Boardof Scrutiny

Thursday 15 January 2004

Robinson College

Garden Room

Present: Stephen Cowley, Christopher Forsyth (chair), NicholasHolmes, Elisabeth Leedham-Green, Saskia Murk-Jansen, Timothy Milner, DavidPhillipson, Jennifer Rigby, John Spencer, Helen Thompson.

1.Apologies

TheBoard received apologies from Mantas Adomenas and Roger Salmon.

2.Minutes of the meeting of 27 November 2003

Theminutes of the meeting of 27 November 2003 were confirmed.

3.Matters arising

3.1.Administrativesupport

TheChair reported that he would send the Registrary the particulars for the job ofan administrative officer for the Board and ask that an advert for the positionappear in the Reporter.

ACTION: The Chair to write to theRegistrary.

3.2.RAM Reportand meeting with the Pro-Vice-Chancellor for planning and resources.

StephenCowley reported that the meeting was very constructive. He noted that thatthere were several issues that remain unclear in regard to RAM: (i) how tocalculate an appropriate figure for savings to be made in the central bodies ofthe University; (ii) a realistic time-scale for the University to break evenwithout a significant increase in income; (iii) the implications of HEFCE'sannouncement on 23 December 2003 of new funding ratings for arts, mixedscience, science, and medical students; (iv) research overhead income; (v) howto advance co-operation between Departments when the incentives for Heads ofDepartments to pursue departmental self-interest are so strong.

3.3.RSD

TheBoard received notes of its previous meeting with the Director of RSD.

TheBoard agreed to inform the Cornish committee of its concern about the possibletax liability to the University on assigning patents rights to CUTS. The Boardalso agreed to ascertain whether the Council review of RSD would receive inputfrom members of the University who use RSD services.

ACTION:The Chair to write to the chair of the Cornish committee and the chair of theCouncil RSD review.

3.4.Meeting withthe Registrary

TheBoard amended the record of the meeting and agreed that the Chair would sendthe record to the Registrary.

ACTION:TheSecretary to amend the formal record and the Chair to forward the new record tothe Registrary.

3.5.Primateresearch faculty at 307 Huntington Road

TheChair noted the announcement of a second grace on the issue.

4.Response to the letter from the Registrary

TheBoard agreed that it wished to meet a delegation from the Council.

4.1.Frequency ofreports to the Regent House

TheBoard agreed that it would in the future make some formal comments on theAnnual Reports of the Council and the General Board, and the Abstract ofAccounts prior to its annual report.Italso agreed that it would continue to deliver a report annually.

4.2.Matterswithin the remit of the Board

The Board agreed that it wouldcontinue to exercise its right laid down in statutes and ordinances toscrutinise the policies of the University and the arrangements made for theimplementation of those policies.

ACTION: The Chair to write to theRegistrary to arrange a time for a meeting.

5.Annual Report of the Council, General Board andAbstract of Accounts

5.1.Annual Reportof the Council

(i)The Board noted thatthere is a £6 million hole in the budget for building maintenance after HEFCEturned down the University's bid to use SWIFT II funds for this purpose. TheBoard agreed to seek further information on this issue.

(ii)The Board noted the newEstate Plan and agreed to seek a copy.

(iii)The Board noted theunwieldy command structure for the Project Board for CAMSIS.

(iv)The Board notedambiguities around the introduction of a single pay spine as part of thetwo-year pay settlement offer. The Board agreed that pay is an important issuefor the morale of University staff and hoped that the Council would providemore information.

ACTION: Nick Holmes to make enquiriesabout the building maintenance fund. Jennifer Rigby to request a copy of thenew Estate Plan.

5.2.Abstract ofAccounts

TheBoard noted that: (i) premises expenditure was down from £49.04 million to£43.31 million largely due to lower expenditure on repairs and maintenance;(ii) depreciation had fallen which appeared odd in view of the number of newbuildings; (iii) the modest increase in expenditure on administration andcentral services hides significant increase in administration stipends andwages from £12.992m to £15.501m; (iii) general educational"other" fell from £6.026m to£3.895 m; (iv) expenditure on staff and student sports and PE facilities fellby 25%; (v)the investment performance was well above average, with capitalmaintained and only a small fall in overall income; (vi) the fall inthe quinquennial equalisation fund by£6.116m; (viii) incentrally heldreserves,there is a significant annualsurplus in the buildings maintenance fund, HR strategy and "other",offset in part by a significant deficit in theredundancy and restructuring fund; (ix) in department-held reserves,there is a significant annual surplus in research grant overheads andunder-spend in "self supporting accounts - other departments", partiallyoffset by a significant deficit in non-recurrent grants.

6.Progress on Shattock and Finkelstein

TheBoard agreed to defer this issue.

ACTION: Stephen Cowley to circulaterelevant papers.

7.HEFCE audit memorandum

Jennifer Rigby reported thatthe Finance Committee had discussed the recommendations of the HEFCE auditmemorandum. Stephen Cowley noted that that HEFCE are producing revised auditguidelines. The Board agreed to request the minutes of the Finance Committee.

ACTION:The Chair to request theminutes of the last meeting of the Finance Committee.

8.Invitation to the Vice Chancellor from the Board

TheBoard agreed to invite the Vice-Chancellor to one of its meetings.

ACTION: The Chair to write to theVice-Chancellor.

9.Any other business. Therewas no other business.

10.Dateof the next meeting: 29 January 2004