PAPER 3. University of Glasgow - Minutes of the General Council Business Committee

Transcription

1 PAPER 3 University of Glasgow - Minutes of the General Council Business Committee Minutes of the Meeting of the Business Committee held on Wednesday 4 th July 2012 at 5.30 pm in the Henry Heaney Room of the University Library. Contents 163 Item 1: Briefing by Ms Helen Durndell, University Librarian Item 2: Alumni Relations update (Development & Alumni Office) Item 3: Minutes of Business Committee Meeting held on 8 th May Item 4: Matters arising from the Minutes Item 5: Court Meeting 20 th June April 2012: brief report of matters arising Item 6: University Management business/principal's business Item 7: Convenor's Business Item 8: AOCB Proposed/Actual Meetings Appendix A: Overview of the University Library...7 Attendees 1 Mr George Tait Present 16 Mr Graham Paterson Present 2 Prof Arthur Allison Present 17 Mr Mike Scott Present 3 Mr Andy Buchanan Apologies 18 Dr Wilson Totten Present 4 Mr Colin Cox Apologies 19 Ms Ruth Sharp Present 5 Mr Jim Ewing Present 20 Mr David Anderson Apologies 6 Dr Gordon Hamilton Apologies 21 Ms Susan Dunsmore Apologies 7 Dr Ann Lowe Present 22 Mr Alan Macfarlane Present 8 Mr Fred Hay Present 23 Mr David Ross Apologies 9 Prof Eve Johnstone Apologies 24 Mr Kevin Sweeney Apologies 10 Sheriff Des Leslie Apologies - Mr Bob Marshall Present 11 Dr Bobby Logan Present - Prof Anton Muscatelli Apologies 12 Mr Duncan Marley Present - Prof Graham Caie Apologies 13 Mr John Marsh Present - Mr David Newall Apologies 14 Mrs Helen McAvoy Present - Ms Emily Howie Present 15 Mr Lewis Niven Apologies - Ms Helen Durndell Present 163 Item 1: Briefing by Ms Helen Durndell, University Librarian Following a very interesting tour of the Main Library, the Convener invited Ms Durndell to address the Committee on developments in the University Library. Notes and a link to the presentation are given in Appendix A to this minute. 164 Item 2: Alumni Relations update (Development & Alumni Office) The Convener welcomed Ms Emily Wallace (DAO Alumni Relations Manager) and invited her to give a briefing on DAO activities. Ms Howie reported that the campaign total of 10m for the Beatson Translational Research Centre had been reached. A new Alumni Development Officer (Participation) has been engaged to develop alumni participation activities. Specific projects will include the annual Class Gift appeal and the development of a formal found alumni and achievers re-engagement programme. Over 40% of the alumni on the database graduated ion the last 10 years; in contrast, the majority of the donors graduated in the 1950s. The US fundraising model was praised, where early contact is encouraged; some US colleges report that over 95% of students make a gift before they even graduate. Small contributions are received from the Visitor Centre shop, where a proportion of the price paid is donated to the University. Page 1 of 7

2 Two College Development Officers have been appointed for a) the Colleges of Arts, Social Sciences and the Hunterian Museum and Art Gallery and b) the Colleges of MVLS and Science & Engineering. A new Database Officer will help to ensure sustainable roll out of Raisers Edge (register of alumni) as a contact management database for University Services. Some University offices (Senate Office, Corporate Communications) have access to this database. The aim is encourage an integrated approach. An Alumni Volunteer Coordinator has been appointed to manage a structured Alumni Volunteering programme. The aim is to involve alumni in student recruitment and employability initiatives; and to ensure sustainability and expansion of this area. The Convener thanked Ms Howie for presentation and invited questions. Ms Ruth Sharp related her experience that donors are older and that fewer give larger amounts. She wondered whether concentration on younger alumni would take a long time to pay dividends. Ms Howie agreed that the majority of larger donors are older but that the future of the institution had to be preserved by recruiting younger alumni with a higher volume of all gifts. Older donors were already being stewarded. Mr Fred Hay asked whether solicitors were targeted. Ms Howie explained that there were promotional initiatives to lawyers, including calendars containing suggestions forgiving to Glasgow. Ms Howie reported that following the new appointments, the DAO staff complement was now about 31. Prof Arthur Allison asked what measures are used to justify the new posts. Ms Howie explained that the measures are primarily financial and that to use is the measurement time period. She also emphasised that engagement includes support from alumni and is not simply financial. Dr Wilson Totten encouraged contacting parents of students and young alumni for support. Ms Howie explained at St Andrews University had been particularly successful in this, perhaps because of the number of US parents whose children study at St Andrews. Mr Alan Macfarlane asked about the effectiveness of the DAO establishment in comparison with other universities. Ms Howie explained that the office was lucky to have so many long-serving staff. The Convener again thanked Ms Howie for her report. 165 Item 3: Minutes of Business Committee Meeting held on 8 th May 2012 The minutes of the meeting of the Business Committee held on 8 th May 2012, having been circulated, were received. Two amendments were proposed: Mr Alan Macfarlane explained that he had spoken to the Chair of the Avenue Board, Susan Stewart (Director of Corporate Communications). He felt that the tone of the minute covering Item (GC item in Avenue) was rather negative. He asked if the wording could be altered to read The Convener reported that the Editorial Board had expressed some interest in the idea of a General Council article in Avenue at a future date. He did not see the issue as closed. Ms Helen McAvoy asked that in the same the minute should be altered from it did not serve the purpose should be changed to it did not achieve the intended purpose ; and that not a lack of articles should be a lack of articles on the General Council Business Committee. Both amendments were approved. The Convener on behalf of the committee expressed thanks to Miss Susan Dunsmore, who is demitting as Court Member. The Convener also noted the reduced turnout for the Meeting and felt that this should be taken into consideration when setting the dates for next year. Page 2 of 7

3 166 Item 4: Matters arising from the Minutes The Convenor noted the following items not covered elsewhere the agenda: Item 153.5: in her report Ms Howie had covered the measures of fund-raising for young alumni. Item 156.1: the University restructure review is a possible topic for presentation. Item Scottish Government Review of HE: on 28 June 2012, it was announced by the Scottish Government that an advisory forum on higher education will be set up, and that the Committee of Scottish Chairs of Higher Education Institutions will lead work to develop a code of good governance, subject to agreement on membership. As the Secretary was not present to comment on this development, it would be raised with him post-meeting... Action: Convenor. Item 157.5: the new Estates Director (Ann Allan) will be invited to present the Estates strategic plan at the time of the next General Council meeting. 167 Item 5: Court Meeting 20 th June April 2012: brief report of matters arising The Convener invited Mr Alan Macfarlane to present Mr David Ross s 5 th summary report of the June Court meeting, circulated to the Committee in advance (Paper 5). He enlarged on the following issues: University Strategic Plan and Budget While the figures look promising, the background factors of the a) VSER scheme, which produced greater savings than anticipated b) favourable outcome from the government spending review and c) the encouraging increase in international student recruitment. In formulating the budget, assumptions about external factors have been made. A great deal of consultation was undertaken before the budget was approved Changes in Grant Conditions The SG has indicated that it expects the SFC to ensure improved outcomes are delivered by universities over a number of areas, including widening access, knowledge exchange and pattern of provision; and other areas. Meeting these outcome agreements will be a factor in determining university grants from Glasgow does well in widening access Border Agency Audit The University holds highly trusted sponsor status; for the audit, it will have to provide evidence that it is complying with regulations. It is expected to pass off satisfactorily Glasgow University Social Facility Considerable building work will take place at the corner of Gibson Street and University Avenue. This arises from the loss of the Kelvin Hall sports facilities, leading the Stevenson Building severely overburdened. The GUU Extension will be replaced with a facility that is hoped to improve the student experience Clerk of Senate Prof John Briggs will replace Prof Graham Caie as Clerk of Senate in August Review of Court s Effectiveness An external assessor is to carry out a review of the effectiveness of Court. This is done every few years; the last was in It will take a few months to complete Pension Scheme Trustees have appointed an independent party to conduct an assessment of the Covenant. They will discuss with the Pension Regulator the terms of the pension recovery scheme, mentioned at the last GCBC meeting. All universities are suffering from potential shortfalls in the pension scheme. Page 3 of 7

4 167.8 General Council Assessors on Court The GC Meeting on June 23 rd noted the reappointment of David Anderson and David Ross and the nomination of Brian McBride to the vacancy created by Susan Dunsmore. Mr McFarlane paid tribute to Ms Dunsmore for her service on Court and on the Business Committee League Tables The University has risen several places in the University league tables. While undue attention is not paid to the tables, it is gratifying to note that It now lies 17 th in the Good University Guide and 14 th in Guardian. The Convenor noted that at the recent General Council meeting, Principal had stated that the University did not intend to rest on its laurels. Ms Helen McAvoy asked whether the independent pension review would be costly. Mr Macfarlane indicated that the sum was included in the budget and was not expected to be expensive. The Clerk agreed to enquire what the cost would be... Action: Clerk 168 Item 6: University Management business/principal's business In the absence of the Secretary of Court and Principal, The Convenor reported that he had met with the Secretary of Court. In addition to the items mentioned in the Court report, two items were discussed a) introduction of probation for academic posts and b) developments in connection with the way the University manages redundancies. 169 Item 7: Convenor's Business Item 7.1 Confirmation of presentations Following the Library presentation, two of the three topics remain: a) Research Excellence Framework and b) findings of the 2012 GU staff survey. Some interest was expressed in a presentation from the new Estates & Buildings Director although she is scheduled to give a presentation to the General Council in January. It was agreed that the next presentation should be about the findings of the 2012 staff survey. The meeting agreed that an alternative venue close to the Melville would be identified.... Action: Clerk Item 7.2 Length of Meetings, Meeting Dates and Venues The meeting agreed that the tentative dates given in the agenda would be confirmed, except that the fifth meeting should be moved to August A suitable date will be arranged by circulation.... Action: Clerk The dates are given in Item 171 below Item 7.3 Response to the Governance review Following circulation of the report to the Committee, the Convenor reported that the Scottish Government has indicated that is it happy with the recommendations in the report, apparently without further consultation. There may be a link between compliance and the SFC awards Item 7.4 Standing Orders sub-committee The Convener referred the meeting to the circulated indicating that a time limit for the proposed amendment could not be met. This amendment will be included in the general review of the standing orders. The Convenor thanked Sheriff Des Smith for agreeing to act as mentor Item 7.5 Web cam sub-committee The Clerk reported that the filming of the General Council had passed very well. The recording is available on the web link circulated to Members. It was noted that some further editing might be necessary to keep the recording interesting. Page 4 of 7

5 The sub-committee intends to proceed to a streamed version for the next meeting Item 7.6 New Members The Clerk reported there are now 19 Members + co-optees; 20 is the maximum, if all cooptees are subsequently elected. He reinforced the need for a greater mix of Members. Mr John Marsh asked how the process of co-option works. The Convenor thought that there should be a step where the Committee is presented with a notice of proposed cooption. Dr Wilson Totten thought that there would be alumni interested in joining, if the process could be made clearer. The Convenor noted that the Standing Orders are not clear about how co-option should happen and agreed that they would be put forward - as new Members presumptive - in the future.... Action: Convenor On a parallel process, Ms Helen McAvoy expressed some concern about the lack of clarity relating to identification of candidates for the position of Court Assessor and the subsequent election process. Mr Fred Hay asked about the position of serving University academic staff, who are technically Members of the General Council. He wondered whether the Committee would benefit from the presence of a staff Member. It was agreed that the possibility of co-opting or electing a staff member should be investigated and also considered during the review of the standing orders.... Action: Convenor Item 7.7 Raising profile of GCBC and the GC progress 170 Item 8: AOCB In addition to the initiatives and discussion mentioned above, the Convenor reported that there had been progress on the General Council, including a forthcoming fuller item in Avenue. Mr Alan Macfarlane noted that when Ms Susan Dunsmore demits, he will be the sole GCBC representative on the Avenue Editorial Board and suggested that the Committee propose a substitute. Mr Jim Ewing agreed to volunteer to join the Board. The Convenor expressed interest in allowing the GCBC access to the alumni database and reported that he would be talking to the Alumni Relations Manager about the matter.... Action: Convenor The Convenor also indicated that he intended to make more of the GC video recording, including the dissemination of the existence online of the recording... Action: Convenor As mentioned earlier in Item 166, at the next General Council meeting, there will be an ancillary presentation by the Estates & Buildings Director. The Convenor and the Clerk will meet the Director in October... Action: Convenor The findings of the survey of General Council meeting attendees were reported. There was no enthusiasm for a change of time but interest was expressed in other changes for example alternative venues and ad hoc presentations, such as one from the Estates & Buildings Director. A meeting with Heads of School and Colleges is planned in the autumn. All GCBC Members will be invited. The aim is to raise awareness of the GCBC and the GC; and to signal the intention to reach out to GC staff members.... Action: Convenor. There was no AOCB. Page 5 of 7

6 171 Proposed/Actual Meetings All proposed/actual meeting dates for are as shown in the table below. Event Proposed Date Court GCBC 1 Tue 23 rd Oct th October GCBC 2 Wed 9 th Jan th December GCBC 3 Thu 7 th Mar th February GCBC 4 Tue 23 rd April th April GCBC 5 August 2013 (TBC) 19th June GC ½-yearly 1 Sat 19 th Jan GC ½-yearly 2 Sat 22 nd Jun There being no further business, the Convenor thanked those present and closed the meeting. Page 6 of 7

7 Appendix A: Overview of the University Library Presentation by Ms Helen Durndell, University Librarian Slides at this link: Summary of Library topics presented at the GCBC meeting on July 4 th Overview of Library and services: The latest Annual Review can be found here: 2. University Strategy: how does the Library support the University Strategy? (Research/Student Experience/Global Reach and Reputation) 3. Library Building: the Library currently has a rating of 92% in the NSS which has kept us top in Scotland for several years. However, we have to stay focussed to maintain that rating as other institutions deliver new/redeveloped library buildings. The Cladding project currently underway is very exciting but there is a lot of noise/disruption to manage over the next year. The physical building is still very important for students as this is their work space but it has to match their aspirations and suit varied learning styles through the lifetime of a student. 4. Move from print to digital: we are a major research library, with collections of international value. Staff and students also want all possible e-content available without barriers. The challenge is for us to deliver this digital landscape and open up heritage collections to the widest community while maintaining them for future generations. In answer to questions arising from the presentation, Ms Durndell made the following points: Access to core texts is improved due digitisation allowing shelf space to be cleared for core references. Although funding for materials is very good, there are some staff resource constraints; digital skills are difficult to find. Although funding is available for building projects, it can be difficult to make the time for project implementation because the building is so heavily utilised More use of the Library by General Council members would be welcomed; the difficulty is getting access to the electronic journals, as there may be publisher s license restrictions for users who are not students. The Library looks constantly for external funding, including donations, Friends of the Library, Lottery funding etc. Ms Durndell agreed to circulate the descriptions of items shown to GCBC members as part of the tour... Action: Clerk Page 7 of 7