Holmes Chapel Primary School Finance and Personnel Committee

Transcription

1 Minutes - Summer Term PART 1 Held: Friday 26 th May 2017 at 9.00 am Martin Elliott (Chair) Helen Scott (HS) Lauren Brown (LB) Present: Helen Parkinson-Sykes HPS) Joanna Longman (JL) Associates; Sue Jewell (SJ) Guest; Fiona Andrews Apologies: Rab Parry (RP) Clare Clark (CC) Dave Jackson (DJ) Helen Charnock (HC) Fiona Gresty (FG) : Joanna Longman (temp.) Distribution: All Governors, All Staff No Item Action 1 Apologies for Absence Apologies were received, and accepted, as detailed above. 2 Declarations of Interest No interests were declared. 3 Minutes of Previous Meeting Review The minutes of the previous meeting were reviewed and approved: FPC Spring term minutes 28 February 2017 Actions arising; - Pre-meeting; discussion re PP/sports meeting scheduled for summer term FGB and training on the governors role in PM/pay scheduled for Autumn term FGB Info re transactions requiring referral to EFSA circulated to FPC members closed Item 3; Review of Academies Financial Handbook- closed see agenda item14 Review of Equality Objectives policy - closed see agenda item 15 Item 3; KS1 corridor proposals/costings closed as plans to be discussed again at Premises and Community Item 3; ME to review Peter Lauener letter closed see agenda item 12 Item 7; Benchmarking to be done when updated data is available JL reminded governors that the new benchmarking site is available for test-use. HS confirmed that informal benchmarking is done with other 2 form entry schools during school to school support and confirms that costs are well controlled. Item 8; VAT return review to revert to yearly - closed Item 12; 125,000 re-invested as agreed - closed Item 13; Appointment of Eaton Bank SBM as RO - closed Item 15; Policy review outstanding - Attendance management policy and procedure - no significant changes made; full review deferred to 2017/18 - Business continuity plan DJ to review - Identifying policies to be reviewed as part of Financial Procedures Manual JL confirmed that the Academies Financial Handbook makes specific reference to schools Business Continuity Plan and Whistleblowing policy. It was therefore DJ 1

2 agreed that: - The Business Continuity Plan would be reviewed separately The Whistleblowing Policy is within the manual but also the Safeguarding Policy, which is reviewed each Autumn term, distinct from the manual Item 16; Safeguarding closed see agenda item 16 Item 17; School buying strategy; noted and actioned as appropriate - item closed Item 21; FGB approved CC as cheque signatory at spring FGB closed Lord Nash letter - closed see agenda item 18 4 Personnel review See Part II minutes 5 Multi Academy Trust Implications for Finance and Personnel Bexton due diligence reports on staffing and finance Staffing ME noted that Bexton have a pupil: adult ratio of 10:1 compared with HCPS at 13:1. Q. Will the staffing structures of the two schools be brought into alignment? It was discussed that, providing this was sustainable, changes would not be made to either school s staffing structures. Each school will retain autonomy over its own staffing structure with the consequence that spending on staff may be higher in one school than the other. JL noted that teaching staff pay scales are not identical as HCPS applied an increase across all increments not just the top of the scale as at Bexton. Q. Will these need to be brought in line? It was discussed that staff within the MAT should enjoy the same terms and conditions that a change to this may need to be discussed by the MAT trustees with a consequent small cost implication for Bexton. Finance ME noted the level of carry forward projected. It was confirmed that the nursery has been set up as an in-house operation this year. Q JL asked for confirmation re appropriate insurance for nursery/after school club. Post- meeting note; ME and JL reviewed projected budgets for the nursery and before/after school clubs and raised several queries to confirm financial viability of the operations. HS to seek further information from Bexton. Q. JL queried the figure budgeted for replacement IT equipment including server and laptops. HS confirmed that the figure may represent replacement of only a small number of machines. HS 6 Budget review 2016/17 a) Approval for works exceeding 5k - none b) Budget review and variances Document reviewed. No further questions raised. c) Capital funds including DFC No queries raised. d) Pupil Premium spending deferred to FGB e) Sports funding deferred to FGB 7 Draft budget 2017/18 Approval of draft budget 2017/18 2

3 The 2017/18 draft budget was reviewed with a projected in-year surplus of 9,142 Q. ME queried whether proposed changes to staffing costs were included in budgeted figures. This was confirmed. Q ME queried the level of the projected carry forward ( 233,461). SJ confirmed that this figure includes 125,000 of reserves. Q JL asked whether there are any additional capital projects that could be considered. HS confirmed that the Premises and Community committee will discuss possible improvements to the school s toilets with a potential cost of 20k to 30k. Recommendation for approval of 2017/18 draft budget by FGB 8 Four-year budget plan review The four- year budget plan was noted. 9 Review of service contract suppliers (CHeSS) It was noted that this includes a fire assessment for the hall. The CE employee benefits platform is not included as employees have not utilised the scheme. LB confirmed that staff do not perceive it to be particularly beneficial. It was confirmed that school has bought into CE HR advice until 2018 but that alternative suppliers will be investigated for 2018/19. The proposed CHeSS services to be recommended to FGB for approval 10 Risk and insurance SJ confirmed that the school has bought into RPA as recommended by the Department for Education. 11 Financial reporting requirements Review of creditors and debtors SJ advised one material creditor ( 4,500 ) for emergency work on the boiler house pipes not yet invoiced. 12 Financial accounts - Submission of 2015/16 accounts to Companies House by 31 May - confirmed - Ensure 2015/16 accounts are published on vle - confirmed - ESFA compliance March 2017 letter from Peter Launer re additional budget forecast (BFOR) to be submitted by 19 th May confirmed Submission of budget (BFR) by 31 st July noted. - Audit of pension contributions Reviewed by Jackson Stephen and submitted. 13 Inventory audit report Committee to approve any write- offs none. 14 Internal auditors termly report To consider the spring 2017 internal audit report Governors noted the rigour of the report and considered the recommendations; - 1. Amend the Financial Procedures Manual to remove references to Responsible Officer and explain the role of the Personnel and Finance Committee in acting as the Audit Committee. 2. Amend the section entitled Cash Flow Forecasts to make clear that the Governing Body has agreed a risk based approach to cash flow forecasting. 3. Include a trial balance print out with the monthly bank reconciliation showing the nominal ledger balance for the bank account, which should match that shown on the bank reconciliation report. JL/ JL/ SJ 3

4 4. Anticipated income should not be entered through the cash book until received. 5. The school should hold an approved supplier list external to the FMS system The committee agreed to implement all recommendations. The appointment of Eaton Bank as internal auditors for 2017/18 was recommended for approval. 15 Policy review Governors considered the following; Appraisal policy (JL review) recommended for approval Complaints procedure including complaints against the curriculum) (HPS review) recommended for approval Grievance procedure - recommended for approval Disciplinary procedure; to be reviewed in the light of the CE model policies (Summer term Director s report). Flexible working procedure (RP review) recommended for approval Equality objectives summer 2017 (RP review) recommended for approval Volunteers in school recommended for approval HS asked for the committee to record its thanks to RP for his very thorough policy reviews which raise some valuable points. Business Continuity plan and whistleblowing to be reviewed separately to the manual of financial procedures see item 3 above. 16 Single Central record Report from Safeguarding governor on SCR received and noted. 17 ESFA bulletins Numbers incl. noted and no queries raised. 18 Removing unnecessary workload Governors to review the letter from Lord Nash. HS confirmed that the intention of the letter is to ensure planning, marking and data management is not excessive. School keeps its ways of working under constant review to ensure systems are sensible and effective. LB explained for instance that planning is submitted only once on Monday of the following week so that it can include all revisions and evaluation. It was discussed that the annual staff survey allows staff to raise issues re work/life balance and the committee noted that staffing is stable with very low turnover. 19 Director s Briefing Review Items from the Summer term 2017 Director s Report were noted as follows; SJ JL/ HS/DJ 4

5 Item 1; Critical incident plan to be amended to include new contact numbers Item 2; Reception admissions noted Item 3; Catering costs were discussed; these are tightly controlled by the catering supervisor allowing school meals to run at a surplus Item 7; IR35 requirements noted; no action necessary Item 8; CE model HR policies discussed; Disciplinary policy to be reviewed Item 11; Safeguarding audit discussed. Minor changes to be implemented and RP to be informed. JL reported that DJ had attended safeguarding training and identified that posters around school should give contact details for Chair in the event of allegations involving the HT. HS to action. Item 12; Safeguarding policy to be reviewed in the autumn term Item 13; Governors noted that school has received a couple of phone calls under Encompass Item 14; Transition records; noted. Item 15; School trips; it was noted that school has two trips to Manchester planned following half-term which have been fully risk assessed. It was discussed that the school s critical incident policy already applies to trips and does not therefore need amendment year plan actions How well have we monitored SDP? - Budget monitored effectively Year-end review of volume quality and format of information? - Discussed and agreed no changes necessary 21 Governor Key competencies Collation of findings info circulated re referring to ESFA and training planned for autumn term FGB re pay and performance management. It was agreed that this training would go ahead regardless of progress towards a MAT as it will be important for members of the LAB to be aware of the systems and procedures in place. 22 Impact of meeting Governors identified the impact of the meeting including Approval of 2017/18 budget including staffing changes to optimise support for children and families Due diligence to progress investigation of proposed MAT. 23 Date of next meeting Thursday 26 th October 2017 at 9.00 am HS/SJ HS/DJ RP/HS HS HS/RP JL/HS/ 5

6 PART II Finance and Personnel meeting 26 th May 2017 Attendees as reported under Part I 1 Part II minutes Spring term FPC meeting 28 th February 2017 The Part II minutes were received and approved Actions arising; SJ confirmed that the requirement for an annual actuarial valuation of the LGPS liability had been queried with the school s external auditors, Jackson Stephen. It has been confirmed that going forward the school only needs to have a triennial valuation, therefore next due in 2018/ Personnel review a Government and legislation changes - none b Staff structure/ Flexible working application form/ HCPS career stage expectations Documents were noted. The committee considered the personnel review including staffing structure for 2017/18 including - revised teaching assistant structure - requests for changes in hours and flexible working - Learning mentor proposal (Ref spring Members meeting) The committee recommended the approval of the new structure. c Financial implications all proposed changes to staffing are included in the draft budget. d Performance management update - noted e Recommendations re pay - none The meeting closed at 10.30am SJ/ JL/ 6