Minutes of the Coleg Sir Gâr Board Meeting - Thursday 5th October 2023

Agenda item

Main discussion points

Action/decision

1

Meeting Governance

23/17/1.1

Apologies for absence and declarations of interests

Apologies for absence were received from:

• Mrs Abigail Salini
• Mr Mike Theodoulou
• Ms Tracy Senchal
• Miss Jenna Loweth (Student Representative - Student President 2023/2024)
• Mr Louis Dare (CSG Staff)

No Declarations of Interest were received. 

23/17/1.2

Approval of the RESTRICTED and UNRESTRICTED minutes of the last 

Meeting: 29th June 2023

The Board CONFIRMED the RESTRICTED and UNRESTRICTED minutes of the meeting

held on Thursday 29th June 2023 as an accurate record.

23/17/1.3

Matters arising and action points not covered elsewhere on the agenda

There were no matters arising from the minutes.

23/17/1.4

Minutes of the Coleg Ceredigion Board meeting: 29th June 2023

(Information only)

The Board RECEIVED and NOTED the minutes of the Coleg Ceredigion Board meeting held on Thursday 29th June 2023.

2

Matters for Discussion and / or Approval

23/18/2.1

CSG Board Rolling Action Plan

The Committee noted that all actions had been undertaken.

23/18/2.2

Draft Financial Outturn 22 – 23

(high level)

Budget Update (Verbal)

The Board RECEIVED the Draft Financial outturn 2022 - 2023.   It was NOTED:

• Cash analysis shows a positive position.
• Year End cash balances for the FE Group (31st July 2023) shows £19.915m against £19,409m from the previous year.  With timing differences with grants received stripped out of the figures this shows a true cash figure of £17,091m, an improvement of £1.691m.
• The FE Group surplus/deficit (pre FRS102 non-cash adjustment) shows an improvement of £909k excluding R/D and £738k post R/D.
• Some provision was factored in that had not needed to be released and this is boosting the cash position.
• A question was asked about the function of Keep Warm Funding.  The meeting was informed that this was to help combat the cost of living crisis by offering people the opportunity to come to the college for tea/coffee and warmth. 
• A revised 5-year forecast was discussed that could be presented to the Resources, Resilience and Partnerships Committee.  

The Chair requested that any 2023/2024 finance discussion be integrated into item 2.7.

Action: COO to present five-year forecast to RR&PC.

23.18/2.3

Recruitment

1. Recruitment 23/24 (current position) & Budget Impact
2. Enrolment Numbers FE
3. Enrolment numbers HE

The Board RECEIVED and CONSIDERED the recruitment figures for 2023/2024 and it was NOTED:

• A very successful recruitment drive with a whole college approach.  The Principal wished to put on record the magnificent effort all staff have undertaken to achieve this result.
• This was part of a 24-month plan.
• The College has attained the initial inflated target levels hitting 100% target.
• FE full time has shown a material improvement on last year, but whilst this is very good news (highest level in years) it is unclear if we will hit our WG target at the 56-day census.
• FE part time – some concern here: 94% achieved in 22/23 vs a target of 97.5% (to ensure no clawback). Need to ensure that the activity is driven up to the minimum required in 2023/24.
• HE FT continues to decline year on year (322 vs 347 pre drop out).  That said, the budget was prepared on the basis of a reduction and we will be close to achieving the target.  PT is a little more buoyant (348 vs 333) and should be ahead of target. Overall, the reduction in FT will be offset by the increase in PT resulting in a neutral position.
• WBL undershot the contract in 2022/23 by £1m. A similar contract value is assumed for 2023/24 – need to review this position urgently to try and regrow the provision quickly. A more in-depth analysis will be tabled at the Resources, Resilience and Partnerships meeting in November. As such, the risk is ragged as Red.
• A question was raised about WBL numbers being lower and reduced funding.  The Board noted that this was a sector problem and there was a drop in numbers towards the end of the last academic year which was unexpected, especially in digital apprenticeships.  Greater monitoring will be undertaken this year.
• PLA is also strong and the target will be exceeded. Our budget assumes an additional £0.9m will be successfully bid for in the year, but there are no guarantees of this at this point. This may have to reduce at re-forecast 1.
• School 14-19 programmes continue to recruit well and recruitment is in line with expectations.  Income reflects direct costs in this area.
• To address some of the above shortfalls, the College has tried to minimise part time staffing budgets wherever possible by improving delivery efficiency.  
• Retention of learners is the next challenge.
• Hitting target will result in an increase in funding in future years under the current funding model.
• The total number of students recruited is 3225 with an estimate following drop out to be 3032.
• Work is being undertaken to grow engineering frameworks to maximise the efficiency of contracts as this is a priority area for Welsh Government.

A question was raised asking about access to schools and the sharing of information between schools and FE especially if the schools have a 6th form.  It was NOTED:

• The College works with various schools in a number of different ways such as developing partnerships with Head Teachers or Head of Year, supporting them and sharing funding.
• The College is working with schools undertaking joint funding bids.  One example was a joint bid in conjunction with Stradey School in 2022 to develop an employability and bilingual programme for LSAs.
• All avenues are being looked into.

A question was raised asking what percentage of post 16 participation do CSG account for.  It was NOTED:

• The meeting noted that within Carmarthenshire CSG accounts for 58% of the share. 
• The College’s own current target is to get to 60% of the share of all school leavers.
• From an ALN perspective the College works closely with all schools, including those with 6th form provision. Under the new reforms the College has seen an increase in students attending with ALN requirements.

The Board noted that there is some excellent collaboration with set design between UWTSD (HE) and CSG (FE) with the 2nd session taking place tomorrow.  This is an excellent starting point for vocational training within the creative industries.

A question was raised with regarding registration of providers by CTER.  Is there a risk that new providers will register and put pressure on the funding.  It was NOTED:

• This is a possibility.
• WBL is already competitive and the college is in a good position and has a good reputation.
• There was a question if this would come through mainstream funding and if this happens how would the funding be distributed.
• Further information on this will become evident with more information from CTER.

23/18/2.4

Estates Report

General Overview 22/23 & MIM Update

The Board RECEIVED and CONSIDERED the Estates Report covering general overview of 2022-2023 and a MIM update.  It was NOTED:

• Confirmation was received in late January of additional £10m in Backlog Maintenance funding being made available to the FE sector. Coleg Sir Gâr & Coleg Ceredigion allocation was £656k.
• The funds were successfully utilised in line with funding conditions and there was no clawback. Some of the major areas addressed (spend includes the usual college core allocation).

RAAC

• With the RAAC position, all FE colleges are working closely with WG via Colegau Cymru. Coleg Sir Gâr and Coleg Ceredigion have 23 buildings that were erected during the “suspect“ timeline for prevalent use of RAAC.  A contractor has been appointed to undertake the survey to determine if the college is at risk.

A question was raised with insurance regarding RAAC and the position should buildings have to stop being used.  It was NOTED:

• Should there be problems and buildings have to stop being used then the College has a business continuity plan to deal with circumstances.
• The insurance company is aware of the position but it is not certain at the current time of the position should RAAC be evident.

Cardigan Subsidence

• One more survey is required on the subsidence at Cardigan campus and then action can be undertaken to mitigate the risk.  The insurance company are aware of this position and will be updated when the final report has been received and a plan in position to alleviate the problem.

Aberystwyth University – Sale of Land

• The sale of the land around the Aberystwyth campus was now for sale.  The options for the College are:
• Find another site.
• Continue at the site and get direct utility connections and deal with the situation as the surrounding area development is undertaken.
• Clarity on the boundaries at Aberystwyth was confirmed and the College own the car park opposite the campus building.

Mutual Investment Model

• The College Board and joint Estate Committee held on the 21st and 29th June 2023 respectively, agreed that the formal Stage 1 MIM review could commence, acknowledging that associated costs would be incurred.
• The College’s Strategic Outline Case (SOC), which confirmed the two-site approach at Pibwrlwyd and Trinity, has been approved by the Welsh Government.
• Subsequently, the New Project Request (NPR) was formally approved by Welsh Education Partnership Company (WEPCo) on the 21st August 2023. 
• Stage 1 proceedings have commenced.  Site visits have been undertaken with WEPCo representatives along with initial discussions.
• This is effectively the feasibility stage of the process, funded by the Welsh Government and the College on a 65/35% intervention basis.  This will take approximately 6 months to undertake and will predominantly focus on:
• WEPCo appointing a multi-disciplinary design team to undertake the work.
• Undertake RIBA Stage 2 review (Concept Design).
• WEPCo Stage 1 submission with College approval.
• College completes the Outline Business Case (OBC) and submit for approval.
• Welsh Government’s Education Case Scrutiny Group and Education Investment Panel OBC approvals.
• Minister of Education OBC approval.
• Overall Stage 1 approval.

Moving forward:

• Key change in Strategy 
• Due to the continuing and indeed worsening financial landscape faced by the college and University, it has been collaboratively agreed that the proposed build of the Jobs Well campus now be changed from the UWTSD site to the Pibwrlwyd site i.e. all on one site.
• This approach achieves the most efficient financial model for the college in that:
• The cost of the build will inevitably be less leading to a reduction in the annual charge – a reduction in survey costs alone could amount to £200k.
• The college estate infrastructure effectively reduces by 2 campuses as opposed to 1 allowing for far greater operational running cost savings.
• WEPCo is currently working on a revised calculation.
• The COO has a meeting on the 10th October to discuss a potential amendment to the SOC.

A question was raised how this change in strategy would affect the facilities and what the College would be giving up.  It was NOTED:

• The change would not affect the strategic plan and development.
• The change will not result in anything being given up.
• The targets can be achieved with a one site build.

A question was raised asking how confident the College is that WG will not stop the MIM projects due to the economic position.  It was NOTED:

• WEPCo have been allocated £600m.
• The change in our project will help reduce costs with a change in brief and potential savings from Jobswell.
• The College is confident that MIM projects would continue.

The Board APPROVED the adoption of the revised approach to MIM based upon a one site project based at Pibwrlwyd.

Action: Clerk to forward recommendation to alter MIM strategy to UWTSD Estates Committee and UWTSD Council for Member approval.

23/18/2.5

Qualification Review – Full Report

The Board RECEIVED and DISCUSSED the review of vocational qualifications in Wales.  It was NOTED:

• The report has 33 recommendations which comes under 2 ministerial portfolios, both education and economy.
• The report spans a large number of areas and institutions including HE, FE, 6th Forms, WBL, Careers Wales, Colegau Cymru, Coleg Cymraeg Cenedlaethol and Estyn.
• It was not clear who will be responsible for the development of this strategy. It is assumed that this is the Welsh Government in some form.  CTER is a long way off being in a position to oversee this strategy and take ownership.
• Some of the recommendations listed that were highlighted as important:
• No national strategy for vocational qualifications.
• Future demands of industry.
• Destination data, are the vocational programmes leading to the necessary jobs?
• Work placements for all level 3 learners would be a big project to undertake and the resources required would be considerable.
• Duality of esteem and understanding of vocational qualifications and the impact on the economy.
• Independent guidance for 14-16 yr old was a key determining factor in choosing vocational qualifications as an important and lucrative career path.
• Welsh Language an important challenge.
• The development of WBL through to level 6.
• Communication with learners did not seem to appear in the report and the perception of vocational qualifications was not really addressed.
• A skills barometer will be made available shortly to highlight skills gaps within the region and match with employers’ needs.  This is being led by Carmarthenshire County Council and hopefully identifies where the College can engage to fill the skills gap.
• The Principal declared an interest in skills and talent with his new position being Senior Reporting Officer (SRO) on skills and talent project within the Swansea Bay City Deal.

23/18/2.6

Principal’s Report

The Board RECEIVED the Principal’s report.

Post 16 Review of Education (Ceredigion):

• An LEA led review.
• Schools focused report with reference to FE Colleges not included.
• One principle listed highlights maintaining and improving generally high standards in schools, but FE colleges are not mentioned for vocational skills or WBL.
• The report lists 4 options in the context of the identified principles, listing advantages and disadvantages of each:
• Maintaining the current situation, develop the current situation, provision in some schools and one centre.
• This report has gone to the LEA scrutiny group and is in the public domain.
• This is an interesting space to see what develops.

Shared Prosperity Funds (Carmarthenshire):

College has been awarded projects totalling £8,730,954.

We are very pleased with this outcome.

• Centre of Excellence for Green Technologies in Carmarthenshire has been successful. This call for applications was heavily oversubscribed, and following a detailed assessment process, the SPF grant offer is £539,149.
• Shared Prosperity Fund ‘Skills 24’ application for a SPF grant of £2,890,244.
• Shared Prosperity Fund ‘Multiply 24’ application has been successful. This call was oversubscribed, and following a detailed assessment process the SPF grant offer was £5,301,560.

Shared Prosperity Funds (Ceredigion)

• College mirrored bids highlighted above for multiply but were not successful.

College appointments and structure was detailed.

Teaching and Learning:

Another successful Festival of Practice took place in July 2023.

• 2 day - 1 day online and 1 day Face to Face
• 241 staff confirmed attendance
• 98 individual workshops available
• 4 Launch sessions led by the College Executive team
• 4 External Guest Speakers from AoC Research Further 
• 4 Colleges sharing practitioner work as part of the WG Professional Learning Fund Collaborative Project (Coleg Sir Gar/Ceredigion, Bridgend, Pembrokeshire College and Coleg Gwent)
• 4 ‘Tales from Taith’ workshops sharing research work from international visits including Finland, Vienna, Italy, Vietnam and Barcelona. 
• Accompanying fair including an Academic Book Display to order inspection copies, Book Swap, Plant Swap and live music from students. 

A-Level and AS-Level results were listed showing excellent results.

3

Matters for Approval*

23/19/3.1

Chair of Audit and Risk Management Committee Meeting.

The Chair thanked Jacqui Kedward for taking the Chair of the Audit and Risk Management Committee meeting on the 14th September 2023.  

The Board APPROVED the recommendation from the Search and Governance Committee that Jacqui Kedward take the position of Chair of the Audit and Risk Management Committee.

4

Matters for Information**

23/20/4.1

Complaints, FOI requests, Subject Access Requests

The Board RECEIVED for INFORMATION the annual report detailing 3 years’ worth of data on Complaints, FOI requests, Subject Access Requests

It was NOTED that one case generated 5 SARs which is very time consuming and a resource drain.  A question was raised asking if the college have a vexatious complaints policy.  This would be investigated.

Action: Vice Principal Planning, Learners and Communication to look into College’s vexatious complaints policy.

Action: Jacqui Kedward to forward a vexatious complaints policy example.

23/20/4.2

Committee Report of the Audit & Risk Management Committee meeting held on 14 September 2023

The Board RECEIVED for INFORMATION the Committee Report following the Audit & Risk Management Committee meeting held on the 14th September 2023.

23/20/4.3

Committee Report of the Search & Governance Committee meeting held on 21 September 2023

The Board RECEIVED for INFORMATION the Committee Report following the Search & Governance Committee meeting held on the 21st September 2023.

It was NOTED that the Search and Governance Committee were working identifying a new Chair for the Board and a recruitment campaign for Governors would be commencing.

23/20/4.4

Extracts from the UWTSD Group Scrutiny Committee meeting minutes 16 June 2023

The Board RECEIVED and NOTED the extracts from the UWTSD Group Scrutiny Committee minutes of the meeting held on the 16th June 2023.

23/20/4.5

UK Skills Finalists

The Board NOTED that construction finals will be taking place in Manchester and Milton Keynes where the College will be competing.  These is over a two week period commencing the 13th November 2023.  Both colleges have merged this year so all medals will be counted as one organisation.

23/204.6

Search & Governance Committee Annual Committee Report

The Board RECEIVED and NOTED the Search & Governance Committee Annual Committee Report.

23/20/4.7

UWTSD Standing Committee Attendees

The Board RECEIVED and NOTED the UWTSD Standing Committee Attendees.

23/20/4.8

Governance Effectiveness Review

The Board RECEIVED and NOTED the Governance Effectiveness Review action plan which was generated following the Governor 1:1 discussions with the Chair.

23/20/4.9

Calendar of Events

The Board RECEIVED and NOTED the calendar of events for 2023/2024.  Governors can access this and highlight their intention to attend particular events.

5

Any Other Business

23/21/5.1

The Governors and Officers were asked to complete the following forms if they were applicable and had not already done so:

• Declarations of interest form
• Code of Conduct form
• Governor Equality and diversity monitoring form
• Governor skills and experience questionnaire

The Board NOTED that the Governor Google governance site had gone live earlier today and information on access this would be distributed.

The Governors were requested to undertake some of the training programmes and feedback to the Clerk on these.

The Board were made aware due to recent resignations from the Board there was a vacancy for the ALN link governor.  It was noted that this was being dealt with.

The Board NOTED that the two learner representatives for the Learners and Standards Committee and the Resources, Resilience and Partnerships Committee were still outstanding.  Urgency on getting confirmation of these learner representatives was expressed.

Action: Clerk to distribute access information for the Governors Google governance site.

6

Declarations of Interest

23/22/6.1

To confirm any conflicts of interest that may have arisen during the meeting. 

No further Declarations of Interest were received during the meeting.

7

Date of the next meeting

23/23/7.1

Date of the next meeting

Thursday 7th December 2023 in the Boardroom at Graig Campus starting at 16:00.