2 October 2003

Boardof Scrutiny

Minutes of the Meeting Held at Noon on

Thursday2 October 2003 at Selwyn College

Present:Mantas Adomenas, Stephen Cowley, Christopher Forsyth, Nicholas Holmes,Elisabeth Leedham-Green, Saskia Murk-Jansen, Timothy Milner, David Phillipson,Jennifer Rigby, Roger Salmon, John Spencer.

Apologies: David Howarth, Helen Thompson.

In Attendance: Susan Lintott, Robin Lachmann, JackMacDonald, Oliver Rackham.

1)Electionof Chairmanand Secretary. Christopher Forsythwas elected nem con as Chairman forthe year ending 30 September 2004 (proposed by John Spencer and seconded byElisabeth Leedham-Green). Helen Thompson was elected nem con as Secretary for the year ending 30 September 2004(proposed by Jennifer Rigby and seconded by Timothy Milner). The outgoingChairman and Secretary were thanked for service.

2)Minutes ofthe meetings of 3 July 2003, 10 July 2003 and 17 July 2003. These were approved after minorcorrections. A question arose as to the status of confidential notes in 2005after the implementation of parts of the last Freedom of Information act. Theretiring Secretary agreed to follow this up.

Action: the former Secretary to ascertain the scope of the Freedom ofInformation act.

3)Mattersarising.It was noted that as a result of the abolitionof University Assistant Lectureships, the University had asked departments toconsider promoting all University Assistant Lecturers to University Lecturers.A department had enquired as to what a would happen if the department hadtheoretically not wished to promote, and had been told that the UAL post wouldevaporate on 1 October 2003. This advice was incorrect since it wasinconsistent with English law. Concern was expressed that the central bodieswere issuing incorrect advice, and that despite the provision of an in-houselegal service, advice was not apparently being sought from it. It was agreedthat the provision of cost-effective and accurate legal advice should be one ofthe Board’s topics of enquiry for this year.

4)TheVice-Chancellor’s Address. Thereseemed to be a widespread view around the University that the newVice-Chancellor had hit the right notes with her address. The Boardparticularly welcomed her comments on trust.

5)The EighthReport. The Discussionof the Eighth Report will take place in the Council Room on 7 October 2003. Itwas noted that, as last year, our Report is the last to be discussed. It wasagreed that the Chairman would introduce the Discussion with a brief headlinesummary of the Report. He would also indicate a hope that Council and theFinance Committee would discuss the Report in a timelier manner than last year,and that there would be a vigorous Discussion. It was also agreed to commentfavourably on the new Vice-Chancellor’s address (and also on her presence ifshe Chairs the Discussion).

Itwas noted that, unlike last year, there had been little press coverage of ourReport. Members of the Board reported that colleagues had generally acceptedthe issues the Board had raised about the primate centre. It was reported thatthe Council had asked for a business plan for the primate centre to be drawnup.

6)Implementationof New Financial Regulations.On 13 August 2003 the Director of Finance issued a circular relating inter alia to charging overheads onactivities funded by donations etc. Three concerns were expressed. Firstwhether the relevant policy papers had been approved by the Council as well asthe Finance Committee (which considered the matter on 9 July 2003). Second,whether it was appropriate for the circular of 13 August 2003 to implementchanges with effect from 1 August 2003 (since, inter alia, this allowed no time for consideration of theimplications of the changes). Thirdly, it was not necessarily clear to whichaccounts the changed applied, and whether the change applied to accountscontaining donations obtained before the matter of overheads was changed.

Itwas noted that the charging of overheads on donation accounts was one of theFinance Working Party proposals. It was not known when the Council had endorsedthese proposals. It was noted that some method of improved communicationbetween the central bodies and heads of institutions might be needed. It wasagreed to raise this matter next time the Board met with the Director ofFinance.

Action:The issue of the implementation of the charging of overheads on donationaccounts to be raised with the Director of Finance at the next meeting withhim.

7)IPR. A brief report on the Cambridge AUTmeeting on IPR was given. The meeting had been addressed by Prof. Cornish, thechairman of the committee that had written the most recent Report (to beDiscussed on 21 October 2003). It was noted that the 2001 IPR policy forcontract research possibly needs changing, and that the Report seems toadvocate a unified IPR policy enshrined in ordinance. It was agreed that theBoard would follow the IPR debate, but nothing that the Board specificallyneeded to do.

8)TheTreasurer and Secretary General. Itwas noted that Pro-Vice-Chancellor Minson was now [formally] performing boththese jobs.A long-term policy as towhat to do with, or how to reform, these posts had yet to be announced. TheBoard agreed to follow developments.

9)Programmefor the year. There was adiscussion of topics that needed to be followed up during the year. Theseincluded:

a)TheResearch Services Division (RSD).A visit to RSD had been deferred from last year. There was now a pressing needfor such a visit, together with an assessment of the performance of thedivision.

b)TheDeficit and the RAM.It was agreed that the Board needs to followthe University’s attempts to eliminate the deficit. A question was raised as toprogress on the RAM. It was thought that a Report was due this term. StephenCowley was asked to ascertain progress. It was noted that the Finance Committeewere now being provided with detailed financial information, but it was notclear how this was being used to better manage the University.

c)Administration. The Board has repeatedly observed thatthe administration of the University needs improvement. In particular, thecommittee structure needs to be simplified, there needs to be a clear hierarchyof accountability, and the committees need to be supplied with clear positionpapers (rather than undigested minutes). There was a discussion as to why someUniversity papers were close to unreadable. It was agreed that developments onthe administrative front need to be followed, and that the Board should ensurethat the Shattock and Finkelstein recommendations are implemented.

d)Personnel. Problems with the introduction of asingle pay spline (at least at national level) were flagged. It was agreed thatthe Board would follow the progress of HERA and similar initiatives.

e)LegalAdvice to the University. It wasagreed that the Board should scrutinise the legal advice (both in house andexternal) that the University was receiving, particularly as regards timelinessand value for money.

10)Any otherbusiness.

a)TheVice-Chancellor. It wasreported that the Vice-Chancellor intends to chair less committees than herpredecessor.

b)Administrativesupport. It was agreedthat we need to recruit support. A person specification is still needed. It wasagreed that the Chairman would follow this up.

Action:The Chairman to ascertain what funds are available, and to co-ordinate job andperson specifications.

c)GovernanceCourse. It was noted thatthe personnel division were running a training course on the Governance of theUniversity. This start on Tuesday 28 October 2003. It was agreed that theChairman would enquire as to whether the role of the Board of Scrutiny would becovered.

Action:The Chairman to enquire as to whether the role of the Board of Scrutiny wouldbe covered in the Governance of the University course.

d)Reportingto the University. The subjectwas raised as to whether the Board ought to Report to the University more thanonce a year. This was not thought necessary, given that interim views can beexpressed in the Discussions of the Abstract of Accounts and the Annual Reportsof the Council and the General Board.

e)TheVisitor Centre. It wasreported that the plans for a Visitor Centre had been put on hold.

f)Thanks to retiring members. The Board thanked the retiring membersof the Board for all their efforts over the years. In particular Susan Lintottwas thanked for her 6 years of service.

11)Dates offuture meetings. In theMichaelmas term it was agreed to meet fortnightly starting from 16 October2003. In the Lent term it was agreed to meet fortnightly starting from 15January 2004. The venue of the meetings is to be advised by the Chairman.