Minutes of the East Durham College Full Board Meeting held on 8th May 2025

C Tomlinson – Vice Principal Curriculum and Performance

J Mitchelson – Vice Principal Finance and Business Planning

H McCoy – Assistant Principal Performance 

J Lanagan - Assistant Principal Curriculum Planning and Partnerships 

C Cowan – Assistant Principal Curriculum

S Pritchard – Clerk to the Corporation

Niamh Eldrett – Student Wellbeing and Enrichment Co-ordinator

 Apologies received from G Edmunds. 

No conflicts of interest

Minutes were reviewed page by page.  Chair requested rewording of paragraph relating to governors training for clarification of meaning and actions required. 

Minutes were approved as a correct record. 

Matters arising were largely dealt with in the agenda.  Only paragraph on training to be amended and the tracking of changes on policies, which had been actioned

The Student Wellbeing and Enrichment Coordinator, along with student governors, presented the report outlining the activities carried out by the Student Union. Key highlights included:

• Enrichment clubs
• Fundraising events
• A successful Health and Wellbeing Day
• Plans to establish a Men’s Health Club.  Support for Men’s Health Club: The Principal offered to provide the contact details of a former student who runs a men's health charity, which could be a valuable resource for the planned club.

Impact Measurement: A Governor inquired about how the Student Union measures the impact of its activities. The Student Wellbeing and Enrichment Coordinator explained that impact is measured through surveys using Microsoft Forms. The Coordinator also noted they would explore additional methods of measuring impact and include findings in future reports.

The Board acknowledged the update on the budget, noting the details provided.

Governors noted the report and the update on the student union budget.

Action Items:

The Student Wellbeing and Enrichment Coordinator to explore additional methods of measuring the impact of Student Union activities and to incorporate these findings into future reports

The Principal presented his update to the Board which was confidential.

The Board noted the report.

The Vice Principal of Curriculum and Performance presented the report, highlighting an increase in negative feedback, particularly concerning travel, tutorials, and badge-checking procedures. These issues were discussed at both the College Leadership Group and the Curriculum Quality and Standards Committee. The Curriculum Quality and Standards Committee has agreed to further investigate these concerns, and the QDP survey will be reinstated to gather more specific data on the underlying causes of the negative feedback.

The college is currently reviewing its contract with Arriva for student travel services. Data is being analysed, and it is anticipated that the college will decide to renew the contract for an additional year. Board approval will be required for this decision.

The Board acknowledged the report and its summary.

Action Items:

1. The Curriculum Quality and Standards Committee to continue investigating the reasons for the negative feedback on travel, tutorials, and badge-checking procedures.
2. Re-instate the QDP survey to gather further insights from students on the issues raised and identify potential improvements.
3. Finalise the review of the Arriva contract and prepare for Board approval to renew it for another year.
4. Continue monitoring the outcomes of the investigation and survey results to address any identified issues and implement improvements.

The Vice Principal Finance and Business Planning presented the update to the Board. The report is confidential. 

The Board noted the report

The Vice Principal Finance and Business Planning presented the update to the Board. The report is confidential. 

The Board noted the report

The Vice Principal Finance and Business Planning presented the update to the Board. The report is confidential. 

The Board noted the report

The Vice Principal Finance and Business Planning presented the outcome of the Audit Tender and asked the Board to approve RSM as the college’s external auditor. 

The report and discussion were confidential. 

The Board approved RSM, subject to clarification checks as requested in confidential discussion.  

The Assistant Principal presented the report.  The report and the discussion were confidential.  

The Board noted the report and approved the Pay Strategy

The Clerk presented a report to the Board outlining updates and procedural improvements.

The Board approved the Search Committee’s recommendation to appoint HD. She will serve on both the Curriculum Quality and Standards Committee and the Full Board.

Resignations were noted from AN (creating an additional vacancy on the Governing Body) and DH (Independent Member, Audit and Risk Committee).

The Clerk conducted a review of how the College reports to the Board, including the Annual Calendar of Business, in collaboration with the Principal. Recommendations from this review were subsequently implemented by the College Leadership Group.

A new Board report template was introduced to enhance decision-making by providing clear, concise, and relevant information.

There was agreement that the report front page is valuable for clearly outlining the purpose, recommendations, key discussion points, associated risks, and strategic plan links. Feedback indicated this format aids in both internal governance and external inspections (e.g., Ofsted).

Governors suggested that reports should remain concise, ideally no more than four pages in narrative length.

The Principal will pilot the new template for the July Board meeting.

Action Items:

1. Clerk to manage vacancies resulting from the resignations of AN and DH.
2. Principal to use the new Board report template for the July Board meeting.
3. Continue evaluating the effectiveness of the new reporting format for potential adjustments.

Audit & Risk Committee MARCH 2025 

The minutes were noted 

Curriculum Quality & Standards Committee MARCH 2025

The minutes were noted. 

Finance and General Purposes Committee APRIL 2025

The minutes were noted. 

Quality Policy: Minor changes were highlighted.  More substantive changes will be made once Quality Director has been in post longer. 

The Board approved the updates to the Quality Policy