WBC Bursar Briefings January 2014
Primary: 9.30 – 11 am Wednesday 5th May, Council Chamber, Shute End
Secondary: 1:30 – 3pm Wednesday 5th May,, Room 2, Ground Floor, Shute End
Chair: Donna Munday Minutes: Kay Marshall/Catherine Laws
Action1 / Welcome
· Welcome and introduction by Donna Munday
· Welcome to Martin Wing, Foundry College
2 / Schools Finance Team - Donna Munday
· There is a new budget plan spreadsheet, this was sent out to each school in March. It is available on the website with a set of procedures on its use.
Q: It was asked how everyone was getting in with the new sheet.
A: It was remarked that calculating the difference was time consuming.
· The bursars’ conference is on the 19th of June, replies with choices are needed by the end of the week.
Q: It was asked whether everyone had liked the brochure and the CD last year.
A: the consensus was that the brochure had been useful but not so much the CD, it was then thought that this could be put on the website.
· Bursars who are not interested in attending were also asked if they could reply with their reasons so that improvements could be made.
· Procurement Cards – There has been a delay in processing requests to add new cards or to amend current ones this was caused by failures on the LAs side for which an apology was given. Some schools have very high procurement limits and some have very low, there will be a review with the goal of creating a level playing field for all schools. Limits will be set for single transactions, card limits and overall school limits, and these will be the same for all schools.
Q: Is it worth asking the schools what they use their cards for; if the limits are to low schools will not be able to make the most of deals. It was argued that better value for money can be obtained from online companies such as Amazon and EBay.
A: For one off events you can ask the bank to extend limits. Schools can get better value for money by setting up accounts. Procurement cards are for one off purchases and should not be used on a routine basis.
· It was decided on the outcome of this debate that the review will include what schools use their cards for and what the purpose of the cards are. It was also stated that Lisa Allen had been unhappy about the financial procedures for use of procurement cards that were online during a school audit. The following schools offered to participate in the review: Highwood, Rivermead, Lambs Lane, Westend and Loddon.
Grundon – Erin Goff
· Erin Goff gave a presentation on behalf of Grundon, explaining who the company were and what they do and highlighting waste and recycling opportunities that the schools can take advantage of.
· Copy of the presentation can be found on the schools website. See link below
minutes-websites
Q: How much contamination can you have in recycling, with relation to food waste and packaging?
A: Their 3rd party handler of food waste will allow a certain level of contamination as long as it is not excessive.
Q: How can we get rid of strip lighting without having to store it up for long periods of time?
A: If you have a Hazbox then you can have your strip lighting collected alongside it for a fixed fee per light.
Q: Are corridor boxes and posters free of charge?
A: Posters can be emailed for the school to print out, and thus are free of charge. The boxes come at a cost including a delivery charge, however if multiple schools got them all delivered to one point this cost could be shared.
Q: Could Caterlink consider doing food recycling?
A: Grundon are already in talks with them regarding this.
3 / HR – Nicky Barlow
· Nicky gave a presentation on the new Leadership Pay Framework and changes to allowances. The presentation also changes to Safeguarding, Non-pay conditions, pension contribution rates, Pensions, and Pay Awards. Keeping children safe in education was also covered.
· Please be aware that Unions are currently balloting members with regard to striking on 23 June (Teachers) and end of July (support staff).
· Copy of the presentation can be found on the schools website. See link below
minutes-websites
Q: What evidence is there that DBS checks are being done if schools are not allowed to keep a copy?
A: Just need to state that they have been checked.
Q: Do Ofsted need to see a hard copy of the central register?
A: Ofsted guidelines state that this needs to be online only.
Q: Keeping Children Safe document – do supply staff and people who are ‘shadowing’ existing staff read it?
A: Nicky recommends that they should read this.
5 / Energy – Ian Gough
Ian Gough gave a short presentation on schools related energy issues and GPS energy contract.
· The slides from this can be found on the schools finance minutes web page. See link
minutes-websites
Q: What money is available to schools to help with meeting the rising energy bills?
A: There is money available to schools for any project that reduces energy, including lighting and boilers, some contribution might also be made for double glazing.
Contact the Ian or Kate for information about how to apply for a project.
6 / Selima – Karen Perkins
· Selima are moving from SSL post to Selima payslip portal from the 30th of April. Support can be obtained from Tammy or Mandy.
· The username will be Firstname.Lastname and the password will be the employees NI number.
· Old payslips will still be available on SSL post for a short while, after that payslips can be obtained from Selima free of charge, they will try to get two years’ worth of P60’s onto the new portal.
· Must have internet explorer 7 plus to use the new system.
· The secure FTP site will be launched soon.
· When sending in P45/P60 please ensure that the employee number is written on them.
· When an employee reaches retirement age but remains in work, ensure that the forms not to pay NI are sent to Selima.
· Some increment dates from April were incorrect; please ensure that the staff list is checked.
· Additional hours are now pensionable.
· If an employee is on a zero hours contract, please wait until they have been paid before sending in an opt-out form.
Q: Can the reports be made available in excel format?
A: Unfortunately CSV is the file automatically generated.
Q: What security is in place in the Selima portal if someone knows your national insurance number?
A: Karen will investigate and let schools know.
7 / Universal Infants Free School Meals – Donna Munday
· No pre-existing FSM attract the new funding as it is only the “newly eligible”.
· Expect an uptake of 85% unless as a school you know this will likely be different.
· 190 meals a year, revenue of £2.30 a meal and the cost of each meal is £1.95.
· The extra 35p per meal is to pay for supervision and provision costs incurred by the school
· Funding will arrive in June to cover meals from 1/9/14 to 31/3/15
· Further funding based on the average of the October 2014 and January 2015 census days will be paid in April to cover meals from 1/4/15 to 31/7/15; there is a potential claw back in April 15 for schools who do not achieve the 87% target.
· Stephanie Harris is the contact to find out which children are eligible for FSM Pupil Premium.
· Children will be automatically registered for UIFSM but not for pupil premium.
· Schools are welcome to send their figures in to Donna to be checked.
· A working party is currently looking at the risk assessments.
· There is an expectation that up to 90 children can be served in 30 minutes.
Q: Can procurement let schools know before they carry out an inspection?
A: Will feed this request back to procurement. / Donna
Next meetings:
Cluster meetings
North / 12th June 09:30 Crazies HillEast / 7th July 13:30 Keep Hatch
South 1 / 10th June 2014 9:30 Shinfield Infants
Earley / 1st July 09:30 Hawkdon
West / 20th May 09:30 Hawthorns
South 2 / 01 July 2014 12:00 TBC
Woodley / 26 June 2014 9:15 St Dominics
Briefings:
September / 17/09/14Conference:
June 19th 2014 / Coppid Beech HotelList of recent emails from Schools Finance to all schools
01/05/14 / IMPORTANT - School Access - Kitchen Works Projects ~[UNCLASSIFIED]~29/04/14 / Education News - Managing the Delivery of the School Meals Service Contract from September 2014 ~[PROTECT]~
24/04/14 / Final WISE reports and procedure for CFR preliminary returns ~[UNCLASSIFIED]~
24/04/14 / [SECURE] IMPORTANT - Freedom of Information Request (FOI) ~[PROTECT]~
24/04/14 / Annual Bursars Conference 2014
23/04/14 / Hawkedon Contact Telephone Number ~[UNCLASSIFIED]~
14/04/14 / Caterlink charges ~[UNCLASSIFIED]~
01/04/14 / FW: CFR 2014-15 GUIDE ~[UNCLASSIFIED]~
01/04/14 / Final Budget issued yesterday ~[UNCLASSIFIED]~
31/03/14 / FW: Copyright Licences for Schools ~[UNCLASSIFIED]~
30/03/14 / Pupil Premium for Lookead After Children
28/03/14 / Carry Forward Adjustments on Final WISE 12 - No action required on FMS6 ~[UNCLASSIFIED]~
26/03/14 / CFR code for UIFSM ~[UNCLASSIFIED]~
26/03/14 / De Delegated Charges for 2014/15 ~[UNCLASSIFIED]~
25/03/14 / LAC Pupil Premium 2014/15 - David Morris Email ~[PROTECT]~
25/03/14 / Accounting treatment for Cluster Monies at Year End ~[UNCLASSIFIED]~
24/03/14 / Universal Infant Free School Meals ~[UNCLASSIFIED]~
24/03/14 / Budget Plan 2014-15 ~[UNCLASSIFIED]~
20/03/14 / VAT Bulletin ~[PROTECT]~
19/03/14 / Teachers’ Pension Scheme - Employer Contribution rate from September 2015 ~[UNCLASSIFIED]~
18/03/14 / Emailling Queries to Schools Finance ~[UNCLASSIFIED]~
18/03/14 / FW: Queries from Interim Reports ~[UNCLASSIFIED]~
14/03/14 / FW: Processing timetables 2014/2015 tax year ~[UNCLASSIFIED]~
13/03/14 / TEACHERS PENSIONS CONTRIBUTION RATES ~[UNCLASSIFIED]~
13/03/14 / Universal Infant Free School Meals ~[PROTECT]~
12/03/14 / CLOSEDOWN 2013/14 - Holiday Pay Accrual ~[UNCLASSIFIED]~
12/03/14 / NI Tables 2014 15 ~[UNCLASSIFIED]~
11/03/14 / Pupil Premium Indicative Budgets ~[PROTECT]~
11/03/14 / Energy contract ~[UNCLASSIFIED]~
07/03/14 / Final 2014/15 Broadband and Capita SIMS charges
06/03/14 / Selima Processing Timetable 2014-15 ~[UNCLASSIFIED]~
06/03/14 / Update Universal Infant Free School Meals - LA finance ~[UNCLASSIFIED]~
05/03/14 / Bursar Briefing Jan 2014 - Minutes ~[UNCLASSIFIED]~
28/02/14 / Budget Plans for 2014/15 ~[UNCLASSIFIED]~
25/02/14 / SFVS (Schools Financial value Standards) Returns ~[UNCLASSIFIED]~
21/01/14 / FW: Closedown Timetable on the Website ~[UNCLASSIFIED]~
18/02/14 / Budget Setting for 2014/15 ~[UNCLASSIFIED]~
11/02/14 / Schools Capita SIMS support options 2014/15 ~[UNCLASSIFIED]~
05/02/14 / Letters from RBS re Procurement cards ~[UNCLASSIFIED]~
04/02/14 / Staffing Update ~[UNCLASSIFIED]~
03/01/14 / Fraud email alert ~[UNCLASSIFIED]~
30/01/14 / Detailed Indicative Budget ~[UNCLASSIFIED]~
28/01/14 / LAC fUnding within DSG budgets ~[UNCLASSIFIED]
28/01/14 / FW: FSM Changes Sep-14 – KS1 Roll Data Accuracy ~[UNCLASSIFIED]~
23/01/14 / RE: Risk Assessment and Parental Preference Poll ~[UNCLASSIFIED]~
23/01/14 / Risk Assessment and Parental Preference Poll ~[UNCLASSIFIED]~
23/01/14 / Presentation from Bursar Briefing ~[UNCLASSIFIED]~
22/01/14 / Lease Register 2013-14 ~[PROTECT]~
10/01/14 / Pupil Premium Rates for 2014/15 ~[UNCLASSIFIED]~
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