Summary notes of the Executive Committee held on
24 September 2008
- Southgate Fire
The Vice-Chancellor thanked all those staff involved in the evacuation of Carpenter House as a result of this incident. It was clear that the emergency management procedures had worked well.
- Research Excellence Framework: Briefing paper for Heads of Department
The Pro-Vice-Chancellor (Research) summarised the main elements of this briefing paper. The University's participation in the pilot project offered some scope to influence the final form of the REF. It was clear that maintaining a comprehensive and up-to-date set of University-wide research publications would be essential for the future, whatever form the REF took. Development of Opus would help, providing access to as many publications as possible and increasing the visibility of the University's research outputs.
- Corporate Sustainability Steering Group
The Director of Policy and Planning reported that the Steering group had met twice, and established three sub-groups to consider in more depth specific aspects of its remit: Communications, Departmental Analysis and Business Processes.
- Draft agenda for the Vice-Chancellor's Retreat: 16-17 October 2008
The Director of Policy and Planning said that the agenda was essentially designed to encourage contributions from HoDs to the development of the next Corporate Plan, by providing them with wider context to feed in more local ideas and issues. A poster session had been scheduled for the start on changes made in departments in the last year and planned for the coming year. This was followed by sessions on institutional identity and vision; strategic goals for teaching and learning, research and financial sustainability; and, finally, on implementation, in terms of leadership, HR management and review of business processes.
- Contribution Pay Scheme 2008/09
The Director of Human Resources provided an update on arrangement for the proposed Contribution Pay Scheme. This followed discussions at the last meeting, at HODs and the VCG. The Scheme was to be viewed as under development, to be refined based on the experience of implementation in 2008/09.
- 4 West: New build and refurbishment
The Deputy Director of Estates (Capital Procurement) reported on developments since termination of the HBG contract and outlined proposals to ensure the project was taken forward. Demolition works had started under contract to Bath Demolition and negotiations with Cowlins to undertake the new build were proceeding well, with return of a tender expected on 3 October.
- Capital Projects Quarterly Update
The Director of Estates reported that a number of projects had been completed towards the end of the summer and a significant number were still in progress or under consideration.
a) The 10 week delay in the R5 student residence had been almost recovered but 50 rooms would not to be ready in time for arrival of freshers. Arrangements had therefore been made to provide temporary accommodation in other residences. It was expected that the rooms would be ready tomorrow, and Eastwood Houses 22-23 (converted to offices over the summer) released from temporary use in a few days. The central PG block was not due to be completed until October
b) Refurbishment of a number of residences had been completed: Quarry, Mendip, Cotswold, Derhill and Eastwood Houses 24-41.
c) Refurbishment of the Council Chamber was complete
d) Design of the proposed Decant Building had reached the advanced feasibility stage. A three storey building of 4,100m2 gross was envisaged, comprising flexible office space on the upper two floors, together with mixed general teaching accommodation and a 350 seat lecture theatre on the ground floor. Construction costs had been estimated at £16.6M.
e)
Revised proposals had been produced for the Arts Complex. These did not include a theatre, as it was now envisaged that the existing Arts Lecture Theatre would be refurbished as part of the project, with teaching transferring to the Decant Building. Costs had been estimated at £10.5M for the new building and refurbishment.
- Proposed Environmental Sustainability Purchasing Policy
The University Architect said that this proposed policy, produced by Purchasing Services, had been endorsed by the Sustainability and Low Carbon Advisory Group. The Head of Purchasing Services added that the policy was also in tune with the emphasis being given to sustainability by the HEFCE. The policy essentially stated that University would undertake purchasing in an environmentally responsible and sustainable manner. This was said to represent value for money, if based on whole-life-cycle costs and with a realistic pay-back period.
- Professional Service Reports
Estates
The Director of Estates presented a detailed report on the activities of the Estates Department, supported by peer comparative data from the Estate Management Statistics compiled by the HEFCE. Three main objectives for the Department were outlined in the Estates Strategy: ensuring adequate capacity to meet space requirements; improving the condition and functionality of the estate; and ensuring that all estates activities were both financially and environmentally sustainable.
Key objectives for 2008/09 were to get the 4W project back on track, further develop designs for the Decant Building and Arts Complex to the point where planning applications could be made and work started on the former, and to finalise and submit to B&NES the new Masterplan.
Office of Policy and Planning
The Director of Policy and Planning had been formed partway through the year, and thus a full report was not possible. A wide range of activities had taken place, however. Noteworthy achievements to report were completion of the RAE submission, the HEFCE Assurance Review, covering planning and risk management, which had indicated confidence in the University's arrangements, and HEFCE approval of the University's capital investment framework, for use of the 2008/11 capital funding allocation.
Purchasing Services
The Head of Purchasing Services commented that purchasing covered a wide range of goods and services, from laboratory consumables to PR services. Developments were reported in a number of areas, such as the specialist training for departmental staff and the Supplier Expo held in June 2008. The latter had been very successful, with positive feedback received from both staff and suppliers. Activities planned for 2008/09 included the following:
a) Engaging with departments about their particular requirements. The primary focus would be on the top three departments by value of purchasing expenditure and strategic importance.
b) Continuing work would on the rationalisation of procurement of travel services.
c) Re-launching the University Purchasing Card.
Finance
The Head of Financial Services highlighted the following:
a) Implementation of Agresso had been a qualified success. This had been a large scale project, with many users and high expectations. The User Group was attempting to address issues raised and functionality of the software was being improved, especially that required for internal trade.
b) Difficulties with Agresso had created a backlog of payments to be processed. This was now dealt with and a target would be set to pay 85 percent of suppliers within 7 days of the due date.
c) With regard to debtors, a greater emphasis would be put on high value debts with a target of 60 days to obtain payment.
d) Following a business process review of the Payroll service, work was underway to address the recommendations made, including making better use of TRENT. Introduction of PensionPlus had saved resulted in NI savings totalling around £410K for the University and staff. The scope for other salary exchange schemes would be considered in the coming year.
e) Treasury management continued to be conservative.
f) Agresso should allow more customised management information report at corporate level.
g) Insurance costs had been reduced by circa £200K as a result of joining the London Universities Purchasing Consortium.
- Business Continuity
The University Secretary summarised the work that had taken place to improve the University's disaster management and business continuity capability. This had aimed to learn form what others in the HE sector and beyond had been doing. The main developments were a substantial enhancement of the Emergency Management Plan; the strengthening of the role of the Emergency Management Team, to ensure co-ordination at University level when needed; production of a University-level Business Continuity Plan, together with equivalent Plans for departments, varying in detail as appropriate.
- IT Provision
The Director of Computing Services reported that phase 1 of the IT 'densification' project on Level 3 of the Library and Learning Centre had been completed.
The following items were noted without comment:
University Response to RCUK/UUK Review of the Impact of Full Economic Costing
Notes of the Faculty of Science Executive: 3 June 2008
Notes of the School for Health Executive: 3 June and 1 July 2008
Notes of the Biosciences Services Unit Management Committee: 4 July 2008
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