Minutes of the meeting of Governors of Swanmore CE (Aided) Primary School held on Tuesday 19 November 2013 at 6.00 p.m. Present: Mr John Paterson (Headteacher) Mrs Sallyann Smith (Chair) Mr Mike Turnbull (Vice-Chair) Mr Andy Houghton (Vice-Chair) Dr Bob Smith (Treasurer) Mrs Kate Jones Mrs Louise Ward Mrs Nicola Sanchez Mrs Penny Eliot Mr Nick Smith Mrs Cheryl Young Mr Peter Hurley In Attendance: Mr Jon Flynn (Deputy Head) Ms Renata Bush (Business Manager) Mrs Stephenie Burrows (Clerk) Mrs Dawn Vardy 1. Welcome, Prayers and Apologies A Year 6 pupil attended the start of the meeting to read the opening prayer which was beautifully delivered. Governors thanked the pupil for taking the time to attend and present the prayer. The Chair welcomed members of the governing body to the meeting and warmly welcomed Dawn Vardy, the newly appointed clerk, to her first meeting. Introductions were made. Apologies had been received from Rev Claire Towns and Kathy Seaman and were accepted. Governors expressed thanks to the outgoing clerk for her service over the last three years. Governors expressed much thanks to the outgoing Treasurer for all his 15 years of service and dedication to the school. He will be very much missed by all at the school. 2. Declarations of Interest There were no declarations of interest pertaining to this or any future meetings. 3. Minutes of the Meeting of 17 September 2013 and Review of Action Points The minutes were reviewed for accuracy with one amendment as follows: Item 9, Page 4, paragraph 2 should state that as a voluntary aided school, the
Governing Body is the employer. The Minutes were signed as an accurate record of the meeting. Review of action points: A farewell gathering for the outgoing Treasurer has been arranged for this evening. A new clerk to the governors has been appointed with effect from 1 December 2013. Rev Claire Towns has agreed to take over the role of Chair of the Admissions Committee. All committee terms of reference have been reviewed with the exception of Admissions and Pay Committees who will put this on the agenda of the next committee meeting. The Clerk will update the governor handbook for the revised terms of reference. CT/AH Clerk Governors were thanked for their support on the school Open Days held in October. The Head had written to all staff requesting feedback on the Pay Policy. No feedback was received. The Special Educational Needs policy is on the agenda at item 10. The HCC Choices and Good Practice document had been circulated by the Chair prior to the meeting. Governors approved the adoption of the document. A confidential minute of the meeting of 17 September 2013 was reviewed for accuracy and agreed with no changes. Actions arising from this minute are picked up under confidential item 7 on the agenda. 4. Correspondence The Chair circulated an email that had been received from a Year 4 parent, praising all staff involved in the Minstead residential visit that took place in October. A letter from the NASUWT had been received giving an update on union action. 5. Revised Revenue and Capital Budgets 2013/14 Papers had been circulated to governors prior to the meeting. It was noted that the current Treasurer has resigned as a governor from 31 December 2013 and that Nick Smith has been appointed as Treasurer and Chair of Finance & Buildings Committee and will take on all the current signatory responsibilities assigned to the current Treasurer. Nick Smith will also join the Pay - 2 -
Committee to replace the current Treasurer. The newly appointed Treasurer talked governors through the circulated papers. The revised revenue budget 2013/14 projects an in-year surplus of 14,846 with a cumulative surplus carried forward of 57,946. Governors approved the revised revenue budget 2013/14. The investment plan for 2013/14 projects total investment of 61,000 for the year, using only an additional 4,300 of surplus against the original plan. Governors approved the revised capital budget 2013/14. The three year investment plan identifies the Victorian classrooms as being the next planned large investment project. The Treasurer also talked governors through the finance dashboard paper which highlights particular financial indicators for the school. Of particular note were the self-funding activities, i.e., day visits, residential visits, school meals and school uniform which appeared to show a surplus but this is due to timing differences between receiving the income and incurring the charges for the activities. No profit is made on these activities. It was noted that the current debt for unpaid school meals stands at 553. Music lessons highlight a deficit but this the result of a strategic decision by the school to subsidise music lessons. 6. Cheque Signatory Changes The outgoing Treasurer advised that he is currently a signatory on two school bank accounts: the governors fund and the capital account. The incoming Treasurer, Nick Smith, is proposed to replace him as a signatory on these accounts. Governors resolved that the mandate given to Barclays Bank PLC be amended to add Nick Smith as a signatory on the governors fund account and the capital account. 7. Confidential item This item is subject to a separate confidential minute. 8. School Improvement A report had been circulated prior to the meeting. Following feedback from the Ofsted inspection an umbrella object has been adopted as follows: to increase the rate of children s progress in English and Maths. This then has 4 key priorities underpinning it as follows: 1: To develop learning communities across the school. These communities will - 3 -
meet regularly to share and develop practice. 2: To further develop the use of Assessment for Learning within our learning. Assessment will be used more readily to move learning on more rapidly within a lesson. 3: To further develop quality of learning. The acronym MAGIC (Motivation, Attitude, Gumption, Individuality, Communication) will be evident and classes and children with know the meaning and identify it within their learning. 4: To review the quality of English and Maths planning and work across the school. This will ensure a greater rate of progress, leading to higher attainment. Governors asked how the recent inset days had gone. The Head advised that these were used by staff to look at Assessment for Learning and how to increase the rate of learning. Staff were positive about the days. Governors asked whether there had been any feedback from parents on the recent parents evening. The Head advised that no concerns had been raised and staff feedback has been positive. Governors noted that there had been one exclusion this term and asked for further detail. The Head advised that the family are now engaged with the school and work is continuing with the pupil and the family. Governors asked about the level of staff morale in school. The Head replied that staff are positively working on the learning communities, there is an increasing level of professional dialogue across the school, with a positive attitude across the school. 9. Governor Services SLA The outgoing Treasurer advised that the school currently purchases HR and Payroll Services as well as Governor Training Services from Hampshire County Council via Service Level Agreements. It was noted that the cost of the Governor Training SLA for 2014/15 has increase by 50% to almost 1,500. The Treasurer proposed that a review of SLAs be undertaken by the Business Manager, identifying any clauses regarding non renewal or automatic renewal, reporting back to the Finance and Buildings Committee who will then bring a proposal to the Full Governing Body meeting in March 2014. RB This approach was agreed by governors. 10. Policy Review Pay Policy The policy had been circulated prior to the meeting. Subject to the wording change identified at Item 3 above, governors agreed the Pay Policy. Special Educational Needs Policy The SEN governor advised that she has now met with the SEN Co-ordinator for a PE - 4 -
final discussion and will bring to the January Governing Body meeting for approval. Staff Absence Policy The policy had been circulated prior to the meeting. Governors asked what the school sickness absence record is. The Head replied that sickness absence among staff is low. Staff sickness information should be reported to Personnel Committee rather than the full governing body. The policy should also be checked against the Equality Act to ensure compliance. JP Subject to the above changes, Governors ratified the policy. 11. County Secondment Request The Chair advised that County had made contact asking whether the governing body would be willing to release either the Head or the Deputy Head on secondment. There is no specific secondment opportunity at present but County are identifying those school leaders that may be available if an opportunity arose. Governors discussed the parent view of such a move as well as the professional development and school improvement opportunities offered by such an opportunity. The difficulty is in making an informed decision until a formal request comes through. Governors agreed to advise County that any request would be considered. The full governing body would be required to make the final decision on any request. SAS 12. Implementation of Performance Management policy A report had been circulated prior to the meeting. Performance reviews have been carried out and most staff had met their targets. Where this is not the case, staff could identify the reasons causing difficulties for success. The Head recommended that all staff are awarded the salary increases available to them. 13. Committee Reports Personnel The committee has met and reviewed the terms of reference with no changes. No major issues arose from the meeting. The minutes have been filed. Health & Safety The committee had met and reviewed the terms of reference with some changes that have been forwarded to the clerk. No major issues arose from the meeting. The minutes have been circulated to all governors. Curriculum & Standards The committee had met just prior to the full governing body meeting. The Sex Education Policy had been reviewed and amendments are being taken forward by the Deputy Head. The committee is looking to start work on the new curriculum in January 2014. - 5 -
Finance & Buildings The committee had met just prior to the full governing body meeting. The outcome of this meeting has been reported under item 5 above. The committee are working on a programme to maintain/develop relationships with external organisations that has previously been undertaken by the outgoing Treasurer. It was also noted that the governors will support the staff Christmas event from the governors fund. 14. Governor Training and Feedback The Whole Governing Body Training must be booked by the end of January 2014 therefore governors were asked to bring ideas for topics to the next governing body meeting. Suggestions from previous governing body meetings included curriculum content, assessment and Christian ethos. This will be an agenda item in January The Training Liaison Governor will contact the Diocese with regard to Statutory Inspection of Anglican and Methodist Schools (SIAMS) training All governors were reminded to make use of the full access to training which currently runs to the end of March 2014. All KJ All 15. Items for Next Agenda Update on Strategic Review of the Size of the School SEN Policy Whole Governing Body Training The meeting closed at 7.45pm Dates of Future Meetings Whole Governing Body Health & Safety Committee (for info) Thursday 16 January 2014 at 6.00pm Tuesday 11 March 2014 at 6.00pm Thursday 15 May 2014 at 6.00pm Thursday 10 July 2014 at 6.00pm Friday 7 February 2014 at 4.00pm Friday 13 June 2014 at 4.00pm Personnel Committee (for info) Monday 27 January 2014 Monday 19 May 2014-6 -