Oathall Community College
Full Governing Body Minutes
18th September 2017
/OATHALL COMMUNITY COLLEGE
MEETING OF THE FULL GOVERNING BODY
MINUTES OF A MEETING HELD ON 18th SEPTEMBER 2017Present: / Martin Ashman (MA), , Stewart Boyling (SB), Rowena Chalk (CHAIR, RC), Carl Day (CD), Zoe James (ZJ), Pete Robinson (PR), Nicky Wastie (NW)
In Attendance: / Toby Houghton (Deputy Headteacher, TDH), Emma Green (Assistant Headteacher, EG) and Faye Hatchard (Assistant Headteacher, FHD)
Minutes: / Helen Parry (Interim Clerk to Governors, HP)
1 / APOLOGIES FOR ABSENCE
Apologies had been received from Brenda Brown (BB), Sue Stockwell (SS), Matt Taylor (MT) and Eddie Rodriguez (HEAD, ERZ).
2 / DECLARATIONS OF INTEREST
Declarations will be taken as items arise.
3 / MEETING THE NEW LEADERSHIP TEAM
RC welcomed EG and FHD, the new Assistant Headteachers and members of the Leadership Team (LT).
Governors, EG and FHD took turns to introduce themselves to the meeting, detailing their relevant experiences and background information.
RC then outlined the 4 working strands, based on the college development plan, identifying the governors working on those strands and the associated LT members as follows:
Strand 1 – Teaching and Learning
Governor members: BB and ZJ; LT member: FHD
Strand 2 – Leadership and Management
Governor members: SS and NW; LT member: TDH
Strand 3 – Community and Culture
Governor members: MA, SB and PR; LT member: EG
Strand 4 – Facilities and Finance
Governor members: MT and CD; LT member: JG
RC advised that all strand meetings would be held once a term, on a fixed day and at a fixed time, probably a Thursday at 4pm. HP will contact all strand members to notify them of their relevant strand meeting dates.
ZJ suggested that it would be beneficial for the strand meetings to be clerked in order that the discussions could be properly recorded. It was generally felt that this would be a good idea and RC agreed to consider how best to achieve this. / HP
RC
4 / EXAMINATION RESULTS REVIEW
TDH tabled a report for governors providing an analysis of the 16/17 GCSE outcomes, a copy of which is attached to these minutes.
TDH encouraged all governors to take the report away to read and consider in detail after the meeting. For the purpose of facilitating discussion, he gave a brief summary, outlining the following salient points and invited questions from the governors:
●Changes to the exam system
There had been some significant changes to the exam system this year. This involved the grading for English (both language and literature) and Maths converting to a 9 to 1 scale; 9 being the highest grade, 7 is equivalent to the legacy ‘A’ grade and 4 is equivalent to a standard pass / legacy grade C. All other subjects remain on the legacy alpha scale, although the way in which these grades have been processed has changed. The grades are no longer worth the same number of points as they were last year.
●Year-on-year comparisons
As a consequence of these changes, it had made it difficult to make direct comparisons with last year’s results. In fact, DfE had asked schools not to attempt to compare year-on-year results. Despite this, some comparisons are made, where possible, to provide some context. TDH suggested that it would probably take two to three years to obtain any clear year-on-year comparisons and trends.
●Adjustments
The analysis provided in this report comes with the caveat that all the results are provisional and subject to possible adjustment following re-marking of some papers. In addition, the conversion from grades to points for the purpose of calculating attainment and progress scores had also changed and all measures would be recalculated pending release of the new formula.
●Re-marks
Some schools had submitted their re-mark requests earlier than Oathall (we tend to wait until the beginning of the new academic year) and there was talk of large shifts in grades following re-marking, particularly in English.
●Comparisons to National results –
oOverall, the results of our 2016/17 Year 11 group of 183 students were similar to those achieved in 2015/16 and they are marginally up on the national results.
oEnglish language results remained broadly in line with last year. Maths results have risen. This has resulted in an increase in the proportion of students attaining a standard pass in English and maths.
oThe E-Bacc score (the percentage of students achieving A*-C or 9-4 grades in, English, Maths, Humanities, Science, Languages) has increased from last year.
oOther subjects, significantly Sciences and Languages, performed slightly less favourably than last year, which is of concern to us.
oTDH pointed out that PiXL had recently uploaded data collected from all its members, thereby providing a reasonable estimate of the national results. Oathall’s results stood up favourably to these PiXL figures.
●Attainment 8 and Progress 8 ~(P8) Scores
ASCL, the Headteachers association had collated national results data and proposed a formula, which allowed schools to perform a hypothetical calculation to determine P8 scores. TDH reported that he had run our numbers through the software used by the school, basing the calculations on the ASCL suggested formula. He reported that based on these calculations, he was confident that our P8 score would improve when the final DfE formula was released. The extent of this improvement however, was not clear. Referring to the table detailing Attainment 8 and P8 scores, TDH pointed out that ‘other subjects’ included non-GCSE subjects, which skewed our scores negatively. Consideration was being given to the possibility of putting some of our lower attainment pupils through some non-GCSE subjects instead.
●Pupil category differences
oTDH pointed out the clear difference in performance between the boys and the girls. Girls had performed particularly well, whereas, in a large number of subjects, the boys’ results were not so good. This is particularly evident in the English results, across all ability bands. TDH offered to demonstrate the software used by the school at a future FGB meeting to show the effects of manipulating data. This was welcomed by all those present.
oImproving the results for Pupil Premium (PP) students was proving to be a challenge. TDH suggested that our strategies needed to be revised in order to secure improved outcomes. RC asked if it was possible to identify whether there was a gender gap within the PP/SEN pupils’ results. TDH explained that further work would be needed to drill down into the data to reach any conclusions on this point.
oDisadvantaged pupils of various backgrounds had generally, not performed as we would have liked.
oThe SEN gap had narrowed but it is still present.
oSB asked how young carers had performed. TDH explained that this was not a group that has been analysed in the past, partly because it was not possible to be certain that we have identified all young carers; this information is voluntary.
TDH reported that all of the above had been referenced in the latest College Development Plan (CDP) as well as the individual faculty development plans and they had also been incorporated as a focus in staff appraisals, where appropriate.
ZJ asked what external sources were being used to find out more about PP and what evidence based research was being engaged with. Following on from that point, CD asked whether our strategies were causing the median pupils to suffer at the expense of focus on the pupils performing at the extremes. TDH confirmed that the strategies were designed to do what was best for the pupils and our aim was to get a better progress measure by getting better results from all pupils. We needed to look at the long term outcome for the PP pupils, studying their progress from when they joined us in Year 7 to the point when they would leave us at the end of Year 11.
RC pointed out that she was aware that HM Inspectors were looking for evidence that the PP funding was being used to have a positive impact on the PP students. She explained that there had been a recent PP inspection carried out at a local primary school for this purpose. TDH confirmed that the PP funding received by Oathall was used in accordance with current legislation and the college Pupil Premium Strategy. This had allowed us to achieve increased staffing levels and reduced class sizes, which would benefit not only the PP students but would also improve the learning opportunities for all our students. CD pointed out that in any organisation, better use of funds could be achieved either by improving the income line or reducing costs. This was an area in which he has experience and offered his support, if needed.
There followed some discussion on the topic of re-marking, in which TDH explained that re-mark requests could be submitted by the school or by a student. The cost of the re-mark would fall to the requestor.
MA asked what plans were being put in place to address the slightly lower grades achieved in Sciences and MFL. TDH explained that Emma Costelloe, head of Science faculty was working with the school’s examinations officer to consider whether the moderation of all Science coursework should be reviewed following the identification of inconsistencies in the moderation process. It was noted that this would entail a large amount of work for the staff. In the MFL faculty, a change of curriculum is in place with most students only studying 1 language from Year 9.
NW asked how staff felt about the results. TDH said that there was a general feeling that this year’s results were good and compared favourably with the national results.
All staff were congratulated on the impressive results achieved. Particular note was made of Dale Moore’s excellent skills in managing the Humanities faculty in Caroline Edwards’ absence.
TDH referred all governors to the summary bullet points listed on the last page of the report. He suggested that governors might like to read and digest these points as they would be useful in the event of an inspection.
5 / APPROVAL OF MINUTES OF THE MEETING HELD ON 17th July 2017
Minutes of the meeting held on 17th July 2017 were tabled to the meeting. These minutes were approved as a true record and duly signed by the Chair.
Part two minutes of the meeting held on 17th July 2017 were also tabled and were approved as a true record and duly signed by the Chair.
6 / MATTERS ARISING FROM PREVIOUS MEETINGS
Item 3 – withdrawal of school’s police liaison service
RC reported that she had not yet written to the Police Commissioner but intended to do so before the next FGB meeting.
Item 8 – Staff Welfare report
This has yet to be completed. It was agreed to carry forward this item as urgent business to be considered at the next FGB meeting.
Item 9 – Part Two matters arising
See Part Two minutes. / RC
TDH
RC left the meeting and HP took the chair in her place.
BB joined the meeting by telephone (on loudspeaker).
7 / ELECTION OF CHAIR 2017/19
HP reported that one nomination had been received for the position of chair of governors.
Following a vote of all governors present in person or by telephone, RC was unanimously re-elected as chair of governors for a further term of two years.
RC re-joined the meeting and took the chair for the rest of the meeting.
BB left the meeting.
8 / ELECTION OF VICE CHAIR 2017/19
It was noted that one nomination had been received for the position of vice chair.
Following a vote of all governors present in person, BB was unanimously re-elected as vice chair for a further term of two years.
9 / URGENT MATTERS
There were no urgent matters.
10 / POLICIES AND PROCEDURES REVIEW
RC recommended a full review of policies, to be completed by the end of the December FGB meeting. All agreed.
RC reminded those present that it was an annual requirement to table and consider the following documents:
●Governor’s Expenses Policy – adopted
●Governor’s Visits to Schools Protocol – adopted
●Code of Practice for Governors – signed by governors and duly adopted
●Declaration of Pecuniary Interests – completed and signed by governors
HP will arrange to obtain the signed Code of Practice and Declarations of Pecuniary Interest from BB, SS, MT and ERZ, who were not present at this meeting. / HP
11 / ACADEMY/LOCALITY ISSUES
See Part Two minutes, under matters arising.
12 / CHAIR'S REPORT
Resignation of clerk to the governing body
See part Two minutes.
HTs interim performance review visit
Verona Hall met with ERZ and RC at the end of last term for ERZ’s interim performance review. The full performance review had been scheduled for 12th October. Both RC and BB will attend that review meeting.
Dates for Governors’ Diaries
HP was asked to circulate important dates for the current academic year to all FGB members.
RC reminded governors that the school was holding its annual Open Evening on Thursday, 21st September between 4.30pm and 8.30pm. All would be welcome to attend. / HP
13 / HEADTEACHER'S REPORT
TDH was invited to present the Headteacher’s report in the absence of ERZ.
TDH noted that most items in ERZ’s report had already been covered elsewhere in the business of the meeting. Other matters included:
The new academic year
ERZ was very pleased with the way the new academic year had begun. There had been a very positive and calm atmosphere throughout the school and the focus on standards had already started to have an impact.
The building works have made it very difficult to manage the site. With one third of the original floor space out of use, the school has been operating with significantly reduced teaching space. The site team have done an excellent job of preparing the site for the beginning of term, especially as the contractors had fallen behind schedule over the summer holidays. The delays were due to the contractors being pulled away to complete another project at Downlands Community School, which was at risk of not being able to open for the new year. The home site team had taken on a number of big tasks which should have been carried out by the contractors. There have also been issues with the current project manager who does not appear to have been working with the contractors as closely as expected. This has led to a few problems and unnecessary delays.
ERZ wanted to make the governing body aware of the dedication and extremely hard work displayed by the site team in resolving a number of the problems and compensating for the absence of contractor’s staff over the summer break.
PR suggested that the ICT team and particularly, Ugo de Lamo, should also be thanked for playing their part in making sure the technology was in place for the new academic year.
The governors added their thanks to the school site and ICT teams and recognised the significant difference they had made to the progress of the enabling works.
TDH explained that school processes are in constant review to ensure that any bottle-necks and overcrowding are resolved promptly.
MA asked when the building works were expected to be completed. TDH said this was not clear at this stage although, the original plan was to finish before the start of the 2018/19 academic year. It was agreed that the FGB should have sight of the schedule of works so that they are aware of the planned and actual timescales involved. RC will contact ERZ to discuss this and take the matter forward.
School Bells
The school bells have been out of action since the beginning of term. The contractors were trying to resolve the problem but in the meantime, lesson change-overs and break times were working satisfactorily and the lack of bells has in fact, been helping with traffic flow in the corridors as change-overs have varied slightly from class to class.
Prospective parent tours
A number of tours for prospective families have already taken place this term and there are many more booked for the period up to half term. The feedback received so far has been very positive.
New Staff Induction Programme
FHD has been leading the new staff induction programme this year, which is progressing very well. FHD also led the safeguarding training at the recent INSET day.
Change of Link Advisor
Maria Roberts (MR) has resigned from West Sussex County Council (WSCC) and consequently, the school would be allocated their third new link adviser in as many years. It was pointed out that MR was also Oathall’s school improvement lead. / RC
12 / OUTSIDE EDUCATIONAL VISITS
Nothing to report.
14 / GOVERNORS' VISITS
ZJ and SB reported that they had attended a student disciplinary meeting at the end of last year.
15 / ANY OTHER BUSINESS
The Role of the chair of governors and succession planning
MA complimented RC and BB on the excellent work they have done over the years as chair and vice chair, respectively. He pointed out that currently, they were the only two members of the governing body who had any understanding of what was involved and the experience to take on these roles. He continued by suggesting that the governing body should consider how to manage future succession of the chair and vice chair and in particular, how to prepare specific members of the FGB to take over the roles if and when RC and BB resign from post.
RC acknowledged this was an important issue and there followed some discussion about what the role of chair involved and the time commitment needed. RC confirmed that she would give at least twelve months’ notice of her intention to stand down from the post and from the FGB as a whole, which should give plenty of time to put the necessary succession arrangements in place.
School visit
SB mentioned that he had been invited to visit Holy Trinity Primary School and asked if it would be appropriate for him to do so. This was agreed.
Local 6th form provision
ZJ asked if there had been any further developments with respect to plans for local 6th form colleges. It was confirmed that any such plans had been put on hold.
Meeting closed at 2119hrs
DATE & VENUE OF NEXT MEETINGS (to be held at 7.00 pm, in DT28)
Autumn Term 2017: 16th October, 13th November, 12th December (Tuesday)
Spring Term 2018: 5th February, 12th March
Summer Term 2018: 16th April, 14th May, 18th June, 16th July
Distribution: Governing Body, Leadership Team, Head’s PA, WSCC