Croscombe & Stoke St Michael Primary Schools
Board of Governors Minutes
Monday 28th November 2016 – 6.00pm at Stoke St Michael School
Present:Rachel Summerhayes (Chair) (RS) / Foundation Governor
Steve Heath (HT) (SH) / Headteacher
John Johnston (JJ) / Foundation Governor
Simon Clarke (SCl) / Foundation Governor
Jo McDonough (JM) / Co-Opted (Staff) Governor
Siobhan Cargill (SCa) / Co-Opted Governor
Rev. Christine Butler (CB) / Ex-Officio Governor
Nick Cramp (NC) / Local Authority Governor
Teresa Furse (TF) / Parent Governor
Nicola Morris (NM) / Parent Governor
Linda Day (LD) / Clerk
TOPIC / ITEM / ACTION
1 / Apologies & Declaration of Interest / Apologies were received & accepted from:
Lesley Rainsford (LR)- Staff Governor, Diana Levien (DL)- Co-Opted Governor.
Not in attendance: Alan Gregory – Associate Governor
Declaration of Interest on Agenda item - None.
Tanya O’Connor (TO) was invited to attend as potential new Governor
2 / Minutes & Matters arising / Minutes from last 2 FGB meetings 17th October & 1st November 2016 –
Both were approved by the Board and signed by the Chair.
Matters arising not covered by this Agenda–
Minutes 17/10/2016 –
New DBS to be obtained via Vicky for CB.
SCa will apply for replacement marriage certificate after Xmas due to expense.
All documents submitted by TF. Awaiting confirmation.
RS gave Elaine address for JJ
Annual Board Self-Effectiveness Appraisal c/f
Skills Audit sent out to Governors for completion. NM to collate results when received back.
HT has arranged with St Pauls to do a parent information session on internet safety 18th January to incorporate addressing Governors’ concerns of internet use at home.
Chair has added E-Safety – iPad monitoring, Governors Self-Effectiveness & Training Courses to Monitoring Plan and has emailed copy of Child Protection basic awareness video to all Governors.
EYFS funding c/f
HT confirmed most teaching staff had signed to confirm reading Child Protection & Safeguarding Policy, KCSiE and completed appropriate training but will check TA’s still to sign.
Governors signed forms confirming the same are still outstanding from SCl, JM, CB, NC, TF, DL & LR. These need to be completed and returned to Clerk a.s.a.p.
NM to circulate link for free Diocese training of what a MAT is to all Governors- c/f
Pre-school safeguarding audit c/f
HT is to add main responsibilities of staff to website
HT is to correct mis-labelling of Croscombe Pupil Premium Report
DL to check Local Offer on both websites - c/f
Clerk circulated copy of Finance committee latest Minutes to all Governors
NM booked training courses for Governors
NC being re-sent dates for Induction Course which will probably be in January 2017 now.
Pay Committee – Pay Policy update c/f
Clerk sent Governors details to both schools for inputting on Edubase andall Governors confirmed their Country of Birth was the same as Nationality.
HT School Data packs to distribute c/f as still awaiting correction and return.
Minutes – 1/11/2016
Parental Survey c/f to Spring Term as planned
Discussion on schools unique selling points c/f
3rd and 4th action points covered under monitoring, but Chair asked all Governors to feed back to staff or through HT. / CB,
SCa,
TF
LD/RS
NM
HT
VARIOUS
NM
HT
HT
HT
DL
NC
Pay Com.
HT
HT
RS
3 / Senior Leadership Presentat-ions & Governors Questions / 3.a Head Teacher Report –
HT confirmed to Governors the fire audit points were included within the discussions with Tristan. HT will report back as further information received regarding pricing of maintenance work and the possibility of utilising the Diocese funding that had previously been allocated for the roof (with the Diocese’s approval).
St Pauls Proposal. Governors learnt how HT had received a letter from County advising that BMIS (existing buildings maintenance and insurance cover for Stoke) payments needed increasing significantly for them to continue. As a result he had been liaising with Matt Amos, the site manager of St Pauls who is believed to be excellent and has capacity to take over the maintenance of Stoke & Croscombe. £1,000 for each school per annum had been quoted for the annually renewable servicing proposal previously circulated to Governors, covering the basic statutory regular maintenance requirements e.g. testing water safe etc. and provide a good audit trail. Working with Baileys & Sons they could be paid to cover extra items separately. HT pointed out building management is not his remit so out of his expertise and no Governors had skills that could particularly help in that area. St Pauls want to know within a week so they can sort out the legal side a.s.a.p.
Governors agreed for Stoke it was a good idea, good value and would provide additional support for the HT but with Croscombe’s situation being different under the Diocese, Governors didn’t feel it beneficial to change the existing arrangements with Hookways that were working well. Question arose over addressing lost insurance cover and Stoke’s building being owned by the LA.
Action: HT to check with St Pauls if quote of £1,000 still applies if for Stoke alone. Governors asked HT to enquire what insurance was provided by the LA as owners, what would happen if major maintenance issue (e.g. roof). To look into alternative commercial buildings insurance where necessary to ensure adequately insured. Due to time frame HT will email relevant parties to clarify questions. Delegated approval given for Stoke on condition these answers are satisfactory. To be reported back to Governors.
Broadband. With County no longer providing Broadband from April, HT stressed the high priority of getting a new system and server. Approximately £4K is due back and St Pauls have quoted £2,200 per school to get connected, which includes a group discount as other schools involved. Again, St Pauls want to know within a week as liaison with other schools further ahead. Governors felt this was a good option especially if it included good aftercare service but challenged HT about renewal, ongoing costs, service support and who would be responsible for IT infrastructure, which currently he didn’t know. Tanya has access to people with technical knowledge and will email HT important relevant questions to ask St Pauls. Governors suggested HT could indicate we are very interested and can give approval by email assuming answers received and reported back were satisfactory to Governors. No further questions / HT
HT
TO/HT
3.b Pupil Progress Report (SATS) -Standard report. The HT challenged himself in this report to Governors, highlighting areas where pupils did not make the necessary attainment or progress and shared his and his staff’s disappointment in areas and highlighted areas where results had been as expected or pleasing.
Some of the contents have been transferred to Confidential Minutes purely due to the small cohort and so to protect individual confidentiality of pupils.
Governors felt the best approach was being addressed and acknowledged how staff had taken longer than envisaged to adapt to assessment without levels. They have confidence that the teachers are the right people to take this forward and have solid plans now in place tying in with the ethos, vision and aims of the school and that they have an understanding of the situation.
All agreed the importance to ensure strong conversations are being put in place to explain the story of each child with certainty, which the HT is in process of doing.
The Chair and Vice Chair had already had meetings with the HT prior to this meeting to discuss what could be done and now doing all possible to make this more positive moving forward.
HT asked to report at March meeting on the pupils’ progress as a result of the interventions put into place.
JM left at 7.15 / HT
3.c SFVS Audit – Issues were highlighted at the October meeting and a self-explanatory action plan circulated. The HT was asked to report back to the finance committee in the summer term.
Governors questioned how segregation of duties were managed which HT said was by getting TAs to sign in the absence of main staff to improve efficiency. No further questions raised / HT
4 / Policy Reviews, Updates & Renewals / 4.a Staff Code of Conduct – The Chair welcomed comments/questions. Governors asked 4.12 include staff not giving out personal details on social media as well and the document to include the need for Senior management to log events e.g. transporting children. NM to tell Steve if she finds anything more specific, otherwise approved subject to these changes. / NM
4.b Behaviour Policy – Governors were keen to ensure alignment was sought between parents and teachers to which the HT pointed out parents had been asked to look at a draft version on both websites but there had been no feedback. Governors felt this might not be engaging enough and suggested a small leaflet went out to parents that they and their child(ren) could sign. TO to send example through to HT that went to her child’s school. Points raised included applying different levels of approach for different years, principled based and to consider the class code of conduct go home to parents as what the children had embraced.
Governors wanted it to include how acceptable sanctions progress to hierarchy and that it be stated ‘staff’ should be the ones permitted to apply sanctions. In general they felt the document structure poor and had no appendix. With the audience principally staff but parents as well, felt very negative and should be written with a more positive view. It was also noted it refers to the Behaviour Policy but not visa versa. Not approved and NC offered to work with HT on this. / TO
NC/HT
5 / Strategic Direction / 5.a Strategy Targets – Governors felt report was a good reflection of what was said but agreed to hold publishing until finalised.
5.b Pupil Admission Numbers 2018-19 - The Chair explained the reason for recommending reducing admission numbers in Croscombe and is arranging for County to run a consultation for Governors. Updated information will go to parents via the website and notice board, to the Diocese and will be advertised. The HT has spoken to Liz Smith who deals with school structures and wasn’t keen for this to happen, suggesting it may be worth going back to LA & Diocese regarding funding to increase space. SGH has agreed to meet with the newly appointed Head of LCVAP funding at the Diocese (Claire Hudson) on 6th January.
HT to arrange for Chair, TO & CB to sit in with Jo Briar to see what working with the current class size was like. As admission arrangements need to be finalised by 28th February, final approval (taking into consideration the consultation feedback) will be sought in January meeting. / HT
5.c CLP Update – Chair circulated feedback. Decision was made at last meeting to focus on practical changes e.g. finance and structure. With the Cannards Grave site pushing decisions to be made earlier, placing increased pressure on time lines the CLP now looking to reach a proposal by the end of next term. As a Governing Body, the Chair reiterated the need to be looking at the Bath & Wells MAT seriously at the same time and will invite them in to speak to us. / RS
6 / Monitoring / 6.a Website Monitoring -
SCa Stoke website – flagged:
Curriculum information – each academic year for every subject
How parents or other members of public can find out information.
Behaviour Policy draft
Nothing for current academic year on pupil premium report
Previous year should show impact of expenditure on pupils it was aimed at.
Special education needs report – Steps taken to prevent pupils from being treated less favourably
Attendance record not uploaded.
Declaration of interest forms need updating. Clerk to chase office on last 2 items.
CB Croscombe website – Copy of feedback already sent to Chair and HT. Copy to Clerk for file / HT
LD
CB
6.b Annual Safeguarding Audit – Action Plan circulated and taken as read. Action 3. Chair asked if a Governor could do a summary of EYFS safeguarding statutory requirements for next meeting. NM & SCl appointed as doing safeguarding course the following day. HT to report back on progress against the action plan to May meeting. / NM & SCl
HT
6.c Safeguarding – Review of Single Central Record-Stoke Chair aware Keith Ford has just gone through this but picked up some action points (provided to the HT and already circulated), which she will revisit Stoke to review with HT in January. NM asked to review Croscombe in the same way and will liaise with Elaine. / RS
NM
6.d Loops for Learning Walk – Monitoring report for Croscombe circulated. No questions raised.
Governors had attended LFLW at Stoke and commented positively on how well the children had presented their topic.
7 / Finance Matters / 7.a Staff Pay Award – See accompanying Confidential Minutes.
7.b DFCG Funding – HT advised internal Wi-Fi needs improving for about £600 and running through to pre-school. (It was noted the server lease doesn’t run out until next year which money had been put by for). Governors felt this essential and gave approval for HT to write CIP form subject to ensuring it is compatible with IT discussed in 3.a. which HT will check with suppliers.
7.c Unofficial School Funds Audit Certificate Y/E 31.8.16 - Audited by independent 3rd party. The Board approved the certificate and it was signed by Chair.
7.d Signatures for orders & invoices – Governors gave Approval for Sharron Hiscox & Christa Miell to be 2 extra signatories (within the Finance Policy thresholds) as per the SFVS Audit requirement.
8 / Governor Training, Chairs Meeting & Clerks Briefing / 8.a Chair’s Update – taken as read.
8.b Training Updates – Governors asked to return information of training updates to NM at January meeting.
SCa attended Ofsted Training-Points fed back were as follows:
Governors should know what is on school website.
Safeguarding goes through everything and was key. Could have a case study to show what would be done.
FGM should be reported to police by individual NOT safeguarding officer.
Progress of work through every year.
Governors should know what last report said and what has been done. (Details on website.)
Have copy of latest parents’ survey (Survey being done Spring 2017).
Stoke’s last inspection was 2012 and lots of schools overdue.
SCa will send out an email with recommendations for Governors to prepare a file of useful information in readiness. Chair suggested splitting documents between Governors. To be brought to next meeting.
Clerks Conference 18/11/2016– Interesting speakers and useful information. Clerk will send email around with feedback for discussion at next meeting. / ALL
SCa/ALL
LD
9 / Administrat-ion. / 9.a Membership
Co-opted Governor – Vacancy, Foundation Governor – Being discussed with TO
9.b MDC Small Society Lottery Registration- Governors gave Approval & form signed by Chair.
10 / Next meeting / 10.a. Items for next meeting –
HT Update to include Croscombe Maintenance work, St Pauls maintenance proposal for Stoke and Broadband(HT)
EYFS funding (HT)
Pre-school safeguarding audit (HT)
EYFS Safeguarding – Summary of statutory requirements (NM & SCl)
Safeguarding – Review of Single Central Record-Croscombe (NM)
Report on Acorns - Actions to monitor & Improve progress
Pay Policy to be reviewed to cover both schools. (JJ & Pay Committee – first GB meeting following next Pay Committee)
Finance Committee Minutes
Approve Finance Policy (from Finance meeting 10th Jan)
Parental Survey
PAN – Feedback from consultation
-Approval of 2018-19 Admission arrangements subject to final comments
Annual Board Self-Effectiveness Appraisal (RS/LD)-Board effectiveness survey
Skills Audit Forms (NM)
Discussion on schools’ unique selling points
Invite representative from Bath & Wells MAT (RS)
Ofsted preparation file
Clerks Conference
10.b Date of next meeting: Monday 30th January 2017 Croscombe 6pm
11 / AOB / CB gave her apologies for January meeting
Tonight’s meeting ended at 8.20pm
Signed by Chair …………………………………. Date………………….. / 1