Resources Agenda 16th June 2016

Castlewood School Governing Body

Resources Committee                                                                         Castlewood Road

Chair:         Nicki Brown                                                                        Southwater

Vice Chair:  Clare Quinlisk                                                                    West Sussex

                                                                                                                RH13 9US

                                                                                                                Telephone:             01403 734822

                                                                                                                Fax:                         01403 734978

                                                                                    http://www.castlewood.w-sussex.sch.uk

Our School’s key strengths:

Care, guidance and support at all levels: Team Work

Creative Curriculum and enrichment opportunities

Positive behaviour – inside and outside of school

 

Resources Committee Meeting - Thursday 16th June 2016 at 8pm

 

                                                                                                                                                Max Time               Lead

 

1.       Apologies for absence and Declarations of Pecuniary Interests         2 mins                   NB

 

2.       Approval of minutes from previous meeting 28th April 2016                                2 mins                   NB

 

3.       Matters arising from previous meeting 28th April 2016                           5 mins                   NB

No.

Action detail

Responsibility

1

Confirm with CQ as to whether she was able to complete the Safer Recruitment Training.

BA

2

Ensure the Ofsted descriptors and evidence document is reviewed at the next meeting 16/6.

BA

3

Amend the Equality Policy as discussed, and send a copy to the school office. The policy will also need updating on the school’s website.

BA

4

Add NB’s recent course (Protecting Date) to the training records. 

BA

 

 

4.       Staffing Update                                                                                                        5 mins                   JS/SS

 

5.       Premises, and Health & Safety Update                                                         5 mins                   JS

 

6.       BACS Payments                                                                                                        5 mins                   JS

 

7.       Update on Governor Visits, including informal visits                              5 mins                   All

 

8.       Governor Recruitment                                                                                          15 mins                SS

 

9.       Policies – for review and approval;                                                                 5 mins                   All

-        Intimate Care

-        First Aid

 

10.   Amended Delegation of Financial Powers                                                   5 mins                   JS

11.   Safeguarding including review of accident book                                       2 mins                   JS/WM

 

12.   Dates for Governors;                                                                                             5 mins                   SS

-        Reception Induction Day

-        Open mornings for next year’s intake

-        Summer Fete 2nd July 2016

 

13.   Training and Locality Courses                                                                             3 mins                   NB

 

14.   AOB                                                                                                                               2 mins                   All

 

 

Additional Meeting Papers provided:-

-        Previous Minutes from 28/4/16

-        First Aid Policy

-        Intimate Care Policy

-        Delegation of Financial Powers (amended version)

 

Dates of next meetings:

 

Thursday 14th July

All Day - FGB Meeting (in school)

 

 

Priorities 2015/16

Embed tracking system

Enable Lower Ability pupils to accelerate

Raise parental expectation

 

 

What difference have we made to the school through what we have discussed today?

 

 

Resources Minutes 28th April 2016

Castlewood School Governing Body                                 Castlewood Road

Chair:          Nicki Brown                                                                       Southwater

Vice Chair:  Clare Quinlisk                                                                    West Sussex

                                                                                                                RH13 9US

                                                                                                                Telephone:             01403 734822

                                                                                                                Fax                          01403 734978

                                                                                    http://www.castlewood.w-sussex.sch.uk

Our School’s key strengths:

Care, guidance and support at all levels: Team Work

Creative Curriculum and enrichment opportunities

Positive behaviour – inside and outside of school

 

Resources Committee Meeting Minutes

Thursday 28th April 2016

Present: Chair - Nicki Brown (NB), Sarah Speed (SS), Julia Slocombe (JS), Wendy Mason (WM), Mary Page (MP), Georgina Allan (GA), Gillian Knight (GK), Cath Robertson (CR), Andy Guy (AG), and Ian Howard (IH).

Clerk: Becky Atkinson (BA)

Meeting Commenced: 7pm

                                               

1.       Apologies for absence and Declarations of Pecuniary Interests

Apologies had been received from Clare Quinlisk; the governors approved these. No pecuniary interests were noted.         

 

2.       Budget Close for end of financial year 15/16 and approve budget 16/17

CR provided a thorough update on the closing budget for 2015/16, key points highlighted are: -

-        There was a slight overspend on Electric due to an error with the meter readings. There was also a small overspend on Gas.

-        There was an overspend on Curriculum.

-        There is a carry forward figure of £18,987.84 (1%), which is well within the allowed c/f amount.

-        A governor commented that this was one of the lowest carry forward amounts, and thanked CR for her close control of the budget.

-        CR reminded the Committee that she is always happy to answer questions and discuss any aspects of the budget with governors outside of the formal meetings.

 

DECISION – The Committee approved the close down of the 2015/16 budget.

 

CR proceeded to discuss the new budget for 2016/17; a recent bursar’s meeting has taken place that CR attended and it was appreciated that the budget is tight across all schools.

-        A discussion followed about the errors with the Gas and Electric billing for last year, and whether this could happen again next year.

-        The staff governors shared some of the ways that they are working hard to reduce consumption and cost across the school.

-        A discussion followed about the new budget, and the ways that this may get topped up by other funds, such as Sports Premium, and the Teaching School Alliance.

-        The governors noticed that there was a reduction in Supply Teaching costs, and a discussion followed about the involvement of JS with teaching in class when needed rather than using a Supply Teacher. It was appreciated that this is a team effort and everyone helps out, in particular HLTAs.

-        A governor asked if pay rises for Teachers had been accounted for in the new budget – CR confirmed that every eventuality has been covered. There is always careful planning of future salaries, and provisions for maternity leave.

-        It was pointed out that there are new requirements for schools to display information on their websites regarding Pupil Premium spending.

-        A discussion followed about the IT Technician who is leaving for a new role. JS and CR explained that a new company would be taking over the duties and responsibilities for technical support across the school – they had been highly recommended by other schools that are using them. JS was confident that a new contract with this company would be in place shortly.

-        JS provided an update about the Southover Manor Trust and the bid for funding towards the new canopies. There have been 350 applications, and JS had recently been in contact with the Trust who have asked to come and visit the school to inform their decision. If successful, the school will provide the additional funding required for the canopies, and this has been accounted for within the Capital budget.

 

The Committee thanked CR for a well-managed budget, and for her contribution in tonight’s meeting.

 

DECISION – the Governors approved the 2016/17 budget.

 

3.       Best Value and Statement of Internal Control signed

There was a slight amendment required to the Best Value statement – CR amended this at the meeting, and SS and JS signed the document.

 

The Statement of Internal Control was reviewed and approved – SS and NB signed the document in the meeting.

 

CR left the meeting at 7.50pm.

 

4.       Approval of minutes from previous meeting 3rd March 2016

The minutes from the previous meeting were approved.

 

5.       Matters arising from previous meeting 3rd March 2016

 

No.

Action detail

Responsibility

1

 CR will amend the SFVS document to evidence NB’s involvement in the review of it. ACTIONED

CR

2

Update the SFVS on the governor’s website. ACTIONED

BA

3

Ensure that a copy of the ‘Delegation of Financial Powers and Duties of the GB’ document is available on the governor’s website.  Will be actioned as soon as the website is working again, currently down.

BA

4

Ensure that Easy Lunch/Provision of Hot Meals is on the agenda for 28/4 Resources meeting. ACTIONED

BA/NB

5

C/F - JS to send BA the framework for the new M6b level for inclusion within the Pay Policy. JS advised that there is no detailed criteria or framework, so JS will populate the framework. Action Closed.

JS/BA

6

C/F - Complete the Safer Recruitment training online via NSPCC BA to confirm with CQ if this is now complete. ACTION (1)

CQ

7

Send a reminder to all governors regarding monitoring visits that are due this term. All completed templates should be sent to GK so that she can collate the summary of findings in time for FGB on 23rd March. ACTIONED

BA

8

Send copies of the approved policies to MF (School Office) with new review dates. ACTIONED

BA

9

Ensure that Prevent Training is on the agenda for the FGB on 23/3. SS/BA. ACTIONED

SS/BA

10

Update the training record. ACTIONED

BA

 

 

6.       Staffing Update

JS advised that Rob, the school’s IT Technician, is leaving. An earlier discussion had already taken place regarding IT support going forward.

 

Mrs Dedman will start her maternity leave at the end of August - JS advised that there were no applicants for the role following the first advert, so it is being re-advertised for a second time.

 

7.       Admissions Update

JS informed the Committee that all 30 spaces for Reception have been filled, with all of these being first choices.

 

However, there have been disappointments for some existing parents due to 7 siblings that have not got a place at Castlewood. JS explained how the criteria works; it was expected that some parents would appeal the decision. A discussion followed.

 

8.       Premises, and Health and Safety Update including PDP visit

JS provided an update following the PDP visit that WSCC undertakes. No major issues. A discussion followed about catastrophic problems, such as boiler failures or major roof repairs.

 

The drains on the Reception play area are being repaired.

 

9.       Update on Governor Visits, including informal visits

There were no updates. All governors were reminded to book in their visits for the Summer Term.

 

 

 

 

10.   Ofsted descriptors and evidence

SS explained that the next steps with this document have been delayed due to more urgent work regarding the Headteacher recruitment process. It is however, a working document, and will always be updated as part of our ongoing review of evidence.

 

Ensure another review and update of the document is provided in the next meeting. ACTION (2) - add to the agenda for 16/6 meeting.

 

11.   Policies; review and approval of;

MP provided an overview of the changes to the Equality Policy; a sentence regarding progress of pupils was discussed and amended in the meeting.

 

DECISION – The Committee approved the Equality Policy.

ACTION (3) – BA to make the changes, and send an updated, approved copy to the school office, with a reminder that this policy is also on the school’s website.

 

12.   Safeguarding including review of accident book

WM advised that there have been 140 accidents reported since the last meeting; 80 pupils in KS1, and 60 pupils in KS2. This is a normal level of incidents recorded.

 

13.   Easy Lunch – hot dinner provision update

JS advised that following the tendering process for the new catering contract, Easy Lunch are the chosen provider. Easy Lunch is the existing provider of hot meals to the school. 

 

14.   Training and Locality Courses

NB has completed a Protecting Data course.

ACTION (4) – BA to update the training record.

 

15.   AOB

There was no AOB.

 

 

Meeting ended at 8.06pm.

 

 

Dates of next meetings:

Thursday 16th June

7pm – Q&S Committee

 

Thursday 16th June

8pm – Resources Committee

 

Thursday 14th July

All Day - FGB Meeting (in school)

 

 

 

 

 

 

Summary of Actions

 

No.

Action detail

Responsibility

1

Confirm with CQ as to whether she was able to complete the Safer Recruitment Training.

BA

2

Ensure the Ofsted descriptors and evidence document is reviewed at the next meeting 16/6.

BA

3

Amend the Equality Policy as discussed, and send a copy to the school office. The policy will also need updating on the school’s website.

BA

4

Add NB’s recent course (Protecting Date) to the training records.  

BA

 

 

 

Priorities 2015/16

Embed tracking system

Enable Lower Ability pupils to accelerate

Raise parental expectation

 

 

 

What difference have we made to the school through what we have discussed today?

 

Resources Minutes 3rd March 2016

Castlewood School Governing Body

Resources Committee, Castlewood Road, Southwester, West Sussex, RH13 9US, Telephone: 01403 734822, Fax: 01403 734978. http://www.castlewood.w-sussex.sch.uk

Chair: Nicola Brown    Vice Chair:  Clare Quinlisk  

Our School’s key strengths:

Care, guidance and support at all levels: Team Work

Creative Curriculum and enrichment opportunities

Positive behaviour – inside and outside of school

 

Resources Committee Meeting Minutes

Thursday 3rd March 2016

Present: Chair - Nicki Brown (NB), Sarah Speed (SS), Julia Slocombe (JS), Wendy Mason (WM), Clare Quinlisk (CQ), Mary Page (MP), Georgina Allan (GA), Gillian Knight (GK) and Cath Robertson (CR).

Clerk: Becky Atkinson (BA)

Meeting Commenced: 7pm

1.     Apologies for absence and Declarations of Pecuniary Interests

No apologies were received from Andy Guy or Ian Howard. No pecuniary interests were noted.     

2.     Schools Financial Value Standard Approval (SFVS)

There has been one small change to this document. CR advised that the document has been reviewed with NB, along with NB being involved in a review of the 3 year projected budget. It was noted and discussed that Nicki’s financial background and expertise has been very useful, and provides reassurance from a governor’s perspective that the school’s budget is being managed well.

-      ACTION (1) - CR will amend the document to evidence NB’s involvement in the review of it.

DECISION – the governors approved the SFVS, and SS signed the document.

-      ACTION (2) – BA to update the SFVS on the governor’s website.

3.     Budget update/provisional close for end of financial year 15/16

CR provided a thorough explanation of the budget highlighting specific areas, such as: -

-      Administration. £1428 remaining in the budget – a discussion followed regarding replacement of the school’s servers. The governors asked questions regarding the cost, and the quantity of servers that require replacing.

-      Premises. Some of the drains in the playground are being repaired (under Buildings), and there are outstanding bills for General Rates and Water Services.

-      Curriculum. There is a balance to carry forward to the 2016/17 budget for Sports PE Grant but there are plans to spend the money. There will be zero balances for Supply Teachers and Pupil Premium; the funds are accounted for. There has been an overspend for Technicians, with a miscalculated salary by HR but this will be corrected next month.

-      Fair Funding. Outstanding bills will reduce the remaining budget allocated.

-      Capital. £11,525 remaining in the budget. A discussion about canopies followed – the school would still like to install these for the classrooms. A grant has been applied for, a decision is due shortly – if successful, the school will still need to contribute to the overall cost of these.

The governors thanked CR for a very well managed budget, and a clear explanation of the current funds.

A discussion followed regarding the WSCC campaign for Fairer Funding for schools in West Sussex.

A discussion followed regarding the funding process for Universal Free School Meals.

DECISION – The governors approved the close down of the 2015/16 budget.

4.     Approval of School Fund Accounts

CR explained that an external auditor (John Holmes) had independently reviewed the school fund account. A brief discussion was held regarding how the fund works.

DECISION – The School Fund Account was reviewed and approved by the governors.

5.     Approval of delegation of financial powers and duties of GB

DECISION – The Governors approved the delegation of financial powers and duties of the GB. 

ACTION (3) – ensure that a copy of the document is available on the governor’s website. BA

 The Committee agreed to discuss agenda item 14 – an update for the provision of hot meals, whilst CR was present.

(14) Easy Lunch hot dinner provision update

 JS updated the Committee on the tendering process that is being undertaken by Radford Chancellor for the provision of hot meals for a number of schools within the Locality. There are 7/8 companies that have now come forward to be part of the tendering process. A good discussion followed regarding the next steps. The Committee agreed to discuss this again at the next meeting in April.

ACTION (4) – ensure that Easy Lunch/Provision of Hot Meals is on the agenda for 28/4 meeting.BA/NB

 CR left the meeting at 7.45pm. 

6.     Matters arising from previous meeting on 14th January 2016

No.

Action detail

Responsibility

1

JS to send BA the framework for the new M6b level for inclusion within the Pay Policy. Pending – carry forward (Action 5)

JS/BA

2

Load acronyms document onto governor website. Actioned

WM/BA

3

Review and re-publish the personal information on each governor on the main school website, in addition to the statutory table. Actioned

WM

4

Complete the Safer Recruitment training online. Pending – carry forward (Action 6)

CQ

5

Amend the date on the Misuse of Drugs policy, and send all 3 approved policies to the school office. Actioned

BA

6

Review/amend access to the governor’s website for LB as she has had problems logging in. Actioned

BA

7

JS to email BA a copy of the Safeguarding report, for input regarding governor training completed. A copy of the report is to be made available on the governor’s website. Actioned

JS/BA

8

Email the governors re support needed for the crèche for the February parent consultation evenings. Actioned

BA

9

Update the training records with completed training, as advised in the meeting. Actioned

BA

7.     Approval of Minutes from previous meeting 14th January 2015.  

The minutes from the previous meeting were approved.

8.     Staffing Update         

JS updated the governors on the IT Technician role within the school, this is a part time post and is currently filled but there is a possibility the current job holder may be successful in securing a full time post in another school. A discussion followed. JS will keep the committee updated regarding this.

A governor asked JS to confirm the Year 1 maternity leave cover – JS confirmed that a temporary teacher was now in place.

JS confirmed that some additional funding was now being received in respect of one pupil, and TA cover has increased as a result of this. 

9.     Premises & Health and Safety Update

The governors had been provided with a copy of a letter that was sent from WSCC, to all parents, regarding the School Keep Clear traffic programme. A good discussion followed regarding parking at the school. 

10.  Update on Governor Visits, including informal visits

-      SS will visit Year 1 in a week or so; with the new temporary teacher, SS had waited until the post was filled and the teacher had started.

-      GK has visited Year 3, and she provided an update on her observations noting that the tracking process she reviewed was very thorough and helpful.

-      No other visits had taken place.

ACTION (7) – BA to send a reminder to all governors regarding visits that are due this term. All templates should be sent to GK so that she can collate the summary of findings in time for FGB on 23rd March. 

11.  Policies; review and approval of;

MP provided an update on the policies that had been sent out for review and approval: -

1.     Accessibility Strategy

2.     Managing Allegations against other pupils Policy

3.     Safeguarding Policy

DECISION – The Committee approved all 3 policies.

ACTION (8) – BA to send copies of the approved policies to MF (School Office) with new review dates.

One governor had noticed that in the Spring Term briefing papers, there was a requirement to ensure that the school’s procedures and policies included reference to FGM (Female Genital Mutilation) in terms of the identifying and reporting of FGM. JS confirmed that the school’s Child Protection Policy contains the information and procedures required, and that all staff are aware of the process.

12.  Berkeley Home Development Update

JS provided an update on the new housing development in Southwater village.

-      There is work underway shortly to make changes to the nearby roundabout on the main road through Southwater; there will be an impact on traffic as a result of this.

-      The first phase of the development is proposed to be ready for householders to move in by summer 2017.

-      A discussion was held regarding Grant 106, which is money allocated by the developer for the impact on local services, including schools. £1.3m has been set aside for this.

-      A discussion was held regarding the impact on Castlewood, and whether the PAN may increase. There is a possibility the school could revert back to 1.5 form entry, 45 children each academic year.

-      The Committee also discussed free schools and the option of forming an Academy Trust.

13.  Safeguarding including review accident book

WM provided an update; there was nothing unusual to report.

14.  Easy Lunch – hot dinner provision. Agenda item was discussed earlier

15.  School events requiring governor support    

JS confirmed there were no events for this term. JS advised that the planned quiz night had to be cancelled due to low numbers.

16.  Training and Locality Courses

-      NB attended the Locality training for Holistix. She also attended a meeting at Forest School regarding the provision of hot school meals, and change of supplier. Chartwells were in attendance at this meeting.

-      CQ has completed the following governance courses; Introduction to Finance, Understanding School Data, Introduction to Curriculum.

-      GK has attended a presentation regarding Terrorism.

ACTION (9) – Ensure that Prevent Training is on the agenda for the FGB on 23/3. SS/BA

ACTION (10) – Update the governors training record with completed courses. BA

17.  AOB

A governor asked JS how the focus on following up pupils with attendance below 90% is going.A discussion followed.

Julie Wallace has sent a message thanking the governors for her leaving presents, and evening out.

Meeting ended at 8.45pm.

Dates of next meetings:

Thursday 10th March

7pm - Q&S Committee

 

Wednesday - 23rd March

7pm - FGB Meeting

 

Thursday 21st April

7pm – Q&S Committee

 

Thursday 28th April

7pm – Resources Committee

 

Summary of Actions

No.

Action detail

Responsibility

1

CR will amend the SFVS document to evidence NB’s involvement in the review of it.

CR

2

Update the SFVS on the governor’s website.

BA

3

Ensure that a copy of the ‘Delegation of Financial Powers and Duties of the GB’ document is available on the governor’s website.

BA

4

Ensure that Easy Lunch/Provision of Hot Meals is on the agenda for 28/4 Resources meeting.

BA/NB

5

C/F - JS to send BA the framework for the new M6b level for inclusion within the Pay Policy.

JS/BA

6

C/F - Complete the Safer Recruitment training onlinevia NSPCC

CQ

7

Send a reminder to all governors regarding monitoring visits that are due this term. All completed templates should be sent to GK so that she can collate the summary of findings in time for FGB on 23rd March.

BA

8

Send copies of the approved policies to MF (School Office) with new review dates.

BA

9

Ensure that Prevent Training is on the agenda for the FGB on 23/3. SS/BA

SS/BA

10

Update the training record.

BA

Resources Agenda 3rd March 2016

Castlewood School Governing Body

Resources Committee, Castlewood Road, Southwester, West Sussex, RH13 9US, Telephone: 01403 734822, Fax: 01403 734978. http://www.castlewood.w-sussex.sch.uk

Chair: Nicola Brown    Vice Chair:  Clare Quinlisk  

Our School’s key strengths:

Care, guidance and support at all levels: Team Work

Creative Curriculum and enrichment opportunities

Positive behaviour – inside and outside of school

 

Resources Committee Meeting - Thursday 3rd March 2016 at 7pm

 

                                                                                                                                                                  Max Time                Lead 

1.     Apologies for absence and Declarations of Pecuniary Interests  2 mins  NB

2.     Schools Financial Value Standard Approval (SFVS)  10 mins  JS/CR Document provided for governors to review ahead of the meeting  

3.     Budget update/provisional close for end of financial year 15/16  20 mins  JS/CR

4.     Approval of School Fund Accounts  5 mins  CR

5.     Approval of delegation of financial powers and duties of GB  2 mins  SS

6.     Matters arising from previous meeting on 14th January 2016   5 mins  NB

7.     Approval of minutes from previous meeting 14th January 2016  2 mins  NB

No.

Action detail

Responsibility

1

JS to send BA the framework for the new M6b level for inclusion within the Pay Policy.

JS/BA

2

Load acronyms document onto governor website.

WM/BA

3

Review and re-publish the personal information on each governor on the main school website, in addition to the statutory table.

WM

4

Complete the Safer Recruitment training online.

CQ

5

Amend the date on the Misuse of Drugs policy, and send all 3 approved policies to the school office.

BA

6

Review/amend access to the governor’s website for LB as she has had problems logging in.

BA

7

JS to email BA a copy of the Safeguarding report, for input regarding governor training completed. A copy of the report is to be made available on the governor’s website.

JS/BA

8

Email the governors re support needed for the crèche for the February parent consultation evenings.

BA

9

Update the training records with completed training, as advised in the meeting.

BA

8.     Staffing Update  2 mins  JS

9.     Premises & Health and Safety Update  5 mins  JS (including School Keep Clear Programme – copy of Letter to Parents provided)

10.  Update on Governor Visits, including informal visits  5 mins  All

11.  Policies; review and approval of;  10 mins  MP

Provided ahead of the meeting:-

-      Accessibility Strategy

-      Managing Allegations against other pupils Policy

-      Safeguarding Policy                                                                               

12.  Berkeley Home Development Update  5 mins  JS             

13.  Safeguarding including review accident book  5 mins  WM                                                                         

14.  Easy Lunch hot dinner provision update  5 mins  JS

15.  School events requiring governor support  2 mins  JS

16.  Training and Locality Courses  2 mins  NB

17.  AOB

Additional Meeting Papers provided:-

-      Previous Minutes from 14/01/16

-      Policies x 3 (Accessibility Strategy, Managing Allegations against other Pupils and Safeguarding)

-      Schools Financial Value Standard (SFVS)

-      Letter to Parents regarding School Keep Clear programme

Dates of next meetings:

Thursday 10th March

7pm - Q&S Committee

 

Wednesday - 23rd March

7pm - FGB Meeting

 

Thursday 21st April

7pm – Q&S Committee

 

Thursday 28th April

7pm – Resources Committee

 

Priorities 2015/16

Embed tracking system

Enable Lower Ability pupils to accelerate

Raise parental expectation

 

 

What difference have we made to the school through what we have discussed today?

Resources Minutes 14th January 2016

Castlewood School Governing Body

Resources Committee, Castlewood Road, Southwester, West Sussex, RH13 9US, Telephone: 01403 734822, Fax: 01403 734978. http://www.castlewood.w-sussex.sch.uk

Chair: Nicola Brown    Vice Chair:  Clare Quinlisk  

Our School’s key strengths:

Care, guidance and support at all levels: Team Work

Creative Curriculum and enrichment opportunities

Positive behaviour – inside and outside of school

 

Resources Committee Meeting Minutes

Thursday 14th January 2016

Present: Chair - Nicki Brown (NB), Julie Wallace (JW), Sarah Speed (SS), Julia Slocombe (JS), Wendy Mason (WM), Clare Quinlisk (CQ), Mary Page (MP), Georgina Allan (GA), and Ian Howard (IH).

Clerk: Becky Atkinson (BA)

Meeting Commenced: 8.05pm

Ahead of the meeting, JS and SS presented JW with a leaving gift, and thanked her for her considerable contribution during her time as a governor, and particularly as a superb Chair. The whole Committee wishes Julie very best wishes for the future.                                                      

1.     Apologies for absence and Declarations of Pecuniary Interests

Apologies were received from Gillian Knight - the governors approved these. No apologies were received from Andy Guy. No pecuniary interests were noted.     

2.     Approval of Minutes from previous meeting 12th November 2015.  

The minutes from the previous meeting were approved. 

3.     Matters arising from previous meeting on 12th November 2015.

No.

Action detail

Responsibility

1

Amend the Pupil Premium cost lines on the table. ACTIONED

JS

2

Upload the Pupil Premium to the governor’s website. ACTIONED

BA

3

Contact the School Office to book monitoring visits for this term. In Progress

ALL

4

JS to send BA the framework for the new M6b levelfor inclusion within the Pay Policy. Pending, carry forward for next meeting. ACTION (1)

JS/BA

5

Review the current wording on the school website re Data Protection, and amend if required. ACTIONED

BA/MF

6

Upload meeting papers onto USB ahead of each meeting, and bring with her. ACTIONED

BA

7

Load acronyms document onto governor website. In Progress, carry forward for next meeting. ACTION (2)

BA

8

Review and re-publish the personal information on each governor on the main school website, in addition to the statutory table. In Progress, carry forward for next meeting. ACTION (3)

BA/MF

9

Update the Committee at the Jan 2016 meeting, re Easy Lunch and the new contract. ACTIONED, on tonight’s agenda.

JS

10

Complete the Safer Recruitment training online. Pending, carry action forward to the next meeting ACTION (4)

CQ

4.     Parent, Staff and Pupil Questionnaire update

The governors had all been provided with the results of the questionnaires ahead of the meeting.

JS discussed the results of the 3 questionnaires that had recently been undertaken; the results were very pleasing. Key points are: -

-      For the parent questionnaires, the lowest scores related to homework, bullying and behaviour.

-      A governor pointed out that the question about homework could have been worded differently as the question could be interpreted as either too much homework, or not enough.

-      A good discussion followed regarding the answers given and overall results; it was mentioned that the timing of the parent questionnaire is always key.

-      The Committee discussed the school’s red card system for time outs and poor behaviour.

-      JS informed the committee that they were focussing on the low scores and looking at improvements. For example, LB and VD are now looking at Healthy Packs for pupils.

-      A governor questioned JS regarding a comment made by a member of staff concerning Fridays, when there are occasions that both LB and VD are not in school, and the pressure this creates for JS. A discussion followed, and JS responded accordingly. 

5.     Staffing Update

JS informed the Committee members that the school is still trying to recruit for Year 1 maternity cover and this is proving very difficult.

A discussion followed; JS is confident that the school will recruit the right person, it just takes time.

6.     Premises, and Health & Safety update

JS spoke to the Committee about the Southover Manor Trust and a bid that the school have put forward for financial support (c£21k) towards canopies for the KS1 and KS2 classrooms. The Trust will meet and discuss all bids received in March. JS will update the Committee following the outcome.  

JS mentioned that there had been a problem with the alarm one evening where it wouldn’t turn off properly, it appears to have now been resolved. 

7.     Update on Governor Visits, including informal visits

There hadn’t been any visits to date.

8.     Review and Approval of policies;

Charging and Remissions

A slight change, but the majority of the policy still stands. The Governors approved the policy – DECISION. Next review Jan 2019.

Misuse of Alcohol, Drugs and Other Substances policy

A date needs changing. The Policy is approved – DECISION. Next review Jan 2019.

Staff Handbook; code of conduct page

One page in the Staff Handbook has been amended in line with the code of conduct. The governors approved the changes – DECISION. Next review Jan 2018.

ACTION (5) – Ensure the date change on the Misuse of Drugs policy is amended, and BA to send approved policies to the school office.

9.     Governor feedback on website

SS asked the governors for feedback on the website – she advised that most of the content is now there, although the Data section still needs some further reports/documents.

ACTION (6) – BA to review/amend access for LB as she has had problems logging in.

10.  Safeguarding including review of the accident book

WM provided an update regarding incidents in the accident book; there was nothing unusual to report.

11.  Safeguarding and Child Protection annual report update

JS updated the governors regarding the Safeguarding report following problems encountered at the end of last year due to the new format. JS has now completed a copy of the report using the old format in order that governors can view this. JS submitted a new audit report to County which is different to the previous Safeguarding report.

ACTION (7) – JS to email BA a copy of the report, for input regarding governor training completed. A copy of the report will be available on the governor’s website.

12.  Easy Lunch hot dinner provision update

WSCC are undertaking a tendering process for a new catering contract to be effective from September 2016. Easy Lunch currently provide the hot meals for Castlewood, but Easy Lunch have withdrawn from the WSCC tendering process. The contract with Easy Lunch is due to come to an end in August 2016. However, Castlewood along with other local schools (who also currently use Easy Lunch) would prefer to stick with Easy Lunch, as they are very happy with the service and quality of food provided.

JS advised that the group of schools concerned have now appointed a consultant (Radford Chancellor) to manage the tendering process for Easy Lunch, separate to the WSCC process. The separate process is likely to involve other companies, in addition to Easy Lunch.

A discussion followed regarding this; JS advised that WSCC are aware and a meeting has been held with representatives from County to discuss the separate process that is underway and the legal implications for those schools that decide to opt out of the WSCC catering contract. A governor pointed out that the separate process with the consultant would be an additional cost.

JS reassured the governors that if a new contract with Easy Lunch, or another company, does not get agreed, the fall back is to go with the WSCC preferred supplier. With this in mind, NB is attending a meeting at Forest School in February, regarding how schools should be getting ready for implementing the changes required should their school have to switch to a new provider.

13.  School events requiring governor support

There are forthcoming parent consultation evenings where support for the crèche would be welcome: -

Weds 10th Feb – 4.50pm to 7.30pm

Thurs 11th Feb – 3.20pm to 5.50pm

ACTION (8) – BA to email the governors to confirm the dates, and BA will let JS know of any helpers.

14.  Training and Locality Course

CQ has completed the E-learning module for Recruiting a Headteacher.

WM has completed Food Hygiene.

JS has undertaken Holistix training.

ACTION (9) – BA to update the training records.

15.  AOB

WM reminded governors to reply to her email regarding personal information to be displayed on the school’s website.

Meeting ended at 9.05pm.

Date of next meetings (Spring Term):

Thursday 3rd March

7pm - Resources Committee

 

Thursday 10th March

7pm - Q&S Committee

 

Wednesday - 23rd March

7pm - FGB Meeting

 

Summary of Actions

No.

Action detail

Responsibility

1

JS to send BA the framework for the new M6b levelfor inclusion within the Pay Policy.

JS/BA

2

Load acronyms document onto governor website.

WM/BA

3

Review and re-publish the personal information on each governor on the main school website, in addition to the statutory table.

WM

4

Complete the Safer Recruitment training online.

CQ

5

Amend the date on the Misuse of Drugs policy, and send all 3 approved policies to the school office.

BA

6

Review/amend access to the governor’s website for LB as she has had problems logging in.

BA

7

JS to email BA a copy of the Safeguarding report, for input regarding governor training completed. A copy of the report is to be made available on the governor’s website.

JS/BA

8

Email the governors re support needed for the crèche for the February parent consultation evenings.

BA

9

Update the training records with completed training, as advised in the meeting.

BA

Priorities 2015/16

Embed tracking system

Enable Lower Ability pupils to accelerate

Raise parental expectation

 

 

 

What difference have we made to the school through what we have discussed today?

 

 

Resources Agenda 14th January 2016

Castlewood School Governing Body

Resources Committee, Castlewood Road, Southwester, West Sussex, RH13 9US, Telephone: 01403 734822, Fax: 01403 734978. http://www.castlewood.w-sussex.sch.uk

Chair: Nicola Brown    Vice Chair:  Clare Quinlisk  

Our School’s key strengths:

Care, guidance and support at all levels: Team Work

Creative Curriculum and enrichment opportunities

Positive behaviour – inside and outside of school

 

Resources Committee Meeting - Thursday 14th January 2016 at 8pm                                                                                                                                                               

Max   Time   Lead

 

1.     Apologies for absence and Declarations of Pecuniary Interests  2 mins  NB

2.     Approval of Minutes from previous meeting 12th November 2015  2 mins  NB

3.     Matters arising from previous meeting on 12th November 2015  5 mins  NB

4.     Parent, Staff and Pupil Questionnaire Update  10 mins  JS

Documents (6) provided for governors to review ahead of the meeting.

5.     Staffing Update  2 mins  JS 

6.     Premises & Health and Safety Update  5 mins  JS

7.     Update on Governor Visits, including informal visits  5 mins  All 

8.     Policies; review and approval of;  10 mins  JW

Provided ahead of the meeting:-

-      Charging and Remissions

-      Misuse of Drugs

-      Staff Handbook; code of conduct page                                                                                                              

 

9.     Governor feedback on Website  5 mins  SS

10.  Safeguarding including review accident book  5 mins  WM                                             

11.  Safeguarding and Child Protection annual report update  5 mins  JS

12.  Easy Lunch hot dinner provision update  5 mins  JS

13.  School events requiring governor support  2 mins JS

14.  Training and Locality Courses  2 mins  NB

15.  AOB 

Additional Meeting Papers provided:-

-      Previous Minutes from 12/11/15

-      Policies x 2 (Charging and Remissions, Misuse of Drugs)

-      Staff Handbook – code of conduct

-      6 documents relating to the Parent, Staff and Pupil Questionnaires.

 

Dates of next meetings – Spring Term:

 

Thursday 3rd March

7pm - Resources Committee

 

Thursday 10th March

7pm - Q&S Committee

 

Wednesday - 23rd March

7pm - FGB Meeting

 

 

Priorities 2015/16

Embed tracking system

Enable Lower Ability pupils to accelerate

Raise parental expectation

 

 

 

What difference have we made to the school through what we have discussed today?

 

Resources Minutes 12th Nov 2015

Castlewood School Governing Body

Resources Committee, Castlewood Road, Southwester, West Sussex, RH13 9US, Telephone: 01403 734822, Fax: 01403 734978. http://www.castlewood.w-sussex.sch.uk

Chair: Nicola Brown    Vice Chair:  Clare Quinlisk  

  Our School’s key strengths:

Care, guidance and support at all levels: Team Work

Creative Curriculum and enrichment opportunities

Positive behaviour – inside and outside of school

 

Resources Committee Meeting Minutes

Thursday 12th November 2015

Present: Chair - Nicki Brown (NB), Julie Wallace (JW), Sarah Speed (SS), Julia Slocombe (JS), Wendy Mason (WM), Clare Quinlisk (CQ), Mary Page (MP). Guests - Georgina Allan (GA), Cath Robertson (CR).

Clerk: Becky Atkinson (BA)

Meeting Commenced: 7pm                                                                                        

1.     Apologies for absence and Declarations of Pecuniary Interests

Apologies were received from Ian Howard and Gillian Knight - the governors approved these. No apologies were received from Andy Guy. No pecuniary interests were noted.            

2.     Budget review 15-16 inc pupil premium and sports premium

CR provided a very thorough update on the school’s budget, key points are:-

-      Reduced Reserves by £500 to cover additional Clerical hours – some salaries are slightly more than estimated.

-      Electricity – overspend by £3232. There have been problems with the meter, which is not the school’s fault. As a result, the school has been undercharged a total of £5744.06 between the period Aug 2011 and Sep 2015. Npower have given the school £3053.29 in compensation in recognition of the error, and they have assured the school that the meter is working properly.

A robust discussion followed with the governors asking a number of questions regarding this issue. 

-      Sports Premium – an allocation of £5171 to be used by end of March 2016. It was discussed that there would be a further allocation of £3694, which will need to be used between April and Aug 2016. The Committee were told that this could be the last year of Sports Premium funding, as it was a 2 year initiative.

A discussion followed regarding this, which included a breakdown of what the funding is currently used for at the school.

-      Supply Teachers – the balance will be reduced by the end of March to support additional teachers. A governor asked if this budget was to cover sickness and training courses, and JS confirmed it was.

-      Pupil Premium – JS provided a table showing how the money is spent. The governors agreed that this was a good template to use, and enables the Committee to clearly see how the funding is allocated.

A discussion followed regarding the different cost lines on the table, and how these could be amended going forward - the governors challenged JS on this to ensure that the content is fit for purpose and for the right audience.

ACTION (1) – JS to amalgamate some of the cost lines.

ACTION (2) – BA to upload the table onto the Governor’s Website.

-      Teachers - since the initial allocation, some hours have been reduced.  A governor asked if this was for the short term, and JS confirmed it wasn’t – the reduction is a permanent arrangement.

-      A discussion followed regarding the Central Budgets Fair Funding pot; CR confirmed that a large amount of expenditure was downloaded in June 2015, and additional expenditure is due in Nov 2015. A governor asked if the school was still happy with the Central SLA service and CR confirmed they were. CR went on to inform the Committee of the Bursar Meeting Group that she attends, and an example of where a school came out of the SLA but now regrets it. However, CR was keen to point out that the school is not complacent when it comes to central services and costs, they do still continue to ensure they are getting value for money, and look around for better deals.

-      A good discussion was held regarding additional sun canopies for other areas of the school, currently the quote is too expensive but CR is still in contact with the company and trying to negotiate a better deal.

The governors thanked CR for her time, and for providing the update during this meeting.  CR left the meeting at 7.30pm.

3.     Approval of Minutes from previous meeting 1st October 2015

The minutes from the previous meeting were approved. 

4.     Matters arising from previous meeting on 1st October 2015

No.

Action detail

Responsibility

1

Amend the Pupil Premium cost lines on the table.

JS

2

Upload the Pupil Premium to the governor’s website.

BA

3

Contact the School Office to book monitoring visits for this term.

All

4

JS to send BA the framework for the new M6b levelfor inclusion within the Pay Policy.

JS/BA

5

Review the current wording on the school website re Data Protection, and amend if required.

BA/MF

6

Upload meeting papers onto USB ahead of each meeting, and bring with her.

BA

7

Load acronyms document onto governor website.

BA

8

Review and re-publish the personal information on each governor on the main school website, in addition to the statutory table.

BA/MF

9

Update the Committee at the Jan 2016 meeting, re Easy Lunch and the new contract.

JS

10

Complete the Safer Recruitment training online.

CQ

No.

Action detail

Responsibility

1

Forward the presentation from the WSGA meeting onto the governors. ACTIONED

GK

2

Ensure the school office has the updated/approved copies of the Appraisal and Capability policies. ACTIONED

BA

3

Ensure all governors receive their log ins for the website. ACTIONED

BA

4

Confirm governor help at New Parents Open Morning, and Crèche for Parents Evening. Currently, SS and GK are available to support the New Parents Open Morning on Friday 20th Nov – ACTIONED.

BA

5

Induction Training for GA. ACTIONED

JW/WM

6

Ensure that GA/Associate Member is on the agenda for FGB in Dec 2015. ACTIONED

SS/BA

7

Send the SIP to SS. ACTIONED

GK

5.     Parent, Staff and Pupil Questionnaire

The governors had all been provided with a copy of each questionnaire, and had been asked to provide comments and feedback ahead of the meeting.

JS informed the Committee that the questionnaires would be distributed to staff, pupils and parents next week. The governors asked a number of questions regarding how the pupils complete their questionnaires, as well as the process for staff. JS responded that KS1 would do theirs as a group, and KS2 individually. For staff, a box will be in the staff room so that staff can submit their responses anonymously. JS explained that the timing for the parent questionnaire to go out has to be right, and a governor fed back that it would be useful to have a heads up via Parent Mail that the questionnaire will be sent home in bags.

A discussion followed regarding how the information will be collated and published.

6.     Staffing Update

An update was provided on staffing – recruitment is underway via the Agency to provide maternity leave cover for Year 1 (Mrs Magwidi is due to leave Feb half term). A governor asked if there would be a handover period, and JS responded.

A discussion followed regarding an accident that occurred in the school over the lunchtime period with a member of staff who tripped whilst clearing up the lunches. The staff member has reported that her wrist has been hurting since and has been unable to lift tables. JS has requested that the staff member visits the Minor Injuries Unit to have it looked at, and JS has also reported the incident to WSCC. A governor asked JS to ensure that all conversations have been noted and recorded. 

7.     Premises, and Health & Safety update

Nothing to report, IH has completed the Health and Safety visit and report for the Autumn Term. All governors had been provided with a copy of this prior to the meeting.

8.     Update on Governor Visits

SS provided an update for the Committee on the new arrangements for monitoring visits for this academic year. In conjunction with the SIP, SS and GK have developed the new pro formas around three focus groups. SS asked the governors for their thoughts and feedback on the new arrangements. A discussion followed about who was best to sit in which group, and which year group. The following groups were confirmed, (as IH is away until December he was not included for this term):-

Teaching & Curriculum Team

Pupil Contact Team

Planning, Tracking & Monitoring Team

Mary – Year 1

Julie – Year R

Andy – Year 2

Sarah – Year 3

Gillian – Year 5

Nicki – Year 6

Clare – Year 4

A discussion followed about the best times to schedule the visits – JS confirmed that at the end of the school day; 3.10pm onwards is a good time. Tuesdays, Thursdays and Fridays are good days as Wednesdays is staff meetings, and on some Mondays, Key Stage meetings are held.

ACTION (3) – could all governors please contact the school office to arrange their visits. BA will send an email as a reminder.

The Committee then noted that it was important that any other governor visits to the school, whether formal or informal should also be recorded. SS and GK recently attended the Open Morning for New Parents, and they both commented on how exceptional the behaviour was in school by the pupils.

9.     Approval Pay Policy, Medicines Tool Kit and Data Protection Policy

Pay Policy

JS informed the governors that a new M6b level has been proposed. In line with this, JS has discussed the proposal amongst a number of local Heads, and the Locality suggestion is that teachers should provide evidence in line with the Ofsted framework to support a progression to this new level, similar to if they were requesting a move to UPS level.

JS asked the governors if they would be happy with this, and they confirmed they would be – DECISION.

ACTION (4) JS to send BA the framework for the new M6b level, for inclusion within the Pay Policy.

The Governors approved the Pay Policy – DECISION.

Medicines Policy and Checklist of Children with Medical Conditions

There is no change to the Medicines Policy, and the Checklist has been completed for this term. The Policy is approved – DECISION.

Data Protection Policy

The governors approved the policy – DECISION.

There is a statutory requirement to ensure that aspects of the Data Protection policy are published on the school’s website – ACTION (5) – BA and MF to review current wording and amend if required.

10.  Website Update

SS provided an update on the governor end of the website – whilst there are a few things still outstanding, most documents and papers are now uploaded.

JS asked if all of the accompanying papers for each Committee meeting could be uploaded for ease of access and viewing during meetings, however, it was decided that the volume and size would be too much for the website. BA confirmed that all accompanying documents and policies could be saved onto a USB ahead of each meeting and therefore more easily accessible during each meeting. ACTION (6) – BA to bring a USB with meeting papers to each meeting.

WM and GA mentioned that the document used for governor induction with all of the acronyms is very useful and would be helpful on the website.ACTION (7) – BA to upload.

A discussion followed regarding the information held on the school website regarding the Governors. Whilst the statutory table has now been published, should the individual, personal information on each governor be displayed too? There was agreement that it should. ACTION (8), BA to discuss with MF.

11.  Safeguarding including review of the accident book

WM provided an update of the latest incidents, including a cut wrist due to a pupil lifting some play equipment – processes have been in place to ensure that the accident is not repeated.

WM also advised that there were several broken arms and a broken thumb, but all occurred outside of school. 

12.  Easy Lunch hot dinner provision

JS informed the governors that Easy Lunch, the catering company currently providing hot meals to the school, have pulled out of the tendering process that is currently underway within WSCC for school hot meal providers.  This is because they do not feel that they can compete with some of the larger companies.

Along with the Locality Heads and Bursars, JS explained that Castlewood and other local schools are very happy with the service and quality provided, and are disappointed in this decision. The Locality are investigating whether a separate tendering process could be undertaken so that Easy Lunch would remain in the process, and be considered for the new contract.

A robust discussion followed regarding this, with the governors asking a number of questions about the process, timescales and the service that is currently provided.

ACTION (9) – JS will update the Committee in January 2016.

13.  School events requiring governor support

WM thanked NB and AG for their contribution at the Parents Evening crèche.

The next Open Morning for New Parents is being held on Friday 20th November, with SS and GK attending.

14.  Training and Locality Course

-      MP has completed the Performance Management for Headteachers training course.

-      WM attended the Link Governor training session.

-      SS completed the online Taking the Chair training, via the GEL.

-      WM, GA, JW and SS all confirmed that they have completed the Prevent training online, and read the Prevent Toolkit.

SS mentioned that it would be useful if another governor could complete the Safer Recruitment training – CQ confirmed she would do this. ACTION (10) – CQ to complete the training online.

15.  AOB

There was no AOB.

Meeting ended at 8.45pm.

 

Date of next meeting:

Thursday 3rd Dec

7pm - FGB Meeting

 

Thursday 14th Jan 2016

7pm Q&S

8pm Resources

 

 

Summary of Actions

No.

Action detail

Responsibility

1

Forward the presentation from the WSGA meeting onto the governors. ACTIONED

GK

2

Ensure the school office has the updated/approved copies of the Appraisal and Capability policies. ACTIONED

BA

3

Ensure all governors receive their log ins for the website. ACTIONED

BA

4

Confirm governor help at New Parents Open Morning, and Crèche for Parents Evening. Currently, SS and GK are available to support the New Parents Open Morning on Friday 20th Nov – ACTIONED.

BA

5

Induction Training for GA. ACTIONED

JW/WM

6

Ensure that GA/Associate Member is on the agenda for FGB in Dec 2015. ACTIONED

SS/BA

7

Send the SIP to SS. ACTIONED

GK

Priorities 2015/16

Embed tracking system

Enable Lower Ability pupils to accelerate

Raise parental expectation

 

 

 

What difference have we made to the school through what we have discussed today?

 

Resources Agenda 12 Nov 2015

Castlewood School Governing Body

Resources Committee, Castlewood Road, Southwester, West Sussex, RH13 9US, Telephone: 01403 734822, Fax: 01403 734978. http://www.castlewood.w-sussex.sch.uk

Chair: Nicola Brown    Vice Chair:  Clare Quinlisk  

  Our School’s key strengths:

Care, guidance and support at all levels: Team Work

Creative Curriculum and enrichment opportunities

Positive behaviour – inside and outside of school

 

Resources Committee Meeting - Thursday 12th November 2015 at 7pm

                                                                                                                                                                  Max Time                Lead

1.     Apologies for absence and Declarations of Pecuniary Interests            2 mins        NB 

2.     Budget review 15-16 inc pupil premium and sports premium               20 mins       CR/NB

3.     Approval of Minutes from previous meeting 1st October  2015            2 mins          NB

4.     Matters arising from previous meeting on 1st October  2015                5 mins         NB

5.     Parent, Staff and Pupil Questionnaire  10 mins  JS

6.     Staffing Update  2 mins  JS

7.     Premises & Health and Safety Update  5 mins  JS 

8.     Update on Governor Visits  5 mins  GK

9.     Approval Pay Policy, Medicines Tool Kit and Data Protection  10 mins  JW

10.  Website Update  5 mins  SS

11.  Safeguarding including review accident book  5 mins  WM

12.  Easy Lunch hot dinner provision  10 mins  JS

13.  School events requiring governor support  2 mins  JS

14.  Training and Locality Courses  2 mins  NB 

15.  AOB

 

Additional Meeting Papers provided:-

-      Previous Minutes from 1/10/15

-      Health and Safety report - Autumn Term 2015

-      Data Protection Policy

-      Medicines Policy

-      Checklist for medical conditions

-      Pay Policy documents x 4

-      Governor Monitoring Visits - 3 x pro-formas, and the School SIP/SDP

 

Dates of next meetings – Autumn Term:

Thursday 19th Nov

7pm - Q&S Committee

 

Thursday 3rd Dec

7pm - FGB Meeting

 

Thursday 14th Jan

7pm - Resources Committee 

 

Priorities 2015/16

Embed tracking system

Enable Lower Ability pupils to accelerate

Raise parental expectation

 

What difference have we made to the school through what we have discussed today?

Resources Minutes 1st Oct 2015

Castlewood School Governing Body

Resources Committee, Castlewood Road, Southwester, West Sussex, RH13 9US, Telephone: 01403 734822, Fax: 01403 734978. http://www.castlewood.w-sussex.sch.uk

Chair: Nicola Brown    Vice Chair:  Clare Quinlisk  

Our School’s key strengths:

Care, guidance and support at all levels: Team Work

Creative Curriculum and enrichment opportunities

Positive behaviour – inside and outside of school

 

Resources Committee Meeting Minutes

Thursday 1st October 2015

Present: Chair - Nicki Brown (NB), Julie Wallace (JW), Sarah Speed (SS), Julia Slocombe (JS), Wendy Mason (WM), Clare Quinlisk (CQ), Mary Page (MP) and Gillian Knight (GK), Ian Howard (IH), Guest - Georgina Allan (GA).

Clerk: Becky Atkinson (BA)

Meeting Commenced: 8pm

Ahead of the meeting, GK provided an overview of a recent WSGA (West Sussex Governors Association) meeting that she attended. ACTION (1) – GK to forward the presentation onto the governors.                                                                               

1.       Apologies for absence and Declarations of Pecuniary Interests

Apologies were received from Andy Guy - the governors approved these. No pecuniary interests were noted.        

2.       Approval of Minutes from previous meeting 11th June 2015

The minutes from the previous meeting were approved.

3.       Matters arising from previous meeting on 11th June 2015                    

No.

Action detail

Responsibility

1

Forward the presentation from the WSGA meeting onto the governors.

GK

2

Ensure the school office has the updated/approved copies of the Appraisal and Capability policies.

BA

3

Ensure all governors receive their log ins for the website

BA

4

Confirm governor help at New Parents Open Morning, and Crèche for Parents Evening.

BA

5

Induction Training for GA.

JW/WM

6

Ensure that GA/Associate Member is on the agenda for FGB in Dec 2015.

SS/BA

7

Send the SIP to SS

GK

No.

Action detail

Responsibility

1

File Summer Term H&S report in the school office - ACTIONED

BA

2

Ensure that the school website is updated, if necessary, regarding governor’s business interests - this is a requirement from 1st Sep 2015 - ACTIONED

BA

3

Ensure MF has copies of the 4 policies approved - ACTIONED

BA

4

Advise BA if you are able to attend the Open Morning on Friday 20th November 10.30am - ACTIONED

All

5

Confirm if governor support is required at the Summer Fete - ACTIONED

JS/ BA

6

Governors to book in Summer Term monitoring visits if not already completed - ACTIONED

All

4.       Kitchen Audit on UFSM

JS informed the governors that all Catering contracts will be up for renewal this year, Easy Lunch currently provide the lunchtime meals to the school. JS pointed out that the school is very happy with the service and food provided but WSCC will make the ultimate decision.

A recent Health and Safety Inspection was carried out, and whilst the overall concluding report was fine there were a number of follow up recommendations:-

1.       COSHH (Control of Substances Hazardous to Health) training required for staff that use cleaning products to wipe down areas after lunch.

2.       Easy Lunch need to ensure that the delivery sheet has space for a signature.

3.       There is a need to record the temperature of cold food.

4.       The temperature of the ‘allergy’ foods needs to be monitored.

5.       The percentage of desserts offered needs to be reviewed.

6.       Tongs need to be used by the children to pick up their bread.

The governors asked a number of questions which JS responded to.

5.       Staffing Update

JS advised that the school has a new cleaner, an ex-pupil. The school is fully staffed.

6.       Premises Update

Over the summer break, the school has had a thorough clean, and the hedges have been cut. JS advised that the grated drainage areas surrounding the playground might need to be replaced; whilst Peter Stallibrass maintains and repairs these areas regularly, it is likely that in the near future, it will need replacing. PS is obtaining quotes.

A governor asked about sun shades/blinds for some of the classrooms, which has been discussed previously – JS advised that it is possible in Jan/Feb 2016, depending on budget.

A discussion was held regarding the boilers – of the 7 boilers that the school has, if one was to break down, it wouldn’t make much difference, if two were to break down, the heating would still work but just a bit slower. JS has been told that all parts required to repair the boilers are still available.

7.       Approval of Educational Visits 2015-16

JS asked the governors for approval for the Little Canada trip (Isle of Wight), and for the Water Sports Day held at Southwater Country Park – the governors approved these activities (DECISION).

A governor asked whether swimming or any other visits and trips should fall under this agenda item – a discussion followed, and it was identified that the Emergency Plan needs reviewing again.

A discussion then followed regarding a table top exercise which walks through different scenarios and situations to test the Emergency Plan – this is led by WSCC (Martin Tomlinson used to run them), with the relevant key people, and governors present. It was agreed that whilst this is not an urgent exercise, it is useful and could be considered for the future.

8.       Approval of Appraisal, Capability and Pay Policies

JW advised that the review/update of the Pay Policy is still in progress – with the model policy waiting to be received from WSCC.

The governors approved the Appraisal and Capability policies – DECISION.

ACTION (2) – BA to ensure the school office is advised that both policies have recently been reviewed and approved.

9.       Website Update

A quick update was provided – the website is still in progress. BA will ensure all governors receive their log-ins - ACTION (3).

10.   Admissions 2015/16 – choices when a child starts

JS informed the Committee that there are 30 children in Reception for 2016/16, and Year 1 has now increased to 25 children.

A discussion followed regarding the admission of summer born children – and the implications if a parent decides to defer the child starting school. The governors asked a number of questions regarding the process.

11.   Parent Helpers in School and new DB process

JS provided an update regarding Parent Helpers and the process around this, including DBS checks, and the Code of Conduct.

12.   School events requiring governor support

-        Blackberry Fair (Sat 3rd Oct 1pm – 4pm) 

-        New Parents Open Morning (Fri 16th Oct 10.30am – 12pm, and Fri 20th Nov 10.30am – 12pm)

-        Parents Evening crèche (Weds 21st Oct - 4.50pm to 7.30pm, and Thurs 22nd Oct - 3.20pm to 5.50pm)

-        Fireworks(date - tbc)

Governors have been asked to inform BA if they are available to help with the New Parents Open Morning, and the crèche for Parents Evening.ACTION (4) – BA to email governors to confirm.

13.   Training and Locality courses

-        JW has attended the Briefing Meeting and completed the Prevent Channel Awareness online training.

-        GK attended the WSGA meeting.

-        WM has completed First Aid refresher training.

-        JS has undertaken EVC refresher, and Prevent/Channel Awareness training.

-        CQ has completed Equal Pay and Living Wage training.

The Committee welcomed GA who is going to join the Committee as an Associate Member – this will be formally approved in FGB in Dec 2015.

ACTION (5) - JW/WM to manage induction training for GA.

ACTION (6) – BA/SS to ensure GA as Associate Member is on the agenda for FGB in Dec.

14.   AOB

IH gave his apologies for the next Resources meeting in November – he will complete his Health and Safety report and provide this ahead of the meeting.

SS asked the Committee about tonight’s joint meeting (the first time that Q&S and Resources had been conducted on the same evening) – the governors were happy to proceed as planned, i.e. with some of the Committee meetings held on the same evenings but heavier agenda meetings will still be held separately. DECISION

A discussion followed regarding governor’s monitoring visits and SIP – GK, MR and SS will meet to discuss next steps. ACTION (7) GK to send SS the SIP.

Meeting ended at 9.15pm.

Date of next meeting (Autumn Term):

Thursday 12th Nov

7pm - Resources Committee

 

Thursday 19th Nov

7pm - Q&S Committee

 

Thursday 3rd Dec

7pm - FGB Meeting

 

Summary of Actions

No.

Action detail

Responsibility

1

Forward the presentation from the WSGA meeting onto the governors.

GK

2

Ensure the school office has the updated/approved copies of the Appraisal and Capability policies.

BA

3

Ensure all governors receive their log ins for the website

BA

4

Confirm governor help at New Parents Open Morning, and Crèche for Parents Evening.

BA

5

Induction Training for GA.

JW/WM

6

Ensure that GA/Associate Member is on the agenda for FGB in Dec 2015.

SS/BA

7

Send the SIP to SS

GK

Priorities 2015/16

tbc

 

What difference have we made to the school through what we have discussed today?

 

Resources agenda 1st Oct 2015

Castlewood School Governing Body

Resources Committee, Castlewood Road, Southwester, West Sussex, RH13 9US, Telephone: 01403 734822, Fax: 01403 734978. http://www.castlewood.w-sussex.sch.uk

Chair: Nicola Brown    Vice Chair:  Clare Quinlisk  

 

Our School’s key strengths:

Care, guidance and support at all levels: Team Work

Creative Curriculum and enrichment opportunities

Positive behaviour – inside and outside of school

Resources Committee Meeting - Thursday 1st October 2015 at 8pm

 

                                                                                                                                                Max Time               Lead

 

1.       Apologies for absence and Declarations of Pecuniary Interests         2 mins                   NB

2.       Approval of Minutes from previous meeting 11th June 2015               2 mins                   NB

3.       Matters arising from previous meeting on 11th June 2015                  2 mins                   NB

No.

Action detail

Responsibility

1

File Summer Term H&S report in the school office

BA

2

Ensure that the school website is updated, if necessary, regarding governor’s business interests - this is a requirement from 1st Sep 2015

BA

3

Ensure MF has copies of the 4 policies approved

BA

4

Advise BA if you are able to attend the Open Morning on Friday 20th November 10.30am

All

5

Confirm if governor support is required at the Summer Fete

JS/ BA

6

Governors to book in Summer Term monitoring visits if not already completed.

All

4.       Kitchen Audit on UFSM     5 mins   JS

5.       Staffing Update     2 mins    JS

6.       Premises Update    5 mins    JS

7.       Approval of Educational Visits 2015-16      2 mins   NB

8.       Approval of Appraisal, Capability and Pay Policies     2 mins    JW

9.       Website Update    5 mins   SS

10.   Admissions 2015/16 – choices when a child starts     10 mins     JS

11.   Parent Helpers in School and new DB process     5 mins    JS

12.   School events requiring governor support     2 mins     JS

-        Blackberry Fair (Sat 3rd Oct 1pm – 4pm) 

-        New Parents Open Morning (Fri 16th Oct 10.30am – 11am)

-        Parents Evening crèche (Weds 21st Oct - 4.50pm to 7.30pm, and Thurs 22nd Oct - 3.20pm to 5.50pm)

-        Fireworks(Sat in Nov?)

               

13.   Training and Locality Courses       2 mins                   NB

 

14.   AOB

 

Additional Meeting Papers provided:-

-        Previous Minutes from 11/6/14

-        Policies x 3 (Appraisal, Capability and Pay)

 

Dates of next meetings – Autumn Term:

Thursday 12th Nov

7pm - Resources Committee

 

Thursday 19th Nov

7pm - Q&S Committee

 

Thursday 3rd Dec

7pm - FGB Meeting

 

Priorities 2015/16

 

tbc

 

 

 

 

What difference have we made to the school through what we have discussed today?

Resources Minutes 11th Jun 2015

CASTLEWOOD PRIMARY SCHOOL GOVERNING BODY

RESOURCES COMMITTEE

MEETING MINUTES

Thursday 11th June 2015

 

Present: Chair - Sarah Speed (SS), Nicki Brown (NB), Julia Slocombe (JS), Chris Noble (CN), Wendy Mason (WM), Andy Guy (AG), Gillian Knight (GK), Ian Howard (IH) Julie Wallace (JW)

Clerk: Becky Atkinson (BA)

Meeting Commenced:       19.00 

1.    Apologies for Absence and Declarations of Pecuniary Interest

Apologies were received from Clare Quinlisk and Mary Page; the Committee accepted these. No declarations of pecuniary interest were made.

2.    Approval of Minutes from previous meeting 30th April 2015

All Governors present approved the minutes as a true record of the meeting.

3.    Matters arising from previous meeting 30th April 2015

No

Detail

Responsibility

1.

Ensure Dedicated Schools Grant update is on the agenda for 11/6 Resources Meeting - ACTIONED

SS/ BA

2.

Circulate a copy of the briefing papers from WSCC regarding the DSG - ACTIONED

BA

3.

Speak with WSCC about trial period for job share request for 2 days a week. ACTIONED* see comments under Staffing Update (agenda item 4)

JS

4.

Update Reconstitution model in respect of the 1 Staff Governor who moves into the Core model – WM to replace CN. NO ACTION TAKEN – decision made to keep CN as Core Staff Governor for FGB in July.

BA

5.

Send BA new model complaints policy, to be sent on to all Governors. IN PROGRESS, policy currently with MP for review and is on the agenda for FGB in July. ACTION CLOSED

JW

6.

Ensure New Model Complaints Policy is on the agenda for FGB in July, for approval. ACTIONED

JW/ BA

4.    Staffing Update

§  JS confirmed that the school is fully staffed for September, including cleaning staff.

§  A teacher has been appointed as PPA cover for Year 6, via the agency.

§  JS has spoken to WSCC regarding a trial period for part time working as a result of discussions held with the governors at the last committee meeting. Guidance has been provided in order to ensure that specific key areas (such as whether the arrangement has a detrimental impact on Education and Learning) are reviewed and measured during the trial period in order that an informed decision can be made to agree to the part time working arrangement on a permanent basis. A letter has been sent to the member of staff informing them of this. The Governors noted that this has been a useful learning experience, and they are happy that the process is robust.

5.    Premises Update

JS reported that there are no current problems or issues, just on-going maintenance around the school. The governors noted this, and praised Peter Stallibrass for keeping on top of things.

6.    PDP key areas

Handout provided. JS and NB explained the process for the governors; this is an annual meeting with a standard agenda.

§  It was noted that padding has been installed in doorways to prevent fingers being trapped in doors.

§  A thorough examination of the glass was undertaken to ensure the appropriate kite marks were present.

§  One governor asked about the staff room being under-sized, and whilst this is recognised, there are no funds or plans to make any changes particularly as pupil numbers are not likely to increase.

§  A discussion followed regarding the boilers – it is noted by the governors that the boilers are old.

§  The Committee thanked Mr Stallibrass for the care and quality in which he maintains the school.

7.    Dedicated Schools Grant

WSCC recently held a meeting regarding this, which NB attended. The following points were presented and noted by the governors:-

§  Likely to be a standstill budget with no increase.

§  A new formula for schools funding is being discussed but no plans for changes yet.

§  There is a funding gap for Higher Needs/Special Schools.

§  The guidance from WSCC is to maximise the income for the school; selling skills and considering lettings.

§  The Committee recognised the importance of succession planning for future staff turnover – in line with this, JS informed the governors of additional income via Student Teachers from Chichester University.

§  A discussion followed regarding the potential for a Finance Audit at the school given that the last one was in 2008 – the governors commented that the school is in good shape, they discussed the SFVS process which is completed annually and were in agreement that the school finances were managed well.

§  NB informed the governors that one of the actions from the last Audit was to ensure that two signatories were required on the School Fund account and it was noted that this is now in place.

The Committee members thanked NB for attending the meeting.

8.    Summer H&S report

IH provided an update following his recent Health and Safety visit to the school and there are no issues or items that require attention – the report had been circulated to the governors prior to the meeting.

The governors expressed thanks to Mr Stallibrass.

ACTION – BA to file the report in the Monitoring Visits file.

9.    Safeguarding and Accident book update

WM provided an update – it was noted that there were no significant instances that require action. There had been a rise in nosebleeds but this was felt to be heat related.

10.  Governor Back Office

SS informed the governors of the intentions for an online sharing platform/website whereby all of the Governing Body documents, files, agendas, minutes, papers etc will be stored and maintained so that they can be accessed by all governors at any time.

This is currently in progress and a further update/demonstration will be provided at the FGB in July 2015. 

11.  Policies for approval:-

 a)    Behaviour in the Workplace (no change)

DECISION – approved, next review June 2017

b)    First Aid (pupil numbers amended)

DECISION – approved, next review May 2016

c)     Freedom of Information (slight amendment of SEN to SEND)

DECISION – approved, next review June 2017

In line with this policy, a discussion followed regarding the new requirements to show any business or other interests on the school website that the governors have declared – this information is required as from 1st September 2015.

ACTION – BA to confirm at the next meeting that this has been actioned.

d)    Intimate Care – (no change)

DECISION – approved, next review May 2016

ACTION – BA to ensure the school office have the latest copies of the approved policies above

12.  Dates for Governors:-

 The Committee discussed forthcoming events which require Governor support or presence – the dates are:- 

a)    Reception Induction Day – 1st July 6pm – 7pm

NB and JW confirmed

b)    Open mornings for 2016 intake – being held on Friday 16th Oct 10.30am – 11.30am, and Friday 20th Nov 10.30am to 11.30am.

SS and IH confirmed for 16th Oct, and GK confirmed for both mornings

ACTION – ideally, we would like 2 governors present for each morning – please advise BA if you can attend on 20th Nov. 

c)     Summer Fete – Saturday 4th July 1 – 4pm. AG confirmed he is available to help, and JW from 1 – 2pm

ACTION – JS/BA to confirm if help is needed at this event and BA to inform the governors/seek additional support if needed.

d)    Castlewood Sports Day – Wednesday 24 June 1.15pm. Governors can help at this event with scoring, finish line duties etc.

NB and SS confirmed they could help. 

13.  AOB 

BA informed the governors that an email has been sent out regarding a survey that the governors can complete, this is for the NGA (National Governors Association).

GK asked the governors to book in Summer Term monitoring visits if they have not already done so, and JW reminded everyone that if they are unable to complete their visits for this term, please let GK or JW know so that cover can be provided. A summary of visits will be provided during the FGB on 2nd July.

GK informed the governors that she is teaching two Greek Theatre lessons at the school next week, and JS thanked GK for her time and work involved in doing this.

Meeting ended at 7.50 pm 

Next Meeting: 

Thurs 2nd July – FGB – All Day

Summary of Actions:

No

Detail

Who

1.

File Summer Term H&S report in the school office

BA

2.

Ensure that the school website is updated, if necessary, regarding governor’s business interests - this is a requirement from 1st Sep 2015

BA

3.

Ensure MF has copies of the 4 policies approved

BA

4.

Advise BA if you are able to attend the Open Morning on Friday 20th November 10.30am

All

5.

Confirm if governor support is required at the Summer Fete

JS/ BA

6.

Governors to book in Summer Term monitoring visits if not already completed.

All

Resources agenda 11th Jun 2015

Castlewood School Governing Body

Resources Committee, Castlewood Road, Southwester, West Sussex, RH13 9US, Telephone: 01403 734822, Fax: 01403 734978. http://www.castlewood.w-sussex.sch.uk

Chair: Sarah Speed  Vice Chair:  Nicola Brown     

 

Our School’s key strengths:

Care, guidance and support at all levels: Team Work

Creative Curriculum and enrichment opportunities

Positive behaviour – inside and outside of school

 

AGENDA

Resources Committee - Thursday11th June7.00pm

 

Max time          Lead

1.     Apologies for absence and pecuniary interests    2 mins  SS

2.     Approval of minutes from previous Resources 30/4/15   2 mins  SS        

3.     Matters arising from previous Resources 30/4/15:  5 mins   SS

4.     Staffing Update  5 mins   JS

5.     Premises Update  5 mins   JS

6.     PDP key areas   10 mins   JS        

7.     Dedicated Schools Grant    5 mins   JS

8.     Summer H&S report   5 mins   IH

9.     Safeguarding and Accident book update   5 mins  WM

10.  Governor Back Office  10 mins  SS

11.  Policies for approval:-  10 mins  All

a)    Behaviour In the Workplace

b)    First Aid

c)     Freedom of Information

d)    Intimate Care

 

12.  Dates for Governors:-   5 mins   SS

a)    Reception Induction Day 1st July 6pm – 7pm

b)    Open mornings for next years intake 16th Oct 10.30am, and 20th Nov 10.30am

c)     Summer Fete

 

13.  AOB  5 mins  All

                                                                                                             

Dates of next meetings:-

 

Thurs 18th June – Q&S Committee 7pm

Thurs 2nd July – FGB – All Day

 

 

 

Priorities 2014/15

Raise standards in English – 100% of able pupils make expected progress and 45% make more than expected progress

Teaching and Learning increasingly moving from Good to Outstanding

 

Greater Engagement with hard to reach parents

Resources Minutes 30th Apr 2015

CASTLEWOOD PRIMARY SCHOOL GOVERNING BODY

RESOURCES COMMITTEE

MEETING MINUTES

Thursday 30th April 2015

Present: Chair - Sarah Speed (SS), Nicki Brown (NB), Julia Slocombe (JS), Chris Noble (CN), Wendy Mason (WM), Andy Guy (AG), Gillian Knight (GK), Ian Howard (IH) Cath Robertson (CR), Julie Wallace (JW), Mary Page (MP)

Clerk: Becky Atkinson (BA)

Meeting Commenced:       19.00

1.    Apologies for Absence and Declarations of Pecuniary Interest

Apologies were received from Clare Quinlisk; this was accepted by the Committee. No declarations of pecuniary interest were made.

2.    Close down 14/15 budget and approve 15/16 budget

Handouts provided

CR talked through the 14/15 budget, some areas of overspend were highlighted for the Governor’s attention;

§  Clerical Staff, slight overspend due to salaries and recommended an increase in next year’s budget to cover.

§  Gas, there has been a discrepancy with the meter readings, which WSCC are investigating. The governors asked a number of questions regarding the process and how meters are read and provided to County. It was noted by one governor that the overall Premises spend was within budget.

§  School Trips, overspend of £942. This follows the recommendation by Schools Finance to set the budget at £1k for 14/15, but CR recommends it is £2k for 15/16. The governors asked a number of questions to ensure they understood what is covered within the School Trips budget.

There is a carry forward of £44,047 (6%), which is within the allowed carry forward of 8%.

A discussion followed regarding the carry forward, and the governors recognised that this is a good thing given that budgets for next year may well be tightened. A governor asked whether CR is able to benchmark Castlewood’s budget and costs against other Locality schools, CR replied that this is done with St Mary’s and St John’s who are of a similar size and have similar budgets.

The governors thanked CR for a well-managed budget.

DECISION – The governors approved the close down of the 14/15 school budget.

CR moved on to discuss the 15/16 budget, key points are;

§  There is an increase in allocations for Clerical, Premises and Support Staff. CR explained what Doc 33s are and how these will be reduced (by moving staff onto set hours contacts). The governors asked a number of questions to confirm their understanding of allocations in this area.

§  The Buildings budget has been reduced as there is no significant work being undertaken for the next academic year. A governor asked if there was any impact as a result of the PDP (Premises Development Plan), and it was confirmed that there isn’t.

§  CR explained the reasons for changes to the budget under Curriculum, in particular increases to Support Staff and Teacher salaries, and Pupil Premium budget.

A governor asked if the school was still able to go ahead with the additional window canopies, and CR/JS informed the Committee that they would still like to do this and assuming the Premises budget is not needed elsewhere, it may be completed in the Spring Term 2016.

The governors asked questions regarding how school budgets were allocated, and it was explained that this is based on the January census of pupil numbers. A discussion followed regarding this.

If any governors have additional questions regarding the School Budget, CR is always happy to answer any questions. CR complimented the Schools Finance team on their support and help.

DECISION – The governors approved the 15/16 school budget.

3.    Best Value and Statement of Internal Control to be signed

Some changes were requested to both of these documents, and subject to those being made, the governors approved both statements (DECISION).

CR made the changes during the meeting, and amended documents were provided for the relevant Chairs and HT to sign.

CR left the meeting at 7.40pm.

4.    Dedicated Schools Grant

JS explained what this is, and how funding is provided. A discussion was held regarding the forthcoming General Election and how this may affect the schools grant. JS informed the governors that a meeting is being held on 9th June regarding funding, and JS and JW are attending.

A discussion followed, and a governor asked some questions regarding the potential changes.

ACTION – an update at the next Resources Meeting (11th June) will be provided following the June meeting. SS/BA to include on the agenda. 

ACTION – BA will forward a copy of the Briefing Papers that were provided by WSCC regarding the Dedicated Schools Grant.

5.    Approval of Minutes from previous meeting 5th March 2015

All Governors present approved the minutes as a true record of the meeting.

6.    Matters arising from previous meeting 5th March 2015

1.

Ensure Dedicated Schools Grant update is on the agenda for 11/6 Resources Meeting

SS/ BA

2.

Circulate a copy of the briefing papers from WSCC regarding the DSG

BA

3.

Speak with WSCC about trial period for job share request for 2 days a week.

JS

4.

Update Reconstitution model in respect of the 1 Staff Governor who moves into the Core model – WM to replace CN.

BA

5.

Send BA new model complaints policy, to be sent on to all Governors.

JW

6.

Ensure New Model Complaints Policy is on the agenda for FGB in July, for approval.

JW/ BA

No

Detail

Responsibility

1.

JS to report on the website being updated with Sports and Pupil premium data. ACTIONED – the website will be updated towards the Summer.

JS

2.

SFVS to be signed by JW and sent to County. ACTIONED

JS

3.

Health and Safety report would be circulated to Governors - ACTIONED

BA

4.

JS to attend a meeting on pupil numbers and report back at the next meeting ACTIONED – see below*

JS

5.

JS and SS to report at Full Governors Meeting the details of the John Yates Leadership Course. ACTIONED

JS/SS

6.

Plan to be formulated to take succession planning forward. ACTIONED

JS/SS

* JS provided an update following a recent meeting she attended with WSCC regarding pupil numbers. A discussion followed regarding a potential new secondary school in Horsham, and potential building developments around Southwater. WSCC are keen for the West Horsham Network HTs to be involved in discussions and decisions. A further discussion followed regarding a recent Parish Council newsletter and neighbourhood survey. 

7.    Admissions Update

JS advised the Committee that 30 children are confirmed to start in Reception in September 2015; all of these families had chosen Castlewood as their 1st choice.

A discussion followed regarding appeals, and the success of the Open Mornings and how the format of these might change this autumn.

8.    Staffing Update 

JS provided an update regarding forthcoming staff changes. One teacher has recently been successful in securing a post at another school, and is expected to leave at the end of the Summer Term.

An update was provided on staff returning from maternity leave and requests for part time working. One request for a 4 days a week working pattern has been accepted, and the governors were comfortable with this. 

Another request for a 2 days a week working pattern prompted a long discussion amongst the governors. JS advised the governors that it was her intention to approve the request given that there is another teacher who is happy to do 3 days a week. Comparisons were made with the current Yr 6 job share, which is working well. JS reassured the governors that accountability and responsibilities would be made clear with any job share/part time working, e.g. both teachers expected at parents evening.

The governors asked JS to consider if a trial period is possible for the 2/3 day job share request – the governors were eager to ensure that whilst the decision needs to be right for the staff member, it also needs to be the right decision for the school.

ACTION, JS to speak with WSCC about options for a trial period. 

9.    New model complaints procedure

JW updated the Committee on recent changes to the Complaints procedure; there are two new models, one for Internal complaints within the Governing Body and the other for General Complaints.

JW asked to defer the approval of the new policies until FGB in July, which will allow time for the policies to be reviewed and compared to our existing ones.

Actions – 1. JW to send BA copies of the new model policies to be sent out to all Governors, and 2. JW/BA to ensure new model Complaints Policy is on the agenda for approval at next FGB.

10.  National Standards of Excellence for Headteachers 

A discussion was held about the recently amended standards for Headteachers, which all governors have been sent. 

11.  AOB

WM has recently attended Link Governor training, and Wendy provided some suggestions of tasks that she could undertake which other Link Governors are currently doing, this included Governor Newsletters, and New Governor Induction packs. The other Governors were pleased that Wendy has agreed to take these tasks on.

No other items of AOB.

Meeting ended at 8.35 pm

Next Meetings:

Thurs 7th May – Q&S Committee 7pm

Thurs 11th June – Resources Committee 7pm

Thurs 18th June – Q&S Committee 7pm

Thurs 2nd July – FGB – All Day 

Summary of Actions:

No

Detail

Who

1.

Ensure Dedicated Schools Grant update is on the agenda for 11/6 Resources Meeting

SS/ BA

2.

Circulate a copy of the briefing papers from WSCC regarding the DSG

BA

3.

Speak with WSCC about trial period for job share request for 2 days a week.

JS

4.

Update Reconstitution model in respect of the 1 Staff Governor who moves into the Core model – WM to replace CN.

BA

5.

Send BA new model complaints policy, to be sent on to all Governors.

JW

6.

Ensure New Model Complaints Policy is on the agenda for FGB in July, for approval.

JW/ BA

Resources agenda 30th Apr 2015

Castlewood School Governing Body

Resources Committee, Castlewood Road, Southwester, West Sussex, RH13 9US, Telephone: 01403 734822, Fax: 01403 734978. http://www.castlewood.w-sussex.sch.uk

Chair: Sarah Speed  Vice Chair:  Nicola Brown     

 

Our School’s key strengths:

Care, guidance and support at all levels: Team Work

Creative Curriculum and enrichment opportunities

Positive behaviour – inside and outside of school

 

AGENDA

Resources Committee - Thursday30th April7.00pm

 Max time          Lead

1.     Apologies for absence and pecuniary interests   2 mins  SS

2.     Close down 14/15 budget and approve 15/16 budget   30 mins  CR/All

3.     Best value and statement of internal control to be signed   5 mins  All

4.     Dedicated Schools Grant   5 mins  JS

5.     Approval of minutes from previous Resources 5/3/15   5 mins   SS

6.     Matters arising from previous Resources 5/3/15:  5 mins   SS

1.

JS to report on the website being updated with Sports and Pupil premium data.

JS

2.

SFVS to be signed by JW and sent to County.

JS

3.

Health and Safety report would be circulated to Governors

BA

4.

JS to attend a meeting on pupil numbers and report back at the next meeting

JS

5.

JS and SS to report at Full Governors Meeting the details of the John Yates Leadership Course.

JS/SS

6.

Plan to be formulated to take succession planning forward.

JS/SS

7.     Admissions Update    10 mins   JS

8.     Staffing Update     5 mins    JS

9.     New model complaints procedure    5 mins    JW

10.  National Standards of Excellence for Headteachers   5 mins  JS

11.  AOB   2 mins  All                                                                                                                          

Dates of next meetings:-

Thurs 7th May – Q&S Committee 7pm

Thurs 11th June – Resources Committee 7pm

Thurs 18th June – Q&S Committee 7pm

Thurs 2nd July – FGB – All Day 

Priorities 2014/15

Raise standards in English – 100% of able pupils make expected progress and 45% make more than expected progress

Teaching and Learning increasingly moving from Good to Outstanding

Greater Engagement with hard to reach parents

 

Resources Minutes 5th Mar 2015

CASTLEWOOD PRIMARY SCHOOL GOVERNING BODY

RESOURCES COMMITTEE

MEETING MINUTES

Thursday 5th March 2015

Present: Chair - Sarah Speed (SS), Nicki Brown (NB), Clare Quinlisk (CQ), Julia Slocombe (JS), Chris Noble (CN), Wendy Mason (WM), Andy Guy (AG), Gillian Knight (GK), Rev’d Godfrey (RG), Ian Howard (IH) Cath Robertson (CR)

Clerk: Nicki Brown(NB)

Meeting Commenced:       19.00

1.     Thank you to Rev’d Godfrey

SS thanked Rev’d Godfrey on behalf of the governors and School for his hard work and commitment on the governing body.

RG left the meeting 7.10

2.    Apologies for Absence and Declarations of Pecuniary Interest

Apologies were received from Becky Atkinson, Julie Wallace and Mary Page; these were accepted by the Committee. No declarations of pecuniary interest were made. 

3.    Budget update/provisional close for end of financial year 14/15

CR provided the budget update documents; a new column has been inserted into the document to show any provisions to be carried forward to the following budget year. CR gave an overview of the schools current position.  Office expenditure is estimated to have a surplus of £1,500 mainly due to a new photocopier and more efficient use. The buildings have required less works this year and have an estimated surplus of £3,000.  Utilities are all expected to be on target for the year.

School trips are currently showing an overspend of £1,400 however parental contributions are still to be banked so this will reduce by year end. Supply teachers are estimated to be underspent by £4,000.

7.20 AG arrived

The provisional carry forward is expected to be in the region of £38,000 (4.5%). SS asked how the 4.5% compares to other schools; JS replied that we are about mid-point in comparison to other equivalent schools locally.

Next year’s budget could be financially challenging as there will be staff returning from maternity leave which potentially needs to include an overlap with the current temporary teachers.   The 2014/15 budget will be closed by the end of May 2015.

7.24 IH arrived

The reserve balance had been reduced to £2,443.  This is due to support staff receiving a back dated one off payment as direct by County.

Sports Premium

The balance on this cost centre will be used by the year end as there are various costs still outstanding. JS explained that this additional funding had been used for coaches to take children to sporting events, a climbing wall linked to curriculum subject for Y3 and Y4, a water sports day for Y5, and various sports coaches who have provided additional sporting expertise for the pupils.

Pupil Premium

CR explained various costs are still outstanding. This year the funds have been spent on additional teaching support as well as supporting school uniform, trips and after school actives for some pupils.

SS challenged JS to confirm the website was up to date on Pupil and Sports Premium data. ACTION JS to confirm website up to date.

CR provided the School Fund year end Accounts. These have been independently reviewed by John Holmes. The balance to be carried forward is £379.30; the main income is from commission paid to the School for photographs. There was various expenditure that included country dancing and football.

Decision: Governors approved closing off the School Fund Accounts.  

4.    SFVS approval and benchmarking

The SFVS is reviewed and updated annually. JW and SS reviewed the document with CR prior to the committee meeting. An overview of the SFVS was given by CR. The main changes were to Section B, Question 8 and Section C, Questions 16, 17.

Decision: SFVS approved.  Next review Spring 2016

Action: SFVS to be signed by JW/SS and sent to County.

5.    Approval of delegation of financial powers and duties of GB

No changes since the last review, and Governor’s agreed it’s a good practice document we should continue with.

Decision: Governors approved.  Next review date March 2016.

SS thanked CR on behalf of the Governing Body for the budget review. CR left the meeting 8.00.           

6.    Approval of Minutes from previous meeting 5th January 2015

All Governors present approved the minutes as a true record of the meeting. 

7.    Matters arising from previous meeting

No

Detail

Responsibility

1.

Circulate output from Task assignment list ACTIONED

BA

2.

Circulate Skills Audit for governors to complete, along with Preference Document ACTIONED

BA

3.

Advise BA if you would like to attend the JY Leadership talk on Tuesday 10th Feb. ACTIONED

All

4.

Email all governors asking for help with the Crèche for Parents Evenings in Feb. ACTIONED

BA

8.    Safeguarding

Review of accident book

WM reported that there had been no major accidents .The accidents that were reported were minor and there was no pattern to these.

Health and Safety Update

IH reported he had completed the Spring Health and Safety visit today.  There were no concerns for Governor’s to be aware of.

ACTION BA to circulate a copy of this report to all Governors with the minutes.

Additional Training Completed

JS informed the governors that Head Teachers had been encouraged to take training in the exploitation of children. JS has completed this training which gave clear recommendations and guidance on identifying vulnerable children.

JS shared with governors that the School had received a circular stating that child protection courses would no longer be available at County, going forward staff training needs to be done in house.  

9.    Approval of Outdoor/Adventurous climbing wall activity 

JS advised the details of an outdoor climbing wall activity planned for pupils in years 3 and 4.

Decision: Outdoor/Adventurous climbing wall activity approved

10.  Premises inc S106 application

JS advised that the Parish Council had contacted the School requesting information on its strategic plan to review with S106 applications. JS has informed them of the main plan including £15,000 for playground improvements, £41,500 for canopies for reception, KS1 and KS2, and £100,000 for two additional permanent classrooms to replace the temporary buildings, attaching to the year six classroom.

JS will be attending a meeting on pupil numbers in the future. ACTION: JS to update future pupil numbers with 15/16 intake at next Resources.

11.  Training and Link Governor

SS, JS, Julie Wallace and Maria Roberts attended the John Yates Leadership course. The details of the course would be discussed at the next Full Governors meeting. ACTION: JW/SS/MR/JS to feedback on John Yates Leadership Course.

WM has kindly agreed to become the new link governor and will attend a course on 25 March 2015.

12.  Succession Planning

SS presented a summary of the findings of the recent skills audit workshop. Overall the governing body has strong collective skills and hold the Head to account. Where there are slight weaknesses of collective skills, there is always one expert Governor on these items.

SS updated the committee on the recent questionnaires that governors had completed on succession planning.  SS and JW to formulate a plan to take this forward. ACTION: SS/JW. 

13.  AOB

GK reminded Governors to return reports on classroom termly visits

Meeting ended at 8.27 pm

Next Meetings:

Wednesday 25th March - FGB

xx – Q&S Committee

xx – Resources Committee

xx – Q&S Committee

Summary of Actions:

No

Detail

Who

1.

JS to report on the website being updated with Sports and Pupil premium data.

JS

2.

SFVS to be signed by JW and sent to County.

JS

3.

Health and Safety report would be circulated to Governors

BA

4.

JS to attend a meeting on pupil numbers and report back at the next meeting

JS

5.

JS and SS to report at Full Governors Meeting the details of the John Yates Leadership Course.

JS/SS

6.

Plan to be formulated to take succession planning forward.

JS/SS

 

Resources agenda 5th Mar 2015

Castlewood School Governing Body

Resources Committee, Castlewood Road, Southwester, West Sussex, RH13 9US, Telephone: 01403 734822, Fax: 01403 734978. http://www.castlewood.w-sussex.sch.uk

Chair: Sarah Speed  Vice Chair:  Nicola Brown         

                

Our School’s key strengths:

Care, guidance and support at all levels: Team Work

Creative Curriculum and enrichment opportunities

Positive behaviour – inside and outside of school

 

AGENDA

Resources Committee - Thursday5th March7.00pm

 

Max time  Lead 

1.     Thank you to Rev’d Godfrey  5 mins SS/JS

2.     Apologies for absence and pecuniary interests  2 mins  SS

3.     Budget update/provisional close for end of financial year 14/15 20 mins CR/SS

4.     SFVS approval and benchmarking  10 mins CR/JS/SS

5.     Approval of delegation of financial powers and duties of GB 2 mins SS

6.     Approval of minutes from previous Resources Meeting 15/1/15   2 mins  SS

7.     Matters arising from Resources meeting 15/1/15:-  5 mins  SS

No

Detail

Responsibility

1.

Circulate output from Task assignment list

BA

2.

Circulate Skills Audit for governors to complete, along with Preference Document

BA

3.

Advise BA if you would like to attend the JY Leadership talk on Tuesday 10th Feb.

All

4.

Email all governors asking for help with the Crèche for Parents Evenings in Feb.

BA

8.     Safeguarding;                                                                            

a)    Review of accident book                                                        5 mins               WM

b)    Spring H&S report                                                                 5 mins               IH

c)     Additional training completed                                                  5 mins               JS

9.     Approval of Outdoor/Adventurous climbing wall activity                  5 mins               JS

10.  Premises inc S106 application                                                       10 mins             JS

11.  Training and Link Governor                                                          5 mins               SS

12.  Succession Planning                                                                     20 mins             SS

13.  AOB                                                                                           2 mins               SS                                                                                                                         

Dates of next meetings:-

12th March – Q&S Committee

Wednesday 25th March - FGB

  

Priorities 2014/15

Raise standards in English – 100% of able pupils make expected progress and 45% make more than expected progress

Teaching and Learning increasingly moving from Good to Outstanding

Greater Engagement with hard to reach parents

 

 

Resources Minutes 15th Jan 2015

CASTLEWOOD PRIMARY SCHOOL GOVERNING BODY

RESOURCES COMMITTEE

MEETING MINUTES

Thursday 15th January 2015

 

Governors Present: Chair - Sarah Speed (SS), Nicki Brown (NB), Julie Wallace (JW), Julia Slocombe (JS), Chris Noble (CN), Wendy Mason (WM), Andy Guy (AG), Gillian Knight (GK), Rev’d Godfrey (RG), Ian Howard (IH)

Clerk: Becky Atkinson (BA)

Meeting Commenced:       19.00

 

1.    Apologies for Absence and Declarations of Pecuniary Interest

Apologies were received from Clare Quinlisk and Mary Page; these were accepted by the Committee. No declarations of pecuniary interest were made.

2.    Approval of Minutes from previous meeting 6th November 2014 

All Governors present approved the minutes as a true record of the meeting. 

3.    Matters arising from previous meeting 6th November 2014

No

Detail

1.

Ensure the Medicines Policy is on the agenda for FGB in December, for formal approval. ACTIONED

JW

2.

Email a copy of the completed Health and Safety report for the Autumn term to all governors and the office - ACTIONED

BA

3.

Amend the checklist for Supporting Children with Medical Conditions – section 9 ACTIONED

JS/CR

4.

Make changes to the Emergency Plan and send this out to all governors and the office - ACTIONED

BA

5.

Advise of changes to locality training with NB switching to 18/11 session – ACTIONED

BA

6.

Start to plan for training event ‘Raising the Achievement of Disadvantaged Children’ for the Locality, held at Castlewood, 2nd half of Spring term (mid April) In Progress – BA discussing with the Learning & Development team at WSCC to confirm date

BA

4.    Staffing Update 

JS advised that Jo Herbert has recently left to start a new role at Cowfold. She was providing temporary cover for Year 2. Vicky Dedman has now returned from Maternity Leave, and is teaching Year 2.

JS advised that the Year 6 job share is working well, they are a good team. Mrs A-B works Tuesday to Thursday for the purposes of this term’s Monitoring Visit.  

5.    Update on Performance Management

JS advised that PM reviews were conducted before Christmas during the school day. Mrs Dedman covered the teachers during this time, and the process worked well. All staff have a data objective with the other objectives linked to the SIP.

JS confirmed it is a robust process, and she is happy with how it is working. 

6.    Premises Update

JS advised that Dynarod were present in school today sorting out the blocked drains. Due to the heavy rain and lots of silt, Peter had not been able to clear it all himself. 

7.    Security

The school has again experienced problems with vandalism, before Christmas. There were several nights where youths were present at the school. CCTV footage has been provided to the local PCSO.

A governor asked if the CCTV cameras had been replaced, and it was confirmed yes they have been, they are now dome shaped and sit under the bargeboards. Spikes have also been installed around the fence perimeter, as an anti deterrent. A governor asked whether it was useful to erect signs confirming CCTV is in place, or whether this attracts the youths more. A discussion followed.

A governor asked about insurance, and JS advised that the recent damage is an insurance claim and this is underway.

Another governor asked what the youths are doing once they are inside the school grounds – JS confirmed that they go onto the roof, and on the canopy at the front of reception. They also attempted to break into one of the outside cupboards.

JS confirmed that graffiti and vandalism is also being experienced at Southwater Infants and Juniors, so Castlewood is not alone in the problem.

8.    Succession Planning

SS led the discussions regarding planning for the governing body’s next Chair. A discussion was held regarding a Co-Chair model whereby 2 governors split the role equally between themselves. This is a model that is in place at Oak Grove College in Worthing, and was mentioned to us by WSCC as a possible option if we are not able to appoint another Chair.

SS has investigated the Co-Chair model, and advised the Committee that it is OK to Co-Chair, as long as;

a)    It is in the best interests of the school, and the board believes it is necessary, and

b)    Any role sharing does not lead to loss of clarity in its leadership.

SS then split the Committee into three groups, and asked each group to discuss what they thought the role of the Chair involves. A discussion followed, and SS noted down the list of responsibilities and tasks that each group had come up with.

SS then provided each group with a further list of tasks that can sometimes fall under the remit of the Chair position. The purpose of this exercise was to identify and recognise that other roles can undertake some of the tasks, and highlighted the importance of sharing responsibilities across the governing body. A good discussion followed during this exercise.

The output document will be circulated to all of the governors after the meeting - ACTION

SS then moved on to discuss a Skills Audit, and asked the governors to complete this so that we can have an overall view of experience, knowledge and skills. A template will be circulated to all of the governors – ACTION

In addition to this, SS advised that a preference document would be sent to all governors so that governors can confirm which roles they are interested in - ACTION

SS told the Committee members that at the FGB meeting in March, we need to be in a position to either confirm the new Chair or Co-Chairs, or agree that we need to recruit a Chair externally. JW confirmed that she is happy to chat with any governor who would like more information on the role of the Chair.

9.    Update on Governors SLA with WSCC

JW provided an update on changes to the current SLA for Governor Services that is provided by WSCC.

The biggest impact of these changes is to the In School training that is currently provided by WSCC as part of the SLA annual charge. Due to low uptake of these sessions, it has been agreed that in order for the SLA charge to remain unchanged for 2015/16, they will introduce a fee for In School training - £200 if the training is just for one school, or £300 if it is offered out to a Locality.

We will proceed with booking our training session ‘Raising the Achievement of Disadvantaged Children’ for the Spring Term – this should be provided free of charge as it is within our 2014/15 SLA. 

The Committee confirmed that they approved our continued membership of the SLA services for 2015/16.

10.  Training update inc John Yates Leadership Cluster reminder

 The John Yates Leadership talk for governors is being held on Tuesday 10th Feb, from 3.30pm to 4.30pm, at Southwater Infant Academy.

JS, JW, MR and SS have confirmed their attendance for this session – if anyone else would like to attend, please let BA know. ACTION

11.  AOB

JS asked for help with the Crèche for Parents Evening – these are being held on Wednesday 11th Feb and Thursday 12th Feb. BA to email all governors and advice JS. ACTION

JW has received a Thank You card from Lauren Brown and family.

 Meeting ended at 8.35 pm

Next Meetings:

 22nd January – Q&S Committee

5th March – Resources Committee

12th March – Q&S Committee

Wednesday 25th March - FGB

No

Detail

Who

1.

Circulate output from Task assignment list

BA

2.

Circulate Skills Audit for governors to complete, along with Preference Document

BA

3.

Advise BA if you would like to attend the JY Leadership talk on Tuesday 10th Feb.

All

4.

Email all governors asking for help with the Crèche for Parents Evenings in Feb.

BA

 

 

Resources agenda 15th Jan 2015

 

Castlewood School Governing Body

Resources Committee, Castlewood Road, Southwester, West Sussex, RH13 9US, Telephone: 01403 734822, Fax: 01403 734978. http://www.castlewood.w-sussex.sch.uk

Chair: Sarah Speed  Vice Chair:  Nicola Brown                              

 

Our School’s key strengths:

Care, guidance and support at all levels: Team Work

Creative Curriculum and enrichment opportunities

Positive behaviour – inside and outside of school

AGENDA

Resources Committee - Thursday15th January7.00pm

Max time          Lead

1.     Apologies for absence and pecuniary interests   2 mins    SS

2.     Approval of minutes from Resources Meeting 6/11/14  2 mins    SS

3.     Matters arising from Resources meeting 6/11/14:-  5 mins    SS

No

Detail

Responsibility

1.

Ensure the Medicines Policy is on the agenda for FGB in December, for formal approval.

JW

2.

Email a copy of the completed Health and Safety report for the Autumn term to all governors and the office

BA

3.

Amend the checklist for Supporting Children with Medical Conditions – section 9

JS/CR

4.

Make changes to the Emergency Plan and send this out to all governors and the office

BA

5.

Advise of changes to locality training with NB switching to 18/11 session

BA

6.

Start to plan for training event ‘Raising the Achievement of Disadvantaged Children’ for the Locality, held at Castlewood, 2nd half of Spring term (mid April)

BA

4.     Staffing Update  5 mins JS

5.     Update on Performance Management   5 mins JS

6.     Premises Update  5 mins JS

7.     Security  10 mins  JS

8.     Succession Planning    20 mins  SS

9.     Update on Governors SLA with WSCC   5 mins JW

10.  Training update inc John Yates Leadership Cluster reminder   2 mins  SS        

11.  AOB   2 mins SS                                                                             

Dates of next meetings:-

22nd January – Q&S Committee

5th March – Resources Committee

12th March – Q&S Committee

Wednesday 25th March - FGB

 

Priorities 2014/15

Raise standards in English – 100% of able pupils make expected progress and 45% make more than expected progress

Teaching and Learning increasingly moving from Good to Outstanding

Greater Engagement with hard to reach parents

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