Governing Body of the Winchcombe School Minutes of the Finance & Human Resources Committee Monday 27 March 2017 at 5.00pm

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1 Governing Body of the Winchcombe School Minutes of the Finance & Human Resources Committee Monday 27 March 2017 at 5.00pm Present: Derek Peaple (DP) (Chair of F&HR Committee), Tom Satterthwaite (TS), Angela Hay, (AH) Head teacher, Jo Brisland (JB) Apologies: Absent: n/a In attendance: Harriet Skinner (HS), Clerk, Sheilagh Peacock (SP), School Business Manager (SBM), Elode Scarlett (ESc) Deputy Head teacher Agenda item 1. Apologies The meeting was quorate 2. Declaration of any other business 3. Declaration of interests DP mentioned a conversation with AH about supplying Park House PE staff for Planning, Preparation and Assessment (PPA) cover. 4. Minutes of the meeting of 30 January 2017 part I & II DP did not attend this meeting but the rest of the committee agreed they were an accurate record of the meeting. TS signed the minutes as a true record of the meeting. Upload to school website Clerk -ASAP 5. Matters arising (i) Inventory Spot checks still outstanding Budget Plan and 5 year forecast Firstly DP commended SP on the clarity and thoroughness of the Budget Plan spread sheets and commentary. TS had a query about Fund 01 (Main School Budget MSB): Income Codes I12 (income from contributions to visits) and I13 donations and/or voluntary funds appear to be included in Expenditure code E19 (learning resources). SP explained that school visits are bought from the MSB bank account so VAT can be claimed back 1

2 and is reimbursed with contributions from parents held in the school fund account. Governors understood, therefore, that these transactions were cost neutral and did not affect the carry forward amount. SP alerted the committee to some amendments to the MSB budget plan: Amendment 1: West Berkshire Council (WBC) School Accountancy (SA) reviewed the budget plan and advised: - National Insurance for 3 teachers starting in September were calculated incorrectly resulting in 2k reduction in the carry forward (c/f) figure; And - Universal Infant Free School Meals (UIFSM) estimate of funding was conservative and advised that an estimated further 6K could be expected bringing the c/f to 13k; -recruitment of a Learning Support Assistant (LSA) on a higher rate than originally budgeted for (SCP B7 to C15) bringing the c/f down to 11.5k. SP then presented an alternative scenario; Amendment 2: AH has been notified of 2 teachers going on maternity leave. DP asked about insurance SP confirmed that this is in place so no additional costs to the MSB. However, to attract top quality teachers to cover the maternity absence AH wants to recruit 2 experienced teachers on permanent contracts. The committee understood that the school would not attract high quality applicants if the jobs advertised were for maternity cover only and agreed that there could be uncertainty about resignations up to the deadline of 31 st May. A discussion took place about the risks of committing to 2 permanent teacher contracts and the consensus was that the school could end up with one spare teacher. AH pointed out that if this happened there would be scope for PPA cover and to allow for the possibility of the 2 maternity leavers coming back on a reduced hours basis. 2

3 TS and DP felt that recruitment of high quality teachers must be a priority. SP advised that the c/f for 2017/18 would be 8k if the committee agreed to this scenario. TS opined that the school was in a good position for 2017/18 but raised a concern about the 3 year forecast. AH pointed out that the budget plan has the capacity to support the school improvement plan (e.g. expenditure for new maths curriculum). TS queried that the increase in expenditure on E08 (indirect employee expenses) and learnt that 7k was for the apprenticeship levy. A discussion took place on how the school could utilise this levy as governors understood that it cannot be used to fund NQT training. It was suggested that the school s IT technician could receive training funded by the apprenticeship levy. TS asked about the increase in E09 (staff development & training) and SP explained that this was to cover school improvement, governor training no longer covered by Governor services SLA, first aid training and NQT.TS understood that this might not all be spent. TS raised a concern about the increase in E27 (bought in professional services) and SP advised that this included WB services such as the Educational Physiologist. The committee, having had robust discussion about the assumptions and costs of school priorities recommended the Budget Plan (amendment 2) for approval by the full governing board. It was agreed that the FGB should receive the simplified sheet: Outturn History and Budget Forecast, the SBM report and staffing structure Lastly, SP drew attention to Fund 55 (Language and Literacy LAL) which is forecast to go into deficit due to funding cuts; SP had suggested waiving premises costs reimbursed to MSB in an attempt to balance the budget. Amend MSB budget plan - SP and circulate to FGB clerk ASAP 3

4 The Committee felt strongly that the MSB should not bear the cost of underfunding of LAL and a deficit budget should be presented. 7. Staffing Structure The committee were pleased that the budget is balanced for 2017/18 and recommended for approval the staffing structure. However, the committee wanted to know what plans are in place to address the predicted budget deficit from SP and AH hoped that natural wastage of LSAs and the reduction of additional LAS hours down to core contracts would reduce the deficit and advice has been sought from HR on how to manage this. DP and TS felt that a longer term plan was needed: it was suggested that different staffing scenarios are considered: Scenario 1 reduce LSA hours Scenario 2 review senior leadership team (SLT) structure TS opined that governors need to understand that to maintain a balanced budget; rationalisation of staff will have to be planned for. It was agreed that alternative staffing structures from be tabled at the next meeting of the F&HR committee. TS asked about the proposal to shorten the school day on a Friday so teachers can take their PPA time. AH responded that the response from staff was negative and as there are 2 part time teachers covering PPA currently, it was decided to shelve this proposal in the short term. DP urged AH to revisit the PPA proposal: any savings that could be made in would help towards the predicted deficit. DP queried the number of lunchtime controllers in the current staffing structure and was advised that this was to accommodate the large foundation class and 1:1 children, DP understood that these staff were necessary to keep children safe at lunchtime. Prepare alternative staffing structure SP/AH Next F&HR mtg challenge Assess savings to PPA costs AH/SP Next F&HR mtg challenge 4

5 8. AOB 9. Date and time of next meeting Monday 19 June 2017 at 5.00pm The meeting closed at 6.35 pm Documents Minutes of the F&HR meeting of 30 January 2017(parts I & II) SBM report 20/03/2017 Staffing Structure 2017 CFR Budget Forecast for Funds 01,08,13,50,55,76,99 5