Minutes for Publication Excluding Reserved Business

Minutes for Publication Excluding Reserved Business MINUTES OF GOVERNING BODY MEETING ON 9 DECEMBER 2014 AT 3PM IN THE CRAIGANTLET ROOM, STRANMILLIS UNIVERSITY COLLEGE Present: Professor Sir Desmond Rea (Chairman), Mr E Jardine (Vice- Chairman), Mr R Hanna, Mrs C Moore, Dr A Heaslett, Mr R Thompson, Mrs S Madden, Dr E Birnie, Mr K Nelson, Mrs E Huddleson, Mr W Patterson, Mr A Ramage, Mr A Brown, Mr M Pollock In Attendance: Dr C Boyd (Secretary to the Governing Body), Ms J O Boyle (Head of Finance) Secretariat: Ms K Robinson (Minutes) Apologies There were no apologies. Conflicts of Interest No conflicts of interest were declared. AGENDA GB/5/14/1 MINUTES OF THE GOVERNING BODY MEETING ON 13 NOVEMBER 2014 AND MATTERS ARISING, INCLUDING ACTION POINTS 5/14/1.1 The Minutes of the previous meeting on 13 November 2014 were agreed. 5/14/1.2 The Chairman reported that the consultation with staff on Options A, B and C of the International Panel s Report on The review of Initial Teacher Education had commenced (4/13/3.3). The consultation would run to the end of January 2015. 5/14/1.3 St Mary s had indicated that they would be in contact in relation to arrangements for a meeting to discuss the Religious

Education Certificate (3/14/3.3). Full briefing would be prepared to ensure readiness for the meeting when arranged. 5/14/1.4 The Chairman confirmed that consideration of reports on Human Resource matters, including Human Resource Strategy were now within the remit of the HR and Remuneration Committee (4/14/5.1) 5/14/1.5 The Chairman emphasised again the importance of protecting the core business of the College in relation to the ongoing development of the Strategy for handling Budget cuts (4/14/6). 5/14/1.6 Reserved Business (4/14/6.5). 5/14/1.7 Reserved Business (4/14/6.9). 5/14/1.8 An update on the recent Irish News Article (4/14/11.2) would be picked up under Item 8 (Student President s Report). GB/5/14/2 MINUTES OF THE SPECIAL MEETING OF THE FINANCE AND GENERAL PURPOSES COMMITTEE ON 13 NOVEMBER 2014 5/14/2.1 The Minutes of the Special Meeting of the Finance and General Purposes Committee on 13 November 2014, which had been convened to discuss the proposed Strategy for handling Budget cuts, had been agreed by the Committee and were endorsed by the Governing Body. 5/14/2.2 Pending consideration by the Committee of the Minutes of the subsequent meeting on 2 December 2014, the Vice-Chairman informed Members that: the main items of business had been the Finance Report and Management Accounts in respect of which there were no particular issues that needed to be drawn to the Governing Body s attention. there had also been a discussion on the progress of major Projects and it was agreed at the meeting that the full Tender Report for the Refectory Building would be reviewed by the Chairman, Vice-Chairman, Principal and Head of Estates in mid-december 2014. there had been an update by the Principal on the development of a Communications Strategy for the College. A Working Group, including staff and student representatives had been established to explore current Communication Policy and the development of the Strategy. There was also consultancy support. The Committee agreed that it would be important to provide the Governing Body with a Paper outlining the critical messages in the Audit Report and

setting out the process that is being followed to develop the Communications Strategy and the extent to which Media Handling would be covered as previously agreed by the Governing Body following discussion at its meeting on 13 November 2014. The Principal would bring forward a paper to the Governing Body in February 2015. the Committee had agreed that the College should establish engagement with all Political Parties, including MLAs on the DEL and DE Committees. The Chairman of the Governing Body and the Chair of the Committee would discuss this further with the Principal, with a view to bringing an Action Plan to the next meeting of the Finance and General Purposes Committee in March 2015. that the Committee had reviewed a draft Anti-Money Laundering Policy and a draft Food Hygiene Policy which would be for consideration by the Governing Body under Items 10 and 11 of the Agenda. GB/5/14/3 DRAFT MINUTES OF THE AUDIT AND RISK ASSURANCE COMMITTEE MEETING ON 27 NOVEMBER 2014 5/14/3.1 The Chairman invited Mrs Moore, the Chair of the Audit and Risk Assurance Committee to provide an overview of the matters discussed at the meeting on 27 November 2014. 5/14/3.2 Members were informed that the main agenda items were related to the end of year Accounts and the Audit findings which would be covered under Item 6 on the Agenda. There had been an in-depth discussion in relation to both and the Internal and External Auditors had been present for the discussions. In summary, despite cuts in DEL funding grants, the College had achieved a creditable performance in terms of income and expenditure and an equally creditable performance in relation to the outcome of the Audits. GB/5/14/4 AUDIT AND RISK ASSURANCE COMMITTEE ANNUAL REPORT TO THE GOVERNING BODY 5/14/4.1 The Chair of ARAC presented the Committee s Annual Report to the Governing Body in respect of the year 2013-14. While dealing mainly with the work of the formerly constituted Committee, the Report also reflected on the work of the newly formed Committee in terms of its consideration of the 2013-14 Accounts and Audit findings. The Governing Body was content with the Report and took assurance from the Audit findings which, apart from some minor issues, demonstrated good control within the College.

GB/5/14/5 ANNUAL ACCOUNTS AND AUDIT FINDINGS 2013-14 5/14/5.1 Following an in-depth discussion of the Accounts and the Audit findings for 2013-14, including the clarification provided that the overpayment to PowerNI had been reimbursed to the College, the Governing Body was content that the Accounts could be signed off. The conclusion of the Audit was that the College is in a financially strong position, with significant net current assets and cash balances available; there was no current external debt; and the Auditors did not foresee any issues which would threaten the College s going concern position. The College, in the face of confirmed funding cuts for 2014-15 and potential further cuts in 2015-16, had also prepared a business case to address the impact of the funding cuts and therefore should minimise any deficits which may arise. The Governing Body agreed that this was a very positive outcome. GB/5/14/6 COLLEGE ANNUAL REPORT 5/14/6.1 The Governing Body endorsed the College Annual Report, for 2013-14, which showcased a number of significant milestones and developments, including significant progress in developing its scholarship and research profile to inform teaching and learning and the results of the Educational Enhancement process in which the College was commended by the Panel for its innovative activities especially in the delivery of its Widening Participation and Community Engagement Strategy. The Report would be published on the College Website and circulated to Schools and key stakeholders. GB/5/14/7 CHAIRMAN S BUSINESS 5/14/7.1 Reserved Business. 5/14/7.2 The Principal updated Members on the progress of the consultation with staff on Options A, B and C of the Independent Panel s Report on the Review of Initial Teacher Education. The Governing Body noted that internal debate was ongoing through a combination of written comments and round table discussions the aim of which was to reach agreement on fundamental principles to underpin a way forward, including the steps that could be taken to reach Option D, which was the Option most closely aligned to the College s submission to the International Panel. The Governing Body welcomed the approach that was being taken. 5/14/7.3 The Chairman suggested to Members that it would be beneficial in terms of reaching consensus if the College was to invite two

members of the International Panel to address Governors and Staff on the Panel s Report and to take questions. Two of the Professors had already indicated that they would be happy to come to the College on 13 th January 2015. This agreement had been reached following discussion with DEL prior to receipt of the Minister s letter of 3 December 2014. The Governing Body agreed that the meeting would be useful and that the Principal should formalise the arrangements and issue an invitation to staff. 5/14/7.4 The Chairman drew out for Members the key points from the Minister s letter of 3 December 2014 which post-dated the invitation to Members of the International Panel to visit the College. The Minister s letter highlighted the extent of the Budget cuts, the decision to make plans to remove the Premia Funding from Stranmillis and St Mary s and his proposals for moving forward with the discussions on the Review of Initial Teacher Education. Following discussion, the Governing Body agreed that the Principal should draft a response to the Minister in consultation with the Chairman and Vice-Chairman. Aligned to this the Principal and the Head of Finance would also draft a robust response to the consultation on the Executive s Draft Budget, which should include linkage of the College s work with the Programme for Government and suggestions for increasing revenue, for example by raising tuition fees.. The Secretariat would circulate the Budget consultation document to Members and the final draft response to the Minister s letter and Budget consultation would be circulated to staff. 5/14/7.5 The Secretariat had circulated a link to the NI Audit Office publication on 25 November 2014 of a Good Practice guide for Workers and Employers on Whistleblowing. The Governing Body agreed that the College should benchmark its current practice against the Guide to ensure alignment with this Good Practice. 5/14/7.6 The Chairman reported on a recent Article on Trinity College Dublin s ambitious plans to increase student enrolments. The Secretariat would circulate a copy of the Article to Members. GB/5/14/8 STUDENT PRESIDENT S REPORT 5/14/8.1 The Student President spoke to his Report which updated Members of the Governing Body on the Student Executive s continuing work to enhance the student social experience; membership of various Working Groups and Committees; the positive feedback on the PIPS Suicide Awareness and Prevention training; the various charity events that had taken place; and the approach being taken to Student Welfare issues.

5/14/8.2 The Student President also informed Members that he had now responded to the recent Irish News Article (4/14/11.2). 5/14/8.3 The Chairman thanked the Student President for his Report and congratulated him on the success of the Stranmillis Pantomime, an update on which was also included in the Report. GB/5/14/9 PUBLICATION OF GOVERNANCE/GOVERNING BODY INFORMATION ON THE INTERNET 5/14/9.1 The Governing Body endorsed the proposed format for publication of Governance/Governing Body information on the Internet which would serve to update existing information and include new information, for example on Governing Body expenses and the Governing Body s Operating Framework. Publication of Minutes of Governing Body meetings (suitably summarised to exclude reserved business and compliance with Data Protection legislation) would also ensure greater openness and transparency going forward. GB/5/14/10 ANTI-MONEY LAUNDERING POLICY 5/14/10.1 Following consideration and recommendation by the Finance and General Purposes Committee, the Governing Body endorsed the proposed Anti-Money Laundering Policy which the College was required to have in place. Money Laundering was a low risk area for the College and the Governing Body agreed that the policy was proportionate to the College s circumstances. GB/5/14/11 FOOD HYGIENE POLICY 5/14/11.1 Following consideration and recommendation by the Finance and General Purposes Committee the Governing Body endorsed the College s Food Hygiene Policy. GB/5/14/12 ANY OTHER BUSINESS 5/14/12.1 The Governing Body considered the changes to its Code of Conduct which had been updated to reflect the Governing Body s revised Committee Structures. The Code as currently drafted was agreed subject to a further minor change to include the courtesy that should be shown by Members to each other at meetings. 5/14/12.2 The Chairman reflected on the work of the Governing Body since its first meeting of the new Academic year and wished Members a Happy Christmas and a Happy and Prosperous New Year. The Governing Body agreed that it would be appropriate to issue a Christmas Message to Staff thanking them for their contribution to the work of the College during the year.

5/14/12.3 In the absence of any comments, the proposed changes to the Instrument and Articles of Government would be submitted to DEL for consideration. As well as updating the Instrument and Articles to reflect the new Committee Structures etc., the amendments, if approved, would facilitate an increase in Governing Body membership from 14 to 18 which would in turn assist in bringing further skills and experience to the Governing Body and assist in swelling the numbers on the Audit and Risk Assurance Committee and Education Committee. 5/14/12.4 The Principal informed Members that the College was awaiting confirmation as to whether the forthcoming event in the Long Gallery, Stormont would proceed. 5/14/12.5 The Principal updated Members on the continuing discussion with Queen s on the matter of access to electronic journals. 5/14/12.6 The Governing Body agreed to deal with the Reports from the Visiting Professors and associated Honoraria at the next meeting on 17 February 2015. The meeting ended at 4.30 Signed Date 17/2/15 Chairman