Provisional until agreed at the next meeting

RUNWELL COMMUNITY PRIMARY SCHOOL

Company No: 07673903

Minutes of the 4thAnnual General Meeting of Runwell Community Primary School Academy Trust, 10 December 2015, 6.40pm,

RCPS, Canewdon Gardens, Runwell, Wickford, Essex, SS117BJ

Present:Gill HearseyMember (as of item 2.1)/ Trustee

Andy HuftonMember / Trustee

Bill NelsonMember / Trustee

Suzanne WrightMember / Trustee

Chris WyleMember (as of item 2.1)/ Trustee

Trustees in attendance:

Lynn Barwell

Chris Creek(Deputy Headteacher)

Louise Hoskyns-Staples(Headteacher) (arrived 6.45pm)

Joanne Madders (School Business Manager)

Also in attendance:

Sue Julian-Ottie Secretary to the Governing Body

Stewart MartinAuditor, Edmund Carr LLP(left, 6.50pm)

PART A

  1. Welcome, housekeeping& apologies for absence

Apologies were accepted from Sharon Brooks (Trustee); Graham Larke (Trustee) (chairing another meeting) and Lisa Thompson (Trustee) (prior commitment).The meeting was quorate (quorum being 3; 3 Members were present).

Those present were reminded of the procedures to adopt in the event of an emergency.

There were not any conflicts of interest or new business interests declared.

  1. Notification of any other business

Members agreed to discuss the following item:

2.1.To discuss whether to appoint 2 additional Members

The Chair explained that there were currently only 3 Members which was the minimum number permitted under RCPS’s Articles of Association. The auditor advised that it was better to have more than 3 in case 1 Member could not attend a meeting (quorum being 3)or if 1 Member wished to resign as there had to be a minimum of 3 Members.Trustees and Members agreed that this would be prudent. Trustees were asked to volunteer to become Members; Chris Wyle and Gill Hearsey volunteered. (Louise Hoskyns-Staples arrived, 6.45pm). 2 written resolutions were tabled proposing that Chris Wyle and Gill Hearsey should be appointed Members of the RCPS Academy Trust with immediate effect. Members signed the resolutions.

  1. Reports and Accounts

3.1.Members approved the Annual Accounts and Annual Report for 2014-2015 as recommended by the Governing Body. The Annual Report was signed by the Chair and the Accounting Officer.

3.2.The auditor explained that the Auditor’s Management Letter and the school’s letter of response would be submitted to the Education Funding Agency (EFA). Before the end of January 2016, the auditors would complete the EFA’s spreadsheet and send this to the school for signing. The auditor advised that the Annual Accounts should be published on the school’s website by the end of January 2016 (ACTION: Joanne Madders).

3.3.The auditor explained that the accounts format would be different in the following year because accounting rules were changing.

3.4.Members and Trustees thanked the auditor for his report and for attending the meeting. Members and Trustees praised and thanked the School Business Manager (SBM) for producing a set of accounts without any significant qualifications.

(Stewart Martin left, 6.50pm).

  1. Minutes

Members agreed that the minutes of the last AGM were a true record of the meeting.

  1. Auditors

5.1.To appoint Edmund Carr LLP as the auditor for RCPS

5.1.1.See Part B for confidential discussion.

5.1.2.The Members approved the re-appointment of Edmund Carr LLP as the auditor forRCPS for 2015-2016.

5.2.To authorize the Trustees to set the level of the auditor’s feesfor 2015- 2016

This was unanimously approved.

  1. Any other business

There was not any other business.

(The meeting closed at 6.55pm).

Summary of Decisions for Part A

  • Chris Wyle & Gill Hearsey appointed as Members of RCPS Academy Trust by written resolutions (see 2.1).
  • Annual Accounts and Annual Report for 2014-2015 approved (see 3.1).
  • Edmund Carr LLP appointed of as the auditor forRCPS for 2015-2016 (see 5.1.2).
  • Trustees authorized to set the level of auditor’s fees for 2015-2016 (see 5.2).

Summary of Action Points for Part A

Joanne Madders

  • To ensure Annual Accounts on school website by end of January 2016 (see 3.2).

RCPSAGM minutes2015 PART A1created: 15/12/2015 SJO