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The
Council
COUN08-M7
Minutes of the meeting of the University Council held on Friday 10 October 2008.
Members:
Sir Bryan Carsberg (Chair); Dr Memis Acar; Dr Jo Aldridge
(ab); John Blackwell; Dr Anja Baumhoff; Penny Coates (ab); Professor Ian Davidson;
Brian Dent; Vivian Dhaliwal (ab); Gifty Edila; Sir John Gains; Marc Gibson;
Paul Glover; David Goss; Professor Neil Halliwell; Norma Honey; Sir John
Jennings; Jim Murphy; Jim Mutton; Professor Ric Parker (ab); Professor Richard
Parry-Jones; Georgie Payne; Professor Shirley Pearce; Simon Proffitt; Professor
Ian Reid; Jackie Strong; Alan A Woods (ab); Dr Dominic Wring.
In attendance:
Professor Morag Bell; Professor Peter Golding; Professor Terry Kavanagh; Dr Jennifer Nutkins; Professor Ken Parsons; Professor Steve Rothberg; Miranda Routledge; Jon Walker; Kathryn Walsh; Caroline Walker;
Apologies for absence were received from:
Dr Jo Aldridge; Professor Ric Parker; Alan A Woods
08/95 Minutes
Minutes of the Meeting of Council held on 22 July 2008 [COUN08-M5] were CONFIRMED.
08/96 Chairman’s
Introduction
The Chair
welcomed new members of Council and the new Director of Finance to their first
meeting. The meeting was held in the
With sadness, the Chair noted the deaths of Sir Denis Rooke (former Chancellor) and Sir Richard Morris (former Chair of Council).
08/97 Duties and Responsibilities of Members of Council/Overview of
Forthcoming Business
08/97.1 Duties and Responsibilities of Members of
Council/Statement of Responsibilities of Council
COUN08-P122
It
was common practice that, at the first meeting of each academic year, Council
should note its duties and responsibilities and consider the key issues likely
to emerge in the year ahead. As the
governing body, Council was ultimately responsible for approving, and
monitoring progress towards achievement of, the Strategic Plan and for ensuring
that the University was well-managed. In
particular, Council should ensure that the appropriate financial controls and
risk management arrangements were in place.
Council
members were reminded that the economy was facing turbulent times and that
there was a great deal of financial uncertainty. In such times, the University must do all it
could to guard against adverse consequences but no-one could predict exactly
how things would turn out. The Chair reported
that he had been in discussion with the University’s Executive Team and
was reassured that appropriate action was being taken in response to the global
economic situation (see item 08/100.2 for further
detail).
08/97.2 Overview of Year’s Forthcoming
Business
COUN08-P123: NOTED
08/98 Key
Performance Indicators
COUN08-P124
KPIs would continue to be provided to Council
at every meeting. There were no updates
to the data since the last meeting other than the results of the National
Student Survey on which, once again, the University had scored highly (see item
08/99.3 (ii) for more detail).
Following comments at the last meeting that
the KPIs were too “process-focussed”, the format of the report had
been amended to align data more closely to the relevant implementation
plan. A lay member suggested that some
of the proposed KPIs did not match the strategic objectives they were supposed
to be measuring. It was difficult to
align some areas of University activity to objective and measurable KPIs, and a
considerable amount of thought had gone into choosing appropriate
indicators. However, the Executive would
give this, and the introduction of a “traffic lights” system,
further consideration.
08/99 Matters
for Report
08/99.1 Pro-Vice-Chancellor (Research)
(i) Research Grants and Contracts
COUN08-P125: NOTED
08/99.2 Acting Pro-Vice-Chancellor (
COUN08-P126: NOTED
08/99.3 Pro-Vice-Chancellor (Teaching)
(i) Recruitment for 2008/09 Entry
COUN08-P127
Council was presented with current data on student
recruitment, noting that the position was fluid and changed daily as students
continued to arrive and register.
The University had been very successful at
recruiting UK/EU students both at undergraduate and postgraduate level. The distribution across departments was
slightly uneven and there might be requests from some for additional teaching
resources. In response to a query, the
PVCT confirmed that the University had not compromised on the quality of
student entry qualifications. All first
choice undergraduates had been offered on campus accommodation and other
entrants provided with support and advice.
The increase in UK/EU postgraduate students was encouraging as it began
to reverse the (national) decline in this market which had occurred in recent
years. It was suggested that the
increase in UK/EU postgraduate numbers could be a result of the economic
downturn. The PVCT felt that it was
difficult to draw conclusions without a full investigation and that there were
likely to be a number of influencing factors including the introduction of
Alumni Bursaries.
International recruitment was more
disappointing. Whilst registrations
continued to increase daily, the University did not expect to meet recruitment
targets. This had been anticipated early
on and the 2008-09 budget included a contingency fund to cover this scenario. In terms of future planning, the University
had launched a review encompassing a number of international and local factors
affecting international recruitment including increased competition from the
(ii) National Student Survey
COUN08-P128
The
complexity of data collected in the survey meant that a myriad of analyses were
carried out by a range of bodies, often showing varying outcomes/scores which
fed into different league tables. The
University’s own analysis as presented in the paper concentrated on the
answers to one question (Question 22 on overall satisfaction) and showed the
University to have scored highly overall (91% respondents rating the University
as “four” or “five” on a five point scale) with 22 of
the University’s 30 subject areas being ranked in the top ten. The
University was satisfied with this outcome but was not complacent and would
continue to work hard to achieve a high response rate. Both academic departments and LSU were thanked
for their efforts in 2008 which had resulted in the University having the best
response rate (80%) in the sector.
08/100 University
Budget
08/100.1 Outturn for 2007-08
COUN08-P129
The
Director of Finance presented a brief update on the outturn for 2007-08,
advising that the projected surplus would be exceeded. Full details would be contained in the Financial
Accounts presented to Council at its next meeting
08/100.2 Budget for 2008-09
COUN08-P130
The
Director of Finance informed Council that material changes to a number of
budget assumptions had occurred since July, resulting in a deterioration in the
forecast figures in some areas for 2008-09.
Significant changes included international recruitment targets not being
met (see item 08/99.3(i)) and a steep rise in utility costs. The Pay Award for October would be based on
the September RPI which was expected to be 4.5%-5% rather than the 4% assumed
in the current budget. The University
was taking mitigating actions as appropriate and was stilling aiming for a
£3.8M surplus.
The
uncertain financial climate was inevitably high on the agenda and the Director
of Finance drew Council’s attention to the following points affecting the
University in the short-medium term:
- The University could be
confident that 92% of income (primarily through teaching grants, fees and
research contracts) was already secure in principle.
- Inflation rates remained
problematic as they were unpredictable and outside of the
University’s control.
However, this had been anticipated in the current financial plans
and would continue to be carefully and closely monitored.
- Commercial activities,
such as conferences and catering, could potentially come under threat if
third parties reduced discretionary spending in these areas.
- The University was
monitoring cash assets on a daily basis, in accordance with the Treasury
policy, and taking proactive measures to redistribute funds in order to
minimise risk.
- In terms of borrowing,
the University had secured a favourable interest rate with Lloyds TSB a
number of years ago and this was expected to continue to meet requirements
in the medium term (4-5 years). The
terms of the facility were linked to the bank base rate so payments had
actually decreased.
It
was difficult to predict the medium-long term impact on the University should the
economic downturn start to significantly affect consumer behaviour. It was possible that student numbers could be
affected if the downturn continued for a number of years. Inflation and pay rises were the biggest
areas of concern and the Executive was already working on new financial
scenarios to assist with future planning should the downturn continue or
worsen.
The
Chair reiterated that he was assured that appropriate action was being taken in
response to the economic downturn. He
also reminded Council that the University had significantly increased its
financial controls in recent years and that, through scenario based planning,
was in a good position to monitor and model the impact of a range of factors on
the budget. The University was committed
to improving the condition of its Estate and the current budget, agreed by
Council, included an ambitious capital plan, financed through the generation of
surpluses and some external borrowing.
If, at some point in the future, inflation rises could not be covered by
income, the University may have to consider modifications to its capital
expenditure plans. At this stage,
however, this was not considered a necessary course of action and the current
“silver scenario” budget remained in place.
Rising
utility costs were particularly concerning and it was important that all staff
were encouraged to make energy savings as this was an area in which the
behaviour of each member of staff could make a difference.
Council acknowledged that the University was operating in a difficult
financial climate but was reassured that the financial controls in place were
robust and that the information available to the Executive enabled good quality
decisions to be taken in a timely fashion.
08/101 Capital
Programme
08/101.1 SportPark
Council NOTED that the Chair,
acting with delegated authority, had given final stage approval to the project
08/101.2 Multi-Storey Car Park
The
Chair reported that, acting with delegated authority, he had given final stage approval to the project and that the revised budget was of an
acceptable level.
08/101.3 Car Park 7 Halls of Residence Project
COUN08-P131
The Director of Finance presented a positive progress report on the project. The first phase had been completed on time and rooms had been ready for occupation at the start of term. The next phase was due for completion in November with students expected to move in, in January. The LSU President reported that he had raised an issue with imago regarding the actual occupation date in January in order to minimise disruption to students’ revision for Semester 1 examinations.
08/102 Review
of Court
COUN08-P132
The paper outlined the
findings of the recent Review of Court and made recommendations regarding its
future purpose and membership. It was
widely accepted that the current format was no longer appropriate in terms of
either governance or public relations.
However it did present opportunities as part of the Advancement function
and, if utilised effectively, could be a good mechanism for engaging local
stakeholders and raising the profile of various University activities to the
right audience. The Review Group had also
concluded that a shift in purpose to a public relations and communication function
necessitated a change to the membership of Court to focus on relevant external
parties. Therefore, the recommendations
of the Review Group were that the formal statutory powers of Court be
transferred to Council and the membership be significantly amended. The former would require changes to the
Charter and Statutes which would need to be approved by Privy Council and the
latter required a change to Ordinance VIII and needed to be approved by a three
quarters majority of Council and confirmed at a subsequent meeting.
Council was broadly supportive of the recommendation
to modernise the Court by transferring its statutory powers to Council and
using the annual meeting as a “showcase” event. Some members suggested that further thought
be given to changing the name from “Court”.
During discussion, the
following issues were raised in relation to the proposed membership:
- The Alumni President sought, and received,
assurance that the Alumni membership would not be reduced from 15.
- A staff member queried the reduction in staff
membership. The Review Group felt
that a change in the focus of Court from a statutory body to a public
relations function meant that it was no longer necessary to have the same
level of staff representation.
Furthermore, attendance by staff members at Court meetings was
traditionally poor. Staff would
still be represented on Court as all members of Council (of which there
were elected or appointed staff members) would continue to be ex-officio
members of Court.
- The membership should be influenced by the
purpose and the proposed public relations and communication function would
not be served unless there were significant changes to the current
membership. Furthermore, the
intention was to engage members and so it was important that those
selected were interested in, and committed to attending the meetings and
engaging in any other related activities.
Unfortunately, not all
members had received the paper before the meeting and the Chair was reluctant
to take a final decision if there had not been adequate notice given to all
members. Therefore it was AGREED to DEFER
a decision to the next meeting where further consideration would be given to
both membership and title.
08/103 Health, Safety and Environmental Matters
COUN08-P133
Council NOTED new guidance on leading health and safety
at work published by the Universities & Colleges Employer’s
Association and Universities Safety and Health Association.
08/104 Vice-Chancellor's
Business
08/104.1 Recent Developments at the University
i. Over 50 Loughborough athletes had competed in the Beijing Olympics with many receiving medals and setting personal bests. The University was proud of all its athletes.
ii. Earlier in the day the “turf cutting” for the SportPark had taken place. This was an important building for the University and a lot of work had gone into making the project a success including securing the ASA as tenants. In particular, the Vice-Chancellor wished to thank Sir John Gains and Alan A Woods for their valued contributions. Thanks were also expressed to various staff across campus who had been involved.
iii. The University had been named “University of the Year” by the Sunday Times. Local publicity was in hand via the website, press releases and the community newsletter.
iv. The University had, once again, been shortlisted for the Times Higher Awards – Best Student Experience and Outstanding Support for Overseas Students.
v. Responses to the recent Staff Survey, conducted independently by Capita, had been analysed and initial results had been published on the University website. Capita reported that the University had had one of the highest response rates of any staff survey they had conducted and 95% of respondents rated the University as a good or great place to work. There were some messages about what the University needed to do to improve and a group of staff were looking at how best to take them forward. The Vice-Chancellor thanked Professor Steve Rothberg for co-ordinating the survey.
vi. The University did not score as well in international league tables as it did in national league tables. Encouragingly scores on peer review had increased significantly.
08/104.2 Advancement
COUN08-P134: NOTED
08/104.3 Policy Issues
COUN08-P135: NOTED
08/105 Amendment
of Access Agreement
COUN08-P136
On the recommendation of Operations Committee, Council
APPROVED proposals for amendments to the bursary scheme for undergraduate
students entering the University in 2009/10.
08/106 Tuition
Fees
On the recommendation of Operations Committee, Council
APPROVED tuition fees of £8,100 for international students registered on the
Science and Engineering Foundation programme in 2009/10. The percentage
increase was in line with that applied in other laboratory based programmes.
08/107 University
Ordinances
Further to minute 08/7 and papers COUN08-P90 to
COUN08-P92, Council CONFIRMED amendments to Ordinances XVII, XXXVII and XXIII.
08/108 Membership
of Council Committees
COUN08-P137
Council NOTED appointments to Council
Committees/Joint Committees with Senate.
08/109 Delegation
of Authority
Council APPROVED delegation
of authority to the Chair of Council in respect of approval of Hall Fees for
2009/10.
08/110 University Court
Council NOTED that the
2009 Meeting would be held on Friday 13 February 2009.
08/111 Graduation
Ceremonies 2008/09
Council NOTED dates of Graduation Ceremonies
to be held in 2008/09 as follows:
Monday
15 December 2008
Thursday 16
July, Friday 17 July, Monday 20 July and Tuesday 21 July 2009
08/112 Academic
Officers, Directors and Heads of Department
COUN08-P140: NOTED.
08/113 Any
Other Business
John Whittaker was
expected to report on the Review of Effectiveness at the next meeting.
08/114 Date
of Next Meeting
Friday 28 November 2008 (10.15am) – preceded by Treasurer’s Briefing on the Accounts
Author – Miranda Routledge
Date – October 2008
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