Queen Elizabeth Sixth Form College
Minutes of the Meeting of the
Finance and Resources Committee
held on Monday 4 March 2013 at 4.30 pm
Present:
Mr C Wiper (Chairman)
Mr T J Fisher
Prof L Oglesby
Mr D Warman
Mr A Wilson
In Attendance: Mr S A Hargrove
Dr S Hunnisett
Mr G Brookes (Clerk)
16/13 Declaration of Interests
None of the Members present had any financial, personal or other interest to declare
in any item on the agenda.
17/13 Apologies
Apologies were received from Mr M Shaw and were accepted by the Committee.
18/13 Minutes of the Previous Meeting
The minutes of the meeting held on 21 January 2013 were accepted as a true record
by the Committee and signed by the Chairman.
19/13 Matters Arising
There were no matters arising.
20/13 Outstanding References
There were no outstanding references.
21/13 Urgent Business
No items of urgent business were raised.
22/13 Premises Report
Mr Fisher reported verbally that the usual maintenance works had been carried out.
In addition, there had been a legionella survey and, whilst no contamination had been
detected, potentially hazardous tanks and pipework had been removed from the
system as a precaution. Also, some asbestos had been found and dealt with. The
overall cost of these works was around £6k.
The Committee accepted the report.
23/13 Accommodation Project
23.1 Mr Fisher reported that the project was in its final stage and that the EFA
funds allocated to it have been spent by 31 March 2013 deadline as required.
Completion on the works will be 5 or 6 weeks later than originally planned for
the reasons given in the minutes of the last meeting (Ref 08.2/12) ie.
asbestos, some corrosion and strengthening of beams for offices on the flat
roof. However, programmed usage of the spaces involved would not begin
until August and, therefore, the delay (which was agreed by the College) is
not critical.
23.2
Mr Hargrove issued the AA Projects Cost Report Nr. 2 (March 2013) which
was received after the papers for this meeting had been dispatched. He
referred in particular to the General Project Information on page 2 and
explained each line. The contingency is still holding (£121k) and the project
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overall is well within budget even though some extra fixtures and fittings had
been included.
23.3
Points raised in discussion included:
a. The asbestos and corrosion problems had been rectified relatively
cheaply.
b. Some contingency money, around £20k, is likely to be used for the
strengthening of the beams.
c. It is planned to have three offices on the flat roof area. They would reprovide some facilities which had been available in the Arts Centre eg.
2 large media suites, dedicated photographic studio and toilets.
d. The estimated cost of around £100k for the three offices may seem
expensive but the benefits they will provide were considered to be value
for money by the Committee.
The Committee accepted the report and approved the continuation of the
project as presented.
Action Mr Fisher/AA Projects
24/13 EFA Building Condition Improvement Fund (BCIF) 2013/14
24.1 Mr Fisher referred to the BCIF 2013/14 bid which the College had submitted
to the EFA, as approved at the last meeting(Ref 09/12). It contained a
summary of each of the five projects proposed: improvement and expansion
of social and circulation space; first floor office extension; external recladding; external fabric repairs; vertical extension of main building extension.
24.2
A breakdown of the estimated cost for each project was included with the total
estimated cost being £3,267,366. The amount of EFA funding being
requested is £2m with the remainder coming from other secured funding
available to the College and/or the Colleges cash reserves.
24.3
Points raised in discussion included:
a. If EFA allocated £2m the College would decide which projects to pursue.
It would not be necessary to adopt all five nor to use the secured funding
available. However, new elements could not be introduced.
b. There are still a number of areas in ‘poor’ condition but the bid also
reflects the need for more space for expansion.
c. A SFCA Briefing received today indicated that the capital allocation for the
SFC sector for 2013/14 will be increased to £61m.
c. The College is confident that the projects would be shown to be good
value for money.
24.4
The outcome of the bid should be known by the end of March and it was
agreed that a special meeting may be needed to consider the matter further
and that Members would be informed.
Action Mr Fisher/Mr Brookes
The Committee approved the report and the College’s BCIF 2013/14 bid.
25/13 Personnel Report
Mr Fisher referred to the Personnel Report dated 4 March 2013 which covered
appointments (1 external and 4 internal); leavers (4); additional changes (4) and
recruitment in progress. He pointed out in particular the College Sport Maker which
is a joint appointment with Hartlepool. The post is to encourage more sport and may
lead to similar arrangements with other colleges.
The Committee accepted the report.
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26/13 Finance Report
26.1 Mr Hargrove referred to the Finance Report for the six months to January
2013 and in particular to:
Executive Summary – Historic Cost net surplus of £427k compared to budget
of £96k.
Para 1.5 – Cash and Bank balances of £3,087k equating to 125 Cash days in
Hand.
Para 1.6 – Operating surplus of £398k compared to a budget of £67k.
Para 3.1 – Recurrent funding on track but SFA Adult funding under budget.
Para 5.2 – Costings for Capital Projects
Para 7.4 – Financial Health Assessment of Grade 1 – Outstanding.
Apps.
– The Financial Tables.
26.2
Points raised in discussion included:
a. The reasons why SFA Adult Funding is under budget. It is a relatively
small amount but an important educational service.
b. Why examination expenses are regularly over budget.
c. What constitutes ‘Other Support Costs’ and the reasons why they are
under budget; including actions to reduce costs.
The Committee accepted the report.
27/13 Funding Statement 2013/14
27.1 Mr Hargrove referred to the EFA 16-19 Student Number Statement 2013/14
dated January 2013 and in particular to the lagged student number in Table 1
(1,971) and the full time and part time numbers in Table 2.
27.2
Points raised in discussion included:
a. The types of activity that could count towards the times that constitute fulltime and part-time students.
b. Other activities which may be considered included: targeted support for
weaker students; links with local universities to help prepare students
planning to attend university; acquiring extra qualifications at College.
The Committee accepted the report.
28/13 Urgent Business Raised under Item 21/13
No urgent business was raised.
29/13 Confidentiality
Item 24/13 (BCIF 2013/14) and Item 25/13 (Personnel Report) are to remain
confidential.
30/13 Date and Agenda for the next meeting
The next programmed meeting will be held on Monday 29 April 2013 at 4.30 pm.
If it is deemed necessary to convene a special meeting to consider the BCIF 2013/14
bid the Members will be informed.
Action: Mr Wiper/Mr Fisher/Mr Brookes
There being no further business the meeting closed at 5.40 pm.
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