Minutes of the Coleg Sir Gâr Board Meeting - Thursday 7th December 2023

Agenda item

Main discussion points

Action/decision

1

Meeting Governance

23/24/1.1

Apologies for absence and declarations of interests

Apologies for absence were received from:

• Mrs Abigail Salini
• Mr Huw Davies

No further Declarations of Interest were received in addition to those already held by the Clerk.

23/24/1.2

Approval of the RESTRICTED and UNRESTRICTED minutes of the last 

Meeting: 5th October 2023

The Board CONFIRMED the RESTRICTED and UNRESTRICTED minutes of the Board meeting held on Thursday 5th October 2023 as an accurate record.

23/24/1.3

Minutes of the Coleg Ceredigion Board meeting: 5th October 2023

(Information only)

The Board RECEIVED and NOTED the minutes of the Coleg Ceredigion Board meeting held on Thursday 5th October 2023.

23/24/1.4

Matters arising and action points not covered elsewhere on the agenda

• CSG Board Rolling Action Plan

There were no matters arising from the minutes.

The Committee noted that all actions within the applicable timescale had been undertaken.

2

Matters for Discussion and / or Approval

23/25/2.1

Financial Performance 22/23 & Financial Statements Approval

• FS overview
• Performance overview 22/23
• Financial Statements Coleg Sir Gar - for approval
• Financial Statements Coleg Ceredigion - for approval
• Coleg Sir Gar Letter of Representation - for approval
• Coleg Ceredigion Letter of Representation - for approval

The Board RECEIVED for APPROVAL the Financial Performance and Statements (2022/23) for Coleg Sir Gâr and Coleg Ceredigion.  It was NOTED:

• A reasonably good result for the year; especially considering the college undertook a restructuring exercise to rebalance the books for 23/24.
• FE Group - A surplus for the year of £1,776k versus a forecasted surplus of £868k
• For Coleg Sir Gâr – A surplus £1,284k vs a forecasted £640k - an improvement of £644k.
• For Coleg Ceredigion - A surplus of £492k vs a forecasted surplus of £228k – an improvement of £264k.
• Key income streams for the FE Group included:
  • FE income (£30,008m)
  • Work Based learning (£4,219m)
  • Higher Education (£3,898m)
  • Commercial (£165k)
• Cash analysis for the FE Group:
  • £506k achieved, compared with a forecast of -£4,009m.
  • £19,915m closing cash balance achieved, compared with a forecast of £15,400m.
  • True cash position is £17,091m after clawback of additional grant funding.
• The balance sheet showed the pension position for both Colleges has moved from negative to positive net equity driven by huge gains in the pension scheme valuation.  In consultation with auditors and the UWTSD the asset will not be recognised, and the pension gain will be capped at nil.
• A very positive liquidity measure for the FE Group at 2.4 (CSG 2.4 and CC 2.7).
• Improved 2023/2024 intake of FE learners will have a positive impact for FE funding although this will not be experienced in the current year based upon the funding model which works on a three-year cycle.

[Ben Francis arrived – 16:12] 

• A detailed analysis underpinning the accounts was presented to and scrutinised by the Resources, Resilience & Partnerships Committee who considered the accounts to be very positive. 

A question was raised asking if a statement confirming the position with the Colleges being a going concern was included within the statement of accounts.  It was NOTED that a statement highlighting that the Colleges are going concerns is included within the statement of accounts and external auditors report.

• Mr Ralph Priller and his team were thanked for their financial control and detailed presentation of accounts.

The Board APPROVED the Financial Statements and Letters of Representation for both Coleg Sir Gâr and Coleg Ceredigion. The Chair AGREED to sign-off the accounts for the 2022/23 financial period.

22/25/2.2

Audit 22/23 

• FS overview
• KPMG External Audit Report (Information & Financial Statements support)
• Mazars Internal Audit Annual Report & opinion

In support of the Financial Statements, the Board RECEIVED and CONSIDERED the

External Auditor Report 2022/23. It was NOTED that the Financial Statements were subject to external audit and the report presented confirmed the audit outcomes. A positive audit report and no significant issues were identified.

The Board RECEIVED and CONSIDERED the Internal Audit Annual Report for 2022/23. It was NOTED that:

• The Internal audit function is a critical and independent, financial control within the organisation, focussing on key areas as determined by the audit plan/strategy.
• The annual report summarised the activities for the year and provided a judgement as to whether the organisation had effective controls and governance in place during the year.
• The report was positive, with no material issues being identified.
• A detailed analysis underpinning the audits was presented to and scrutinised by the Audit, Risk Management Committee who content with the results. 

23/25/2.3

Employability and Entrepreneurship Discussion/Ideas/Feedback

• Be Ambitious Impact Report
• Beacon Awards

The Board RECEIVED and DISCUSSED the College’s Be Ambitious Programme Impact Report which will be submitted to Welsh Government.  It was NOTED:

• Be Ambitious is the College’s entrepreneurial and employability programme.
• The Executive wished to gather feedback from Board members on how the Be Ambitious programme might be developed and thoughts and opinions that Board members have on employability skills that would be desired in their areas of expertise.
• Two questions were proposed to the Board members to confer and feedback on during the meeting:
• In your opinion, what are the key skills needed for young people to succeed in the world of work? Please draw on your experience and knowledge.
• Please identify any gaps in the Be Ambitious programme that you can identify. Can you suggest any improvements or developments.
• A brief discussion was held following this feedback session covering various points which would be taken away with the submitted information and utilised to develop the Be Ambitious programme further.
• Learners are supported in various ways to set up their own businesses and last year saw 34 registered businesses set up under the programme.
• An active engagement in the World Skills Programme is undertaken within Be Ambitious to develop world class vocational skills.

A question was raised asking if the Be Ambitious programme was focused on the students within the College or is it reaching beyond into future cohorts.  It was NOTED that the funding for this programme is for interaction with the College’s existing students.  Success stories from the programme are utilised with ambassadors who have been successful from the Programme’s previous cohorts speaking to and helping current students.

• The Board were delighted to hear that the Be Ambitious Programme has been shortlisted as a finalist for the National Beacon Awards (The Careers and Enterprise Company Award for Excellence in Careers and Enterprise) with the award ceremony in February 2024.

23/25/2.4

Brief Budget update - current thoughts

The Board RECEIVED an update on the financial budget for 2023/24.  It was NOTED:

• Very little change to the budget since it was reported to the Board at its last meeting, and subsequent RR&P and A&RM Committee meetings.
• The target was to achieve a £50k surplus for 2023/24 for the FE Group.
• Worst case scenario would be a -£700k which could see cash deplete by up to £1m.  This is offset by the College coming into the year in a strong position with a £1.7m higher cash position than budgeted.  Over a two-year period following a worst-case scenario in 2023/24 the cash figure would still be greater than forecasted at the commencement of 2021/2022.
• A number of factors were still being worked on including work-based learning which is a significant factor in the budget where a £600k drop has been assumed at the current time.
• The budget presented was at ‘high-level’ and provided an indication of what may feature in the RF1 which will be presented to the next RR&P Committee meeting in February 2024.
• Recent information indicates that for 2023/24 there will be no further change from Welsh Government.
• In relation to 2024/25 figures are not yet known relating to funding until the draft budget is finalised by the Welsh Government which is due the week commencing the 19th December 2023.  
• Indications suggest that it will be a challenging time financially for the FE sector in Wales.

23/25/2.5

MIM Update

RAAC Update

Land disposal - Pibwrlwyd

The Board RECEIVED and DISCUSSED an update on the MIM.  It was NOTED:

• It has been collaboratively agreed between UWTSD and CSG that the proposed build of the Jobs Well campus is now 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 two campuses as opposed to one allowing for far greater operational running cost savings.
• The SOC “variation” paper was presented to and reviewed by WG. Unfortunately, the MIM review team & advisors felt that given the change, which they consider material, it is necessary for the college to submit a new SOC and will replace the current submission.  This is to offer an audit trail offering segregation between the teams involved.
• Early February 2024 is the planned date to submit the revised SOC.

A question was raised asking if there is any risk to the opportunity and the funding of this project with the resubmission of the SOC.  It was NOTED that the money has been secured and the College had received information that the funding would not be at risk. It is closed to any further project applications.

A question was raised asking if the amended SOC needs approval by the Board and is this likely to cause a delay.  It was NOTED that the detailed SOC has not yet been approved by the Board but the principle of proceeding with the MIM process has been passed.  The College still has options to withdraw itself from the project within the stage one time frame.

The Board RECEIVED an update on the position with RAAC within the College.  It was NOTED:

• Following surveys it has been confirmed that both Coleg Sir Gâr and Coleg Ceredigion do not have any RAAC within the buildings.
• This has been reported back to WG.
• This risk associated with RAAC will now be removed from the Risk Register.

The Board RECEIVED and DISCUSSED an update on the position with land disposal at the Pibwrlwyd Campus.  It was NOTED:

• Four strong expressions of interest have currently been received.
• Excellent support had been received by the College from colleagues within the UWTSD, especially Emyr Jones, and the Board passed on their thanks to the UWTSD Vice-Chancellor requesting that their thanks be forwarded to the relevant persons.
• The Board noted that the CSG Chair had expressed thanks to the UWTSD at their Estates Committee meeting earlier that day for the advice and helped received.

23/25/2.6

Pay Rise 23/24

The Board RECEIVED an update on the position with pay rise 2023/2024.  It was NOTED:

• This decision had been dealt with by the Board over Email.  The decision was processed in this medium to ensure that any decision on pay rises if agreed would be able to be processed and implemented in December, informing staff of this prior to Christmas.
• The decision APPROVED a 5% pay rise backdated to the 1st August 2023.
• As an employer that supports the implementation of the living wage, the latest increase in the living wage (announcement made in October 2023) will be adopted by the College and backdated to the 1st August 2023.
• This has been communicated to staff and been well received.

23/25/2.7

Principal’s Report

The Board RECEIVED the Principal’s report.

Post 16 review of education in Ceredigion:

• Following a successful meeting with Colleagues in the education department in Ceredigion, the process of sharing information on enrolment and duplication across the County has been started.  Another meeting is planned for January 2024.
• Internally, the College has a small Task and Finish Group looking at a Growth / Communications strategy, specifically looking at Ceredigion. Engagement with employers is high up on the list of priorities.
• David Price now heads up the Regional Learning Skills Partnership (RLSP) in Ceredigion.
• The Principal was due to meet shortly with the Director of Education to discuss ALN, Adult Community Learning and Transport.

Global Wales Visit to Baden Württemberg in Germany

• The Principal led a visit of FE and HE representatives from Wales.
• Baden-Wurttemberg has been identified by the Welsh Government and Global Wales as a priority state in Germany to develop links in further and higher education.
• The primary objectives of the visit:
• to engage with key stakeholders in the B-W region.
• to explore areas for potential collaboration in automotive between education institutions in Wales and B-W.
• to gain an understanding of the automotive industry in Baden-Wurttemberg and the cooperation between higher and further education and industry in the region.
• to gain an understanding of the training and apprenticeships on offer in the automotive industry in B-W to inform activity in Wales.
• to gain an understanding of how vocational providers work with the supply chain.
• to gain an understanding of how providers and suppliers link with green skills in manufacturing and meet net carbon zero requirements.
• The Principal highlighted the way that education, industry and the regional government were all working in cohesion to develop the economy within Baden Württemberg.  This is administered and developed through an umbrella company covering all three infrastructures.
• A letter had been sent to the Minister for Economy following the visit with a response awaited.
• The structure of Germany’s secondary school system with specialisation in academic, engineering or vocational subjects was noted as being effective in helping students pursue their career goals and help drive the economy.

Colegau Cymru Conference

• The conference brought together key stakeholders, educators and industry leaders, from across Wales and beyond to demonstrate the value of further education.
• The conference looked to the future, exploring the remit of Welsh Government plans to overhaul the way in which post-16 education is governed and delivered in Wales, in line with their ambitious plans for a stronger, greener and fairer Wales.
• Keynote Address - Minister for Education and Welsh Language - Jeremy Miles MS. 

World Skills Competition

• UK National Finals took place in Manchester and Milton Keynes in November 2023. Coleg Sir Gâr and Coleg Ceredigion are delighted to share the following UK Winners:

• The Principal highlighted the effort and dedication from the College staff in supporting learners to reach these world class standards in vocational training and technical skill.
• It was hoped that some of the winners would be selected to represent Team GB in World Skills taking place in Léon in September 2024.
• The Board noted that Delme Harries Collins, although not medaling in the competition in web development, has been selected for the UK squad.

Best Young Chef in Wales and the World

• Sam Everton, Coleg Ceredigion catering lecturer was named ‘Best Young Chef’ in Wales at the World Young Chef Young Waiter competition 2023 in Swansea.
• Sam, who is also a part time chef at Y Seler restaurant in Aberaeron competed against other chefs from across Wales in the regional round.
• Established in 1979, the World Young Chef Young Waiter competition aims to promote careers in hospitality and is open to all professional chefs and waiters under the age of 28 who live and work in Wales.
• Due to Sam’s success he went to the Grand Final in Monaco, with his colleague Carys Webster (the Grove in Narberth), where together they came 3rd in the World overall, with Sam achieving top chef status amongst all competitors.
• Once official images have been released the College will be promoting Sam’s success.

On behalf of the Board the Chair would write a letter of congratulations to the World Skills achievers and Sam Everton.

GB Adaptive Judo Team Invite Letter

• A student of the College, Jimmy Staveley, a successful adaptive judo player, has been invited to join the Great Britain Adaptive Judo Team to participate in Japan in April 2024.
• Jimmy has to raise £2500 to undertake the trip and has approached the College asking if the College would be willing to help towards the trip or with kit.
• The College will be helping Jimmy with some kit but it is the Board’s decision if any financial bursary is able to be offered.

A question was asked if any precedent had been set in the past relating to students requesting sponsorship or financial bursary assistance.  It was NOTED that students are only encouraged to approach the Board if the College feel an individual may be from a disadvantaged background and they would not be able to achieve their goal without help from the College.  A requirement to follow an accepted practice and criteria needs to be ensured to enable all requests are dealt with equally and fairly.  In sporting requests, the student would have to be at an international level.

A question was raised asking if the College had funds that were applicable to these types of requests relating to sponsorship and bursaries.  It was NOTED that the College do have funds available to put towards these types of requests.

A question was raised asking if the College’s logo would be displayed on competition kit should they be sponsored or helped with a bursary.  It was NOTED that the logo would be displayed on competition kit and it is normal practice for competitors to display their sponsors logo’s.

A question was raised asking if the student had been given support or advice from other funding sources such as match funding or crowd funding.  It was NOTED that this was unknown but would be discussed with the student.

The Board APPROVED in principle to support Jimmy Staveley with formalisation of details on sponsorship and bursary allocation to be confirmed.  This would be brought to the following Board meeting or depending upon timescales with this request a decision may be requested earlier via email.

• Details of criteria and accepted practice relating to sponsorship and bursary allocation would be worked upon by the Principal and Clerk.

Brin Isaac Awards

• The Board noted that the two main winners at the recent Brin Isaac Awards were previous Coleg Sir Gâr students with Emma Finucane winning the Brin Isaac Trophy and Amy Cole winning the Walter Hughes Cup.  Both are current world champions in track cycling and a credit to themselves, Wales and the College.

Action: Chair to write a letter of congratulations to the World Skills achievers and Sam Everton.

Action: Principal and Clerk to work on details of criteria and accepted practice relating to sponsorship and bursary allocation for students.

23/25/2.8

UWTSD Vice-Chancellor’s Report

The Board RECEIVED a verbal update from the UWTSD Vice-Chancellor. It was NOTED:

• The Vice-Chancellor is greatly enjoying working with the Principal and CSG Team and sees the relationship between the institutions as significant.
• UWTSD are committed to working closely with CSG in developing a way forward especially with questions surrounding CTER and how this will affect the organisations.  A collaborative approach with the College to maximise opportunities is at the heart of the relationship.
• Some structural changes have been implemented within the UWTSD with a new COO recently appointed.

3

Matters for Approval*

23/26/3.1

Annual Modern Slavery and Human Trafficking Statement 2022/2023

The Board RECEIVED and CONSIDERED the Annual Modern Slavery and Human Trafficking Statement (2022/2023).  

The Board APPROVED the statement, authorising the Chair to sign the statement on behalf of the CSG Board.

23/26/3.2

Annual Governance Report 2022/23

The Board RECEIVED and APPROVED the Annual Governance Report 2022/23. 

23/26/3.3

Audit & Risk Management Committee Annual Report 2022/2023

The Board RECEIVED and APPROVED the Annual Audit & Risk Management Committee Annual Report to the Board 2022/23.

23/26/3.4

Learners and Standards Committee Annual Report to the Board 2022/2023

The Board RECEIVED and APPROVED the Learners and Standards Committee Annual Report to the Board 2022/2023.

23/26/3.5

Resources, Resilience and Partnerships Committee Annual Report to the Board 2022/2023

The Board RECEIVED and APPROVED Resources, Resilience and Partnerships Committee Annual Report to the Board 2022/2023.

23/26/3.6

Search and Governance Committee Annual Report to the Board 2022/2023.

The Board RECEIVED and APPROVED the Search and Governance Committee Annual Report to the Board 2022/2023.

23/26/3.7

Remuneration Committee Terms of Reference

The Board RECEIVED and APPROVED the Remuneration Committee Terms of Reference.

23/26/3.8

Search and Governance Committee Terms of Reference

The Board RECEIVED and APPROVED the Search and Governance Committee Terms of Reference.

23/26/3.9

Audit and Risk Management Committee Terms of Reference

The Board RECEIVED and APPROVED the Audit and Risk Management Committee Terms of Reference.

23/26/3.10

Resources, Resilience and Partnerships Committee Terms of Reference

The Board RECEIVED and APPROVED the Resources, Resilience and Partnerships Committee Terms of Reference.

4

Matters for Information**

23/27/4.1

Brief overview: main risks at present - rolling item: as discussed and reviewed at A&RMC meetings (albeit main risks only)

The Board RECEIVED for INFORMATION analysis and tracking of the current rolling risks noting that all are rated medium.

23/27/4.2

Chair of the Board Update following submission for consent by the UWTSD Council.

The Board RECEIVED and NOTED correspondence from the UWTSD that consent had been granted by the Member at the UWTSD Council Meeting on Thursday 23rd November 2023 on the appointment of John Edge as Chair of Coleg Sir Gâr from 1st January 2024.  As Chair of Coleg Sir Gâr John Edge will also become Chair of Coleg Ceredigion.

The UWTSD also confirmed that with John Edge becoming Chair he has also been approved as an independent member of the UWTSD Council.

The Board thanked John Edge for taking the position of Chair in what is expected to be a very important transition phase for the College over the next couple of years.

23/27/4.3

Vice Chair Vacancy 

The Board NOTED that from 1st January 2024 the current Vice-Chair takes on the role of Chair of the Board.  This provided an opportunity to consider the vacant position which will be a key role in the strategic development of the Board and College.

Interested Board members were invited to contact the Chair or Clerk to discuss further.

23/27/4.4

Venue for Board Meeting on 7th March 2024

The Board NOTED that with suitable hybrid capabilities now available allowing those attending Board meetings online to participate effectively the next Board Meeting on Thursday 7th March 2024 will be taking place in the IQ Building (UWTSD) in SA1.  Thanks were expressed to Rebecca Doswell from the UWTSD for arranging this.  This will offer the Board the opportunity to experience the SA1 facility and sense what the MIM development could offer to learners including highlighting areas of collaboration between the UWTSD and College.

Action: Clerk to establish those Governors wishing to have a tour of SA1 before the March Board meeting.

23/27/4.5

Committee Report of the Learners & Standards Committee meeting held on 26 October 2023 

The Board RECEIVED for INFORMATION the Committee Report following the Learners & Standards Committee meeting held on the 26th October 2023.

23/27/4.6

Committee Report of the Resources, Resilience & Partnerships Committee meeting held on 9 November 2023 

The Board RECEIVED for INFORMATION the Committee Report following the Resources, Resilience & Partnerships Committee meeting held on the 9th November 2023.

23/27/4.7

Committee Report of the Audit & Risk Management Committee meeting held on 21 November 2023 

The Board RECEIVED for INFORMATION the Committee Report following the Audit & Risk Management Committee meeting held on the 21st November 2023.

23/27/4.8

Committee Report of the Search and Governance Committee meeting held on 23rd November 2023

The Board RECEIVED for INFORMATION the Committee Report following the Search and Governance Committee meeting held on the 23rd November 2023.

23/27/4.9

Overall UK Skills Results Nov 23

The Board RECEIVED for INFORMATION the overall skills result for the World Skills Competition.  It was NOTED that Coleg Sir Gâr/Coleg Ceredigion ranked second in the medal points table for Wales, just behind Pembrokeshire College.  This was a very good result for West Wales institutions.

5

Any Other Business

23/28/5.1

Governors Google Site

The Board were reminded to inform the Clerk if they had any issues gaining access to the Governors google site.

23/28/5.2

Retirement of Chair

The Board expressed their sincere thanks to Maria Stedman for her work, dedication and guidance as Chair over the past eight years and presented Maria with tokens of gratitude.

6

Declarations of Interest

23/29/6.1

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

23/30/7.1

Date of the next meeting

Thursday 7th March 2024 in the IQ Building (UWTSD) in SA1 starting at 16:00.