Corporation Board

CORPORATION BOARD Minutes of a Meeting 10.00am on Thursday 29th January 2015 Gwynne Holford Room

Present: Mr Graham van der Lely (Chair) (GVdL) Ms Ingrid Barker (IBA) Mrs Barbara Buck (BB) Mr Duncan Clegg (DC) Mr David Crawford (DC1) Mr Mark Davison (MJD) Mrs Jane Holderness-Roddam (JHR) Mr Edward Keene (EK) Mr Russell Marchant (RM) Mr Chris Moody (CM) Mr Graham Papenfus (GP) Mr Jack Reed (JR) Professor Ron Ritchie (RR) Mr David Seymour (DS) Mr Charles Whitehouse (CW)

In Attendance: Mr John Deane (JD) Mr Graham Ledden (GL) Mr Luke Rake (LR) Mrs Lesley Worsfold (LW)

Apologies: Mr Martin Baber Mr Bob Barnett Ms Isabel Beveridge Mrs Rosamund Blomfield-Smith (RBS)

Minutes: Mr Rob Lee

ACTION ACTION DATE

01/15 Approve the recommendation for the appointment of Ms Ingrid Barker and Mr G Papenfus as governors. Papers C01/01/15 and C01.1/01/15

The Chair outlined the process that had taken place. Ms Barker had been recommended by Councillor Hicks shortly after his retirement as a governor in December 2013. Ms Barker had subsequently had a meeting

Minutes of the Corporation Board Page 1 of 13 ACTION ACTION DATE with the Principal and himself and was a very strong candidate but at the time we had just started to discuss a new process for finding new governors. Ms Barker agreed to wait until the new process had been completed. The Chair explained that we subsequently advertised and had a good response. The Chair explained that all the applicants were invited to the College and seen by himself, RM, EK and CW. It was felt that after the process Ms Barker and Mr Papenfus were the outstanding candidates and matched the skills required and showed great enthusiasm for the College which was equally important. The Chair referred Members to the candidates credentials outlined in their CV’s. The Chair outlined the reasons why they had been invited today. Ms Barker had first applied in February 2014 and is unable to make the March Meeting so would not be involved until the end of May. All the other candidates had been given the date of this meeting at their interview and Mr Papenfus was enthusiastic to commence as a governor if selected as soon as possible. The Chair advised that it was not ideal for the candidates to be waiting outside and stressed that he did not want Members to think their authority was being undermined. The Chair advised that this course of action will be avoided in the future. The Chair advised that he had spoken to other members of the Search and Governance Committee relating to Ms Barker and they had agreed she should be recommended to become a governor. GvdL advised that he had also spoken to MJD relating to Mr Papenfus and his CV and proposed course of action had been communicated by email to RBS.

It was approved that Ms I Barker should become a governor for a Clerk Immediate term of office of four years.

It was approved that Mr G Papenfus should become a governor Clerk Immediate for a period of four years.

The Chair advised that there would also be recommendation to the next Search and Governance Committee that Dr J Selby be appointed as a governor. Dr Selby had been put forward by a senior member of UWE and had exceptional HE experience and had been seen by the same panel outlined above. We must consider that Professor Ritchie is retiring in August 2015 and we still need to discuss with UWE whether they still wish to nominate a governor to the Board. GvdL explained that if the Search and Governance Committee recommend the appointment of Dr Selby his CV will be sent to all governors for consideration prior to Dr Selby being invited to the March Board Meeting where his appointment will be confirmed.

Ms Barker and Mr Papenfus joined the meeting and the Chair welcomed them.

02/15 Apologies for Absence

Minutes of the Corporation Board Page 2 of 13 ACTION ACTION DATE Apologies were received from Mr M Baber, Mr R Barnett Ms I Beveridge and Mrs R Blomfield-Smith.

03/15 Declaration of Interest – Paper C03/01/15

The Clerk advised that member’s interests would be taken as those disclosed in the Register of Members Interests. There were no declarations of members interests for agenda items.

04/11 Minutes of the Last Meeting – Paper C04/01/15

Minutes of the meeting held on the 11th December 2014 were agreed to be a true and accurate record and signed by the Chair.

05/15 Matters Arising

5.1. (135.1) Update on communication with FE students on the situation with the Library.

LR confirmed that a statement has been circulated to students and staff.

5.2. (135.1) Update on the review of the Bus Service.

LW confirmed that views would be taken from a student group.

All other matters are on the agenda.

06/15 FE Report

6.1. Discuss FE Report including Key Performance Indicators. Paper C06.1/01/15

LR advised that full time FE was performing well. The league tables for 2013/1014 had just been released and we are the best performing land based college with an average grade of Distinction+. LR advised that he would be presenting a full report on this to the next meeting of QuESt. LR outlined the increase in applications for 2015/2016 and in response to MJD confirmed that it had been necessary to cap some courses last year. The bedroom situation is critical and reviewing the situation weekly. GvdL observed that there was obviously a tension between managing growth and restriction on bed spaces. RM advised that we are looking at what the maximum numbers should be to ensure that we do not impact on quality and this varies by curriculum area. In response to GvdL RM confirmed that our numbers will be restricted by the lack of available accommodation and that this year it is estimated across FE and HE we could have lost between £300K and £400K in income. RM advised that we

Minutes of the Corporation Board Page 3 of 13 ACTION ACTION DATE are currently looking at a number of options to overcome the accommodation problem and will report back to the Board. LR advised that there would be a drop in SFA funding for next year of about £80K but due to increase in students this year we expected an increase in EFA funding of about £400K. LR outlined the principle of lagged funding. RM advised that as long as the unit of funding remains the same we should receive funding next year for the extra students we have this year. In response to GvdL LR advised that recruitment from different parts of the country varies by cohort. EK noted that the retention figures were not included on the KPI report.

A report on the options available for overcoming shortage of RM 25/03/15 accommodation will be discussed at the next meeting.

6.2. Update on A Level Department (from December 2014 Meeting). Paper C06.2/01/15

LR advised that this is one of the most challenging areas relating to performance but recruitment is very high with the area attracting more applications than any other in FE. LR outlined the interventions that were taking place to improve performance. EK noted that Chemistry and Biology were two of our largest subject areas but show some of the worst performances. LR outlined the problems in Chemistry. DC1 questioned the quality of teaching and was this result of the amount of study time, salaries or employing part time staff. LR advised that there will be national changes next year which will give us more flexibility but the teaching generally was good except in Chemistry and Physics which was influenced by fractional posts. LR outlined his proposal to make Catsbury an A Level Block. RR advised that STEM subjects were extremely important and fractional posts had been a long term problem in Chemistry and Physics. RR felt that there should be greater leadership quality because if the outcomes are not as they should be then Ofsted will not agree that we have strong teaching. LR agreed and advised that we now have five lead roles one of which is in science but we do not have management posts and would need to look how it would fit with the overall structure. RM advised that there was excellent communication in the Department with students and parents. CM advised that there is good work being done by the team but it is our area of biggest risk. STEM is high profile and results are way below what is needed. CM believes that the staffing issue needs funding, there should be a focus on STEM subjects and the College needs to address this as a matter of urgency. DC1 questioned whether the external monitoring of teaching should be more robust. DC agreed with CM that we need to address this urgently as we have multiple challenges in teaching, timetabling, and academy and self-graded as a three.

A Report on actions being considered to improve A Level LR 12/03/15 performance will be discussed at the next meeting of QuESt.

Minutes of the Corporation Board Page 4 of 13 ACTION ACTION DATE

07/15 The Student Voice

7.1. Student Governor verbal reports.

JR thanked the Principal for clarification on the FE Centre. JR advised that the Students’ Union had teamed up with The Rucksack Project - a venture founded to provide homeless people with necessities during the cold winter months - to put together 10 rucksacks full of food, warm clothes and sleeping bags to hand out. JR also advised that they were working with Gloucester County Council regarding the forthcoming election and getting more students to vote. DS offered to help with this and would see JR after the meeting. JR stated that he had conducted a questionnaire as part of his assignment. The results were very positive and JR outlined some of the outcomes. In response to EK JR advised that parking and costs were the most negative responses.

It was agreed that the results of the questionnaire will be sent Clerk With draft out with the draft minutes. minutes

08/15 HE Report

8.1. Discuss HE Report including progress to achieve TDAP. Paper C08.1/01/15

JD advised that recruitment for 2015 was up 4.6% compared to same point last year and this compared favourably with a 2.3% national increase. Sport applications are showing a 33% increase and this has been helped by new programmes. However Animal and Land applications have dropped by 26% which is majorly down to a drop in two programmes, Animal Science and Animal Science and Management. JD outlined the actions that were taking place to help redress this situation but acknowledged that there had been a considerable increase in this area over the last three years. In response to CW JD confirmed that we will still have viable cohorts in Animal Science. In response to CM JD confirmed that there had been an increase in agriculture applications. MJD questioned whether the fall off of applications was to do with employment prospects in this area and should we be looking at this aspect to improve applications. JD confirmed that this was taking place at the moment with UWE looking at employability. In response to GvdL JD agreed that this was the first year of £9K fees but as overall applications were up it did not seem to be price sensitive. JD advised that the Critical Self Analysis had been submitted by the deadline and our TDAP application will be considered by the QAA on the 5th February 2015 and if successful it is expected that scrutiny will commence in May 2015. JD confirmed that Governor TDAP training will take place in February and March and there will be a scrutiny dry run in April.

Minutes of the Corporation Board Page 5 of 13 ACTION ACTION DATE

8.2. Review Key Performance Indicators. Paper C08.2/01/15

JD confirmed that there was a report going to the next meeting of QuESt relating to the drop in the average tariff on entry. The large increase in applications for FE progression to HE at the College was noted.

09/15 Finance Report

9.1. Discuss Management Accounts for December 2014. Paper C09.1/01/15

GL advised that the result for the first five months of the financial year is very close to budget showing a deficit of £1095K against a budgeted deficit of £1111K. GL confirmed that based on the current known variances he would expect us to achieve our budgeted surplus of £440K at the end of the year. GL expected HE to achieve budget. GL advised that there were two areas of concern. Firstly Catering where the pricing of the meal packages were not giving us the expected margins. LW advised that we had made the meal package more flexible with greater appeal to students and this has led to a greater take up of the offer. When the budget was put together we had not fully agreed the package and whilst we are looking at the pricing there is limited opportunity to make amendments to the package during the year. GL advised that Catering income would remain as budget but direct costs would be up and currently forecasts these to be £100K over budget at the end of the year. GL confirmed, however, that there had been much higher income generated in Red and Black which has resulted in a favourable variance. GL advised that the second area of concern was Staff Development which has already spent 92% of the annual budget. LW advised that this was majorly due to more high cost training in HE leading into TDAP. DC1 noted that we are looking likely to miss our budget again on conferencing and asked what steps we were taking to remedy this situation. LW advised that the Summer School has suffered due to the recession and some of the events we hold such as RDA Championship impacts on availability of our accommodation. LW confirmed that we are in discussion with a Football School which could generate £140K but this would be for next year. In response to MJD GL confirmed that he was more comfortable for next year’s budget than he had been for this year but he would still be looking for further cuts. GL estimated that there would be a cut in SFA funding of around £88K but due to lagged funding we could have an increase of £400K from the EFA. This together with a potential £600K increase due to rise of fees to £9K and a further £100K from UWE plus some other increases could increase our turnover next year by £1.25m. GL advised there were some caveats around £350K for widening participation, £460K care standards and £400K residential bursaries as well as considering the increases in pension contribution and staff pay rises.

Minutes of the Corporation Board Page 6 of 13 ACTION ACTION DATE 9.2. Update on Capital Projects. Paper C09.2/01/15

FE Centre

GL was pleased to report that the building should be handed over on the 13th February 2015 ready for occupation after half term.GL explained that the College’s business interruption insurance continues to cover the costs of the temporary buildings on site and we have currently spent £550K of the £1m provided. The budget remains at £3.66m.

Biomass Boiler Project

GL advised that the boilers have now been commissioned and the application for RHI was lodged before the end of the year to secure the higher rate. The budget remains at £840K

Gloucester Rowing Club

GL advised that no further meetings have been held with representatives of Gloucester Boathouse Ltd to discuss the terms of our £100k contribution.

Stock Handling Facility

GL advised that this facility will be financed by £220k grant from the SFA. Building will commence in early February but RM advised that due to having to demolish a number of buildings including the old pig unit the budget is under some pressure.

9.3. Review the College Top Risks. Paper C09.3/01/15

GL advised that the risks had been reviewed and outlined the changes that had been made relating to the risks on TDAP scrutiny and failure to raise funds for capital projects.

10/15 Update on the Strategic Plan. Paper C10/01/15

RM advised that following on from his presentation at the last meeting relating to the update of the Strategic Plan he had taken into consideration the comments and made further changes which he now presented as a further draft for discussion. RM advised that he presented the draft in A4 and A5 format for consideration but was not expecting to produce a large number of copies as it would also be on the web site. In response to DS RM advised that he did not see this as a recruitment tool but rather a document for staff and our partners. RM advised that some of the content had been changed but not the strategic priorities. RM also advised that we are looking to have a better design format and text in the final document but these were still being tested. In response to DC RM advised that growth was not always a positive and we would not have

Minutes of the Corporation Board Page 7 of 13 ACTION ACTION DATE growth for growths sake and our strategic priority of growth will be effectively managed to ensure resource efficient delivery and the maintenance of quality. In response to IBA GvdL advised that these were high level strategies which will have sub-strategies below. In response to IBA and MJD RM confirmed that the Strategic Document will be reviewed annually. In response to MJD RM confirmed that there were developments taking place in blended learning. In response to DC RM confirmed that we had indeed researched our claim as being the “world’s largest equine educational centre” and was confident that this was the case but emphasised that the key message in this paragraph was that irrespective of our size every student receives the individual support they require to grow and develop.

CM believed that the subject areas mentioned in the first paragraph of the Principals Introduction should be in alphabetical order.

RR wondered, taking into account our previous discussions and its importance to the College, whether there should be a reference to residential.

CW would prefer to see a better aerial view of the College on the front page and DC1 added as to whether it could wrap around the document covering front and back pages.

RR felt that our narrative on the College value “Promoting respect for all” was looking dated and believed we should re-visit to include inclusivity of equality.

IBA wondered whether the Vision could be presented in a way so that it can be better remembered and DS agreed a brief explanation of Mission Statement and Vision could be expanded and suggested that this could replace page 2 “Contents” which were not really needed.

GvdL advised that there was still some tidying up required to match the priorities with how they will be achieved.

EK felt that we should look for a better phrase than “Best they Can Become” but knew that this had proved difficult. RM agreed that we had gone around in circles on this point but advised that this phrase had come from a student in a feed-back session.

It was agreed that any further comments should be sent to the ALL 28/02/15 Principal by the end of February.

It was agreed a final draft of the Strategic Plan will come to the RM 25/03/15 next meeting for approval.

11/15 Discuss Principals Report. Paper C11/01/15

Minutes of the Corporation Board Page 8 of 13 ACTION ACTION DATE The Principal presented his Report that covered the period from the last Board Meeting in mid-December 2014.

11.1. Campus Developments.

RM advised that most of the major developments had been covered in GL’s Report but added that the University Landbased Centre at the Farm had now been opened and there was a refurbishment of Legends Bar.

11.2. UWE Update

RM confirmed that at a recent meeting with UWE it had been agreed that all functions bar the student management system would be taken on by the College in 2015/2016 and in return the top slice will be reduced to 13%. In response to GvdL RM agreed that this was good progress and discussions will take place at a later date on further reductions to the top slice.

11.3. GFirst Stem Funding.

RM advised that potentially £700K of funding would be available from GFirst and we would propose to use it to refurbish and extend our laboratory facilities. RM outlined the plan to refurbish three existing laboratories, convert a classroom into a laboratory and create a new laboratory through moving student services and some of our wellbeing services into a new student zone. RM explained that the extra laboratory space was required due to the increase in Animal Science and A Level students.

The Corporation approved the use of £700K in funding to improve RM Immediate our laboratory facilities.

11.4. Student Zone

RM outlined his plan to create a Student Zone in the current A Level quadrangle and this will also house a new College Reception which will be moved from Hartpury House.

11.5. National College

RM advised that he had attended, with the Chair, a meeting to discuss the possible development of a National College for Agriculture. CM outlined the current situation and advised that he had met with BIS. CM expected a decision by the end of March 2015 and that he would require college commitments by the 16th March 2015.

It was agreed that a briefing paper would be sent to all governors RM Immediate by e-mail on the National Agri-Tech College proposal for any objections to be raised against giving College commitment to the

Minutes of the Corporation Board Page 9 of 13 ACTION ACTION DATE proposal.

It was agreed that this matter will be an agenda item at the next Clerk 25/03/15 meeting.

11.6. Drugs

RM advised that there had been more instances this year than in recent years of students caught using cannabis which has led to several exclusions. LW advised the actions that were being taken. DC1 questioned whether the College had a policy of “one strike and you are out” and LW advised that it depended on the circumstances but if expected of dealing then the individual would be excluded.

The remainder of the Reports were taken as read.

12/15 Discuss Safeguarding Report. Paper C12/01/15

LW advised that this was one of the two reports that were presented to the Board annually. LW advised that the College had received the Bullying Intervention Group Award in November 2013 and is now working towards re-accreditation. LW informed governors that over 500 16-18 year old students had completed a survey in connection with our participation in the Gloucestershire Healthy Living and Learning Accreditation. LW outlined the student workshops that had taken place and that in particular the Drive for Life Campaign had been very successful. LW confirmed that DC1, as Safeguarding Link Governor, had attended one of the weekly Safeguarding Meetings. LW advised that the number of referrals received in the first term had increased from 26 the previous year to 56 this year but saw this as a positive indication that our training and awareness campaigns were working. LW confirmed that only a small number of these cases were referred on to external agencies.

13/15 Discuss and agree response to draft English Colleges’ Code of Good Governance. Paper C13/01/15

The Clerk advised that the AoC has issued a draft of a new version of the English Colleges’ Code of Good Governance for consultation. The original Code running to just four pages was issued in 2009 and the proposed new version is in considerably more detail in two parts and 24 pages and he believed will give us some challenges. Due to the consultation process that has already taken place, and this is outlined in the introduction part of the document, the Clerk would expect the majority of the document to be issued without amendment and colleges will be expected to adopt its spirit as well as the letter. The Clerk explained that there is an option for a governing body to adopt the Code but if it has good reason not comply with particular provisions within, it could exclude but should explain its rationale. The Clerk explained that Part 1 outlines the Values and

Minutes of the Corporation Board Page 10 of 13 ACTION ACTION DATE Principles and there is little that you can disagree with in this section. Part 2, however, goes into the detail with the first few pages outlining the strategic planning process and the Clerk confirmed that he had already had conversations with the Principal on this section. The remainder was largely administrative and the Clerk referred members to the sections highlighted and proposed actions. The Clerk believed that the only area of real contention is the suggestion that we should limit the maximum term that a governor can serve to six years and this was too short in a specialist college. RM believed that the draft was an important step forward for college governance but was aimed at general FE colleges. CM believed, however, that we should be very aware that where colleges have failed this was a failure of governance and the length of service of some governors had become a problem. In some institutions long service had become the norm. CM felt that the length of service will become an issue and whilst six years was too short the issue is going to be contentious in mixed economy colleges. DS believed that in colleges such as ours there was so much to learn that it is some time before you can make a worthwhile contribution and believed that it was necessary to have a balance on a governing body.

It was agreed that the matter of the maximum length of service a Clerk 05/03/15 governor can serve will be discussed by the Search and Governance Committee and a recommendation made to the Board.

The response to the draft needs to be made by the 5th March 2015 ALL 28/02/15 so further comments should be passed to the Clerk by the end of February 2015.

14/15 Review arrangements for Strategic Planning Day. Paper C14/01/15

The Chair outlined the arrangements for the next Board Meeting and the Strategic Planning Day both of which will be held at the Corse Lawn Hotel. The Board Meeting will be held on the afternoon before followed by Dinner. Prior to Dinner Dr Susan Pember OBE, who conducted a review last year on behalf of the AoC Governors Council, will lead a discussion on Creating Good Governance. We will arrange overnight accommodation for those governors who wish to stay. The following day will start at 9.30am. GvdL advised that the agenda has not yet been finally agreed but we are planning to open the day with a branding presentation by GillFoxJames and that the majority of the remainder of the day will be taken up by deciding what we believe the College should look like in 2020.

15/15 15.1. Receive, accept and note the Minutes of the Finance and General Purposes Committee 15th January 2015. Paper C15.1/01/15

The minutes of the Finance and General Purposes Committee

Minutes of the Corporation Board Page 11 of 13 ACTION ACTION DATE were accepted and noted.

16/15 16.1. Approve the Application of the College Seal to the Farm Business Tenancy Agreement between Gloucester Charities Trust and Hartpury College. Paper C16.1/01/15

The Application of the College Seal to the Farm Business Tenancy Agreement between Gloucester Charities Trust and Hartpury College was approved and signed by the Chair and Vice Chair.

17/15 17.1. Report from Landex Representative on AoC Governors Council. Paper C17.1/01/15

GvdL believed that the comments relating to writing off debt were dangerous and RM confirmed that he had spoken to an AoC Board Member on this matter.

The Report was noted.

18/15 Election of Chair. Paper C18/01/15

The Clerk advised that he had received one nomination prior to the meeting for Mr E Keene and asked if there were any further nominations. There were no further nominations and Mr Keene was asked to leave the room.

The Chair advised that Mr Keene had been a governor since 2006 and Vice Chair for some years. GvdL explained that he had worked very closely with Mr Keene particularly over the last two years since he had announced his intention to retire. Mr Keene had given him a great deal of support and he believed that he would make an excellent Chair. DC advised that he did not feel that Mr Keene had the correct qualifications to become Chair and stressed that this was not a personal comment. A vote was taken.

Mr Keene was elected the next Chair of the Corporation for a term not exceeding his term of office as a governor by a vote of fourteen to one and will take up this position at the March Board Meeting.

Mr Keene re-joined the meeting and thanked the governors for their support.

19/15 Any Other Business

Minutes of the Corporation Board Page 12 of 13 ACTION ACTION DATE The Chair reminded Members that there will be tour of the new FE Centre and New Vicarage Accommodation.

The Chair advised that this would be Mr Mark Davison’s last Board meeting as he was retiring as a Governor in February. The Chair explained that Mark had been a governor for 25 years and for 17 years of that period he had been Chair. During that time the College had developed from an institution with 69 students and the threat of closure to the outstanding Institution it now is and Mark had been instrumental in this progress. The Chair thanked Mark for his tremendous service and advised that a lunch would be held on the 6th March 2015 to celebrate his and Martin Baber’s tremendous service to the College.

Dates of Future Meetings-all scheduled to commence at 10.00am except where noted and the Strategic Planning Day will start at 9.00pm.

Wednesday 25th March 2015 at 2.30pm followed by Dinner and overnight stay at Corse Lawn Hotel. Thursday 26th March 2015 at 9.00am-4.00pm Strategic Planning Thursday 28th May 2015 Thursday 9th July 2015 Thursday 8th October 2015 Thursday 10th December 2015

Thursday 28th January 2016 Wednesday 30th March 2016 at 2.30pm followed by Dinner and overnight stay. Thursday 31st March 2016 9.00am-4.00pm Strategic Planning Thursday 26th May 2016 Thursday 14th July 2016 Thursday 13th October 2016 Thursday 8th December 2016

Mr Edward Keene 25th March 2015 Chair of Hartpury College Corporation

Minutes of the Corporation Board Page 13 of 13