UNIVERSITY OF ESSEX
COUNCIL
23 May 2011
(2pm – 4.15pm)
MINUTES
Chair
Mr Gore
Present
Mr Boyle, Mr Cornes Dr Cox, Lord Currie, Mrs Edey, Ms Evans, Mrs Galeotti, Mr Gray, Professor
Henson, Professor Hulme, Ms Judd, Mr Krishnamoorthi, Dr Mackenzie, Dr Mansel-Thomas, Dr
Nicol, Professor Massara, Professor Riordan, Professor Schulze, Ms Stamp, Ms Stevens, Mr
Tolhurst, Professor Underwood, Dr Wood
Apologies
Mrs Regal
Secretary
Dr Rich
In attendance
Mr Albano, Mr Bannerman (for agenda item 14, C/11/24), Dr Campbell, Mr Connolly, Professor
Pretty, Ms Saunders (for agenda item 16, C/11/27), Professor South, Dr Virdee (for agenda item 15,
C/11/25 and C/11/26), Professor Wright.
UNRESERVED BUSINESS
CORRESPONDENCE AND ANNOUNCEMENTS
Reported
None
78/11
STARRING OF AGENDA ITEMS
Reported
The Chair of Council starred agenda item 6, Chair’s Action (C/11/15).
79/11
DECLARATION OF INTERESTS
Noted
No one present declared an interest in any item on the agenda.
80/11
MINUTES (C/11/14)
Approved
The minutes of the meeting held on 21 February 2011.
81/11
MATTERS ARISING FROM THE MINUTES
Noted
There were no matters arising from the minutes of the meeting held on 21 February 2011
that were not covered elsewhere on the agenda.
82/11
CHAIR’S ACTION (C/11/15)
Reported
(a) The Chair explained that a Joint Committee of Council and Senate had been
established in accordance with Ordinance 6, to recommend to Council the
appointment of a new Registrar and Secretary. A long list of candidates had
been created and formal interviews were planned for 28 June 2011.
83/11
1
(b) Chair’s action had been taken to approve revisions to the Students’ Union (SU)
constitution, Schedule 2 Election Regulations. The Chair of Council had
discussed the revised the changes with the Academic Registrar, the SU Chief
Executive and the SU President, before taking chair’s action. A re-run of the
SU elections had taken place week commencing 9 May 2011.
84/11
VICE-CHANCELLOR’S REPORT (C/11/16)
Reported
In addition to his written report the Vice-Chancellor outlined progress with the USS
pensions issue and with the Government’s planned White Paper on higher education.
85/11
a) A meeting of the USS Joint Negotiating Committee (JNC) had taken place on 10
May 2011 with employer and UCU nominees, to give further consideration to
the final form of the proposed scheme changes. The independent chair, Sir
Andrew Cubie, had taken the casting vote to approve the changes to the pension
scheme, which would be considered by the USS Board of Trustees in June.
UCU highlighted its continued opposition to the proposed changes and it was
thought that industrial action was possible.
86/11
b) Publication of the White Paper was expected on 13 June 2011, and it was
suggested that the Government may be considering a method for relaxing
student number control over the coming years.
87/11
HEFCE GRANT: CHANGES TO 2010-11 AND GRANT FOR 2011-12 (C/11/17)
Reported
The University had faired better in respect of recurrent funding for 2011-12 than the
sector average. The reduction in grant was 3.09%, compared to a reduction of 4.08% for
the sector average. In relation to teaching, the reduction was 3.29% compared to the
sector average of 5.37%. The research grant had been reduced by 2.46%, compared to
the sector average of 1.07%. There had been an in-year cut to the 2010-11 teaching
grant for the University and its partner colleges.
88/11
Noted
The HEFCE funding method had not changed, but the higher education sector would
move over to a new funding regime from 2012-13. The reduction in the University’s
block grant was partly mitigated by a growth in widening participation funding. The
University would probably lose £17-18m in funding for teaching, once the full impact of
the cuts was complete, but there was the opportunity to recover this income through
increased tuition fees. The University would receive a capital grant of over £3m, largely
for research, from 2011/12 to 2014/15.
89/11
FINANCE MONITOR (2ND UPDATE) (C/11/18)
Reported
The University was planning for a surplus of £2.45m for 2010-11, excluding exceptional
items. The overall net surplus would be in the region of £0.854m. A small deficit was
expected in 2011-12 and from 2012-13 onwards the financial position of the University
would improve.
90/11
Noted
The original save and earn quantum of £10m, proposed before the extent of funding cuts
was known was discussed and had been revised to £6m. Council was reassured that this
target was achievable for University managers.
91/11
That financial planning was based on Home/EU student numbers declining slightly from
2012-13 onwards on account of the new fees regime, and this reduction would be in the
region of 8%. It was thought that the full effect of the new fees system would not be
apparent until 2013-14, as there was a surplus of applicants in the current admissions
92/11
2
cycle, some of whom might apply for entry in 2012, and therefore 2013 entry would
probably reflect any new trends more accurately.
There was potential for growth in postgraduate taught, postgraduate research students
and health. The reduction in student numbers presented the University with the
opportunity of raising the quality of its student intake through the admission process.
Resolved
93/11
that Council approved:
i)
a revised save and earn quantum, from £10m to £6m, mandating senior
management to achieve the revised target; and
ii) a £6m save and earn investment fund aimed at facilitating the improvement in
recurrent headroom.
94/11
95/11
FINANCIAL REGULATIONS (C/11/19)
Noted
The Chair requested an amendment to the regulations to make it clear that the budget
holder should immediately report any suspicion of fraud or irregularity to the Director of
Finance, who would advise the University’s internal auditors and, where appropriate, the
police. [changed underlined]
96/11
Reported
The present financial regulations were outdated and the proposed new financial
regulations had been drafted after extensive staff consultation and feedback. It was
intended to bring any future changes to Council in the autumn term of each year.
97/11
Council were reminded that underpinning the financial regulations would be an
extensive set of financial procedural notes, overseen by the Director of Finance, and
which were available to members of Council upon request.
98/11
The Chair of the Audit and Risk Management Committee reported that the Committee
welcomed the revised regulations, which gave the Committee reassurance that the
University had a robust regulatory framework in place and was well managed.
99/11
The financial regulations now included procedures on procurement and would be
revised by the office responsible for procurement in due course.
100/11
that the new University Financial Regulations be implemented with immediate effect.
101/11
Resolved
PROPOSED PURCHASE OF WATERFRONT LAND, IPSWICH BY UCS Ltd (C/11/20)
CONFIDENTIAL
STUDENT’S UNION MANAGEMENT ACCOUNTS 2010-11 (C/11/21)
Reported
That the governing body was responsible for the financial affairs of the Students’ Union,
who would present its budget for the forthcoming year to Council in July, and its half
year review in February of each year, together with the financial statements.
108/11
It was explained that the Students’ Union expected a small surplus to be made for this
year, and that the fall in income was due to a decline in licensed trade, which reflected
students’ drinking habits, a trend which was reflected in other Students’ Unions across
the country. Trading in retail and catering was quite strong overall. The profile of
activity for the Students’ Union saw very little income being generated over the summer
months when most students were not on campus, but there were a number of fixed costs,
and the profiling of the SU budget would be changed next year to reflect this.
109/11
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CAPITAL INVESTMENT PLAN:
(i) PROGRESS REPORT (C/11/22)
Reported
Noted
The successful introduction of the IHR system demonstrated by the fact that all members
of staff had been paid on time in the April pay run. The next step would be to introduce
further modules and realise some of the benefits arising from implementing the system.
110/11
External signage had been erected across the campus and the next stage would involve
developing an internal signage and room numbering system that could be clearly
understood by all.
111/11
Work on the Knowledge Gateway infrastructure had been slower than expected, and
work on Clingoe Hill would not occur until the summer holidays and was expected to be
complete before the start of the school autumn term. All infrastructure works were
expected to be complete by 13 September 2011.
112/11
Confirmation was received that the University had received a bat licence and that works
on Wivenhoe House could proceed to schedule.
113/11
There were a number of sports developments planned, including introducing a gym at
Southend, permanent floodlights and replacing the synthetic sports pitch at Colchester.
114/11
Business cases for the Meadows development and Elmer Square project would be
presented to the next meeting of Council for consideration.
115/11
The timing of the Clingoe Hill works would be communicated in a positive manner to
the residents of Wivenhoe. Council was reassured that the work to Clingoe Hill would
not go on into September 2011.
116/11
That the costs associated with changes to Wivenhoe House were being tightly controlled
by the Director of Estate Management, and that advisory groups were providing input
and expertise as and when required.
117/11
That the cost of building the Institute for Democracy and Conflict Resolution would be
in the region of £11.5m, of which the University would provide £4.5m, with over £7m
being raised through fundraising. The University was currently undergoing a feasibility
study to identify donors and to establish a realistic timetable. If the monies were not
forthcoming the architects would scale down the design and produce a smaller building,
work on which was expected to commence in 2013. A copy of the feasibility study, or a
summary thereof, depending on the size of document, would be circulated to Council
members.
118/11
(ii) STUDENT CENTRE/LIBRARY EXTENSION: FULL BUSINESS CASE (C/11/23)
Noted
The Vice-Chancellor gave a presentation on the proposed new Student Centre and
Library Extension.
119/11
That relocation of staff to the Student Centre would create decanting space for academic
staff and possible alternatives for use of the vacant space would be discussed by the
Space Management Group.
120/11
The Council boardroom would also provide a suitable venue for other meetings,
including those involving visitors to the University.
121/11
4
Resolved
Council welcomed the proposal, and requested that any space designed within the
building, particularly relating to the Council room, should be as multi-purpose as
possible and not restricted by design.
122/11
to approve the commitment of £21m from the Capital Investment Plan to take this
project through to completion, noting that:
123/11
a) a sum of £500k had already been approved to take the project forward through
the design process;
b) recurrent revenue costs would be an average £1.9m per year exclusive of
cyclical maintenance and IT/AV refresh costs;
c) an amount of up to £210k would be required, in addition to the capital budget,
for each of the 2011-12 and 2012-13 financial years to meet the cost of the
student services project team.
Council expressed its gratitude to the Vice –Chancellor and the project team in
developing this innovative project.
124/11
125/11
126/11
127/11
UNIVERSITY OF ESSEX: LONDON PROJECT (C/11/24)
CONFIDENTIAL
KEY PERFORMANCE INDICATORS:
(a) GLOBAL IMPACT (C/11/25)
Reported
Noted
The Vice-Chancellor explained that the KPI for league table position reflected the THE
world rankings league table, which was currently red. This was an error as the
University had risen from 273 to 248, which was an improvement on last year, albeit that
this rise was due to a change in the method used.
135/11
Council were reminded that a red KPI did not necessarily mean there were serious
problems, but that there was a lot to do, and intervention was required to bring a
particular KPI back on track.
136/11
That market share and growth in relation to international students was currently amber,
and there was still a lot to do in this area. The international link strategy was currently
red, but this formed a very small part of the overall international strategy, and the
University had effectively put this KPI on hold, pending a re-organisation of
international structures.
137/11
(b) FINANCE (C/11/26)
Reported
Overall this KPI was green, which reflected forthcoming changes in the tuition fees
system from 2012-13, the successful delivery of the voluntary severance scheme, a third
year of low pay awards and changes to the USS pensions scheme, which was heading in
the right direction. This was achieved whilst recognising that the sector was going
through a period of uncertainty.
138/11
Noted
This KPI would be reviewed in due course.
139/11
HEALTH AND SAFETY ANNUAL REPORT (C/11/27)
Reported
Council had reviewed the Health and Safety report last year and agreed that it should be
considered on an annual basis. The Health and Safety Manager reported that
140/11
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departmental statements had been requested and relevant training was in place and
ongoing.
That 80% of staff had been trained in fire safety and 95% of staff using display screen
equipment had been training and assessed.
141/11
Individual tables should be presented to Council in colour in the future, and there was a
need to ensure that more staff in Science and Engineering received basic fire safety
training.
142/11
The Health and Safety Manager assured Council that the University had good health and
safety systems in place.
143/11
Noted
REPORT AND RECOMMENDATIONS FROM SENATE (C/11/28)
Resolved
that all the recommendations contained in the report from Senate be approved.
144/11
REPORTS FROM COMMITTEES:
(a) Finance and Strategy Committee (21 March 2011 (C/11/29)
Resolved
that all the recommendations contained in the Knowledge Gateway – decision making
protocol be approved.
145/11
Finance and Strategy Committee (9 May 2011 (C/11/30)
Noted
146/11
(b) Audit and Risk Management Committee (3 March 2011) (C/11/31)
Noted
147/11
(c) Nominations Committee (9 May 2011) (C/11/32)
Resolved
that all the recommendations contained in the report from the Nominations Committee
be approved.
148/11
DATE OF NEXT MEETING
Monday 18 July 2011.
149/11
ANY OTHER BUSINESS
There was no further unreserved business to discuss.
RESERVED BUSINESS
There was no reserved business.
Dr Tony Rich
Registrar and Secretary
May 2011
6