Hampshire Schools Forum

Date / 20 January 2015
Time / 09:30 – 12:30
Location / Winchester Racquets & Fitness, Bereweeke Road, WinchesterSO22 6AN
Present / Nursery / Peter Higgs
Primary / Sarah Crowdy, Craig Williams, Ian Waine, Paul Street, Jilly Myers, Martina Humber, Simon Walker, Ella Palmer, Esther Jones, Charlotte Bailey, Chris Robinson
Secondary / Andrew Turk, Grahame Sammons, Robin Gray, Sylvia Vine
Special / Anna Dawson
Education Centres / Sue Wright
Academy / Chris Willsher, Julie Turvey, Ross Bowell, Beyhan Ercan-Razvi
EY / Cara Parker, Jane Dyke
TLP / Liz Muir, Belinda Davis
Also Present
Observers / Natalie Jerams, Andrew Minall, Gordon Shinn, Peter Colenutt, Mandy Parsons, Cllr Peter Edgar, Helen Hardy (clerk)
Apologies / Nursery
Primary / Roy Lee
Secondary / Ria Allen
Academy
Special / Rob Thompson
Other members / Dawn Murphy
Officers / John Clarke, John Coughlan
Elected Members / Cllr Mans
Action
1 / Welcome and Apologies
Apologies were noted and recorded as above.
2 / Declaration of Interests
There were no declarations of interest.
3 / Minutes of 11 December 2014
The minutes of the meeting of 11 December 2014 were accepted as a true and accurate record.
4 / Update on thematic audit reviews for 2013/14 and 2014/15
Natalie Jerams provided an update on the work of the Southern Internal Audit Partnership (Hampshire County Council, Southampton City Council, Havant City Council, East Hants District Council and Winchester City Council). The Partnership runs thematic reviews and reactive reviews where appropriate.Themes are agreed with colleagues in EFS, HIAS and other areas. 8 – 10 different schools are included in each audit and receive written individual feedback and are required to respond to actions. The common themes are circulated to the wider schools audience.
Members asked for clarification on the retention of records (either electronically or in paper form) from offsite activities. Records should be retained for a year if no accidents occurred and where an accident did happen, records should be kept for 21 years or 25 years for those relating to a child with SEN. This is based on legal guidance. It is unclear whether you should keep the records of all the children on the trip or just those involved in any incident. Best practice is advised as 25 years and Stuart Nundy is checking the guidance on which records. Officers will seek clarification if this rule also applies for sports activities taking place outside of the school day but not necessarily classed as an “offsite trip”.
Members asked if SIAP is confident that the sample sizes provide sufficient rigor in the audit process. Officers explained that there is no overlap of schools in audits and that they ensure there is an even spread across the 3 – 5 year programme. Around 50 schools are covered each year and all findings are communicated across all schools. Findings are shared through: Headteacher meetings, Admin Officer Networks, Schools Comms, Money Matters (shared via EFS and Governor Services website). Officers are keen to ensure findings are shared with the widest possible audience and would welcome thoughts from members on how to do this.
Members asked who is involved in the audits from schools – this depends on the theme and the individual school involved. All relevant staff will be involved, and governors where appropriate.
The Statement of Financial Expectations is updated by the SIAP at least annually, and is published via Schools Comms. They also update the internal control checklist as schools are still using this (FMSIS) and in line with IBC changes.
The SIAP team may do a follow up exercise in 2015/16 on some of the themes already covered to check that recommendations have been followed.
5 / Schools Budget 2015/16
Gordon Shinn presented the report, which updated members on the 2014/15 revenue position, showing a forecast underspend of £4m. This is £1m higher than previously reported. However, the previous figure of £3m has been used in terms of the 2015/16 budget setting. The report set out how Schools Forum’s decisions from the December 2014 meeting had been incorporated and advised on some minor adjustments that had been made and assumptions around two year old free provision funding, which the DfE had not yet given details of. Members asked why the Authority is having to fund pupil places and basic need and not the DfE. Officers clarified that the DfE will govern per pupil funding and start up costs must be covered by the Authority.
A member asked what the predicted additional £1m underspend might be used for. Officers recommended that any decision be made at the July meeting once the final figures are known but would welcome suggestions from Schools Forum, recognising that £1m is not a large amount when considered against the whole budget.
Schools Forum noted the 2014/15 budget position.
Schools Forum agreed the proposed budget allocations for 2015/16.
6 /

Children’s Services Capital Programme 2015/16 to 2017/18

Peter Colenutt introduced the paper for information. The main focus for the capital programme is covering basic need and funding capital maintenance. Between 2013 and 2018, 11 000 new primary places will be created in Hampshire and then there will be a focus on moving them through to secondary. The Government grants do not cover the full costs of the programme but through careful management of the programme and forecasting of pupil places, it is under control. From 2017/18 there will be pressures on the capital budget and further work will be required with Members to discuss resourcing for the secondary sector. Other issues include inflation in the building industry which was up to 7.6% in 2014. The Authority works as part of the South East 7 which helps reduce costs.
A member asked why the Authority has to fund the building of new academy schools and not the academy chain / owner etc. The Authority has the responsibility for delivery of school places for Hampshire children irrespective of the type of school and as such where new schools are required, will comply with the Law. Members asked if it is possible that new schools are classified as “extensions” of existing schools so that they don’t have to become an academy and staff can remain within the Hampshire group. Officers clarified that the majority of projects in the capital programme are extensions to current schools.
Members asked if projects are designed in line with environmental care / sustainability best practice. Officers explained that this is very important and where appropriate this is done, but there are cost implications of many of these issues. A number of new schools have been built with sustainability in mind.
Members asked about funding capital projects for 2 year olds when these are in the PVI sector and why this is happening. It was agreed to bring this to a future meeting.
Members asked about the drive to reduce floor space and the impact this will have on pupils. The Authority is working to maintain classroom sizes at the top end of DfE recommendations.
Members asked about the cost implications of the glazing survey on the capital programme. Officers explained that this is being funded from the capital maintenance fund.
Cllr Edgar referred to the recent national Ofsted report which mentioned Hampshire as one of two authorities where challenge and support in schools are a top priority. He continues to work to develop strong relationships between officers, civil servants and Ministers responsible for delivering education. Cllr Edgar reiterated his gratitude to the excellent officer team. / AGENDA
7 / Any other business
There was no other business.
Date of Next Meeting
Tuesday 19 May 2015,9.30am at Winchester Racquets and Fitness, Bereweeke Road, WinchesterSO22 6AN

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