The Holy Family RC Primary School

Minutes of the Local Governing Body (LGB) Meeting

held at the school on Wednesday 13 September 2017 at 7pm

Present: John Atkinson, Lyn Coyle (outgoing Chair of Governors; newly appointed Vice Chair), Mary Holt-Goldsmith, Clare Nursey, Pamela Parnell, Michael Reidy, Rob Sharpley (outgoing Vice Chair of Governors; newly appointed Chair), Michelle Stenning (Acting Headteacher)

Apologies: None.

In attendance: Ruth Coutinho (Foundation Governor nominee), Sarah Davis (Special Educational Needs Coordinator, SENCO), Vanessa Stevens (KCC Clerking Service)

Action
1
1.1
1.2 / Welcome and apologies
Welcome – The outgoing Chair welcomed those present and explained the departure from the LGB of Father Roy Tablizo who had been moved from the parish at short notice. The Chair had paid a Mass offering for St Francis in November for the wellbeing of Fr Tablizo and had sent a Mass card. The Chair had received a message of thanks from Fr Tablizo. Governors responded positively to the Chair’s invitation to make a contribution to the cost of the Mass offering. The Chair opened the meeting with a prayer – ‘Act of Dedication’ – which was shared at a recent Chairs’ meeting at the Trust.
Action: The Chair to scan the prayer and email it to Rob Sharpley.
Apologies – No apologies for absence had been received in advance of the meeting. Governors were concerned about the absence of Kwame Adutwum. It was agreed that the Clerk would contact Kwame.
Action: The Clerk to contact Kwame Adutwum concerning attendance. / LC
Clerk
2 / Business interests
Governors signed Kent Catholic Schools Partnership (KCSP) Declaration of Interests forms for 2017-18 which were retained on file in school. The following declarations were made: Mary Holt-Goldsmith declared her daughter’s employment at the school; Michael Reidy declared his role as Chair of Governors at Saint Augustine’s Academy; Rob Sharpley declared his employment with Lloyds banking group of 25 Gresham Street London (Lloyds being the school’s bank).
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3.1
3.2
3.3
3.4
3.5
3.7 / Governing Body (GB) matters
Report from outgoing Chair – The Chair gave verbal updates on her tabled report (filed with minutes). With reference to the draft Site Management and Improvement Plan, which had been shared with the Vice Chair, the Chair advised of significant improvements to the school site. Governors suggested alternative reconfigurations of the porch and reception area to optimise available space. The Chair had obtained names of three building firms and passed these to the Acting Headteacher (hereafter, ‘Headteacher’). The Headteacher’s appraisal was scheduled for 18 September 2017; staff appraisals would subsequently be carried out by the end of October. The Chair had shared a draft monitoring plan with the Vice Chair. The Commission’s RE Adviser, Danny Coleman, had met with Pamela Parnell who had agreed to take on the monitoring of RE. It was understood that two Trust schools would be inspected on 7 November and it was highly likely one would be Holy Family. Governors voiced concerns about the timescale and approach of KCSP’s consultation regarding the proposed restructure. These included concerns about the apparently illogical, inconsistent and, in places, inaccurate information provided in the Q&A section on the KCSP website, as well as for the wellbeing of staff including recently-appointed leaders across the Trust. It was noted that responsibility for managing the school’s single central record would need to be reallocated following the departure of Sarah Armitage.
Action: The Chair to circulate the monitoring report template; Pamela Parnell to write a report on her RE visit.
Action: The Headteacher to circulate the Rapid Improvement Plan.
Action: The Clerk to advise the KCSP Company Secretary that Fr Tablizo had left the LGB with effect from 3 September 2017.
Action: The Headteacher to reallocate staff responsibility for management of the SCR and to advise Governors of this the following day.
Elections – The outgoing Chair thanked Governors for the support that she had received including from Rob Sharpley and Michael Reidy and from former Clerk Clare Nursey. Rob Sharpley thanked the Chair for her hard work and hands-on approach over the previous three years. As the sole nominee for election as Chair, Rob advised that it would not be possible to replicate Lyn Coyle’s hands-on approach and that, if appointed, he would seek to increase accountability of individual Governors by redistributing responsibilities among team members. With the Clerk chairing, Rob Sharpley left the room while Governors discussed his nomination and voted unanimously to appoint him to serve as Chair until the first LGB meeting of the academic year 2018-19. With Rob Sharpley (hereafter, ‘the Chair’) chairing, Governors were advised that Lyn Coyle had offered to stand for nomination as Vice Chair until Christmas (end of Term 2). Foundation Governors were asked to consider putting themselves forward to take on the role thereafter. Lyn Coyle left the room while Governors discussed her nomination and voted unanimously to appoint her as Vice Chair until the end of Term 2.
Action: The Clerk to advise the KCSP Company Secretary of the newly appointed Chair and Vice Chair, and to update the GB records including CPD online.
Action: The Headteacher to update the Chair’s details on Edubase and the school website.
Terms of Reference – Governors had received for pre-reading the KCSP LGB Terms of Reference for 2017-18 (copy filed with minutes). The Chair advised that he would allocate the monitoring responsibilities listed under clause 22 (special educational needs, child protection, pupil premium, RE and financial matters); Governors were invited to email the Chair to specify any preferences. Governors approved the Terms of Reference.
Action: New Chair to review Governor monitoring responsibilities in Terms of Reference.
Code of Practice – The Clerk had been told by the KCSP Company Secretary that the new Code of Practice would be available after the Board meeting on 18 October. Governors agreed to abide by the existing Code in the meantime.
Action: The Clerk to place item on next agenda for signature of Code of Practice.
The Key – The Headteacher advised that the school had purchased access to The Key.
Action: The Headteacher to circulate login details for The Key.
Membership – Foundation Governor nomination forms had been submitted to the Southwark Diocese for Ruth Coutinho and Pamela Parnell; references had been requested from referees. It was agreed that John Atkinson would step down from his role as a Staff Governor in order to widen staff representation on the LGB beyond senior leadership. Governors welcomed John’s continued attendance at LGB meetings in his senior leadership capacity.
Action: The Headteacher to organise election of new Staff Governor, and to ensure that the school’s website and Edubase reflected John’s resignation.
Action: The Clerk to update GB membership records to reflect John’s resignation. / RS, PP
Head
Clerk
Head
Clerk
Head
RS
Clerk
Head
Head
Head
4
4.1
4.2 / Minutes of previous meetings
Governors approved, and the Chair signed, minutes of the LGB meeting held on 21 June 2017. The signed minutes were placed on file in school.
Governors shared updates on agreed actions and matters arising as follows:
·  The Headteacher advised that two Traveller children had not returned to the school.
·  The Headteacher apologised for not having circulated the end-of year HT Report.
·  Governors agreed to postpone the toy sale until Christmas time.
·  The outgoing Chair had written to former Governor Abi Folorunso to thank her for her valued contribution to the LGB.
·  Governors were encouraged to attend school events.
Action: The Chair to discuss the PFA with the Headteacher and then to write to parents. / RS
5 / Trust restructure proposal
Partly covered above in minute 3.1. Clare Nursey had expressed interest in attending the working party. Michael Reidy had had a letter published in Catena magazine and had entered into correspondence with a Governor in the Portsmouth Diocese whose colleagues were facing similar challenges to those being experienced in Kent. Lyn Coyle said that Bishop Paul had called a meeting with Parish Priests in October to discuss the Trust’s proposals. Lyn had initiated contact with the new Parish Priest at St Francis to appraise them of the situation. Michael Reidy had written to Canon Luke who would forward the letter to the new Priest.
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6.1
6.2
6.3
6.4
6.5 / Headteacher’s report
Overview – The Headteacher gave verbal updates on her tabled report (filed with minutes).
Action: The Headteacher to email her HT Report to the Clerk.
Staffing – The Headteacher had spoken to KCSP about advertising on their website for a Teaching Assistant to work with a child with high needs; the role was currently vacant. A Governor asked about the needs of two children mentioned in the update. The Headteacher said that one had behavioural needs and the other had disabilities. A Governor asked for how long the KCSP office management support person would be working in the school. The Headteacher said it would be until the restructure went through.
Marketing – Governors recognised the need to creatively and proactively market the school to the local community including preschools. This was particularly important in light of the opening of nearby Langley Park School.
Safeguarding – It was agreed that Michael Reidy would attend lockdown procedure practice.
Action: Michael Reidy to attend lockdown procedure practice.
School trips – Governors supported stricter enforcement of the school’s Charging Policy in relation to parents’ financial contributions to extra-curricular trips. This would include cancelling extracurricular trips when insufficient contributions were received. The Chair advised of an agreement with the previous PFA to give the school £500 per year towards the cost of trips. The Headteacher said that 26 of 29 eligible children were attending the residential trip. A Governor asked whether LGB approval for the trip was required. It was understood that KCSP did not require this as the school had previously visited the same destination. Governors were shown risk assessment documentation for the trip.
Action: The Headteacher to seek KCSP clarification regarding the need for LGB permission for off-site education and residential trips. / Head
MR
Head
7 / RE inspection
Governors had received for pre-reading the Denominational Education and Collective Worship Inspection Report dated 9 February 2015 (copy filed with minutes). Governors gave positive feedback on the Report and recognised that the key focus of the forthcoming visit would be on assessment and data.
Action: Pam Parnell to write RE monitoring report and send to the Headteacher for approval and circulation.
Action: Ruth Coutinho to circulate report on preceding Sunday’s Mass. / PP & Head
RC
8
8.1
8.2
8.3 / Governor monitoring
Matters arising from visits since previous LGB meeting – Clare Nursey had monitored PE and sport (report filed with minutes). Governors discussed arrangements for swimming trips. The Headteacher and John Atkinson explained that there was no public access to changing rooms when Holy Family pupils were using them.
Maths monitoring – Former Governor Abi Folorunso’s Maths monitoring report dated 7 July 2017 had been circulated to Governors; copy filed with minutes.
Allocation of monitoring responsibilities – Following the departure of Fr Tablizo, the out-going Chair had produced a monitoring list which tied in with the wording of the Rapid Improvement Plan and the milestones. Governors were reminded of the crucial importance of monitoring visits. Strategy Group membership would remain as Rob Sharpley, Lyn Coyle and the Headteacher at least until Christmas.
Action: Lyn Coyle to email the RIP-related monitoring list to the Clerk and new Chair.
Action: Governors to email the new Chair with any proposed amendments to the RIP-related monitoring list.
Action: All Governors to carry out a monitoring visit during Term 1. / LC
Govs & RS
Govs
9 / Finance
Action: The Headteacher to circulate most recent finance monitoring reports.
At 9 p.m. Lyn Coyle left the meeting, following a presentation to thank Lyn for her hard work as Chair. / Head
10
10.1
10.2
10.3 / Premises, Health & Safety, and safeguarding
Premises – Governors toured the school and gave positive feedback on recent refurbishments. The Headteacher gave a verbal update on premises matters including: fire compliance, water safety, food hygiene, legionella monitoring, and five-year electrical inspection recommendations.
Action: The Headteacher to email the premises update to the Clerk to file with the minutes.
Health & safety – No matters arising.
Safeguarding – Covered under item 6. / Head& Clerk
11 / Equalities
Governors had received for pre-reading the KCSP template for the online publication of information in accordance with equality legislation (‘Part 3’) and KCSP guidance on relevant information for online publication (‘Part4’) (copies filed with minutes). Governors agreed to finalise once the Term 6 data was available.
Action: Strategy Team to identify key data for online publication in accordance with KCSP guidance; Clare Nursey to produce written statement for website. / Strat. Team & CN
12
12.1
12.2 / Any other business
KCSP events – Clare Nursey had booked to attend the KCSP induction session in October and would share learning from that session with the GB in due course.
Action: Clare Nursey to circulate the KCSP calendar for 2017-18.
KCSP visit – Sarah McBennett was due to visit the school the following day. / CN
13 / Confidentiality
No items were deemed confidential.
14 / Meeting dates
Governors confirmed LGB meeting dates as follows (all 7pm):
·  22 November 2017
·  10 January 2018
·  28 February 2018
·  25 April 2018
·  27 June 2018
Diary dates:
·  Governors were invited to attend half-termly open sessions for parents (from 2:30 – 3:15 p.m. on the last day of each term).
Action: The Headteacher to include Governors in circulation lists for events and newsletters, and to advise Governors of Harvest Celebration arrangements. / Head

The meeting closed at 9.10 p.m.

Signed (Chair)______Date______

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Holy Family RC Primary School Minutes of Local Governing Body meeting 13 September 2017