Board Rules and Delegation of Powers

The Sandon School Board Rules and Delegation of Powrs are shown below and can also be viewed here.

THE BOARD RULES AND DELEGATION OF POWERS FOR THE SANDON SCHOOL ACADEMY TRUST, KNOWN AS THE SANDON SCHOOL

1.         INTRODUCTION

The purpose of these rules is to confirm the powers and procedures of the Governors of The Sandon School.  The Sandon School (School) is an academy as defined by the Academy’s Act 2010 as amended. The Trust is a Company limited by guarantee under the Companies Act 2006.  The Governors are directors of the Trust.  The Trust is also subject to charity law.  It is an exempt charity and the Governors are trustees for that purpose.

The Articles of Association of the Company are referred to as the Articles.  Everybody must read the Articles before these rules.  These rules are to be read in conjunction with the Articles and in conjunction with the Academy’s Act 2010 as amended and all regulations that may from time to time be imposed by statute.  If there is a conflict between these rules and statutory requirements the statutory requirements will prevail.  The Sandon School will also have regard to guidance issued by the Department for Education for the governors of academies.  These rules will regulate full governing board meetings and meetings of the committees appointed by the Governors except for special committees that if required will determine matters independently and they may decide upon their own rules and procedures so far as necessary to achieve a fair outcome.

In these rules and the schedules annexed the masculine shall include the feminine and the singular shall include the plural and vice versa.  Day means a normal teaching day of the School.

The Headteacher may also be known as the Principal, the Chief Executive or the Senior Executive Leader.  They will also be the Accounting Officer of the School. They will appoint a Deputy Accounting Officer. The Governors delegate all powers and functions required by the Headteacher for the internal organisation, management and control of the School except those reserved to the Governors by virtue of the Articles and these rules.

The Secretary to the Governors, also referred to as the Governance Professional will be known as the Clerk of Governors and they will also be the Clerk of each committee that requires that function to be performed. They will coordinate governor training and development.  

The Company Secretary will be the Business Manager responsible for finance and administration of the School.  They are the Chief Financial Officer. They will perform this duty as provided for in the Academy Trust Handbook. The Headteacher will appoint a Deputy Chief Financial Officer

The Responsible Officer will be a Governor nominated and appointed by the Governing Board for the purposes of making periodic checks on the systems, controls and financial transactions of the School.  The Responsible Officer will provide an on-going independent assurance that the financial responsibilities of the Governing Board are being properly discharged in accordance with the Academy Trust Handbook.  They will report to the Audit and Risk Committee which is a sub committee of the Finance and General Purposes Committee.  They may report to Full Governors’ meetings if they consider this necessary. The Responsible Officer will be supported by another Governor and externally.

These roles in so far as they relate to employees of the School will form part of their job description and contract of employment.

2.         APPOINTMENT OF MEMBERS AND APPOINTMENT AND ELECTION OF GOVERNORS

2.1       The Members of the Company will control the Company as directed by the Governors.   The Governors will nominate and appoint five Governors to act as Members for the purposes of fulfilling the requirements of the Articles.  Three of the five Members are required to form a quorum.  A Member will be deemed to have resigned if they are no longer a Governor.  The Members will appoint the Academy Governors and also ratify the appointment of elected Governors unless there is a good cause not to do so.  The Members will normally be selected from the Chair and Vice Chairs of Governors, the Chair and Vice Chair of Personnel and Curriculum Committee and the Chair and Vice Chair of Finance ad General Purposes Committee or another governor having been a trustee on the board for over 5 years not an employee of the School. The Members delegate the appointment of auditors to the Finance and General Purposes Committee.

2.2       Academy Governors

There are up to nine Academy Governors nominated by the Governing Board and appointed by the Members.

2.3       Parent Governors

There are four Parent Governors.  The election procedure is set out in the document annexed marked “Schedule 1”.  

2.4       Staff Governors

Other than the Headteacher there are two Staff Governors of which there should be one Governor from the teaching staff and one Governor from the support staff if possible. This might result in two Governors from the teaching staff or the support staff although one of each should ideally be achieved.  The election procedure is set out in the document annexed marked “Schedule 2”.

2.5       Co-opted Governors

Up to three Co-opted Governors may be nominated under the provisions of the Articles or appointed by the Chair of Governors as prescribed by these rules.

2.6       All Governors are appointed for a term of four years except the Headteacher.  They are appointed a governor for so long as they remain the Headteacher.

3.         COMMITTEES

The rules relating to the Governing Board and its Committees are set out in the document annexed marked “Schedule 3”.  The Governing Board delegates its functions and decision making powers to the following three main Committees:

3.1       Finance and General Purposes Committee whose powers are set out in the document annexed marked “Schedule 4”.

3.2       Personnel and Curriculum Committee whose powers are set out in the document annexed marked “Schedule 5”.

3.3       Pay Committee whose powers are set out in the document annexed marked “Schedule 6”.

These three main Committees may delegate functions and decision making powers to sub-committees.  The Audit and Risk Committee is a sub committee of the Finance and General Purposes Committee.

3.4       There are Special Committees the object of which is to determine matters if required independently from meetings of the Governing Board. Power is delegated to these Committees and they are:

(a)        Complaints Committee which has power to deal with complaints as set out in the Complaints Policy.

(b)        Discipline Committee which has power to deal with exclusions as set out in the Exclusions Policy.

(c)        Staff Committee which has power to deal with appeals and issues provided for in the Policies and Procedures relating to human resources and the employment of staff.

3.5       There is also a Planning Committee which is a non-executive committee that coordinates the administration and distribution of work between the Governing Board and its three main committees.  It will meet at least once a term.

All decisions not delegated to Committees are reserved to the Governing Board.

4.         PROCEDURES

4.1       The Governing Board, the Finance and General Purposes Committee and the Personnel and Curriculum Committee will meet at least once a term.

4.2       At the first meeting of the Governing Board in each School year the Governors will appoint for a term of one year, or until the next first meeting should it be later, the following:

  1. Chair and Two Vice Chairs of the Governing Board
  2. Chair and Vice Chair of the Finance and General Purposes Committee
  3. Chair and Vice Chair of the Pay Committee
  4. Chair and Vice Chair of the Personnel and Curriculum Committee
  5. Chair and Vice Chair of the Planning Committee
  6. A Governor responsible for Safeguarding (including Child Protection)
  7. A Governor responsible for Equality
  8. A Governor responsible for Health and Safety
  9. A Governor responsible for Mental Health and Wellbeing
  10. A Governor responsible for Special Educational Needs and Disabilities (SEND)
  11. A Responsible Officer
  12. A Governor responsible for Careers Education Information Advice and Guidance (CEIAG)
  13. A Governor responsible for Policies
  14. A Governor responsible for Premises
  15. A Governor responsible for Data and Assessment
  16. Governors responsible for issues with reference to the School Development Plan. These governors may be appointed by the Chair of Governors as soon as possible after the first meeting of the School year.

Governors with a special responsibility may be supported by one or more other Governors as shall be determined by the Chair of Governors.

4.3       The first meeting of the Governing Board will also determine the membership of the Finance and General Purposes Committee and also the Personnel and Curriculum Committee.  The Pay Committee will comprise the Chair of the Governing Board, a Vice Chair of the Governing Board, the Chair of Finance and General Purposes Committee and the Chair of the Personnel and Curriculum Committee and the Headteacher.  The Planning Committee will comprise the Chair and the Vice Chairs of Governors, the Chair of Personnel and Curriculum Committee, the Chair of Finance and General Purposes Committee and the Headteacher.

4.4       The rota for the appointment of Governors to serve on Special Committees will be agreed.  If any Governor is not able to sit on a Committee then the next Governor on the rota will be invited to join the Committee.  The rota is used to provide membership in addition to the Chair or Vice Chair of a Special Committee who will be appointed by the Chair of Governors each time a Special Committee is convened.  Any Governor joining the Governing Board during the year will join the rota.  The Complaints, Discipline and Staff Committees will exclude the Chair of the Governing Board and the Staff Governors which include the Headteacher. The Chair of Governors will appoint a temporary Chair for a particular Special Committee Meeting if the Chair and Vice Chair of the Committee are not able to deal with matters.  The Special Committees will have three members.  The Chair of the Governing Board may convene any other special committee if required.  The Chair of Governors at their discretion may appoint an independent member or members who are not a Governor of this School or involved in the management or running of this School to a Special Committee if this is required by law or is in their opinion desirable.  They have power to co-opt that person(s) as a Governor.

4.5       The Review Governors for the review of the performance of the Headteacher will comprise a Vice Chair of Governors, the Chair of Finance and General Purposes Committee and the Chair of Personnel and Curriculum Committee. 

4.6       Interview panels for a Headteacher or Deputy Headteacher will be appointed by the Governing Board.  An interview panel for the permanent appointment of any other member of the Leadership Team will be convened by the Headteacher and will include at least one Governor other than the Headteacher.  Other interview panels may be convened at any time by the Headteacher who may invite if possible one or more Governors to sit on such interview panels.  There should not be more than one Staff Governor other than the Headteacher on any one interview panel.  All interview panels will appoint their own Chair.

4.7       The Headteacher will immediately inform the Governing Board when a matter arises which is within the Governors’ power to determine and may consult the Governors on any other matter relating to the School.  Communication should initially be with the Chair of Governors or in their absence the Vice Chairs and if none of these persons are available the appropriate Chairs or in their absence the Vice Chairs of the three main committees should be informed or consulted to ascertain if a decision can be made within the powers of the main committees.  The appropriate Chair or Vice Chair will immediately advise the Chair of Governors of the matter arising and action taken as soon as they are available.

4.8       Any proposals to vary these rules and delegation of powers or the documents annexed hereto must be given to the Clerk to the Governors at least 14 days prior to a meeting of the Governing Board and the Clerk will include the proposal in the agenda for that meeting and give every member of the Governing Board at least 7 days’ written notice of the proposed variation.

4.9       All Governors will comply with prescribed checks to identity and suitability. They will undertake training and prescribed reading. They will sign up to a code of conduct and make a declaration of interests as required by the Governing Board

4.10     The responsibility of the Vice Chairs of Governors in the event of them both being available will be decided by a random selection made by the Clerk to the Governors for an urgent decision being required in the absence of the Chair of Governors.  They may consult with the other Vice Chair and the main committee chairs.  The Chair of Governors will decide the division of other work between them. One will be a member of the Pay Committee and one will be a Review Governor.  Both will be cheque signatories.

SCHEDULE 1

PROCEDURES FOR ELECTION OF PARENT GOVERNORS

  1. Parent for the purposes of this procedure means any person who is a parent or has parental responsibility or is a carer on a full time settled basis for a student registered at the School at the dates of nomination and election not prevented from appointment by regulation.
  2. Parent for the purposes of this procedure means any person who is a parent or has parental responsibility or is a carer on a full time settled basis for a student registered at the School at the dates of nomination and election not prevented from appointment by regulation.
  3. The Clerk to the Governors will be the Returning Officer or if they are unavailable the Returning Officer shall be appointed by the Chair of Governors.
  4. The Returning Officer as soon as possible when required to do so will give seven days’ notice by a newsletter to all Parents that nominations are required for a Parent Governor. Nomination forms with a letter of explanation will be provided.
  5. Each nomination must be delivered to the Returning Officer within that seven day period with any brief biographical details not exceeding 150 words for inclusion in the voting papers.
  6. If the number of candidates nominated is the same or fewer than the number of vacancies, then such candidates will be duly elected unopposed. If however there are more candidates than vacancies it will be necessary to proceed with an election. Voting papers will be issued within two School days.
  7. Any person elected is subject to safeguarding checks and any other appropriate clearance being obtained and the appointment then being ratified by the Members of the Governing Board.
  8. The Returning Officer will decide the time and place to determine the election which is seven days after the issue of voting papers.
  9. The election will be conducted on a secret ballot basis so far as possible. The Returning Officer is permitted to check that there is no duplicate or improper voting and determines if a vote is valid. Voting is by email based on the majority system. A Governor appointed by the Chair of Governors will verify the voting and if there are equal votes determine the elected person by casting lots.
  10. All Parents will be informed of the result and number of votes cast for each candidate in the next newsletter.
  11. Any dispute relating to this procedure or its interpretation shall be referred to the Chair of Governors and their decision is final. Records will be retained securely by the Returning Officer for at least six months.

SCHEDULE 2

PROCEDURES FOR ELECTION OF STAFF GOVERNORS

  1. Staff for the purpose of this procedure means a full or part-time member of the teaching staff or the support staff of the School on the date of nomination and election. Other than the Headteacher, if possible there should be one Staff Governor from the teaching staff and one Staff Governor from the support staff.
  2. All communication in this procedure will be by way of email. The platform will be EduLink or as nominated by the Chair of Governors.
  3. The Clerk to the Governors will be the Returning Officer or if they are unavailable the Returning Officer shall be appointed by the Chair of Governors.
  4. The Returning Officer as soon as possible when required to do so will give seven days’ notice by email to all Staff that nominations are required for a Staff Governor. The Returning Officer at this stage will indicate if preference is for a member of the teaching staff or the support staff. Nomination forms with a letter of explanation will be provided.
  5. Each nomination must be delivered to the Returning Officer within that seven day period with any brief biographical details not exceeding 150 words for inclusion in the voting papers.
  6. If the number of candidates nominated is the same or fewer than the number of vacancies, then such candidates will be duly elected unopposed. Consideration is then given to the requirement that there should be, other than the Headteacher, one Staff Governor who is a member of the teaching staff and one Staff Governor who is a member of the support staff. Subject to compliance with this rule if there are more candidates than vacancies it will be necessary to proceed with an election. Voting papers will be issued within two School days.
  7. Any person elected may be subject to additional safeguarding checks and any other appropriate clearance being obtained and the appointment then being ratified by the Members of the Governing Board.
  8. The Returning Officer will decide the time and place to determine the election which is seven days after the issue of voting papers.
  9. The election will be conducted on a secret ballot basis so far as possible. The Returning Officer is permitted to check that there is no duplicate or improper voting and determines if a vote is valid. Voting is by email based on the majority system. A Governor appointed by the Chair of Governors will verify the voting and if there are equal votes determine the elected person by casting lots
  10. All Staff will be informed of the result and number of votes cast for each candidate as soon as possible.
  11. Any dispute relating to this procedure or its interpretation shall be referred to the Chair of Governors and their decision is final. Records will be retained securely by the Returning Officer for at least six months.

SCHEDULE 3

GENERAL RULES FOR THE GOVERNING BOARD AND COMMITTEES

1.         CHAIRS AND VICE CHAIRS

1.1       No employee of the School is to be a Chair or Vice Chair.

1.2       For full governors the Clerk will take the Chair when the Chair is being elected. 

1.3       If both Chair and Vice Chairs are absent from a meeting the Governors at that meeting will elect a Chair for the meeting.

1.4       In the event of a need to make genuinely urgent (it is not possible to call a meeting before the decision has to be made and not to act would be seriously detrimental to the interests of the School) decisions between meetings the Chair or in their absence Vice Chairs will take appropriate action. The decisions taken and the reasons for urgency will be explained fully at the next relevant meeting.

2.         CALENDAR OF MEETINGS

The Governing Board will set out the dates for its meetings including those of its main Committees for the next school year during the current school year. This will be regarded as notice of a meeting. The timing and duration of meetings will be at the discretion of the Chair.

3.         QUORUM

3.1       The quorum for Members is three.  The quorum for the Governing Board is one third (rounded up to a whole number) of the total number of Governors holding office at the date of the meeting.

3.2       The quorum for Personnel and Curriculum Committee and Finance and General Purposes Committee is one third of their members (rounded up to a whole number) at the date of the meeting.

3.3       The quorum for Review Governors is three. This may in exceptional circumstances be two if they are unanimous in their decision.

3.4       The quorum for all other Committees is three. This may in exceptional circumstances be two if they are unanimous in their decision.

4.         WITHDRAWAL FROM MEETINGS

Governors will withdraw from a meeting if there is any conflict of interest and any dispute in this respect will be determined by the Governors present at that meeting.

5.         CONVENING MEETINGS

In addition to the meetings arranged by the Governing Board, a Chair may direct that a meeting is convened if there is a matter to be decided urgently. A meeting can be convened by way of requisition signed by three Governors. The Chair will set a time and date for that meeting that should be within 21 days of the requisition.

6.         NOTICE OF MEETINGS

6.1       Written notice of meetings will be sent so as to arrive 14 clear days before a full Governors Meeting or 7 clear days before a Committee Meeting except where the Chair calls an urgent meeting.

6.2       Notices of meetings and the accompanying agenda will be made available at the School at all reasonable times for inspection by anyone wishing to see them.

7.         AGENDA

7.1       The agenda for each meeting will be prepared by the Clerk in accordance with any directions of the Chair in consultation with the Headteacher.

7.2       Any Governor may place an item on the agenda by writing to the Clerk before the agenda of a meeting is prepared.  The Clerk will then inform the Chair of that meeting about the extra item.

7.3       Papers that inform agenda items will be sent to the Governors with the agenda and will also be available online.

7.4       The agenda will include notification of any other business as a preliminary item.  Any Governor wishing to raise an urgent meeting item must give notice at this time and the Governors present at the meeting will decide if the item is to be discussed or if appropriate deferred to a subsequent meeting.

8.         ATTENDANCE

8.1       The Clerk will keep a record of those Governors and all other persons present at meetings.  Where a Governor sends an apology to a Full Governing Board meeting for absence with reasons, the Governors will decide whether or not to consent to the absence and the Clerk will record the decision in the minutes.  

8.2       The time of arrival and departure of any Governor not in attendance throughout any meeting will be recorded in the minutes.

9.         MINUTES OF MEETINGS

9.1       The Minutes of meetings will be kept in a binder on consecutively numbered loose-leaf pages each page being signed by the Chair as a true record once approved.

9.2       Any dissenting views will be recorded in the minutes of meetings if that is the wish of one or more Governors present.

9.3       Action will be taken on the basis of decisions and need not await the approval of minutes at the next meeting.

9.4       As soon as possible after a meeting, draft minutes will be sent by the Clerk to the Chair for checking.  Once approved by the Chair these minutes will be sent to all relevant Governors within 14 days of the meeting.

9.5       The approval of the minutes of the previous meeting will be on the agenda of every subsequent meeting and once approved as a true record subject to any agreed amendments will be signed and dated by the Chair.

9.6       Those matters that the Governors determine shall remain confidential will be minuted separately on pink paper and such minutes will not be made publicly available unless this becomes a legal requirement.

9.7       Approved minutes will be made available at the School at all reasonable times for inspection by anybody wishing to see them.

10.       VOTING

10.1     Voting may be by poll or proxy in accordance with the Articles.  Voting is normally by a show of hands but may be by secret ballot if the Chair considers this appropriate.  Except as expressed in the Articles a simple majority decides any matter put to the vote and in the event of a tie the Chair has a casting or second vote.

10.2     A meeting of Governors or any Committee is authorised to invite attendance at its meetings from persons to assist or advise on any particular matter or a range of issues but only Governors who are members of the Committee may vote at Committee meetings.

11.       ADDITIONAL POWERS OF COMMITTEES

11.1     Each Committee shall have power to appoint additional or replacement members from the Governing Board during the School year.

11.2     The Finance and General Purposes Committee and the Personnel and Curriculum Committee will meet at least once a term.  These committees will comprise where possible at least one Governor from each of the categories which form the whole Governing Board.  Any Governor may attend these meetings.  The Pay Committee will meet at least twice a year.

12.       COMMUNICATION WITH GOVERNORS

12.1     Communication with Governors will usually be by way of email requiring an acknowledgement of receipt.

13.       VIRTUAL MEETINGS

13.1     Article 123 is modified by this rule so far as appropriate.

13.2     A Chair may consider alternative arrangements for a meeting that may be virtual. The Chair will consult with relevant Governors to ensure that alternative arrangements are adequate to allow for full participation.

13.3     A Chair may convene a virtual meeting by telephone, video conferencing or on an online platform.

13.4     A virtual meeting may not be appropriate if it is anticipated a secret ballet is required. In exceptional circumstances the Chair may dispense with a conventional secret ballot and have an alternative email ballot with the Clerk undertaking to keep the voting secret.

13.5     At a virtual meeting it is the Clerk who controls access to the meeting and decides which Governors are present and whether the meeting is quorate. All Governors undertake to notify the Clerk immediately if they are leaving the meeting before it ends.

SCHEDULE 4

POWERS OF THE FINANCE AND GENERAL PURPOSES COMMITTEE

1.         POLICIES PROCEDURES AND DOCUMENTS

To keep under review the strategic objectives of the School and the School Development Plan.  To keep under review and to be responsible for advising the Governing Board on matters relating to the following policies, procedures, statements and other documents.  To monitor the implementation of these where appropriate and to ensure that they are well publicised. To ensure compliance when appropriate.

  1. Admissions

1.2       Charging and Remissions

1.3       Complaints

1.4       Data Protection

1.5       Educational Visits

1.6       Financial Regulations (including Finance and Accounting Policies)

1.7       Food and Nutrition

1.8       Freedom of Information

1.9       Health, Safety and Wellbeing

1.10     ICT and ESafety

1.11     LGPS Discretionary Policy Statement

1.12     Incident Management Plan

1.13     Medical

1.14     Risk Register

1.15     Security

1.16     Smoke Free

1.17     Whistleblowing

2.         FINANCE

2.1       To decide upon the best means of fulfilling the Governing Board’s responsibilities to ensure good management of the School’s finances and resources, including proper planning, monitoring and probity, compliance, propriety and regularity.  To ensure the School is prudent and economical and avoids waste and extravagance and makes economic, efficient and effective use of its resources.

2.2       To consider the School’s budget statement notified annually by the Department for Education, and to assess its implications for the School, in consultation with the Headteacher and in advance of the financial year.

2.3       To consider and recommend to the Governing Board the School’s budget forecast return outturn and the 3-year budget and the 3-year budget forecast return each year.

2.4       To receive and determine the broad budget headings and areas of expenditure to be adopted each year, including the level and use of any contingencies fund or balances, ensuring the compatibility of all such proposals and the development priorities set out in the School Development Plan.

2.5       To monitor and review income and expenditure on a regular basis and ensure compliance with the overall financial plan for the School and with the financial regulations of the Department for Education, including the Academy Trust Handbook issued by the Education and Skills Funding Agency.  

2.6       To ensure good financial management and effective internal controls including compliance with funding agreement and the statement of recommended practice for charities.

2.7       To monitor, review, and implement procedures for ensuring compliance with, and the effective operation of, financial regulations on a regular basis including bank account arrangements and bank mandate.

2.8       To procure the preparation of the financial statement to form part of the annual report for filing in accordance with the Companies Act and Charity Commission requirements.  To recommend this statement to Full Governors.

2.9       To receive auditors’ reports and to decide on appropriate action in response to audit findings.

2.10     To appoint annually auditors of the School and an external responsible officer.

2.11     To keep under review the School’s private unrestricted fund and to determine issues relating to the distribution of any surplus.

2.12     To keep under review the School’s actual financial performance compared with the budgeted performance and to take remedial action as necessary including any significant changes to the budget. 

2.13     To determine all issues relating to the budget income and expenditure including budget transfers that are above the School Management Authority.

2.14     To receive regular financial reports from the Business Manager including budget transfers within the School Management Authority.

2.15     To keep under review and approve if necessary all leases and similar agreements relating to the equipment used by the School.

2.16     To approve, including selection, planning and oversight of, all contracts over the delegated budget of the Headteacher and to approve the exemptions from tendering and competitive quotation.

2.17     To approve and recommend to Full Governors the Annual Report and Financial Statement.

2.18     To consider and action reports from the Audit Sub Committee.

2.19     To approve arrangements for VAT registration.

2.20     To consider and action reports from the Responsible Officer and refer matters to the Governing Board if required.

2.21     To consider and approve annually KFPI/Benchmarking statement.

2.22     To consider and approve financial arrangements for any extended school activities.

2.23     To approve annually payroll arrangements.

2.24     To consider and action the Dear Accounting Officer or similar letter.

3.         INSURANCE

To ensure that appropriate insurances or risk pooling arrangements are in place and the cover is adequate.

4.         LETTINGS

To keep under review and approve charges and arrangements for letting parts of the School premises including buildings and the grounds.

5.         PREMISES

5.1       To procure the preparation of Condition Surveys as required and review these regularly.

5.2       To monitor the condition of the School and to approval an annual plan for the maintenance, repair and renewal and development of the School premises and grounds. To receive an annual report from the Governor responsible for Premises

5.3       To monitor and approve school security arrangements.

6.         HEALTH, SAFETY AND WELLBEING

6.1       To ensure that satisfactory procedures are in force for implementing the Health, Safety and Wellbeing Policy.

6.2       To ensure that satisfactory procedures are in force for School visits and to receive an annual report concerning School visits.

6.3       To keep under review, and ensure compliance with, the requirements of environmental legislation.

6.4       To receive an annual report on the internal monitoring of health, safety and wellbeing matters. To receive regular reports from the Governor responsible for Health and Safety.

6.5       To approve annually the incident management plan and to receive a report thereon.

6.6       To monitor compliance with National School Food Standards and review arrangements of the catering department including finance annually.

6.7       To keep under review procedures that support the mental health of our students and staff.

7.         ADMISSIONS

7.1       To ensure that proper records are maintained relating to Admissions.

8.         GENERALLY

8.1       To receive regular presentations from middle management relating to the results and developments of their departments or their area of responsibility.  To monitor the use of resources (money, time, staffing etc) by curriculum teams.

8.2       To consider the needs and requirements of the School before any major contract is entered into relating to premises or any general purpose.

8.3       To approve annually Local Government Pension Scheme discretionary decision statement.

8.4       To approve annually the provisions for risk management and to receive a report thereon.

8.5       Through the School Development Plan (and associated updates and briefings) to monitor change and development relating to Financial and General Purposes matters.

8.6        To keep under review GDPR including receiving an annual report.

8.7    To review long term contracts and approve exemptions from tendering and competitive quotation. To review equipment leases.

8.8       To keep under review all Governors’ Statements of Policy that relate to Financial and General Purposes.  Subject to regulations:

  1. To approve amendments to Policies that are not of a material nature
  2. As a matter of urgency to introduce a new policy or make an amendment of a material nature to an existing policy before the next full governors meeting. The Chair of Governors may adopt such policy or amendment subject to this being ratified at the next full governors meeting.

8.9       To ensure that the Headteacher and the Leadership Team carry out the proper instructions of the Committee.

8.10     To undertake tasks relating to Finance and General matters referred to the Committee by the Governing Board.  To report regularly to the Governing Board on all relevant matters and to make recommendations.  To liaise fully with all other committees as appropriate.

9.         AUDIT AND RISK COMMITTEE

9.1       The Finance and General Purposes Committee has a sub committee known as the Audit and Risk Committee.  The Audit and Risk Committee has the same membership (except for the Headteacher and other staff governors), Chair of this committee will be the Responsible Officer.  Members of staff, although present at Audit and Risk Committee meetings to provide information and participate in discussions, are not members of the committee and have no vote.

9.2       The purpose of the Audit and Risk Committee is to provide good financial management and effective internal security for the School.  It will provide independent assurance and review the risks to internal control, agreeing a programme of work to address and provide assurance on risks. The committee will comply with all the requirements of it set out in the Academy Trust Handbook.

9.3       The committee is authorised to obtain independent professional advice if it considers this necessary.  Except as provided for in clause 9.4 the Responsible Officer may delegate all or any of their responsibilities to the external responsible officer.

9.4       The Responsible Officer will each month consider the budget monitoring reports of the School (the current financial statement) and check this against the nominal budget and trial balance.

9.5       The specific duties of the committee will be to:

  1. Agree a programme of work annually to deliver internal scrutiny that provides coverage across the year and agree who will do the work. Consider and action Reports from the Responsible Officer. Consider progress in addressing recommendations.  Review the School’s internal and external financial statements and reports to ensure that they reflect best practice.
  2. Discuss with the external auditor so far as required the nature and scope of each forthcoming audit and to ensure that the external auditor has the fullest co-operation of staff. To consider the results and quality of the external audit.
  3. Consider outputs from other assurance activities by third parties including ESFA or the appointed external auditor, including reports on the School’s accounts, achievement of value for money and the response to any management letters.
  4. Review the effectiveness of the School’s internal control system established to ensure that the aims, objectives and key performance targets of the organisation are achieved in the most economic, effective and environmentally preferable manner.
  5. Ensure that the School’s audit arrangements meet, or exceed, the standards specified in the Academy Trust Handbook.
  6. Consider and advise the Governing Board on the School’s annual and long-term audit programme.
  7. Consider internal audit reports, including value-for-money reports and the arrangements for their implementation.
  8. Review the operation of the School’s codes of practice for Governors and School staff policies.
  9. Review and challenge the risk register (including the risks to internal control) and to agree a programme of work that will address these risks. Ensure checks are modified as appropriate each year. 
  10. Use financial information to inform the Governance statement
  11. Provide assurance to the external auditors

SCHEDULE 5

POWERS OF THE PERSONNEL AND CURRICULUM COMMITTEE

1.         POLICIES, PROCEDURES AND DOCUMENTS

To keep under review the strategic objectives of the School and the School Development Plan.  To keep under review and to be responsible for advising the Governing Board on matters relating to the following policies, procedures, statements and other documents.  To monitor the implementation of these where appropriate and to ensure that they are well publicised. To ensure compliance when appropriate.

  1. 1      Allegations against Adults
  2. 2      Attendance

1.3       Behaviour

1.4       Capability Procedures for staff

1.5       CEIAG

1.6       Code of Conduct for Staff

1.7       Disciplinary and Dismissal Procedures for staff

1.8       Drugs

1.9       Equality including Accessibility Plan and Public Sector Equality Duty

1.10       Exams

1.11     Exclusions

1.12     Grievance Procedures for Employees          

1.13     Human Resources

1.14     Learning Support (incorporating SEND)

1.15     Leave of Absence

1.16     Mental Health and Wellbeing

1.17     Performance Management.

1.18     Probation       

1.19     Recruitment of Staff

1.20     Redundancy and Restructuring procedure

1.21     Relationships, Sex and Health Education

1.22     Safeguarding including Child Protection

1.23     Sickness Absence Management

1.24     Use of Reasonable Force

2.         PERSONNEL

2.1       To monitor the termination of contracts of employment and appointments made by the Headteacher under his delegated power that relate to all staff other than the appointment of a Headteacher, Deputy Heads and Business Manager for which the Governing Board is responsible.

2.2       To keep under review compliance with employment law by the School.  In particular to ensure that all staff satisfy security checks and have a written contract of employment with a suitable job description and that a centralised record is held of recruitment and vetting checks.

2.3       To keep under review Continuing Professional Development and Line Management Guidance

2.4       To monitor the Staffing Structure that is the responsibility of the Headteacher under his delegated powers other than the Structure of the Leadership Team and the Structure of Teaching and Learning Responsibilities that are determined by the Pay Committee in consultation with the Headteacher.

2.5       To keep under review the staff attendance records.

3.         CURRICULUM AND RELATED MATTERS

3.1       To keep under review all Curriculum and related matters ensuring that it is balanced and broadly based and that all statutory requirements are met.  

3.2       To advise the Governing Board on the Curriculum including current and proposed developments in curricular and related provision.

3.3       To receive regular presentations from Middle Management relating to the results and developments of their departments or their area of responsibility.

3.4       To monitor the use of resources (money, time staffing etc.) by Curriculum Teams.

3.5       To monitor standards of educational achievement and progress including Target Setting.

3.6       To ensure that only approved external qualifications and specifications are offered to students.

3.7       To review and advise the Governing Board, so far as necessary, on the annual Analyse School Performance data.

3.8       To ensure that the School makes an appropriate offer for children and young people who have a Special Educational Need or Disability.  To ensure proper pastoral provision is made. To receive updates from SENCO. To receive an annual report from the Governor responsible for SEND

3.9       To ensure that proper records are maintained relating to attendance including:

  1. Attendance Registers
  2. Information on absences to be contained in the prospectus
  3. Notification to the Local Authority on irregular attenders or long absences

3.10     To monitor student attendance each term.

3.11     To receive an annual report on looked after children including relevant formerly looked after children.

3.12     To receive an annual report on the bullying log.

3.13     To receive an annual report on Managed Moves.

4.         GENERAL

4.1       Through the School Development Plan (and associated updates and briefings) to monitor change and development relating to Personnel and Curriculum matters.

4.2       To monitor the provision of CEIAG and to receive a report from the Governor responsible for CEIAG annually.

4.3       To receive annually a report on Equality from the School and Governor responsible for Equality.

4.4       To receive annually a report from the Safeguarding Governor that will include a review of the central record of recruitment and vetting checks

4.5       To receive annually a report from Mental Health and Wellbeing Governor that will link with the F&GP review of procedures that support the mental health of staff and students.

4.6       To receive an annual report on the Use of Reasonable Force.

4.7       To keep under review all Governors’ Statements of Policy that relate to Personnel and Curriculum. Subject to regulations

  1. To approve amendments to Policies that are not of a material nature
  2. As a matter of urgency to introduce a new policy or make an amendment of a material nature to an existing policy before the next full governors meeting. The Chair of Governors may adopt such policy or amendment subject to this being ratified at the next full governors meeting.

4.8       To ensure that the Headteacher and all members of the Leadership Team carry out the proper instructions of the Committee.

4.9       To undertake tasks in relation to Personnel and Curriculum matters referred to the Committee by the Governors.  To report regularly to the Governing Board on all relevant matters and make recommendations.  To liaise fully with all other committees as appropriate.

SCHEDULE 6

POWERS OF THE PAY COMMITTEE

1.         To keep under review the strategic objectives of the School and the School Development Plan.  To keep under review and to be responsible for advising the Governing Board on matters relating to the Pay Policy.  To monitor the implementation of this policy and its procedures and to ensure they are well publicised. To ensure compliance when appropriate.

2.         To keep under review and determine the job description of the Headteacher.  To monitor annually the lesson observations of permanent members of the Leadership Team.  To consider the report by the Review Governors relating to the performance management review of the Headteacher.

3.         To determine the salary and pay ranges for permanent members of the Leadership Team and also Lead Practitioners, if appropriate.  The pay range for a permanent Assistant Headteacher or a Business Manager is determined by this Committee and on a new appointment the Headteacher decides on the starting salary within that range, with progression then being determined by the Committee.  To ratify all other staff salaries.

4.         In consultation with the Headteacher to determine the structure of the Leadership Team.

5.         In consultation with the Headteacher to determine the structure of the teaching and learning responsibility payments and all allowances.

6.         To keep under review all legislation relating to the pay of staff.

7.         Through the School Development Plan (and associated updates and briefings) to monitor change when appropriate and developments which relate to matters of pay.

8.         To keep under review all Governors’ Statements of Policy that relate to pay.  Subject to regulations:

  1. To approve amendments to Policies that are not of a material nature
  2. As a matter of urgency to introduce a new policy or make an amendment of a material nature to an existing policy before the next full governors meeting. The Chair of Governors may adopt such policy or amendment subject to this being ratified at the next full governors meeting.

9.         To ensure that the Headteacher and the Leadership Team carry out the proper instructions of this Committee.

10.       To undertake tasks relating to pay matters referred to the Committee by the Governing Board.  To report regularly to the Governing Board on all relevant matters and make recommendations.  To liaise fully with all other Committees as appropriate.

 

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