St Mary the Virgin CEP School (Hartfield)
Meeting / FGB Meeting held at 7.30 pm on 24 September 2015 at 7.30 pm
Venue / ST MARY THE VIRGIN CE Primary School, High Street, Hartfield, East Sussex TN7 4AA
Chair / Lorna Simm
Attendance / Charlotte MacDougall, Emma Maltby, Hilary Rowberry, Julie Sear (Rev.), Lorna Simm, Louise Sanders (Quorum = 5 Governors),
Apologies / The Clerk has received Apologies from Andy Parkin (away),Emma Fulham (prior engagement), Juliet Stirrat (sabbatical), andAssociate Member Justin Martin-Lawrence (work).
FGB - Supporting Documents circulated with the Agenda
External Advisor’s Report 17 July 2015
Individual Declarations of Interest (circulated before Agenda).
Working Party (Marketing) September 2015 Report
Headteacher Handover Report
Infrastructure, Code of Conduct, and Terms of Reference (circulated before Agenda
Working Party (Headteacher Recruitment) Sept 2015 (circulated before Agenda)
Working Party (Building) September 2015 Report
SIAMS SEF
Summary of Outstanding Action Items
FGB - Supporting Documents distributed after the Agenda or tabled at the meeting
Headteacher’s Report …. distributed 20 Sep 2015
Pay Policy (this can be downloaded from Czone)
Safeguarding Action Plan …. distributed 20 Sep 2015
School Plan …. distributed 20 Sep 2015
SEF …. distributed 20 Sep 2015
Sex and Relationship Policy …. distributed 20 Sep 2015
Prayer / Was a led by Rev Sear
Minutes Part 1
/ Chair welcomed Governors to the meeting.
/ Attendance - Governors accepted the Apologies for Absencefrom Governor/Associate Member and consented to them not attending the Meeting. The Attendance Sheet was signed.
/ Declarations of Business/Pecuniary Interestsfrom Hilary Rowberry, Julie Sear (Rev.), Lorna Simm, and Louise Sanderswere handed to the Clerk.
/ There were noPrejudicial Interests in certain Agenda Items declared.
/ Minutes of the Last Meetings (16 July 2015 with the following Amendment)and 9 Sep 2015 were agreed
Amendment to Minute 19 of the FGB Meeting held on the 16 July 2015.
Delete: Financial Responsibilities (including Services Budget and 3 Year Projection of Budget Share). Governors ratified the 3 year budget plan approved by the Business Committee and agreed to re-visit the financial position in September 2015.
Insert: “The Governing body approved the budget plan for 2015/16 but deferred any decision regarding draft budgets for 2016/17 and 2017/18. Further work was required for these years in view of volatile pupil numbers, and the latest estimates differing from those submitted to the Business Committee. A sub group of the Committee had been establishedto consider the budgets for these years and would report back to the Full Governing Body in September.”
/ Matters Arising
(a)Outstanding Action Itemswere addressed (see Minutes Part 2).
(b)Meeting Datesfor the 2015/2016 Academic Year were confirmed:
9 Sep 2015 = EGM @ 5.30 pm (Office Restructuring)
24 Sep 2015 = FGB @ 7.30 pm
16 Oct 2015 = EGM @ 6.30 pm (|Headteacher Recruitment)
22 Oct 2015 = Business Committee 9 am
3 Nov 2015 = Academic Committee 7.30 pm
2 Dec 2015 = Governors Day (Visit the School)
15 Dec 2015 = Academic Committee @ 7.30 pm
7 Jan 2016 = FGB @ 7.30 pm
?? ??? 2016 = Business Committee @ 1.30 pm (date/time tbc)
1 Mar 2016 = Governors Day (Visit the School)
14 Mar 2016 = Academic Committee @ 7.30 pm
?? ??? 2016 = Business Committee @ 1.30 pm (date/time tbc)
23 May 206 = Academic Committee @ 7.30 pm
9 Jun 2016 = Governors Day (Visit the School)
11 Jul 2016 = FGB @ 7.30 pm
/ It was noted that Governor Activity since the end of the last Academic Year included:
(a)EYFS (researching the impact of changes)
(b)Handover from previous Headteacher to Acting Headteacher (monitoring)
(c)Headteacher Performance (review and targets)
(d)Headteacher Recruitment (research and preparation)
(e)Headteacher Support (weekly meetings)
(f)Marketing Working Party (action and report)
(g)Office Restructuring (meetings, job descriptions, consultation)
(h)Premises (health and safety review)
(i)Premises (meeting external suppliers and contractors)
(j)Pupil Voice (research)
(k)Safeguarding Curriculum for the new Academic Year (discussion with staff)
(l)School Development Plan (update)
(m)School Improvement Partner (meeting)
(n)School Uniform Policy (establishing current position)
(o)Single Central Record (monitoring)
The Acting Headteacher was amazed at how busy the Governors had been over the past few months. This level of Governor commitment and support would be conveyed to the staff.
It was agreed that a report on individual Governor Activity would be a regular Agenda Item at future FGB Meetings.
/ The following were adopted (details circulated in September Aide Memoire)
(a)FGB Organisation
(b)FGB Governors’ Code of Conduct
(c)FGB Terms of Reference
/ It was agreed that Governors would review theirindividual roles and personal developmentat a meeting with the Chairon 21 October 2015 (9 am – 11 am)
/ In preparation for an imminent inspection by Ofsted’, it was noted that the Chair was pursuing arrangements for a Governing Body Self Review.
/ Signatories on the Governor’s Fund Accounts were discussed:
It was noted that the Terms of Reference (for the management of the Governors’ Fund Account) confirmedthat 2 signatories were required on Cheques.
The two authorised signatories will be the Treasurer and the Chair of the Business Committee.
The Treasurer had single signatory powers up to a level of £5,000 and two signatories would be required on cheques in excess of £5,000.
It was agreed that:
- The nominated Treasurer was Mr Martin Jenkins
- The nominated Chair of Business Committee was Mr Andrew Parkin
/ Budget Share
(a)Proposals (prepared and submitted by David Ball, Emma Maltby, Hilary Rowberry, Andy Parkin, and Lorna Simm) for the 2015/2016 Financial Year were ratified.
(b)Governors deferred any decision regarding draft budgets for 2016/17 and 2017/18. It was confirmed that, in view of volatile pupil numbers, further work was required for these years.
/ The Headteacher Recruitment Working Party Reporthad been circulated prior to the meeting and its contents noted. Interviews were currently still planned for the 16 October 2015.
/ Building Working PartyReportwas received and its contents noted. The Chair asked that Emma Fulham and Andy Parkin be added as members of the Working Party. Hilary Rowberry would leave the Working Party.
/ Marketing Working Party Reportwas received and its contents noted.
/ Policies.
(a)Pay and Performance Policy. Governors approved the recommendation to award a 1% increase across the board for all (Teaching) staff at the school. The Business Committee would meet to finalise the details.
(b)It was agreed that a Working Party (Policies) would be set up. It would:
- Review Policies regularly
- Ensure Policies reflected the practice of the school
- Recommend appropriate Policies be adopted by the Governing Body
- Ensure all Policies were in date and
- Ensure Relevant policies are published on the school website
Subsequent to the Meeting, the Clerk suggested that the Working Party (Policies) Scheme of Work for 2015 Term 1 and Term 2 include the following. The Clerk requested that evidential soft copies/details of the final agreed documents be forwarded to him on completion.
(i)Administration of Medicines Policy (review/adopt Statutory Document)
(ii)Assessment, Marking & Feedback Policy (review/adopt)
(iii)Attendance Management (Pupils) Policy including Unauthorised Absences during Term Time (review/adopt)
(iv)Code of Conduct AND Conflict of Interests Policy for Employees (review/adopt)
(v)Curriculum Plan - Statement of Policy and Content (To receive and discuss the Curriculum Plan for the new Academic Year and ensure appropriate Curriculum details are on the Website) …. With Academic Committee.
(vi)Crisis Management and Business Continuity - Policy and Plan (exercise)
(vii)Data Protection Policy (review/adopt Statutory Document)
(viii)Data - Storage of Disclosure and Barring Service Policy (review/adopt)
(ix)Formal Focused Visits Policy (review/adopt)
(x)Freedom of Information Policy and Scheme (review/adopt and publish Statutory Document)
(xi)Handover at Start/End of School Policy (review/adopt)
(xii)Home-School Agreement (Review, Adopt Statutory Document, and signed by Parents)
(xiii)Homework Policy (review/adopt)
(xiv)Ill Health Retirement Policy (review/adopt)
(xv)Off Site Activities and Educational Visits Policy (review/adopt)
(xvi)Teaching and Learning Policy (review/adopt)
(xvii)Uniform Policy (review/adopt by September 2016)
(xviii)Vision, Mission, Goals, Ethos and Values (Review/Adopt medium to long-term vision for the future) …. With Academic Committee
(xix)Working time Agreement Policy Statement (review/adopt)
(c)Admissions Panel(3 Governors from Emma Maltby, Juliet Stirrat, Charlotte MacDougall, and Rev. Julie Sear)would meet and address the Admissions Criteria, Arrangements, and Policy.
- A copy of the Final Document would be forwarded to the Clerk and approved by the FGB (in January 2016).
- Once approved, it would then be sent to the Diocese and
- By 28 February 2016.
/ The Headteacher Reportwas discussed:
(a)Governors asked why there was no link between the Term 1 and Term 2 Curriculum and the School (Development) Plan.
It was confirmedthat, after Christmas, the School (Development) Plan would be brought sharply into focus at the school. / Challenge
(b)It was confirmed that Emma Maltby was the designated Safeguarding Lead (her training will take place on 9 October 2015). Anna Slack was designated as her deputy (and her training was scheduled for the 15 October 2015). The Safeguarding Checklist in the Aide Memoire has been updated.
/ A Report on the Operational Handover to the Acting Headteacher was received andit was noted that, even with support from ESCC, the actual handover was less than adequate and failed to support the Acting Headteacher.
It was confirmed members of the Governing Body were stepping in to address issues that needed urgent attention. Financial and Premises shortcomings were being addressed by Andy Parkin. These involved meeting and negotiating with Suppliers and Contractors, paying bills, and maintaining the good name of the school. Meanwhile, Emma Maltby and Lorna Simm had been vigorously addressing Operational issues and making sure that evidential documentation (previously not available) was now in place. Much had been done in a very short space of time (and there was still some way to go). / Challenge
/ The SCHOOL DEVELOPMENT PLAN and SEF werediscussed.
(a)The Chair and Acting Headteacher had received training in using the ESCC model School Development Plan. The training had been applied and, although a very large document, the Plan was now useful, usable, achievable, and fit for purpose. It had been seen, reviewed, and agreed by the School Improvement Partner.
(b)It was noted that the Plan was a living document. Moderating and Evaluating aspects needed to be addressed, and the Data sections needed to be populated. All these were under construction and, as the school became familiar with the system, Target Tracker would be used to set Targets. Pupil Voice, Book Reviews, and Benchmarking would also be used to develop the Data available to Governors and Teachers.
/ OUTCOMES FOR CHILDREN AND LEARNERS
Self-Assessment – Requires Improvement
Key Points – Attainment in 2015 SATS is better than previous years and above Nat Ave. Y1&4 attainment needs considerable acceleration to reach age expected levels. Progress needs to be consistently higher across the school.
(a)The Governing Body will review RAISEonline dataat the next FGB Meeting (7 January 2016).
(b)Work on the SEND Report was ongoing.
(c)The school’s ability to support children with/without English as an Alternative Language (EAL) was discussed and Emma Maltby was asked to note that Schools needed to be prepared for the influx of refugees from war-torn countries (e.g. Syria). / Challenge
/ QUALITY OF TEACHING & LEARNING
Self Assessment – Requires Improvement
Key Points – Standards of teaching need to be consistently good across the school with TAs having a positive impact on pupil outcomes.Formative assessment needs to be rigorous and informing planning.
(a)Governors asked why the Standard of Teaching (and Learning) had not significantly improved since last year.
It was confirmed that, at the end of the last Academic Year, Stage 2 Capability and Improvement discussions should have been held with staff who Required Improvement. Quality of Teaching and Learning was now the focus at all Staff Meetings, Peer Group discussions showed the Teachers supporting each other through a very difficult time, and arrangements were in hand for all staff to spend time in an “Outstanding” school (possibly Chiddinglye) during October 2015. / Challenge
(c)Governors asked how the school measured the impact of all these measures.
It was confirmed that Teachers on the Requires Improvement level all worked to tight reporting deadlines with targets tied into specific areas that needed improvement. Target Tracker was used as an indicator of progress (alongside reviews of the teacher’s planning). Book Reviews and the Teacher’s record of Assessment, Marking, and Feedback also played a large part in triangulating the Teacher’s Progress. / Challenge
/ LEADERSHIP & MANAGEMENT
Self Assessment – Requires Improvement
Key Points – tbc
(a)Governors would receive Introduction Training on Target Tracker (and how it could be used to make Assessments without Levels) at the Academic Committee Meeting on 3 November 2015.
(b)In the meantime, an appreciation of Target Tracker(and possible applications) was available at
(c)The SEF was discussed and Governors confirmed that they now found it a beneficial, very user-friendly document. It was confirmed that the Teaching Assistant issues would be addressed by the end of September 2015 and that the impact of these changes would be reviewed before the end of Term 2.
(d)It was noted thatSchool Categorisation was currently being addressed by ESCC. The SIP had gathered data and assessed the schools achievements and expectations. It was expected that St Mary’s school would be categorised as “Requires Improvement” (whilst getting very close to being “Good”).
(d)It was noted that the SIP considered Governance at the school could be rated as “Good with a view to improving”. Governors needed to address issues of Monitoring and Evaluation before the assessment could warrant this aspect of Leadership & Management being “Outstanding”.
/ PERSONAL DEVELOPMENT, WELFARE AND BEHAVIOUR
Self Assessment – Good
Key Points – tbc
(a)It was noted that the Health & Safety Governorwas Emma Fulham and theHealth & Safety Staff Member would be the School Secretary.
(b)The need for an Annual H&S Report was discussed (the last report had been done in 2013 and some actions were still outstanding). It was agreed that Emma Fulham would seek guidance from ESCC and confirm when the school could expect an inspection. / Building Committee
Emma Fulham
(c)Safeguarding Action Plan (July ’15) was reviewed and it was noted:
- Rev. Julie Sear was meeting the School Office Staff on the 29 September 2015 (to review the Action Plan).
- Governors were asked to read the Plan and note people assigned to roles, responsibilities, and actions.
- The school would RAG (Red, Amber, Green) the Plan for the next FGB Meeting.
(d)There was some confusion about whether the school needed to have an Educational Visits (Off-Site Activities) Officer and, if such an appointment was required, what Training was available to support the post. It was agreed that Louise Sanders would investigate and report back to the Academic Committee on the 3 November 2015. / Academic
Committee
Louise Sanders
(e)The Acting Headteacher confirmed that 1 Safeguarding Incident had taken place in Term 1. All procedures had been followed correctly and paperwork completed as required.
/ SIAMS
Self Assessment – Requires Improvement
Key Points – tbc
SIAMS Self-Assessment and a SIAMS Health Checkwere discussed and it was noted a bespoke Health Check was available at a cost of £1,000. Governors queried whether this was Value for Money and it was agreed that this would be discussed further at the FGB Meeting in January 2016. / FGB
/ MONITORING & EVALUATING THE SDP
Governor’s Days. Proposed dates – 2nd December, 1st March and 9th June were agreed.
/ Clerk’s Corner
(a)Pay and Performance – Acting Headteacher had been completed (with the SIP) on 21 Sep 2015.
(b)Pay and PerformanceReview for Teaching and Support Staffhad been completed (by the previous Headteacher) before the end of Term 6 in the 2014/2015 Academic Year.
(c)Pay Awards would bearranged by the Business Committee on the 22 Oct 2015, and details advised to the Bursar no later than 31 Oct 2015.
(d)The Meeting finished at 10.30 pm
Minutes Part 2
FULL GOVERNING BODY: ACTION ITEMS OUTSTANDING
/ Complaints and Concerns Policy
24 Sep 2015: ONGOING. Final copy of Policy to be sent to the Clerk. / FGB
Lorna Simm
/ Crisis Management Policy and Plan (Exercise)