Minutes of the Board - 9 December 2024

PART I – OPEN ITEMS

The Clerk to the Board took the Chair.

59/24.  Election of Board Chair

The Clerk reported that G. Mills had resigned both as a Governor and as the Board Chair.  In accordance with the Board’s succession planning procedures, the Board considered the election of a Board Chair.

Two valid nominations for Board Chair had been received (candidate statements previously circulated) from the following candidates –

1. Harrison; and
2. Hoyland.

Having considered the candidate statements and in accordance with the Board Chair election procedure, those governors present undertook a secret ballot.

Due to a tie in votes received for each candidate, the Board undertook a second secret ballot.  Having taken a second secret ballot, J. Hoyland was declared as receiving the majority of votes and

Having been proposed by proposed by M. Thompson and seconded by M. Hartland, J. Hoyland was appointed Board Chair for a Two-Year Period with effect from 09 December 2024.

Action:  Clerk to advise appropriate agencies and support the Board Chair in Induction

J. Hoyland in the Chair

J. Hoyland thanked the Board for its confidence in her and paid tribute to R. Harrison.

60/24.  Election of Board Vice Chair

The Clerk reported that, as J. Hoyland, had been appointed as Board Chair, there was now a vacancy for Board Vice Chair.  In accordance with the Board’s succession planning procedures, the Board would consider the election of a Board Vice Chair at its next meeting.                     

It was AGREED that nominations be sought for the vacancy from 06 January 2025 and that a Special Meeting be held in January 2025, to consider nominations received and to appoint a Board Vice Chair.

Action:  Clerk to commence Vice Chair Nomination process 06/01/2025 and arrange a Special Meeting from w/c 20/01/2025

61/24.  Declarations of Interest

D. Blasczyk and A. Rao as candidates for appointment to the Board.  They left the meeting for the duration of the relevant items.

R. Sartain as a candidate for re-appointment to the Board. He left the meeting for the duration of the relevant item.

62/24.  Matters Arising

None.

63/24.  Minutes of Previous Board Meeting (Appendix, Agenda Item 3)

The Minutes of the meeting held on 07 October 2024 were approved as a correct record.

64/24.  Change to Agenda Order

The Chair advised that the items set out at Minute Numbers 65 - 68/24 would be taken out of Agenda order, so a representative of the College’s Financial Statement’s auditors could attend the meeting remotely by Microsoft Teams.

65/24. Summary of Audit Committee Minutes and Recommendations from Committee Meeting held 27 November 2024 (Appendices – Agenda Item 7.3a - d)

The Committee Chair gave a verbal update and presented recommendations.

The Committee had reviewed the Internal Audit Service (IAS) Annual Report 2023 – 2024, conducted by the college’s IAS provider, Validera; this summarised the outcomes of the reviews conducted on the college’s framework of governance, risk management and control to assist the Board in making its annual governance statement.

The 2023 – 2024 Annual Audit Plan approved by the Committee had been for 40 audit days and individual reviews had been delivered within this budget.  After the strategy had been approved, management had requested that the Student Records review be postponed; five unused days had been carried forward to 2024 - 2025.  During the year, the IAS was also asked to assist the college with an Annex G Grant Certification for Taking Teaching Further funding.

Therefore, during the year, the service had conducted seven reviews; three receiving Substantial Assurance, four attracting Adequate Assurance and no reviews attracted Limited or No Assurance. 

As the report was designed to assist the Governing Body in making its annual governance statement and complete its Annual Report to Board, the Committee had agreed that it had received sufficient assurance on the adequacy of the college’s controls and that this be reflected in the Committee’s Annual Report to Board.  

The Committee had also considered a report from the Clerk (previously circulated) presenting a Declaration that no incidents of Fraud, Corruption or Whistleblowing had been reported to the Clerk’s Office during 2023 – 2024, in accordance with Financial Procedures.  The Committee had reviewed the college’s Whistleblowing Policy at its meeting on 23 November 2023 and agreed that it remained appropriate to the college.  The annual appropriate reminder of the college’s expectations of staff and the policies and procedures in place to protect the college regarding bribery and corruption and support whistleblowing would be placed in the college internal e-newsletter ‘In The Loop‘.

66/24.  Report from College Internal Audit Service – Internal Audit Plan 2024 – 2025(Appendix, Agenda item 7.3.a)

The Committee Chair presented the draft Internal Audit Service Annual Plan 2024 – 2025 (previously circulated) of the college’s IAS provider, Validera.

The report set out –

• The key findings of the Audit Needs Assessment (ANA), following discussions with key college personnel and the Audit Committee Chair;
• The Service’s approach to the development of the Strategy; and
• The Internal Audit Strategy, which would include an Assurance Review of Governance.

Having reviewed the Annual Plan and concluded that it reflected the control requirements of the Board, it was

Resolved: that the Internal Audit Service Annual Plan 2024 - 2025 be approved.

67/24.  Audit Committee Draft Annual Report 2023 – 2024 (Appendix – Agenda Item 7.3.b)

The Committee had reviewed a précis of its activities for the Year 1 August 2023 to 31 July 2024 (previously circulated).

The Annual Report to the Board provided -

• a summary of the work of the Committee during 2023 - 2024, including any significant issues arising up to the date of preparation of the Report;
• any significant matters of internal control included in the management letters and reports from auditors or other assurance providers;
• the Committee’s view on its own effectiveness and how it had fulfilled its terms of reference; and
• the Committee’s opinion on the adequacy and effectiveness of the college’s audit arrangements, its framework of governance, risk management and control and its processes for securing economy, efficiency and effectiveness.

The Report had been produced in accordance with reporting requirements and included a section on governors’ development.

Resolved: That the Audit Committee Annual Report 2023 – 2024, be accepted.

Action:  Audit Committee Chair to sign Annual Report and Submit Report to ESFA before 31 December 2024

68/24.  Risk Register and Board Assurance Framework (BAF) (Appendix – Agenda Item 7.3.c)

The Board reviewed the 2024– 2025 Risk Register and Board Assurance Framework (previously circulated).

The EDoF had explained the risks identified and mitigating actions being undertaken.  Whilst no risks were rated ‘red’, the strategic risk (Planned defunding of AGQs) remained ‘high amber’ as the SLT considered this to be the most significant risk at this point. 

The Committee concluded that the risks have been appropriately identified and the management actions reported were effectively mitigating these risks.

The Board concluded that the risks had been appropriately identified and the management actions reported were effectively mitigating these risks.  In addition, each committee would continue to review risks within its remit at each meeting during 2024/25 and the Strategic Risk Register would be reviewed at every Board meeting.

Resolved: That

1. the Risk Register and Board Assurance Framework (BAF) – November 2024 Update, be approved; and
2. the risks identified for the 2024 – 2025 Risk Register and BAF, be approved.

Mr M. Munro, of Bishop Fleming, the college’s Financial Statements auditors, attended the meeting by remote access for the following item.

69/24.  Approval of Financial Statements and Going Concern Report (Appendices - Agenda item 8)

The Board reviewed the Financial Statements for the Year Ended 31 July 2024 (previously circulated), having already been considered by both the Audit Committee (Audit Min No. 35/24 refers) and the Finance & Business Operations Committee (F&BO Min No. 64/24 refers).

Financial Statements for the Year Ended 31 July 2024

Mr Munro presented the Financial Statements for the Year Ended 31 July 2024 (previously circulated).  The auditors confirmed an unqualified audit opinion in terms of both truth and fairness and regularity.

Key Issues for Discussion

Mr Munro advised that there was nothing adverse in the discussion report (previously circulated).  He explained the report’s contents, as follows –

• There were no matters of which the auditors were aware of that would require modification of the audit opinion.
• The FS auditors had reviewed the controls that operated within the college and had identified a few minor areas of risk. Best practice recommendations had been provided.
• Audit findings – the commentary was explained to the Board’s satisfaction.
• Audit findings against other risks. The specific risks highlighted were:
  • Management override of controls
  • Revenue recognition.

No material errors had been identified.

• The heightened risks highlighted:
  • Pension assumptions.
  • Capital projects.

No material errors had been identified.

Going Concern Assessment

The EDoF presented a report (previously circulated) providing the Board with assurance regarding the status of the college as a going concern.  This report had also been presented to the Audit and F&BO committees, both of which had concluded that the Report provided the necessary assurance.  The draft year end accounts, 2024 - 2025 financial plan and year to date operating outcomes demonstrated continuing good financial health.

Having received this report and the assurances of the Financial Statement auditors and the conclusions of the Audit & F&BO committees, the Board concluded that the college had in place adequate mitigating actions in place to ensure cash fluidity at this time during 2025.

Resolved: That, having considered the draft Financial Statements, the report of the Executive Director of Finance, the Financial Statements auditor’s report and the reports on going concern:

1. the Board considered the Shrewsbury Colleges Group to be a going concern; and
2. approved the draft year-end financial statements 31 July 2024 and Management Letter, for signature by the Chair and Principal/CEO.

ACTION:  Board Chair and P/CEO to sign Statements and submit ESFA before 31 December 2024

Mr Munro left the meeting at this point.

70/24   Chair’s Announcements

The Chair made the following announcements:

1. Chair’s Action – the Board Vice Chair had taken a decision on 04/12/2024, to approve
   1. the provision of 30% match-funding to support a Condition Improvement Fund bid for the renewal of the roof structure in the Performing Arts Block, London Road Campus; and
   2. the granting of delegated authority to the Executive Director of Finance to submit the bid by the deadline of 10 December 2024.

D. Blasczyk left the meeting.

2. Appointment of Staff Governor. Dan Blasczyk was the sole eligible Nominee following the recent Notice of Vacancy. He was now appointed to the Board for a Term of 4 years.

D. Blasczyk returned to the meeting.

3. Link Governor Visit Reports. All current Link Govenrors had completed visits this Term. The H&S Link Governor role had passed to C. Sharp.  He reported that he would be arranging a meeting from January 2025.
4. Learning Walk Report: Health & Social Care Vocational provision (T Levels). Those governors who had attended the recent Learning Walk expressed their enjoyment and praised the evident enthusiasm and commitment of the current students and the support offered by dedicated staff. Governors were able to see the impact of the Board’s decision to support investment in the college’s T Level provision and programme of capital improvements.

Action: Learning Walk 2024/25 Programme Spring Term date to be agreed and circulated to all governors

71/24.  Change to Agenda Order

The following item was presented, to complete the process for appointments to the Board.

A Rao and R. Sartain declared an interest in this item and left the meeting at this point.

72/24. Recommendation from Special Search & Governance Committee 05 December 2024 (Appendix, Agenda Item 7.5)

Application for Governor Opportunity

The Clerk had received an application.  The candidate had passed Due Diligence Checks, had met informally with the P/CEO and been recommended for formal interview.

The Committee had therefore interviewed formally the shortlisted candidate, based on an assessment of a submitted CV and application form/skills audit.

Having considered the skills and experience of the candidate, that the candidate was parent to a student attending the college, the future skills requirements of the Board and to maintain quality governance, the Committee had recommended to Board that A. Rao be appointed as a Parent Governor with effect from 09 December 2024 for a Three-Year Term and be appointed to the Finance & Business Operations Committee.

Resolved that: A. Rao be appointed as a Parent Governor with effect from 09 December 2024 for a Three-Year Term and be appointed to the Finance & Business Operations Committee.

Action:  Clerk to support newly appointed governor in Induction from w/c 16/12/2024.

73/24.  Succession Planning and Board Continuity

The Board had one vacancy for an Appointed Governor following a recent resignation.  There was a further Appointed Governor Term due to end within the next 3 months.  They were on their Second Term.  The Board’s procedure stated that ‘no governor should serve no more than two terms unless in exceptional circumstances.’  To provide stability and continuity to the Board at a time when a new Board Chair was being appointed, the Committee considered this to be an exceptional circumstance that warranted the extension of the Governor’s Term by One Year only.  The Governor had been approached and had indicated that they would be willing to accept this extension. 

Resolved that:  The Term of R. Sartain be extended to 31 December 2025.

Action: Clerk to update Board information and complete paperwork.

A Rao and R. Sartain returned to the meeting.

74/24. Summary of Minutes and Recommendations from Committees (Appendices – Agenda Items 7.1,2 &4)

Chairs of the committees presented the following meetings, drawing the Board’s attention to items of particular interest and presenting recommendations.

75/24.  Search & Governance Committee 16 October 2024 - Committee Membership 2024 – 2025

Having considered the skills audit and the personal preferences received, a proposed committee membership for 2024 – 25 (previously circulated) was agreed.

Resolved that:  that the Committee Membership 2024 – 2025, be approved.

Audit Committee

1. Harrison
2. A Prichard
3. Sharp
4. Sartain
5. Thompson

Finance and Business Operations

1. Adams
2. Barratt
3. Hartland
4. Hoyland
5. Rao
6. Staniforth
7. Tucker

Quality Standards and Curriculum Committee

1. Adams
2. Barratt
3. A Caesar-Homden
4. Greco
5. R Harrison
6. Hoyland
7. A Prichard
8. Vernon

Co-opted members –

1. 16 – 19 Student governor
2. HE Student governor

Ex- officio Member –

11. Board Chair

Remuneration Committee

1. Adams
2. Hartland
3. Hoyland
4. Sharp

Search & Governance Committee

1. Harrison
2. J Hoyland
3. Staniforth
4. Thompson
5. Vernon

Governor Representatives

1. Barratt – Higher Education
2. Harrison – EDI & SEND
3. Hoyland – Safeguarding & PREVENT
4. Sharp – Health & Safety
5. Vernon - Skills

Radbrook Foundation –

1. Staniforth

Estate Strategy Working Group

Held in abeyance.

Finance & Business Operations Committee – 24 October 2024 (Appendix – Agenda Item 8a) (Minutes previously circulated)

The Committee Chair presented the following recommendation –

76/24.  Recommendation from Finance & Business Operations Committee – 05 November 2024 - Health and Safety Annual Report 2023 – 2024 and Policy Statement

The Committee reviewed the Termly and Annual Report on Health and Safety across the college for August 2023 to July 2024(previously circulated), which provided an update on Health and Safety and included an Assurance Statement about the Board’s responsibilities for health and safety.

The Committee in reviewing the reports particularly noted the following -

• All sites’ Fire Risk Assessments had been audited by an external service, with low-risk remaining action points being implemented.
• Annual Invacuation/Lockdown drills were completed annually, with no significant issues raised.
• Health and Safety Audit outcomes. Key findings had been remedied quickly, with outstanding items followed-up.
• There had been no RIDDOR reportable events during the reporting period.
• A new procedure for reporting Accidents and first aid calls had been implemented to all first aiders making it quicker, easier and removing all paperwork.
• All health & safety incidents and near misses were analysed for any trends or training needs; no unexpected issues or unplanned additional needs had been identified during the period.
• Risk assessments were continually reviewed and adjustments made where required to ensure the continued safety of all staff, students and visitors.
• All college procedures had either been reviewed or were in the process of being so, by the Health and Safety Manager and Executive Director of Finance.

The Health & Safety Link Governor had reviewed the report prior to submission to the Committee and had submitted comments and questions, to which the EDoF had responded.  The Link Governor commended the college for its decisive and pro-active response to the recent surface water flooding incidents across the region to ensure that all students were able to get home safely despite disrupted transport, and examples of the Health & Safety Officer working with students mitigate health & safety concerns.  The Committee had also acknowledged the ongoing work being done by the college after vaping had been banned from all campuses.

The Committee had acknowledged that the Draft Health & Safety Policy had no major changes for 2024 – 2025.  The Annual Health & Safety Policy Statement would be signed by the Board Chair and Principal/CEO at the December Board meeting.

Resolved:  That:

1. the Health and Safety Annual Report 2023 – 2024, be approved; and
2. That the college’s Health & Safety Policy be approved.

ACTION: Board Chair and P/CEO to sign 2024 – 2025 Health & Policy Statement.

77/24.  Principal/CEO’s Report (Confidential Appendix – Agenda item 11)

The P/CEO presented his report (previously circulated).

Having delivered the report, in response to questions, the P/CEO made the following additional observations –

• Recruitment, retention and attendance.
  • The Board acknowledged that the college’s 2024/25 full-time 16 – 18 recruitment had been excellent, attracting the highest enrolment since merger. The college had experienced significant growth in student numbers since 2016. Apprentices’ enrolment was above both number target and financial target.  Adult enrolments were slightly down but remained on track to deliver Adult Education Budget.  HE recruitment was below both the target number and budget.  There was an opportunity to increase enrolments with a cohort starting in the second semester in January 2025.  The current Director of Higher Education was retiring with the current Learning Enhancement Lead for the London Road Campus appointed to the role commencing 1 February 2025.  Attendance was in line to this time last year at 89.1%.  Three days had been significantly impacted by adverse weather conditions.  Teachers had made significant efforts to ensure students’ catch up, aided by the additional workshop and support sessions.
• Budget, Pay Awards and Industrial Action
  • The budget included the announcement that £900mn was being allocated to further education. However, this sum was misleading, in that £300mn was for current capital projects and £300mn to support further education colleges with improving the condition of the estate (which the college would not receive as a sixth form college) as additional funding.
  • £300mn had therefore been allocated for revenue funding from 1 April 2025 to 31 March 2026.No announcement had been made on how this funding would be allocated or what would be funded. The funding was needed to support a pay award in colleges, although it could not fund any back-dated awards, and fund the growth in numbers of 16–18-year-olds nationally.
  • With respect to supporting a pay award, it was estimated that c.£200- 250mn would be needed to allow all college teachers and support staff to receive the same 5.5% pay award that schools had received. The pay award for sixth form college teachers and support staff remained unclear. This situation had led to the NEU taking industrial action in 32 sixth form colleges, including SCG. The college had taken steps to mitigate the impact of the strikes, and additional support would be provided to students where needed.  The Sixth Form College Association (SFCA) had taken the government to a judicial review over their failure to provide full funding for all sixth form colleges to support a teacher pay award.  
• T Levels future
  • The curriculum and assessment review had commenced. The government had made several announcements suggesting a more positive future for some of the threatened BTEC qualifications. However, the most recent decision to allow placements outside of the sector or in a college undermined the basic premise of the T Level programme.
• Shrewsbury College: change of name and branding
  • The Board had discussed the rebrand accompanying the planned change of name to Shrewsbury College. Following a staff consultation on the draft designs, further work was being undertaken on refining two of the concepts which were the most popular.
• DfE immersion Programme for civil servants
  • Two DfE officials had visited the college for two days, to discuss their particular areas of interest, T Levels, Data Management, Teacher Recruitment and Pay, and Capital and MPM Financial Restraints.

78/24. Safeguarding Annual Report (Confidential Appendix – Agenda Item 10)

The Board considered the Safeguarding Annual Self-Assessment Report (previously circulated) which provided updates on Safeguarding at the college including –

• The number of students being referred for Safeguarding support continued to increase year on year. Entries on the safeguarding system for 2024 – 25 were already significantly ahead of the same time in any previous academic year.
• Students continued to use the emergency out of hours support provided by the Student Assistance Programme, including significant instances where students deemed to be a high level of risk were made safe. Designated Safeguarding leads were made aware when this occurred. Students also continued to access the trained counsellors offered by the Student Assistance Programme. 
• The newly appointed Emotional Health and Wellbeing Practitioner currently had a caseload of just under 100 students from across the campuses; often referred by staff.
• The college was successfully taking all staff through the Raising Awareness Safeguarding Training. 95% of staff had now completed the Home Office Prevent Training introduced in 2023-24.
• In response to questions, the VP, S explained that the college continued with its strategy to embed positive attendance behaviours in students as consistent attendance at college was a significant protective factor for young people.
• Most students felt safe in, and supported by, the college. Students received an Induction into the college approach to safeguarding, Prevent and EHWB during their first week in college. This included where to go to access support if it was needed.  In the end of year student survey 98% (97% in 2023/24) of students informed that they felt safe in college.  Those who did not respond positively were followed up in-year and after adjustment was made for those who answered in error the figure was 99%.  The remaining 1% were almost all already known to the safeguarding team.
• The Safeguarding Team offered a comprehensive safeguarding support service for students across all campuses, with an in-person service for students to drop in and receive support provided during core college opening hours. This service was used more than ever during 2023 – 2024; with the college supporting large numbers of students with increasingly complex support which required ongoing intervention and support. In response to questions, the VP, S explained the categories of declarations and the interventions provided.  There had been an increase in certain types of risk including the risk to criminal exploitation of children.  The VP, S explained the mitigating actions being taken by the college and its partners with an increased focus on supporting students. 
• Regarding the Prevent Duty, the college undertook a programme of mandatory staff training. The college continued to support students around the risk of radicalisation.
• The college identified the important link between Safeguarding and the allied area of Emotional Health and Well-Being, to ensure that appropriate referrals were made and that students accessing EHWB provision were appropriately escalated where safeguarding concerns were identified. The out of hours support in 2023 - 2024, provided through the provision of the Student Assistance programme from Health Assured represented a significant development in the support, directly ensuring that students had the support needed to keep them safe at any time on any day.
• Staff continued to receive mandatory training on Safeguarding and Prevent as well as providing information on these themes via other CPD and regular updates. However, the college approach to staff training went beyond basic compliance, to raise confidence in what to look for in terms of safeguarding concerns amongst students and how to respond if they had a concern. During 2023-24, this focussed on key issues such as online safety, criminal exploitation and Prevent.
• Regarding Looked After Young People (including Care Leavers), the specific Progression Specialist role introduced in the post pandemic period had made a significant impact on improving outcomes in this area with respect to Retention, pass rates and achievement. Although still below the college average, gaps were closing.

Resolved:  That the Safeguarding Annual Self-Assessment Report 2023 – 2024, be accepted and approved.

79/24.  Strategic Discussion – Draft College Self-Assessment Report (Appendix – Agenda item 11)

The college’s Draft Self-Assessment Report 2023 – 2024 (SAR) (previously circulated) had been completed and was presented to the Board for discussion and review.

Governors and members of the SLT met in groups to discuss areas of the SAR, with prompt questions focused on how governors received assurance for the grading decisions. the following specific questions:

After the group discussion, feedback was given in plenary, which would be collated by the VP, Q, A & I to inform the final drafting of the SAR.

80/24.  Risk (Appendix, Agenda Item 12)

To support informed discussion, any changes in risk movement were highlighted in risk reports the committees received. 

Having been advised of this, the Board reviewed those risks specific to the Board and agreed that the risks have been appropriately identified and the management actions reported were effectively mitigating these risks. 

81/24.  Date of Next Meeting

Next scheduled meeting - Monday, 17 March 2025 from 5.30 p.m.  Venue – Higher Education Centre, London Road Campus.

82/24.  Governance Pack  

Precis of Minutes of Committee Meetings with no Recommendations for the Board  

The Board Chair explained that, as part of the actions arising from the recommendations in the recent ERG Report, going forward, committee chairs would present to Board a precis of the meetings, to ensure that all governors were aware of the key issues discussed at each committee whilst ensuring that the majority of time spent in Board meetings was reserved for strategic discussions.

            Committee Chairs presented a precis of the following -

1. Quality, Standards & Curriculum Committee – 02 December 2024

The Committee had focused on reviewing the college's performance in Progress Grade Period One, preparations for the upcoming OFSTED inspection and discussing strategies for improving student attendance.  The Committee also reviewed reports on student voice, careers and skills, safeguarding and EDI.

Overall, the Committee's focus was on seeking assurance that the college is well-prepared for the Ofsted inspection, improving student outcomes and maintaining high standards in safeguarding and equality.

2. Finance & Business Operations Committee – 03 December 2024

The Committee focused on reviewing the college's progress with respect to –

1. Financial Statements and Going Concern:
2. Period 3 Management Accounts:
3. 2024-25 Budget and Performance:

83/24.  Compliance Reports (Appendices, Governance Pack)

The Board reviewed the Annual Compliance reports for –

• Safeguarding
• Prevent
• SEND
• EDI

84/24.  Compliment & Complaint Annual Report 2023 – 2024 (Appendices, Governance Pack)

The Board reviewed the report (previously circulated).

The meeting ended at 8.25 p.m.