Agenda for Wednesday 05 December 2018 Meeting commencing at 1100 (with Board Members attending remotely) and concluding at 1200

Transcription

1 1/1 1/13 Board of Directors Agenda for Wednesday 05 December 2018 Meeting commencing at 1100 (with Board Members attending remotely) and concluding at 1200 Paper Lead 1. Declaration of Interests Verbal Chair 2. Welcome and Apologies Verbal Chair 3. For Discussion/Agreement Minutes of Last Meeting 24 October 2018 Minutes Rolling Action Points Matters Arising CDN/051218/1 Paper Verbal Chair Chair Chair Strategic Issues Year End Accounts (Non Disclosure): CDN/051218/2 Gayle Watson - Management Accounts and commentary to 31 July Audit Findings Report - Cover Letter - Letter of Representation - Draft Financial Statements for the Year Ended 31 July 2018 Audit Committee Annual Report (Non Disclosure) CDN/051218/3 Willie Mackie Operational Issues Board External Evaluation Verbal Gayle Watson Risk Register CDN/051218/4 Jim Metcalfe 5. AOCB Verbal Paul Houlden 6. Continuous Improvement Review of Meeting and Supporting Papers Verbal Chair 7. Date of Next Meeting Wednesday 30 January 2019 from 1200 to 1430 Verbal Chair

2 1/2 2/13 CDN Board Action Monitoring Log CDN/ Action Monitoring Log Agenda No Action Ref Action Date Owner Tuesday 31 May A16.13 Board to highlight any strategic opportunities and facilitate introductions to support CDN. Wednesday 29 March A21.06 Testing of an element of the Business Continuity Plan to be undertaken within approx. six months with the support of Edinburgh College Facilities Manager. Update: Following the move to Airthrey Castle the plan needs to be revised before testing. Wednesday 31 January A26.06 Board Members to advise Marian McMorland of any activity which falls under the auspices of the Lobbying Act. 6.2 A26.13 Further consideration to be given, in relation to the portal, to: training for the Board to make use of additional functionality and issuing of tips in relation to its usage Wednesday 28 March A27.01 JB and MC to attend discussions with the CDN Board twice yearly. 3.3 A27.02 CDN Board encouraged to contact James Boyce on an ongoing basis. 4.5 A27.03 Actions following on from the self-evaluation process: future evaluations to include the percentage of responses received to enable trends to be tracked. CDN Board Agendas to be forward planned in relation to strategic items. Committee Chairs and the Senior to meet once or twice per annum. July 2019 As required ALL GW ALL GW GW JM ALL GW JM GW Wednesday 20 June 2018 : CDN Committee Chairs and Meeting 2 A28.01 Audit Committee to consider its role regarding 01 Nov 18 WM supporting CDN s funding discussions. 2 A28.03 Staff skills audit to be taken forward during 24 July 19 GW 2018/19. 2 A28.04 A report on the PDP to be brought to the HR 30 Jan 19 JM Chair and to the Board Meeting. 5.1 A28.07 Articles of Association GC to take forward the refresh of the Articles of Association on behalf of the Board and to make recommendations in relation them. TBC GC College Development Network 1

3 2/2 3/13 CDN Board Action Monitoring Log CDN/ Thursday 23 August A30.03 Strategic Framework CDN to consider widening the scope of the market for its Courses A30.04 Board Committees the reconstitution of the Development and Innovation Committees into Forums; that the Innovation and Development Forum chairs work with the CEO and Company Secretary with regard to the membership and remit of these Forums A30.06 Risk Register maintaining and reporting and assessment against Human Rights/Equalities will be added to the next risk register and will be discussed regularly at meetings. the risk relating to SFC funding should be changed now that funding for has been secured. controls and mitigations in relation to risk 3 to be re-considered. consideration to be given to re-wording the member expectations risk re to say not meeting member expectations rather than Member expectations are not well managed. the risk in relation to Consultants is too specific and should be removed. Wednesday 24 October A31.01 A remit for the revised Innovation Forum will be drawn up and circulated to the current membership of the Innovation Committee A31.2 Board to feedback any further comments on the Next Generation proposals to Victoria Pyle by Wednesday 31 October A31.3 Board to feedback any further comments on the Professional Standards to sandy.murray@cdn.ac.uk A31.4 Risk Register to be updated as agreed by the Board A31.5 PH to discuss arrangements for the external evaluation with GW and GW will the Board following the discussion A31.6 Notifiable Event. GW to discuss the situation with OSCR. The Board agreed that if the advice of OSCR is to notify them of the event then GW has full Board approval for this course of action to be taken. 2018/19 VP 31 Jan 19 SJ/SG JM/GW Complete Nov 2018 Complete Nov 2018 JM GW ALL ALL 05 Dec 18 JM Nov 2018 PH/GW 05 Dec 18 GW College Development Network 2

4 CDN Board Minutes CDN/051218/1 Minute of College Development Network Board of Directors Wednesday 24 October 2018, CDN, Stirling Present Paul Houlden (Chair) (PH) Gillian Croan (GC) Stephanie Graham (SG) In Attendance Wendy Grindle (WG) Marian McMorland (MM) Sandy Murray (SM) Apologies Willie Mackie (WM) Brian Johnstone (BJ) Siobhán Jordan (SJ) Jim Metcalfe (JM) via telephone Victoria Pyle (VP) Gayle Watson (Company Secretary) (GW) Gina Wilson (GWi) 1. Declarations of Interests Agenda Item: 1 Paper No: Verbal Lead: PH There were no updates to the declaration of interests register. 2. Welcome and Apologies Agenda Item: 2 Paper No: Verbal Lead: PH The Chair welcomed members to the meeting and attendance was noted as above. 3. Minutes of the Last Meeting Agenda Item 3 Paper No: CDN/241018/1 Minutes of Last Meeting Lead: PH The minutes of the meeting held on 23 August 2018 were approved as a true and accurate record. 3.1 Rolling Action Points The Board noted the rolling actions points. 3.2 Matters Arising There were no matters arising. College Development Network 1 1/5 4/13

5 2/5 5/13 CDN Board Minutes CDN/051218/1 4. For Discussion/Agreement 4.1 Strategic Issues Agenda Item 3 Paper No: Verbal/Tabled Lead: JM/GW (Board Committees) JM provided a brief overview of the discussion relating to the Development Committee changing to a Forum. It was agreed that there would be one last meeting of the Committee on Monday 19 November 2018 to agree its future membership and remit. SJ advised that the Innovation Committee will be revised and operate as a group of critical friends going forward. The changes will be communicated to current committee members. Decision The Board acknowledged the benefits of the link and value to the sector that the Development Committee provides. A remit for the revised Innovation Forum will be drawn up and circulated to the current membership Agenda Item 3 Paper No: Verbal/Tabled Lead: VP (Next Generation ) Non Disclosure VP gave an overview of the tabled paper (also available in the portal) and sought feedback from the Board on the two options provided. The Board discussion covered the following: should the programme only be for those who aspire to be leaders or should it be broader? participants could perhaps benefit from mentoring from someone more experienced, e.g. recently retired Principals. participants will require internal college support to ensure that learning is embedded within and supported by the respective college. the selection process is vital to ensure interaction is meaningful for those attending, i.e. those with similar roles/levels. attendees will require information on the time commitment to attend the programme. participants may benefit from face-to-face networking and not just online tutoring whilst being mindful of the learning preference of next generation of leaders. JM reminded the Board re the programmes of work which CDN already delivers for Middle Managers (CMi) and current Principals (SAID Business School, Oxford). Decision Board to feedback any further comments to VP by Wednesday 31 October Agenda Item 3 Paper No: Verbal/Tabled Lead: SM (Professional Standards) Non Disclosure College Development Network 2

6 3/5 6/13 CDN Board Minutes CDN/051218/1 SM advised that the Professional Standards Consultation has concluded, and that discussions are ongoing in relation to progressing the final version of the Standards. It was noted that there is a significant opportunity for CDN in respect of providing CPD to support the Standards. The Review of Professional Standards Steering Group is meeting on Monday 29 November when it is hoped that the Standards will be finalised. There will be a soft launch of the Professional Standards on 29 November with a formal launch, with Ministerial attendance, taking place in January The next stage is for CDN to take forward the provision of CPD for the sector although it is recognised that the cost and resource implications for CDN are significant. It is important that the resources to support the Standards are relevant, dynamic and continually updated to ensure they support the sector professionally going forward. Discussions continue in relation to registration as part of National Bargaining. When registration is formalised the CPD offer relating to the Professional Standards will be of critical importance. CDN have a role to help ensure the Standards are implemented equitably across the sector and the advocacy role in relation to this is important. Decision The Board were asked to consider: how those who have been in post for some considerable time may require support in ensuring they continue to meet the current Standards. how CDN can support the sector to recognise the value of college staff meeting the Standards. The Board to feedback any further comments to sandy.murray@cdn.ac.uk 4.2 Operational Issues Agenda Item: 3 Paper No: CDN/241018/2 Lead: JM (Risk Register) The Board noted the changes to the Risk Register. JM provided an overview of the previous changes requested by the Board. The Board asked that: Consideration be given to Risks 4 and 5 and to include something to cover if the CDN product isn t what the sector requires. Risk 2 to be revised downwards. Consideration to be given to reducing Risk 1. Decision Risk Register to be updated as agreed by the Board Agenda Item: 3 Paper No: Verbal Lead: GW (External Evaluation) College Development Network 3

7 4/5 7/13 CDN Board Minutes CDN/051218/1 GW gave the background to undertaking an external evaluation and it was agreed than an external evaluation should take place. Decision PH to discuss arrangements for the external evaluation with GW and GW will the Board following the discussion Agenda Item: 3 Paper No: CDN/241018/3 Lead: GW (Notifiable Events OSCR) Non-disclosure GW provided an overview of the paper and advised that OSCR request that charities notify them of events where something serious has occurred. A loss of over 20% of a charity s income is deemed as being notifiable and for CDN this means that any loss of over 363k in a year meets this criteria. For CDN incurred an operating loss of 725k as a result of the strategic efficiency project authorised by the Board. However, the statutory accounts show an operating surplus following pensions adjustments, and these are the figures that OSCR will see. GW explained that although it is not mandatory to disclose the event it is good practice and that the advice of CDN s Auditors is to report the loss. The Board discussed the information provided and considered the risk of reporting the issue to OSCR in terms of the political landscape in which CDN operates. Decision GW to discuss the situation with OSCR. The Board agreed that If the advice of OSCR is to notify them of the event then GW has full Board approval for this course of action to be taken. 5. For Information Agenda Item: 5.1 Paper No: CDN/241018/4 Lead: JM (CEO s Report) Agenda Item: 5.2 Paper No: Not met Lead: WM (Audit Committee) The for information items were noted by the Board and JM summarised the CEO s Report. 6. AOCB 6.1 Agenda Item: 5 Paper No: Verbal Lead: PH WG gave an overview of the CDN College Awards which are taking place on Thursday 25 October Continuous Improvement Members agreed that the papers and the meeting were well co-ordinated and informative. College Development Network 4

8 5/5 8/13 CDN Board Minutes CDN/051218/1 8. Date of Next Meeting The next meeting will now take place on Wednesday 05 December 2018 from 1100 to 1200 (remote attendance by Board Members). Signed Date College Development Network 5

9 1/1 9/13 Risk Register CDN/051218/4 CDN Board Meeting Wednesday 05 December 2018 Agenda Item: 4 Paper No: CDN/051218/4 Title: Risk Register Summary: The attached risk register is the latest register to be considered by the. Recommendation: The Board is asked to consider the completeness and appropriateness of the current risk register. College Development Network 1

10 1/4 10/13 CDN Risk Register 2018 to 2020 CDN/051218/4 High Risk (Score 18-25) Medium Risk (Score 10-17) Low Risk (Score 1-9) No Risk Consequence (Pre-Controls) Risk Score L I Total Control Frequency of Monitoring Responsibility Date reviewed + / - Net Risk (Post Controls) L I Total Is Control in Place? 1 Risk that income generation does not meet needs of the business. 2 Risk that good staff might not be motivated and retained. Threat sustainability Reduced impact Inability to meet sector demand Reputational damage Reduced impact Inability to meet sector demand Stress on remaining staff Loss of sector support Reputational damage Business continuity effected Loss of knowledge Milestones monitored Financial monitoring Three new Heads and Leads posts all share an income generation remit with the Effective Board and Executive Regular team catch-ups and meetings Performance management System CPD Opportunities Benefits package Staff social and development activities. Executive/ Board/ Nov Yes Underway Yes Nov Yes Yes Yes Yes Yes 3 Uncertainty in outcome and financial relationship with SFC. Impact reduced Poor staff morale Loss of staff/inability to recruit Future uncertain Unable to meet sector expectations Board negotiations Three-year outcome agreement in place Regular updates with SFC Business development plan in place Negotiated multi-year support wording in grant letter. Board/ Nov Discussions underway Yes Yes Yes College Development Network 2

11 2/4 11/13 CDN Risk Register 2018 to 2020 CDN/051218/4 High Risk (Score 18-25) Medium Risk (Score 10-17) Low Risk (Score 1-9) No Risk Consequence (Pre-Controls) Risk Score Control Frequency of Monitoring Responsibility Date reviewed + / - Net Risk (Post Controls) L I Total L I Total Is Control in Place? 4 Fail to produce products/ services that meet the needs of customers. Reduced support and buy-in Reputational damage Impact on future income Loss of credibility Sustainability threatened Quality assurance process in place. Effective Board and Board engage customers regularly. Customers and partners consulted on strategic framework. Product development team in place. Board/ Nov Yes Yes Yes 5 Failure to manage CDN brand message to external stakeholders 6 Maintaining relationships with key sector agencies Confused message reduces effectiveness Threat to sustainability Reputational damage Reputational damage Loss of confidence of key stakeholders Loss of momentum Loss of income opportunities Effective Board and Executive articulating clear messages and strategy Clear marketing and communication strategy Quarterly stakeholder newsletter. Post-move messaging during transition period Key meetings held between relevant parties Intelligence gathering Board/ Board/ Yes Nov Yes Yes Nov College Development Network 3

12 3/4 12/13 CDN Risk Register 2018 to 2020 CDN/051218/4 High Risk (Score 18-25) Medium Risk (Score 10-17) Low Risk (Score 1-9) No Risk Consequence (Pre-Controls) Risk Score Control Frequency of Monitoring Responsibility Date reviewed + / - Net Risk (Post Controls) Is Control in Place? 7 Environment of rapid policy change in Scotland has an impact on the wider education system and CDN s work within it 8 Equalities and Human rights issues not considered by CDN Impact on Funding Impact on outcome agreements. Damage relationship with funder Effect access to services amongst our users Meet Scottish Government every three months Attendance at Policy Forum On exceptional basis report back to Board Equalities impact assessment undertaken Reporting to SFC annually Considered at Meetings Board/ Nov Yes Yes Yes Nov Yes Yes Yes College Development Network 4

13 4/4 13/13 CDN Risk Register 2018 to 2020 CDN/051218/4 Likelihood Likelihood The probability that the risk and its associated impacts could occur 1 Risk is unlikely to occur 2 Risk may occasionally occur 3 Risk is likely to occur 4 Risk may often occur 5 Risk could easily, or does, occur Impact Impact Impact the risk would have on the business 1 No significant impact on the business ( 5,000 or less) 2 Has a small impact on the business ( 15,001-50,000) 3 Has limited impact on the business ( 50, ,000) 4 Has a large impact on the business ( 150, ,000) 5 Has a serious impact on the business ( 500,001-1 million) Commentary Brief narratives where the inherent or residual (pre and post-control) risk is assessed as "High" are given below: Risk No. Risk Comments 1 Risk that income target not met. This has a high inherent and residual risk due to the threat to the future sustainability of the organisation College Development Network 5