in those departments with less favourable staff/student ratios.
 The costs of implementing essential work arising from the Disability
Discrimination Act had been taken into account. A professional assessment
had been carried out and prioritised work was incorporated into the capital
building programme.
95/03
96/03

97/03
(c)
Wivenhoe House Hotel was struggling under the difficult conditions
prevailing across that sector but was still projected to return a small surplus
for the financial year.
Tuition Fees 2003/04 (C/03/20)
98/03
Council noted that the University had complete discretion to set fees for all overseas
students and could set premium fees for Home/EU postgraduate taught courses. The
fee proposals before Council continued the existing strategy of adopting above
inflation increases for all overseas fees, which were being set for two years in
advance for the first time to assist in the context of recruitment information.
99/03
The Director of Finance reported that there had been a special meeting of the
University/Students’ Union Consultative Committee (USUCON) to discuss proposals
to vary the established regime of discounts for students who paid fees in advance and
instalment fees for those who opted to pay termly. In the past these charges had
applied only to those paying fees in excess of £5,000, but new fee categories of
£2,800 to £6,000 and over £6,000 were proposed to extend the discount possibilities
and to ensure equitable treatment between home/EU and overseas postgraduates.
100/03
The Dean of the Graduate School reported the concerns of postgraduates who were
unable to pay their fees in advance because of the way in which they were funded. It
was noted that a small group - consisting of the Pro-Vice-Chancellor (Academic
Development), Director of Overseas Relations, Dean of the Graduate School and
Director of Finance - had been established to give closer scrutiny to fee issues, and
that the discount/instalment fee arrangements would be kept under review.
101/03
The Dean of the Graduate School asked that further consideration be given to the fees
for new postgraduate schemes at East 15 Acting School, which she felt needed to be
adjusted to take account of the differential between masters and diploma provision for
home/EU students. It was agreed that the decision on those fees could be deferred
pending further discussion.
102/03
RESOLVED
(d)
that the schedule of tuition fees as set out in paper C/03/20 be
approved, with the exception of fees for postgraduate schemes at East
15 Acting School.
Capital Building Programme (C/03/21)
103/03
Council noted that the University had been allocated just under £6 million under the
second round of funding from the Science Research Infrastructure Fund (SRIF),
which could meet up to 90% of total project costs. Although HEFCE had indicated
that they did not expect to see new build projects, the University intended to make a
special case to build a new Social Science Research building. This would house the
Data Archive, ISER and some smaller social science research centres. The proposal
would be discussed with HEFCE at officer level and if it was not acceptable then the
expenditure would instead be switched to a number of smaller projects which were
already in the pipeline, to free up capacity to proceed with the building.
104/03
Noting the tight timescale for submitting proposals to HEFCE, Council agreed that
the final decision could be made at Finance and Strategy Committee, on behalf of
Council, at the meeting in May.
105/03
Council noted that early indications were that a further £2.7 million was to be
allocated to the University under the Teaching Infrastructure capital fund, of which
£701k was earmarked for work associated with the DDA. The funding was formula
based, so that the final figure could be more if on student numbers increased. The
sum was not included in funds carried forward for capital spending so would add to
the total available for capital building.
NETWORK CENTRE – PROCUREMENT REPORT (C/03/22)
Council noted the paper which set out the history of the project to construct the Network
Centre, which was being funded through the first SRIF round. The notional allocation for the
construction contract was £4m. It had been agreed that the procurement should be on a twostage basis and Wates Construction had been appointed at the first stage.
106/03
As the regular project meetings had progressed it had become apparent that the building’s
design, as it stood, could not be constructed for less than £5m. Extensive negotiations had
been conducted with a view to bringing the project costs down to an acceptable level,
although latterly there had been a serious possibility that it would be necessary to re-tender
the scheme on a traditional fixed price basis. It was a very difficult decision but on balance
Budget Sub-Committee were recommending to Council that the final order should be placed
with Wates since there was considerable risk that a new tender process would come in
significantly above the available budget, as well as the risk that the project would be delayed.
The Director of Estate Management was well aware that the project would need to be
managed very carefully in the light of the tensions which had arisen thus far.
107/03
Various lessons had been learned from the experience, and in particular it had not been a good
decision to adapt the designs originally drawn up for the far more ambitious JIF bid. This
was apparent with hindsight, as was the over-reliance on the Quantity Surveyor, so on a future
occasion it would be desirable to adopt more of a partnership approach.
108/03
RESOLVED
109/03
that an order be placed with Wates Construction in the sum of £4,300,000
plus VAT (£5,052,500) noting that it was extremely likely this figure would
be exceeded, although the professional officers of the University would make
every endeavour to contain the final account.
DEPARTMENT OF MATHEMATICS (C/03/23)
The Vice-Chancellor summarised the discussions which had been taking place on the future
of the Department of Mathematics since Budget Sub-Committee initially proposed the closure
of the Department in March 2002. Senate had not accepted the recommendation for closure
and had first established a committee of enquiry and then a committee to develop a recovery
plan for the Department. The latter committee had included the Heads of all the departments
with which the Department of Mathematics had joint activities.
110/03
The report of the Recovery Committee had commanded widespread support, including that of
the relevant Heads of Department. Budget Sub-Committee remained unsure as to the
likelihood of the Plan’s success, but as the risks were limited and exit strategies were
included, it wished to fully support the plan in order to give it every chance of success.
111/03
In future, all staff would be joint members of the Mathematics Department and of a partner
department to which they would belong for research purposes. All staff would be expected to
submit at Grade 5 level to the next Research Assessment Exercise. There would be a
Management Committee which would oversee the arrangements for working in partnership
with the relevant departments. An important role of the Management Committee would be to
review and, if necessary, modify the strategy that seeks to achieve the goals of the
restructuring. There would be a formal review after three years.
112/03
113/03
Senate had received the report on the recovery Plan for the Department of Mathematics at its
meeting on 19 March and had endorsed the recommendations to Council.
RESOLVED
114/03
(a)
that the Recovery Plan for the Department of Mathematics as set out in the
Report to Senate be adopted with immediate effect;
115/03
(b)
that the Department be re-named the Department of Mathematical Sciences
with effect from 1 August 2003, and that Ordinance 6 be amended
accordingly;
116/03
(c)
that a Mathematics Management Committee be established with immediate
effect, to implement and monitor the Recovery Plan, with the membership
and terms of reference as set out in C/03/23.
REPORT AND RECOMMENDATIONS FROM SENATE (UNRESERVED
BUSINESS) (C/03/24)
117/03
Council considered the report and recommendations (Unreserved Business) from the meeting
of Senate held on 19 March 2003.
Dean of School
118/03
RESOLVED
that Dr Frances Millard be appointed as Dean of the School of Social
Sciences for the period 1 August 2003 to 31 July 2006.
Director of US Studies
RESOLVED
119/03
(a)
that Dr Colin Samson be re-appointed as Director of US Studies for
the period 1 August 2003 to 31 July 2004;
120/03
(b)
that Dr Jeff Geiger be appointed as Director of US Studies for the
period 1 August 2004 – 31 July 2007.
Institute for Electoral Research
121/03
RESOLVED
that the Institute for Electoral Research, under the directorship of Professor
Paul Whiteley, be established with immediate effect.
MINUTES OF COMMITTEES
INFORMATION SYSTEMS STRATEGY COMMITTEE
122/03
Council noted the Minutes of the meeting of the Information Systems Strategy Committee
held on 26 February 2003.
Annual IS Strategy Plan and Budget 2003/04 and Forward Look 2004-07
123/03
RESOLVED
that the Annual IS Strategy Plan and Budget 2003/04 and Forward Look
2004-07 be approved.
EQUAL OPPORTUNITIES STEERING GROUP
Council noted the Minutes of the meeting of the Equal Opportunities Steering Group held on
29 January 2003.
124/03
ARTS COMMITTEE
Council noted the Minutes of the meeting of the Arts Committee held on 4 March 2003.
125/03
AUDIT AND RISK MANAGEMENT COMMITTEE
Council noted the Minutes of the meeting of the Audit and Risk Management Committee held
on 4 March 2003.
126/03
FINANCE & STRATEGY COMMITTEE
Council noted the Minutes of the meeting of the Finance and Strategy Committee (Section A:
Unreserved Business) held on 17 March 2003.
127/03
New Student Accommodation
Council noted that, even with the availability of the new student accommodation at University
Quays from October 2003, it was projected that the University would need an additional 650750 residential places by 2005/06 in order to maintain current accommodation guarantees. It
had not been possible to put a detailed proposal to Council for the meeting since some aspects
were dependent on Research Park developments.
128/03
The Director of Finance was in discussion about financing issues with HEFCE and alternative
financing methods were to be explored with a view to making a recommendation to Council
on the way forward.
129/03
RESOLVED
130/03
that in principle Finance & Strategy Committee should proceed on the basis
of building 650-750 new student residential places in time for the start of the
2005-06 academic year.
Learning Partnerships
Council noted the proposed merger of the Centre for Lifelong Learning and the Collaborative
Projects Office, to create a new Section within the University to cover the delivery of courses
other than traditional undergraduate and postgraduate degree schemes.
131/03
RESOLVED
132/03
that Learning Partnerships Section be established with effect from 1 August
2003.
KEY PERFORMANCE INDICATORS
(a)
133/03
Council noted the key performance indicators produced by the Finance Section which
compared the University’s financial position on a range of indicators to those of the
1994 Group of Universities.
(b)
134/03
Finance Section (C/03/25)
Research Income December 2003 – February 2003 (C/03/26)
Council noted Grants and Contracts that had been awarded between 1 December
2002 and 28 February 2003.
REPORT OF CHAIR’S ACTION (C/03/27)
135/03
Council ratified the action taken by the Chair of Council since the last meeting on 20 January
2003.
136/03
RESOLVED
that an honorary degree be awarded at the Degree Congregation to be held in
July 2003 or April 2004 to the following candidate:
Alison Steadman, OBE
Actress and former student of East 15 Acting
School
DATE OF NEXT MEETING
137/03
The next meeting of Council will be held on Monday 30 June 2003 at 2.15 p.m.
Moira Collett
Academic Registrar
May 2003