Thursday 8th February 2018. Council Chamber, Shute End
Chair: Coral Miller Minutes: Katherine Vernon / Liz Goddard / Action
Welcome and Introductions
- Liz introduced Nadia Mewton as a new member of the Schools Finance Team, and farewell to Vandana Bloomfield who is moving roles within Business Services. New Schools Business Managers Victoria Gough at Bulmershe and Karen Day at Walter Infants.
Pension – Kevin Taylor (KT), Deputy Manager of the Royal Borough Pension Fund
[JO – John Ogden, DP – Diptesh Patel]
KT explained the reason for presentation – queries from staff arose at end of 2017 that pension summaries couldn’t be accessed. This is because data held for Wokingham schools was inaccurate and the Pension Fund didn’t want to issue incorrect statements.
For schools that converted to academy during last year the Fund had already gone through a detailed process of updating data for members on the pension scheme, as it’s very important that it’s all up to date at date of conversion. And then other schools started requesting data match to get records up to date.
Pension Fund has been trying for many years to sort this out with Selima, but has been struggling to get information from them. WBC/ DP been very helpful.
The Fund could have reported issues to Pensions Regulator – took decision not to report, as only 2.5% of members overall didn’t get benefit statements (iejust Wokingham schools that didn’t). Butthe Fund did record the issues as a data breach and have made clear that it can’t happen again in 18/19 or the Fund will report Wokingham to Pension Regulator for breach.
The Fund sent spreadsheet to all schools to provide data for support staff, and accept it is a lot or work but will be very helpful. Got a lot of good information from schools already. Hours and weeks details are important despite the fact it’s now a CARE scheme because a lot of issues go back to pre CARE scheme.A lot of data from schools is very good and it’s shown up staff who are in scheme but are not recorded.
Contributions are fine but not got the necessary information in order to administer them properly. Once the Fund has this data for staff, contribution details will be added to their records, and that will also show people who’ve left. Then a request for leavers’ forms can be obtained for these people, so administration is all up to date. This process will take a lot of time but when done will be able to issue 2017/18 benefit statements. Will let individual schools know when these statements are ready.
The Fund is bound to issue Annual statements by 31-August-2018 – if not they will report WBC to the Pensions Regulator. Spent 10 years trying to sort it out and audit have been involved. As theFund, the decision was made to sort it now – hence taking on all this work. The Fund understands the level of work for schools and appreciate all that’s been done.
Q – Pleased to see Kevin. Why are we paying extra to Selima to manage pensions.
Q – Been an issue for >2years with Selima. Not met SLA and no one has held them to account. Can the school receive a refund?.
A – The Fund is insisting that Wokingham move to i-connect automated system once current issues resolved to prevent this in future.
Q – TP in worse position. Asked DP what is being done?
DP –On 1st-Jan-18 WBC went live with MDC (monthly data collection) so from now on TP receive data every month. Data from 6th April to 31st December 2017 (ie before MDC was live) is currently being collated by Selima and will be uploaded to TP by 31stMarch.So teachers can log on to their account and see up to date info every month. If any teachers have specific queries with their account, contact Employee services
Q – Lot of issues for starters since early 2017. Between now and when we get iconnect how do we know new starters will be picked up. Do we need to contact the Fund directly?
A – In future will be able to run off data by individual school whichwe haven’t been able to do before. Suggesting – run quarterly report for each school to check details.
Q – What about staff who’ve retired and hours not correct etc.
A – There have always been rigorous checks when staff retire/leave to ensure that information is all correct.
Q – A lot of trust is put into Selima that payroll is correct. What assurances can we get from Selima that payroll is OK?
A –Other SBMS said pay is correct it’s pensions that are an issue.
Q – Is form that school has filled in for the fund done correctly?
A - Kevin will ask if he needs more detail.
Q – Selima contract was automatically extended for 2018/19 but need tendering process
DP – WBC went thru retender last year but due to all the 21CC IT work there was not going to be enough IT support to change the system.
JO – current contract does end at March 2019 so WBC will look at alternatives.
DP – Meeting re tendering is coming up and use of iconnectis stipulated as part of the process.
JO – part of 21CC is increase in self service, automation etc so IT did not have capacity to support last year but will be available in coming months
Q – Software not supported which is part of problem
JO – current focus is to tidy everything up by end of Auugst, then WBC will talk to Selima about all the extra work done by WBC and schools and about getting a settlement that recognises that.
Q – Some staff are now being auto re-enrolled so should get starter forms and if they opt out will they get refunds. Can we get info on who will be auto enrolled?
DP – Selima should be able to advise.
DP – Tammy will run auto enrolment every month which will enrol any new staff or staff whose circumstances have changed meaning they now qualify but if staff opt out, they will not be re-enroleduntil 2019 which is the next auto re-enrolment date.
Kevin – Refunds - if someone has been in the scheme for less than 2 years and opts out, they can get a refund. If opt out within 3 months the refund comes through payroll, and between 3 months and 5 years the refund has to come from pension fund.
Kevin – thanks for help from schools
Update on 2018-19 Budgets – Coral Miller
Presentation
SB budget will be published on our website 09/02/18
Q – Has transfer to HNB been rejected in total or just the amount?
A – Any transfer was rejected
Q – Early Years Budgets available?
A – Indicative allocation should be available by end of Feb. Should be increase in hourly rate as £2m extra income.
Q – Increase Prior Attainment Rate to help with HNB reduction?
A – Too late for this year, but will be looked into for 2019-20 budget.
Q – Income for PRU reducing as academy conversions mean that de-delegation amount has reduced. When will remaining budget for PRU available?
A – End of March.
Q – Will de-delegated amounts be included in budgets issued tomorrow?
A – Yes.
School Finance Structure and support package – Coral Miller
Q – What are the statutory duties that Schools Finance must do without charging for?
A – We will issue a table on our website tomorrow to confirm this.
Q – What are the charges for those schools that have not bought into package?
A – We will make this clear on our website, but hourly rate is £80 p/h and £40 up to half an hour.
Q – As schools convert to academy there is less work for Schools Finance Team. Will savings be passed onto the maintained schools that buy in?
A – We have already reduced staff (2). We will have a detailed review during 2018-19 and review the package offered in 2019-20.
Closedown Timetable – Katherine Vernon
Q - £5,000 too high. Will skew figures for forecast for 2017-18.
A – We will perform an analysis of accruals last year to see values. Possibly change to must do accruals over £5k, £1k - £5k at discretion of school. Will let schools know asap.
Q – Will Schools Finance take into account that if a school does not perform accruals, there will be variances against budget lines at year-end?
A – Yes we will.
Q – What is the deadline for 2018-19 Budget Plans submission?
A – First week of May.
Apprenticeships – Sandie Evans
Presentation
Sandie will be adding a link to schools hub for up to date info. on apprenticeships. Let Sandie know if you are thinking of having an apprentice. There is currently a lot of funds in the pot.
Potential issue if aged 19-25, if you don’t sign up for 3 months you need to pay NI contributions for them as a member of staff.
NatWest Bank Presentation on Fraud Awareness – Sarah Grant, Fraud Analyst
Presentation
Energy – Ian Gough / Matthew Johnston
Presentation
Castle Water – Ian will help with monies owed to Castle and vice versa.
Ian currently looking into 50 schools accounts. Wait for confirmation from Ian before paying anything to Castle. Ian should be in contact within the next 2 months, but is reliant on information from Castle.
Ian advised not to worry about demands for payment from Castle so long as you have transferred over fully to South East Water and provided all necessary details to SE Water.
Q – How often do WBC send out meter readers? So schools can be sure they are genuine.
MJ – The supplier has right to come out and read meters when required, they’re not sent out by WBC. But if school ever has any suspicions, call MJ to check. NB Third parties might be used by energy companies for meter reads.
9. / Reactive Maintenance – Rodney Hing
Management fee for 2018-19 will be confirmed by Rodney by the end of February.
About to introduce a cloud-based system to record calls via internet rather than calling helpdesk. And will be able to see record of all work on-line.
Q – Why has our school not been charged for any servicing?
A – Rodney looking onto this with Business Services.
RH took individual queries after the meeting
10. / AOB
Date of next meeting: Tuesday 26th June2018
Venue: Council Chamber, Shute End