Board ofScrutiny

Noon, Thursday 28 April 2005

New SCR, SelwynCollege

Present: Stephen Cowley, Nicholas Holmes,John Little,Timothy Milner,Saskia Murk-Jansen,David Phillipson, Nick Pyper, JenniferRigby, John Spencer, HelenThompson

Inattendance: The Vice-Chancellor, Tessa Payne

1.Apologies

NickDowner, Margaret Glendenning,

2.Meeting with the Vice-Chancellor

The Vice-Chancellor discussed withmembers of the Board a wide range of issues.

Thisincluded the process of the Council, General Board and Finance Committeeand their identification of strategic issues, the need to agree timetables todeal with them, and to regularly assess achievements.Additionally, progress is being made onstrategic planning at School and non-School level.A report on the progress of strategicplanning is expected in the next few months.

The Vice-Chancellor confirmed thatthe appointment from 1 June of a Director of External Affairs andCommunications was a key move to address the issue of internal and externalcommunications.His responsibilitieswill include bringing together those concerned with internal and externalcommunications within the University, and identifying with them not only whatneeds to be communicated but how this should be done.

Key policy activities at presentinclude the proposals for Pay and Grading, IP rights, changes regarding themanagement of the Amalgamated Fund, and the launch of the 800 Campaign.The issue of governance is also under preliminarydiscussion both by Council and the Audit Committee, who are considering thematter in terms of risk and opportunities.Additionally, the Vice-Chancellor has asked Lord Wilson of Dinton, together with a small working group, made up ofLord Simon, Professor Badger and Professor Bell, to provide advice to her inthis area.

The Vice-Chancellor confirmed theimportance she attached to the inclusion of the Colleges within Universityprocesses and her desire to emphasise thecollegiality of Cambridge.The Colleges would be heavily involved withthe 800 Campaign, and, in fact, work was ongoing with the Colleges on a numberof issues with the goal of improving communication and co-ordination.

In terms of the roles of the ProVice- Chancellors (PVCs), the Vice-Chancellorconfirmed that there was now in place a regular schedule of meetings betweenthe PVCs, and the PVCs andsenior managers, and that it was important that they convened without, as wellas with, the Vice-Chancellor.TheVice-Chancellor emphasised the need for clarity ofrole and team working at this level, and the need to look at the strategiclandscape.She confirmed that the roleof the PVC was still evolving and that the PVCs wereappointed by Council and formally report to Council.Regular meetings are also held between the Chairsof Schools, to which the Registrary is also invitedon a regular basis.Each School now hasa financial manager who also reports to the UAS.This arrangement appears to be working welland consideration is being given to extending this model to other roles.The Vice-Chancellor confirmed that a view wasforming that indicated that it could be beneficial to put the service providerswhere the service was required, and that this may lead to a degree of rational decentralisation.However, any such move would need to be implemented with great care, dueto the complexity of the University.

The Vice-Chancellor confirmed that she expected the implementation of thenew pay and grading structure to take place on time.She acknowledged that the task is difficultand complex, but that the appointment of a consultant project manager hasstrengthened the overall process.Evenwhen the structure has been agreed, the full benefit of implementation wouldtake time to become apparent.It hasbeen important to have undertaken a wide consultation exercise, and to providereassurance to staff.

The meeting discussed a concern regarding the proposed timing of thepublication of the Grace relating to the new pay and grading structure, and theprobability that the Grace may be published at a time when many staff would beon holiday.The importance of theUniversity being in a position to do business for more than eight months a yearwas noted by the Vice-Chancellor and agreed, but it was hoped that there couldbe a degree of flexibility regarding this particular issue.

The Vice-Chancellor confirmed that the projected budget deficit for thefinancial year ending 31 July 2006 was better than expected, and that sheexpected to see modest surpluses within two years, which it was anticipatedcould accommodate the implementation costs of the new pay and gradingstructure.However, there would still bea requirement for a substantial reconfiguration of financial underpinnings toaccommodate, for example, salary enhancements and any further pensiondeficits.However, such moves woulddemonstrate externally that the University is properly managing its resources.>

3.Minutes of previous meeting

Thesewere agreed, subject to amendment of the action point on SC under agenda item5, where it was noted that SC had agreed to obtain information from Andrew Reid(completed), and not to arrange a meeting with him.

4.Matters arising

NickHolmes confirmed that a meeting with Professor Minsonhas been arranged at the Old Schools on 9 May at 5pm.Probable attendees would be SC, ND, NHHT (tbc).

5.New arrangements for the Pay and GradingReview for non-clinical staff

TheBoard welcomed the recent public consultations regarding this issue, but voicedconcern that all the information given may not have been entirely correct, andthat it is still not clear that the process will be transparent or fair.Members reported that concern continues to bevoiced from various quarters.Theturnout at the public consultations has been high, but it was noted that thepresentations appeared to be directed at support staff and not academic staff,and this raised the question of whether the two groups have been dealt withseparately?

Itwas agreed that an additional meeting of the Board should be scheduled on 2June to enable consideration of the expected Discussion (on 30 May) on thisissue.

6.Annual Report

Itwas agreed that the Board would aim to complete their Annual Report in July,and that this would necessitate additional meetings over and above thosealready scheduled.

7.Date of next meetings

Thenext meeting will be held on Thursday 12 May in the New SCR, SelwynCollege.

8.Any other business

Itwas noted that David Phillipson would be unavailablefor around one month from 23 June.