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The
Council
COUN08-M9
Minutes of the meeting of the University Council held on Friday 28 November 2008.
Members:
Sir Bryan Carsberg (Chair); Dr Memis Acar; Dr Jo Aldridge;
John Blackwell; Dr Anja Baumhoff; Penny Coates; Professor Ian Davidson; Brian
Dent; Gifty Edila (ab); Sir John Gains; Marc Gibson; Paul Glover (ab); David
Goss; Professor Neil Halliwell; Norma Honey; Sir John Jennings; Jim Murphy; Jim
Mutton; Professor Ric Parker; Professor Richard Parry-Jones (ab); Georgie
Payne; Professor Shirley Pearce; Simon Proffitt; Professor Ian Reid; Jackie
Strong; Nigel Tamplin; Alan A Woods; Dr Dominic Wring.
In attendance:
Rob Allan; Professor Morag Bell; Professor Phill Dickens; Professor Terry Kavanagh; Dr Jennifer Nutkins; Professor Ken Parsons; Professor Steve Rothberg; Miranda Routledge; Will Spinks; Jon Walker; Caroline Walker
Anne Mumford (for item 08/123.1), John Whittaker (for item 08/128), Ron Gray (for item 08/132)
Apologies for absence were received from:
Paul Glover, Professor Richard Parry-Jones
08/120 Business of the Agenda
Item 16 on the agenda was unstarred to receive the Minutes of the Senate meeting held on 19 November 2008. No discussion was expected.
Item 18.1 was withdrawn as the report of the Audit/Treasurer’s Committee was not yet available.
Item 18.3 – Estates Management Committee report was unstarred by the LSU President.
08/121 Minutes
Minutes of the Meeting of Council held on 10 October 2008 [COUN08-M7] were CONFIRMED.
08/122 Chairman’s
Introduction
With sadness, the Chair noted the death of Vivian Dhaliwal (elected staff member of Council).
08/123 University Strategy/Planning
08/123.1 Sustainability Implementation Plan
COUN08-P143
Dr
Anne Mumford presented the Sustainability Implementation Plan to Council. Sustainability had been identified as a
cross-cutting theme to the Strategic Plan, relevant to, and evident in, all
University activities. As previously
reported, there were many examples of good practice in terms of sustainability
in teaching, research and operations but to date there had been no cohesive
approach to identify and/or lend strategic direction to the various strands of
activity. The Implementation Plan was intended to do just that and was welcomed
by Council.
The
University had already gained external recognition for its achievements in this
area (e.g. hosting ETI and high ranking in the “Green League”
compiled by People and Planet). The
Students’ Union had also been ranked 7th in the Sunday Times Green List
2008. The University’s goal was to
become an exemplar campus within the sector and it was in the process of
establishing its carbon footprint with the intention of publishing figures by
the end of the year. The proposal,
supported by ELT and Senate, was to achieve a reduction in the carbon footprint
which was 2% higher than the target set for the sector by the government. New buildings would also be expected to
conform to the BREEAM “Very Good” standard.
During
discussion, the following comments were made:
- The strategy could
usefully highlight research activity and proposed developments in into
Energy Generation e.g. Wind Turbines and Photovoltaics.
- Some of the old building
stock on campus was energy inefficient and seemed to be at odds with the
proposed strategy. The University
was conducting an energy assessment of all buildings and would be targeting
the least energy-efficient in more detail to establish what action could
be taken to improve matters.
- Particularly in light of
the latter point, Council urged the University to be mindful of the cost
of energy improvements to old building stock. It was important to make energy
consumption savings but the work required to achieve this needed to be
assessed in the context of the overall budget and plans for future capital
expenditure.
- It was confirmed that
the targets set out in the document did not include the Students’
Union (LSU) or University tenants.
Whilst the University encouraged third parties to adopt good
practice, it could not control activities. However, further work would be undertaken
to align the priorities of external organisations on campus with that of
the University and further discussion would take place with LSU. Action:
AMM
- It would be important to
develop an effective communication strategy to inform all members of staff
about the Implementation Plan and how they could contribute to the
achievement of the targets.
Council
thanked Dr Mumford for the work she had done and APPROVED the Sustainability
Implementation Plan.
08/123.2 Human Resources Implementation Plan
Council NOTED that some progress towards the delivery of the initial
Human Resources Implementation Plan had been made. Actions completed included the appointment of
the Director of Human Resources and the completion of the first ever Staff
Survey (see Minute 08/130 for detail). A
full Implementation Plan would be presented to Council in March
2009.
08/123.3 Corporate Planning Statement
COUN08-P144
Council APPROVED the Corporate Planning Statement for submission to
HEFCE.
08/124 Key
Performance Indicators
(minor amendments made for web version)
COUN08-P145
Following suggestions at the last meeting,
the Executive had discussed the way in which KPIs might be presented to Council
in the future. There had been mixed
feelings regarding the adoption of tools such as “traffic lights”
and balanced score cards. It had
therefore been concluded that the current format should continue with the
Provost giving a brief update, highlighting exceptions and actions where
appropriate.
In relation to the current report, the Provost
drew Council’s attention to the following:
· Tables 3.1.1 – 3.1.4: Student Intakes and Targets: UK/EU undergraduate targets had been revised to compensate for the anticipated shortfall in international recruitment. The actual intake of international students had been closer to target than expected, resulting in a slightly larger than anticipated intake overall. The University remained concerned about international recruitment for 2009-10 and was looking closely at mitigating action that could be taken to strengthen the position.
· Table 5.2: Sports Development Centre: Gross Income and Expenditure: the increase in the difference between income and expenditure in 2007-08 was a result of investment in the 2012 Olympics and had been a considered decision.
A minor amendment to the wording of the
Marketing and Communications Strategic Aims was agreed.
08/125 University
Finance
08/125.1 University Accounts 2007-08
COUN08-P146
The
Chairman introduced the item by reminding Council members of the importance of
their role in approving the accounts, for which they were collectively
responsible.
The
Treasurer and Finance Director had given a presentation of the Accounts prior
to the meeting where a number of detailed questions had been answered. Council’s attention was drawn
specifically to the Operating and Financial Review which was a new requirement
and included a fuller explanation of the factors contributing to the accounts
than had been provided in the accounts previously. The auditors had reviewed the accounts and
given their full approval.
The
Chairman thanked the Finance Team and the Treasurer for their work in producing
the accounts. Council agreed to RECEIVE
the University Financial Statements for the year ended 31 July 2008 and
APPROVED the adoption of the accounts.
08/125.2 Financial Compliance Review 2007-08
COUN08-P147
Council
RECEIVED the Financial Compliance Review 2007-08. The report served to reassure Council that
the University had performed well against the various financial covenants imposed
by Lloyds Bank and HEFCE.
08/125.3 University Budget 2008-09
COUN08-P148
Council
RECEIVED an update on the current year budget which been revised slightly
following clarification on some material risks, including the pay award, which
had not been finalised at the time the original budget was prepared. Despite significant variations on some items,
the bottom line remained reasonably stable.
In response to a query, the Finance Director clarified that the increase
in Support Services expenditure was due to increased energy costs and included
academic departments’ consumption (re-charged through COMA).
Council
noted that the current budget would be challenging to deliver in the current
financial climate but remained assured that the Executive were monitoring the
position closely and responding as appropriate.
Council therefore APPROVED revisions to the budget as detailed in the
agenda paper.
08/125.4 Five-year Financial Forecast to HEFCE
COUN08-P149
Council
RECEIVED the five year financial forecast prior to submission to HEFCE. Essentially, the figures reflected the silver
scenario (ie planning for surplus and significant capital expenditure) upon
which the existing approved budget had been based. There had been some adjustments due to
slippage in building projects moving capital expenditure into future
years. Council noted that, whilst the
forecasts did not take the current financial climate into account, the
Executive were working on a number of alternative downturn scenarios so that
the University could respond appropriately if the need arose. Council APPROVED the five year financial
forecast for submission to HEFCE
08/125.5 Reporting Arrangements for Subsidiary
Companies
Formal
responsibility for monitoring the performance of the various subsidiary
companies would be discharged by Performance Monitoring Group which reported
periodically to Council.
08/126 Capital
Programme
08/126.1 Progress Report
COUN08-P150
Council RECEIVED the progress report, which
was more detailed than previously, and noted that no approvals were required
now or before the next Council meeting.
The overall commitment in 2008/09 was lower than originally planned for
due to re-phasing of the SportPark and the Design Centre. Academic colleagues were reassured that the 2011
delivery date for the Design Centre was unaffected.
The LSU President raised an issue in relation to the Hazlerigg/Rutland Hall communal recreation space. The Executive confirmed that, at this stage, there were no agreed plans for the space. The University had to ensure that it achieved value for money from the building but remained sympathetic to the heritage issues. LSU would be invited to put their views forward through the formal project procedures at an appropriate time. The Chief Operating Officer confirmed the process by which decisions on the use of space would be reached: a Project Board would be established which would consult with all stakeholders, including LSU, and make recommendations to Operations Committee and Estates Management Committee.
08/126.2 Project Proposals Process
COUN08-P151
On the recommendation of Operations
Committee, Council APPROVED minor revisions to Project Proposals Process.
08/127 Audit Committee
08/127.1 Report of Meetings: 30 October and 13 November 2008
COUN08-P152
Council
RECEIVED reports of the meetings of the Audit Committee held on 30 October and
13 November 2008 and:
(a) RECEIVED
the Internal Audit Annual Report 2007-08 and NOTED the Audit
Committee’s findings.
(b) NOTED
the Audit Committee’s findings in relation to the VFM Annual Report for
2007-08.
(c) NOTED Audit Committee’s opinion that the University had
satisfactory arrangements in place to provide an assurance to Council
concerning the effectiveness and adequacy of the risk management, control and governance
processes.
(d) NOTED a summary of the Internal Audit Strategy and Operational
Plan 2008-09.
(e) NOTED the VFM Annual Plan 2008-09.
(f) APPROVED the process for the appointment of External Auditors
for 2008-09. HEFCE recommended that
External Auditors were appointed for a maximum of seven years after which the
University should go out to tender for a replacement. Deloitte and Touche were currently in their
seventh year. The Finance Director and
Chair of the Audit Committee would undertake a performance review of Deloitte
and Touche and report back to Audit Committee and Council. The authority to appoint external auditors
rested with Council so specific recommendations would need to be brought
forward for approval at a later date.
The
Chair of the Audit Committee also drew Council’s attention to the
following issues:
·
The internal auditors had expressed
an opinion that the University had satisfactory arrangements in order to
provide assurance to Council over the effectiveness and adequacy of the risk
management, control and governance processes except in relation to the
purchasing process within Agresso and purchasing within imago Services. Satisfactory management responses had been
received in relation to both of these issues which were now being addressed.
·
Audit Committee met with Risk
Holders on a rolling basis to engage in a dialogue regarding the risk register
and schedule and to gage the extent to which risk management was embedded into
the operations of the University. In
general, the Audit Committee had noted a very positive trend of deeper
engagement with Risk Management in recent years.
·
Audit Committee were encouraged that
the Executive Leadership Team (ELT) had increased its engagement Risk
Management, Value For Money (VFM) and Internal Audit. ELT had also contributed to enhanced forward
planning and the Audit Committee was very encouraged by the development of the
2008-09 plan which focused on the important activities for the University.
·
2007-08 had been a challenging year
for the University due to the implementation of Agresso and the vacancy in the
post of Finance Director. Audit
Committee felt that the Finance Team had done a good job in difficult
circumstances. Not all elements of
Agresso had been implemented and some business benefits were yet to be
realized.
·
Audit Committee had been generally
pleased with the service provided by the internal auditors – KPMG. The number of high priority recommendations
had increased significantly compared to previous years. The Committee felt that this was a reflection
of the difficult year just passed.
However, the University had, in general, responded quickly to the
recommendations and so the Committee was satisfied overall that there were
adequate internal controls in place.
·
Under the revised Financial
Memorandum, HEFCE required Audit Committees to report on data quality assurance
and arrangements had now been agreed for this.
·
The University adopted various
approaches to VFM activity. SUMS had
been employed to make contributions in some areas including Agresso and
marketing/branding. Additionally, the University had initiated
“Services Working Together” aimed at improving collaboration across
the University Support Services and to avoid unnecessary duplication of effort. Audit Committee encouraged the University to
focus on assessing the cost-benefits of VFM activities.
·
The Audit Committee was adopting the
CUC methodology to undertake periodic reviews to reassure Council that it was
operating effectively and would report again on this issue in July 2009.
The
Chair of Council expressed his gratitude to the Chair of Audit Committee for
his continued hard work.
08/127.2 Audit Committee Annual Report 2007-08
COUN08-P153:
APPROVED
08/128 Review
of Effectiveness of Council
08/128.1 Final Report of the 2008 Review of Effectiveness of Council
COUN08-P154
John Whittaker
attended to present his final report on the Function and Operation of
Council. The majority of recommendations
were ACCEPTED with or without modification and it was AGREED that the Assistant
Secretary to Council would document the detailed response to each
recommendation separately (circulated with the minutes). Progress against each of the recommendations
would be kept under review and reported back to Council periodically. John Whittaker was thanked for an excellent
report.
08/128.2 Update on Implementation of 2005 Review of Effectiveness of Council
COUN08-P155: NOTED
08/129 Review
of Court
COUN08-P156
Further to Minute 08/102 (10 October 2008), the
Advancement Committee had reviewed the proposals put forward by the Court
Review Group and now asked Council to consider the following recommendations
(summarised below but detailed in full in the agenda paper):
- That the Court be retained, but that from 2010
onwards, its role and function be changed to provide a vehicle for public
relations and communication with key stakeholders which contributed to the
University’s capacity to achieve its strategy to 2016.
- That the Advancement Committee take an active
role in reviewing the format and content of the meetings/activities
associated with Court.
- That the title be retained as
“Court”.
- That the formal membership be reduced but that a
wide range of individuals be invited to attend depending on the themes of
Court communications and events. It
was noted that the LSU Development Officer would be invited to all
meetings.
- That Ordinance VIII, governing the membership of
Court be repealed. Council noted
that, if approved, this would need to be confirmed at a subsequent
meeting.
- That the statutory powers of Court be
transferred to Council at the next available opportunity and that
reference to Court be removed from the Charter, Statutes and Ordinances.
During discussion, a number of concerns were raised
as follows:
- Transferring the statutory powers of Court to
Council could compromise the accountability of Council to a higher
body. In response it was made
explicit that Court did not currently have this function and that the
University, including the Council, was subject to rigorous external scrutiny
from a number of external agencies (eg HEFCE, External Auditors). The membership of Council had a majority
of lay members from diverse backgrounds which ensured that independent
views were represented on the governing body.
- Some members were reluctant to approve the
proposals because they felt that they potentially destroyed links with the
past and could impact on heritage issues.
In response, it was confirmed that the University had changed
dramatically over the years and that the function initially provided by
Court was no longer being served.
- Some members wondered if a process of trying to
engage with the current membership to see how the existing forum could be
improved would be a better way forward than the radical changes
proposed. In response, it was
confirmed that all members of Court had been given an opportunity to
comment on the Review and that whilst some had wished the current format
to be retained, a large proportion supported a change and many had failed
to respond.
In view of the dissenting
views of a few members, the Chair requested a vote be taken. There was a clear majority in favour of the
changes and therefore Council APPROVED the recommendations put forward in the
agenda paper.
08/130 Staff
Survey
Professor Steve Rothberg gave a presentation
summarising the results of the Staff Survey completed earlier in the year. The University had had a high response rate
across all job families except operational staff. Further work was being undertaken to engage
this group in the process. The survey
had been coordinated by Capita who, as part of the analysis, had provided
benchmark data. In general, the results
had been very positive and the University had performed well compared to other
institutions in the sector. A number of
areas where improvements could be made had been identified and the University
was undertaking an extensive consultation exercise in order to draw up an
appropriate action plan. Overall,
however, the University was pleased with the results which demonstrated a high
level of job satisfaction amongst its employees.
08/131 Health, Safety and Environmental Matters
(minor amendments made for web version)
08/131.1 Annual Plan for the Health, Safety and Environmental Office
COUN08-P157
Council NOTED progress against the 2007/08 plan and AGREED the 2008/09 plan. The Provost drew Council’s attention to the need for policy and governance in the area of Biological Safety. This covered research activity and biological sampling in some departments.
08/131.2 New Guidance on Leading Health and Safety at Work
COUN08-P158
Council
RECEIVED the University’s response to new guidance on leading health and
safety at work published by the Universities & Colleges Association and
University Safety and Health Association.
The Health, Safety and Environment Committee had looked closely at the
core actions and good practice suggestions within the report and felt that the
University was already complying with most of them. One exception was the regular attendance of
the Health and Safety Manager at meetings of the governing body. To this end, it was AGREED that the
University’s Health, Safety and Environment Officer should attend Council
annually to present the Annual Plan for the Health, Safety and Environmental
Office.
08/132 Honorary
Bachelor Degree awards
COUN08-P159
Ron Gray - Director of Development and Alumni Relations - attended for this item. He reported that the initiative to award Honorary Bachelor Degrees to holders of the award of Diploma of Loughborough College (DLC) (approved by Council in July) was gathering momentum and that it was opening up networks with active and involved Alumni. A number of individuals were very excited and take up of the awards was expected to be high. Council was asked to consider recommendations from the Honorary Degree Committee to be more inclusive and to broaden the criteria for the awards. Council remained supportive of the initiative and therefore APPROVED:
· That Honorary Bachelor Degrees be offered to all former students who studied at the University’s constituent Colleges, received a higher education qualification below the level of a Bachelor degree and who completed their studies in or before 1979.
· That certificates be issued in absentia.
· That family members be permitted to accept awards on behalf of candidates that were deceased or too unwell to travel.
· That individuals who had their DLC converted to Bachelor Degrees under the former academic arrangements be awarded Honorary Bachelor Degrees.
08/133 Matters
for Report
08/133.1 Pro-Vice-Chancellor (Research)
(i) Research Grants and Contracts
COUN08-P160: NOTED
(ii) Research Outputs
COUN08-P161: NOTED
(iii) Review of Research Schools
COUN08-P162: NOTED
(iv) RAE Outcome
COUN08-P163: NOTED
08/133.2 Pro-Vice-Chancellor (Teaching)
COUN08-P164: NOTED
08/133.3 Acting Pro-Vice-Chancellor (
COUN08-P165: NOTED
08/134 Vice-Chancellor's
Business
08/134.1 Recent Developments at the University
i. The University had been represented at the recent memorial service for Sir Denis Rooke which had been a very moving occasion.
ii. The University had, for the third year running, been awarded the Times Higher Award for Best Student Experience. The award reflected an excellent partnership with the Students’ Union and a commitment to excellence across the campus. The Vice-Chancellor wished to place formally on record her thanks to all staff.
iii.
The
iv. The
University had been invited to put its name forward for consideration for a
feasibility study into developing a campus with KLEC (
v. The Executive continued to explore options for hosting an international team’s training camp for the 2012 Olympics. It was anticipated that an announcement would be made in the New Year.
vi. A paper outlining the timetable of the Centenary Celebration Events was tabled. The University was also taking the opportunity to raise Loughborough’s profile by badging existing planned events as Centenary Events.
08/134.2 Report
of the Advancement Committee (29 October 2008)
COUN08-P166
Council RECEIVED the report of the Advancement
Committee. The Vice-Chancellor wanted to
bring the Committee’s first meeting to Council’s attention but
noted that future reports would usually be starred items in Section C of the
agenda. The Committee covered a broad
range of activities and a key objective would be to ensure that all departments
integrated advancement into their core activities, evidenced by inclusion in
Departmental Development Plans.
08/134.3 Policy Issues
COUN08-P167
Council NOTED the agenda paper and members
commented on the following issues:
·
Some
departments did not feel that they had been fully involved in discussions
regarding the acceptance of the Advanced Diploma as an entry
qualification. A specific issue was
raised concerning land-based studies. In
response, the PVCT confirmed that a number of Admissions Tutors had been
involved in early discussions but acknowledged that it would be timely to
include HoDs as well. It was clarified
that the first tranche of students entering with the Diploma would not be
admitted until 2010/11. The initial
intake only affected departments in the Faculty of Engineering who had been
fully consulted. The number of students
expecting to register for the Diploma were very small. Action: PVC(T)
·
Clarification
was sought in relation to the timescale for publishing, disseminating ad
analyzing the RAE results. The
Vice-Chancellor confirmed that HEFCE had recently revised its publication
timetable and the Executive were reworking a communication strategy - intended
to be released to departments two weeks before the release of results to HEIs
(17 December 2008).
08/135 Senate
COUN08-P168
This item was unstarred. Council RECEIVED a report of the meeting of
Senate held on 19 November 2008 and APPROVED:
08/135.1 Programme Proposals.
08/135.2 Amendments to Terms of Reference for
COUN08-P169
08/135.3 Amendments to Terms of Reference for
Health, Safety and Environmental Committee
COUN08-P170
08/135.4 Amendments to Terms of Reference for
Performance Monitoring Group
COUN08-P171
08/136 Membership
of Council Committees
08/136.1 Council NOTED appointments to vacancies on Council Committees and Joint Committees with Senate since the last meeting.
COUN08-P172
08/136.2 Council NOTED LSU appointments to Council Committees and Joint Committees with Senate.
COUN08-P173
08/137 Reports
of Committees
Council RECEIVED reports from the following Committees:
01/137.1
Audit/Treasurer’s Committee – 13 November
2008 [COUN08-P174] – Item withdrawn
01/137.2
01/137.3
Estates Management Committee – 22 July 2008, 10
September and 6 November 2008 [COUN08-P176]
This item
had been unstarred but the LSU president confirmed that his queries had been
dealt with under item 08/126.1.
01/137.4
Health, Safety and Environmental Committee – 30
October 2008 [COUN08-P177]
01/137.5
Performance Monitoring Group – 3 October 2008
[COUN08-P178]
01/137.6
Research Performance Monitoring Group – 22
September and 21 October 2008 [COUN08-P179]
01/137.7
Student Experience Committee – 29 October 2008 [COUN08-P180]
01/137.8
Costing and Pricing Committee – 2 July 2008
[COUN08-P181]
08/138 Date
of Next Meeting
Friday, 27
March 2009 (10.15am)
Author – Miranda Routledge
Date – December 2008
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