Northern Education Trust Corporate Coordination Group Meeting Friday 25 th November 2016 13:15 16:30 Cobalt Central, Silverlink Minutes Present: Les Walton (Chair), Mark Sanders, Ian Kershaw, Gareth Edmunds, Ian Hickman, Judith Telford, Ian Lane, Helen Clegg-Hood, David Brown and Andy Thom Item 1. Apologies Tom Grieveson and Chris Roberts Action The Chair confirmed that the meeting was quorate. 2. Minutes from Last Meeting The Part A Minutes of the 23 rd September 2016 meeting were agreed. Matters arising: There were no other matters arising. Actions: Agenda Description Item 4 To bring back the Business Plan Monitoring Matrix to the CCG meeting on 25 th November. 5 To advise the RSC that the Trust intends to proceed with the conversion of Holycroft Primary. 9 To bring a draft Reserves Policy to November CCG meeting for approval. 9 To refer NET Financial Regs and V Policy to the Trust Board on 7 th October for approval. 11 To take forward the procurement strategy for school meals as a whole Trust exercise excluding two schools in Bradford. Action to be completed by: IK IK IH/SHa Action d/outcome Ongoing Ongoing
11 To express Trustees thanks to S Harty 12 To refer key constitutional documents of the Trust and associated policies to the Trust Board on 7 th October for approval. 12 To refer the five Academy HR (Maternity & Parental) Policies to the Trust Board on 7 th October for approval. 12 To refer the Academy Pay and Appraisal Policies to the Trust Board on 7 th October for approval. IH JT JT STREGIC OBJECTIVES 3. Trust Wide Review matters to be discussed were commercially sensitive and contained personal information. 4. Business Plan Monitoring update IK advised Trustees that the Leadership Team had devised a method of monitoring progress against the Business Plan, each member of the Leadership Team had completing this matrix which was included in the Agenda Pack pages 17 to 41. IK invited feedback. LW suggested monitoring of the Business Plan be reported to Trustees by means of a highlight/exception report. IH agreed that the report needed to highlight issues flagged as Red and those specific matters which were to be celebrated. However, the matrix was too long and there was some duplication. IH also highlighted differing approaches to RAG rating, some members of the LT had rated these against actions/measures whilst others had used outcomes. It was agreed the RAG rating should be against the outcomes. LW also suggested the Report should be split and considered by the three subcommittees to interrogate and focus on deliver of the outcomes in their respective areas, as follows: CCG Leadership A&C Outcomes, Teaching & Learning, Personal development and People ARC Finance and Systems
5. Holycroft Primary School update IK updated Trustees on the process of conversion for Holycroft following the issue of the Academy Order. IH advised that consultation is underway and the school are receiving consultation questionnaires back ready to collate the results for the consultation event on 30 th November. At the event IK will do a speech to parents to present to values of the Trust, the results from the questionnaires and the prize draw. The initial TUPE meeting happened on 9 th November, Jude spoke to both the unions and the corporate HR rep from Bradford. Pension schemes have now been notified of the conversion. Our legal team are experiencing great difficulty in trying to get anything at all from Bradford. Homer Creative have been into school to discuss branding requirements and they have agreed a plan. Property there is an issue with the ceilings as when suspended ceiling were fitted the old lathe and plaster ceilings were not removed and could cause an issue if there is a leak as it could fall through the suspended ceiling. They are going to do a report and cover the costs of the project to have the issue resolved. We may need to write into the lease that if the works have not been completed by conversion the responsibility for repairs falls to Bradford. MS asked about the GAG Statement, and whether this had been received? advised this had still not been received and would not be released by the EFA until conversion took place but GL is in the school today to work though the budgets. SCHOOL IMPROVEMENT 6. Feedback following meetings with RSCs It was agreed this matter had been discussed in other meetings. 7. Admissions at Blyth Academy IL presented his report which had been previously circulated to Trustees with the agenda pack. The purpose of this report is to advise Trustees of the issues being faced by the Principal at The Blyth Academy regarding admissions. The report was for information. It was recommended that the Trustees note the issues being faced by the Principal at The Blyth Academy regarding admissions. IK added that he had also raised the issue directly with the Director of Childrens Services. Resolved: To note the issues being faced by the Principal at The Blyth Academy regarding admissions and requested some recommendations be made to the next meeting for how to try to resolve this issue. RESOURCES 8. Academy 3-year budgets presented his report which was circulated to Trustees at the meeting.
The purpose of the report was to set out the Trustees to note the initial Medium Term Financial Academy Budgets 2017/18, 2018/19 and 2019/20. The report was for approval. advised there were some small deficits which will be worked though with Principals. In cases of larger deficits budget clinics would be held, currently these are at Merlin Top, Blyth, Kirk Balk, THCA and Thorp. also flagged a deficit of 170k at Grangefield which was the result in a lag in funding and 283k at Red House where the use of reserves is being used to support leadership team staffing. LW sought assurances on financial viability and comparisons to other Ms following recent issues with the viability of another trust academy. provided this in the meeting. Resolved: To agree the initial Medium Term Financial Academy Budgets 2017/18, 2018/19 and 2019/20 and to note the figures will change as the budget clinics take effect. 9. Central Team 3-year budgets It was agreed this matter had been discussed as part of Item 3 above. However MS did request if the Central Team make a contribution to Reserves? advised the CT budget was still a work in progress but as it stood there was no contribution to reserves MS requested this be brought to ARC on 14 th December. 10. Student number forecast report presented his report which he circulated to Trustees at the meeting. referred Trustees to page 3 of the report setting out the Student Analysis across 6 years. The first three were based on factual information with the second set of columns setting out Academy forecasts which are used to draft initial three year budgets. then referred Trustees to Page 4 - Reconciliation and Reasonableness check and highlighted the differential of 79 students at a cost of 507k in a 10 week period from when LGB s considered the projections pre-summer holidays against the October Census. highlighted areas of concern across academy predictions at KS3, 4 and 5. A possible potential total over estimate of student numbers risks of 1.2 million. therefore suggested setting a limit or cap to individual academy student number forecasts to prevent over ambitious forecasts risking unsustainable budgets. Resolved: To agree in principle to the LT setting a limit or cap to individual academy student number forecasts however any restrictions must allow Principals to recognise exceptional circumstances.
11. Risk Register update IH presented his report which had been previously circulated to Trustees with the agenda pack. The purpose of report was to update Trustees on the review of the NET Risk Register. The report was for Decision. Trustees were asked to note Risk 3 (Governance & Leadership) and Risk 4 (Resources) have been revised to reflect the range and depth of HR issues currently being dealt with across the Trust. The result is both Net Scores have been raised to 9 from 6. Trustees were also asked to note the work being undertaken to align the Central and Academy Risk Registers. IH advised Trustees that the External Audit report had recommended Theft and Fraud be included in the Risk Register. IH had agreed to include this under Finance. IH MS advised the Committee that non-financial risks had been raised as an issue at ARC and this will be looked at going forward. Resolved: To note the changes to the Central Risk Register and the work which is currently ongoing to align Central and Academy Risk Registers. POLICY DEVELOPMENT 12. Complaints Policy IH presented his report which had been previously circulated to Trustees with the agenda pack. The purpose of report was to update Trustees on the review of the NET Complaints Policy. The report was for decision. It was recommended that Trustees note and approve the changes to the Policy as set out at Appendix 1 to the report. IH asked Trustees to note the changes where minor and followed consultation with a number of academy Principals. Resolved: To adopt all the recommendations as set out in the report and to recommend these for approval by the Trust Board on 14 th December with a three year review period. 13. Educational Visits Policy IH presented his report which had been previously circulated to Trustees with the agenda pack. The purpose of report was to update Trustees on the review of the NET Educational Visits Policy. The report was for decision. It was recommended that Trustees note and approve the changes to the NET Educational Visits Policy as set out at Appendix 1 to the report.
Resolved: To adopt all the recommendations as set out in the report and to recommend these for approval by the Trust Board on 14 th December with a two year review period. 14. Supporting Academies to Improve Policy IL presented his report which had been previously circulated to Trustees with the agenda pack. The purpose of this report is for Trustees to consider the revised Supporting Academies to Improve policy. The report was for decision. It was recommended that the Trustees agree the revised Supporting Academies to Improve policy as set out at Appendix 1 to the report. IL referred Trustees to page 132 Underpinning principles driving this policy, page 135 Applying the Ofsted evaluation schedule and pages 138-9 Roles and Responsibilities. MS highlighted the focus on educational aspects in the document without reference to finance, safeguarding and a plethora of other matters pertinent to schools. It was suggested a second volume of the Policy to focus on the non-educational issues and that the title of this document be amended to make it clear it was Part 1 and focused on outcomes for pupils and students. Resolved: To adopt all the recommendations as set out in the report and to recommend these for approval by the Trust Board on 14 th December. IL PART B - RESTRICTED ITEMS 15. Senior Trust Appointments Summer/Autumn 2016 16. Central Team Admin & Operational functions 17. Appraisal Process 2015/16 Academy Principals 18. Appraisal Process 2015/16 Central Team 19. Trust Terms & Conditions Review Support Staff 20. Terms & Conditions Whole Time Nursery Nurses
21. Any Other Business Changes to the Admissions Policy at Dyke House IK referred to the proposal to open the Sixth Form at Dyke House and advised that a consultation had bene initiated to open the Sixth Form to non-dyke House students. Annual Report of Accounts MS also gave an update following the ARC meeting held on 11 th November. 22. Next Meeting Friday 20 th January 2017 at 1:15 pm Future meetings: Friday 7 th April 2017 at 1:15 pm Friday 19 th May 2017 at 1:15 pm Friday 14 th July 2017 at 1:15 pm Summary of Action Points Action Point Agenda Item Description 1. 9 To report Central Team contribution to Reserves at ARC 14/12/16 2. 11 To add references to Theft and Fraud to Corporate Risk Register 3. 12 To refer Complaints Policy to Trust Board 14/12/16 4. 13 To refer Educational Visits Policy to Trust Board 14/12/16 5. 14 To amend Supporting Academies to Improve Policy 6. 14 To refer amended Supporting Academies to Improve Policy to Trust Board 14/12/16 Action to be completed by: IH IL Action d/outcome