HARTEST CHURCH OF ENGLAND VOLUNTARY CONTROLLED
PRIMARY SCHOOL
Minutes of the meeting of the Governing Body of Hartest Church of England Voluntary
Controlled Primary School held at the school at 6pm on Wednesday 5th October 2016
Present:
Mrs S Brown
Mrs M Burr (Chair)
Mrs P Cawston
Mrs H Fisher
Miss R Hardy
Mrs H Kidby
Mrs K Long
In attendance:
Mrs M Gregory (Schools Choice Clerk)
Mr N Gooding (Observer – potential parent governor)
Mrs K Harman (Interim Headteacher)
Mr I Kearns (Interim Headteacher)
Mrs A Laflin (Observer – potential parent governor)
Mrs S Prickett (Associate Member)
1
APOLOGIES FOR ABSENCE/CONSENT TO ABSENCE
The new interim Headteachers and observers were welcomed to the
meeting.
1.1
Apologies for absence were received from Mr G Lee, due to family
commitments and Rev’d P Prigg who was sick.
Mrs P Cawston indicated she needed to leave early.
1.2
Governors consented to these absences.
2
PECUNIARY AND OTHER INTERESTS
2.1
No declarations of pecuniary or other interests regarding items on the
agenda were made.
2.2
Governors noted the requirement to update their entries in the Register
of Pecuniary Interests and to publish it on the school’s website. Mrs
Prickett handed out the new forms for governors to complete.
3
CHAIR’S ACTION
1
Autumn 2016
The Chair confirmed she had replied to a letter from a parent.
She had also met with representatives from the LA regarding the future
of the school.
4
ELECTION OF CHAIR FOR 2016/17
Mrs M Burr was re-elected Chair for the 2016/17 academic year.
5
ELECTION OF VICE CHAIR FOR 2016/17
Miss R Hardy was elected vice–chair for the academic year 2016/17
with Mrs K Long shadowing.
6
GOVERNING BODY MEMBERSHIP
6.1
Mrs S Pullen had resigned from the governing body.
6.2
Governors noted that there were two vacancies for parent governors
and the two observers present had shown an interest in filling these
posts. The Chair handed out skills audits for governors to complete and
return as soon as possible.
7
MINUTES
7.1
The minutes of the meeting held on 6th July 2016 (copy in the Minute
Book), having previously been circulated, were confirmed and signed
by the Chair.
7.2
Matters arising from the minutes
6.5 Building and premises update
The Chair confirmed the school would not be liable for any accidents on
the land at the rear of the school.
8
CODE OF CONDUCT
The code of conduct was handed out to governors, staff and volunteers
were incorporated as well. Governors were asked to sign to say they
had read it. The code would be uploaded to the school website.
9
WEBSITE UPDATE
Governors noted the requirement to ensure their details were up to date
on the school website. Two audits had taken place and the statutory
guidance was up to date. Some updating was still needed.
10
EDUBASE
Governors noted the requirement to upload their details on to the
national database of governors. The Chair advised she had a new email
address for governance matters.
11
SCHOOL IMPROVEMENT
2
Autumn 2016
All govs to
complete
skills audit
and return
Add’tl
item
SIB meeting
The Chair handed out a summary of the SIB meeting to governors. She
reported that it had been a good meeting. The advert for a caretaker
had been placed this day. The Headteachers had a new phone line.
11.1
Headteacher’s report
Governors received a written report from the Interim Headteachers
(copy in Minute Book).
Mrs Harman handed out the report and reported:
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There were 53 pupils on roll.
A Maths specialist would be coming in to the school one morning
a week.
English intervention would be taking place.
A PE specialist would run the football club.
The school was fully staffed, except for an LSA, who would be
required on a part-time basis.
Mr Kearns handed out the School Development Plan. He reported there
were four priorities.

The first, to improve behaviour, was complete.

The second priority was to improve achievement and progress;
the school was working on this and there were still some
concerns. He mentioned staff were working hard but they
needed to “work smarter”. Training would be needed to raise the
standard.

The third priority was to establish strong assessment procedures
and reliable data collection and analysis. The school would stick
with Target Tracker and pay for their experts to come in to train
staff.

The fourth priority was to engage stakeholders effectively. The
school had made a good start. Mr Belham had spoken to the
pre-school who were keen to work with the school. He reported
they could share resources and see the growth of the Breakfast
Club.
Safeguarding
The staff had received the training updates; the LSA’s would be next.
Mrs Prickett advised that governors needed to update their safeguarding
training as well. She confirmed a review of the single central record had
been completed. The school had asked Izzy Connell at the LA to run a
safeguarding review.
SEN
A new Senco teacher was in school for one day a week. This could
change to one day a fortnight when the situation stabilised and she was
more familiar with the role.
3
Autumn 2016
Data
Year 6 progress measures:
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reading -4.8
writing -10.5
Maths -6.8
Writing was the weakest. Phonics was below national average but
EYFS was rated ‘outstanding’. All pupils had undertaken baseline
assessments; these would be used to measure progress. There would
be pupil progress meeting with teachers who would be held accountable
via targets from the SDP. Mrs Laflin asked if children were aware of
the ongoing testing; she was informed they weren’t as it forms part of
the school day. Mrs Fisher asked how often the school would
review the data; she was informed, at six points in the year.
Appraisals
Teachers’ appraisals would be completed by the end of October 2016.
CPD
All CPD had been completed.
Ofsted
Teachers would complete folders to show progress to Ofsted.
11.2
School Development and Improvement Plan
The Headteacher presented the School Development and Improvement
Plan for 2016/17.
In presenting the Plan, the Mr Kearns highlighted the following areas:
There were four targets.
Target 1
The school needed support from home for behaviour. Parent Forum
meetings had taken place; these had been useful. Behaviour had
improved already.
Target 2
The school would review learning planning. QTLS forms showed
lessons observed, the focus, strengths and how addressed. Book
scrutiny had started. There was a growing list of strengths for teachers
to draw from. Miss Hardy asked if teachers produced lesson plans;
she was informed they did. The school would buy the Read, Write Inc
package for the new curriculum. Mrs Prickett confirmed this company
had offered a refund for the old resources. Mrs Fisher remarked that
her school used these resources and gave governors an overview.
Resources for SPAG would be considered. There would be governor
learning walks and book scrutinies to show impact. Intervention would
increase in the spring in preparation for Sats tests.
The displays and intervention would be improved by using TA’s. Mrs
Brown asked if the TA’s would have enough time as they were
4
Autumn 2016
already busy; she was informed they would work smarter and complete
after school if necessary. The Marking Policy would be reworded to
make it easier for pupils to understand.
Target 3
The school has target tracker and would learn how to use it effectively.
Target 4
There would be regular parent forums; the outcomes would be fed back
to staff. Parents would be invited back into assemblies.
The SDP may change after having staff input.
Mrs Cawston left the meeting at this point.
11.3
Report on results
This was covered in the Headteachers report.
11.4
Performance management
Governors discussed the arrangements for the performance
management of all staff and would be completed by the end of term.
11.5
The Knowledge
Governors noted the new subscription service; this would be the last
free copy of The Knowledge. The cost for the service of the Governor
Hub, which contained The Knowledge was the same regardless of the
size of school. Governors felt this was unfair as the paper contained lots
of necessary information.
Children Missing in Education
Mrs Prickett reported she completed a form when children left the
school.
12
BUDGET ITEMS
12.1
Budget monitoring report
Governors received a budget summary (copy in Minute Book).
Mrs Prickett commented:
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The carryforward into the new year was positive.
Teaching staff was under budget as the new staffing structure
was not known at the time and had included an extra teacher.
Supply was slightly over budget due to intervention. Money
could be vired from teaching to supply if needed.
The outdoor ramp was on hold as it was no longer urgent.
Learning resources was overspent due to grouping; it also
included school visits.
Enhanced finance would be visiting the school in November to
complete SFVS and check the staffing spreadsheet.
The school had a capital budget of £4,855 there were plans to
5
Autumn 2016
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use this sum to replace the walkways to the pool and the preschool.
A cashflow forecast had not highlighted any issues.
Bank signatories had been changed.
There had been two fills of gas this year; these had been
budgeted for. Mrs Kidby asked if there had been a problem,
as the school had been using a lot of gas; she was informed
there weren’t any problems, it just used a lot of gas to heat the
pool. However, this would be repaid when the FOHS were asked
to give their contribution towards running the pool.
Electricity costs would be reviewed when the heating came on
for the winter.
The Chair signed this off
12.2
Record of Financial Responsibility
Governors approved the Record of Financial Responsibility.
12.3
SFVS
The Schools Financial Value Standard 2016/17 had been completed.
There was a shortlist of actions; two had already been completed. The
finance committee would approve the standard.
Thanks were extended to Mrs Prickett for her work on this.
13
POLICIES
13.1
Policy Review
Governors agreed to establish a policy review schedule. Mrs Prickett
agreed to ensure that this action was completed.
13.2
Policies for review or approval
Governors approved the following policies following review:

Safeguarding Policy – Mrs Prickett would be the DSL for this
term.
It was noted the Pay Policy needed reviewing in December 2016.
The new Headteachers names had been added to the statutory policies.
13.3
Safeguarding
Governors reviewed and approved the safeguarding policy. Mrs
Prickett had completed the DSL training. Governors needed to update
their safeguarding training. It was noted that Miss Hardy and the Chair
had completed Online Safety training.
Volunteers would also complete safeguarding training.
14
COMMITTEES, WORKING PARTIES AND GOVERNOR
6
Autumn 2016
Volunteers
to complete
safeguarding
training
MONITORING
14.1
Governors formally approved the Committee Structure and Terms of
Reference document and the Governing Body Decision Planner (copy
on school website).
The Hearings and Appeals committees had Cavendish governors in
reserve.
The personnel and premises committees had merged.
14.2
Review of the Delegation of Functions to Working Parties and
Individual Governors
This was covered under above.
14.3
Appointment of governors to individual monitoring roles
The following governors were appointed to individual monitoring roles:
Mrs Long had been appointed governor for the following roles: Gifted
and Talented; Sex Education; SMSC.
Governors had been added to the SDP targets.
14.4
Committee minutes and working party reports
Governors received a report of the meeting of the full governing body
held on 19th September 2016. The interim Headteachers had given
governors the first draft of the SDP and the data had been discussed.
14.5
Governor Monitoring/Focused Visits
Mrs Cawston had attended an assembly. Mrs Burr had completed a
formal monitoring on behaviour in the first weeks of term.
The Chair advised she had put the different forms on coloured paper.
The learning walk form on yellow and the formal visit report on green.
14.6
Programme of monitoring visits for 2016/17
Governors discussed having weekly visits for monitoring. A visit week
was discussed and agreed for week beginning 7th November 2016.
15
EDUCATIONAL VISITS
A visit to Colchester Castle would take place on 10th November 2016.
16
GOVERNOR TRAINING
16.1
Governors discussed the governing body’s requirements for training and
development for the new academic year in line with School
Improvement and Development Plan priorities and agreed to advise the
clerk or the central office of any bookings relating to the Governor
Training Programme or whole governing body training requests.
7
Autumn 2016
The Chair commented that training was valuable. She gave an
overview of the online safety training she had attended. The presenter
had mentioned he would visit the school and speak to parents. It was
felt this should take place at the parents’ forum meeting. Miss Hardy
suggested that the school could send out a pamphlet to parents
informing them about online safety.
The Chair advised she would be attending Ofsted training soon.
16.2
Governors noted that the link governor for training had received the
termly training report from Governor Services. This would be kept in the
monitoring folder.
17
ANY OTHER BUSINESS
17.1
None.
17.2
Swimming Pool
The Friends of Hartest would be fundraising for the upkeep of the pool.
The Chair had asked Mr Lee to investigate how other school
communities used their pools. The parish council had offered some
Section 106 money for the swimming pool if it could be bought into
community use.
Early Years Foundation Stage Area
Mrs Brown mentioned extending the outside area for EYFS. Mrs
Kidby’s husband had supplied a quote of £1k to extend the area. The
Friends of Hartest had also put money aside for this work to be
completed.
Academy Status
This item appears separately in the minutes.
18
DATES OF FUTURE MEETINGS
Governors confirmed that the next meeting would be held at 6pm on
Monday 12th December 2016 (a change to the previous date).
The meeting closed at 8.15pm.
Signed
Date
8
Autumn 2016
Hartest CEVC Primary School

Mrs M Burr - Chair
Co-opt
G
Mrs P Cawston
LA G
Mrs S Brown
STT G
Head
G

Vacancy
PAR G

Mrs H Kidby
PAR G

Miss R Hardy
PAR G

Vacancy
PAR G
Rev. P Prigg
C

FOU G 



Mr G Lee
AM
Co-opt
G
Mrs S. Prickett
AM

Head's Perf Review

Numeracy, SIP3
Safeguarding/ / Numeracy/target
setting, SIP2
Link/website/ Target setting, SIP3





Individual Responsibility
SEND, Prevent Duty,
E safety, target setting, pay, Ethos,
SIP 1&2
 Literacy, pay SIP1


Mrs H Fisher

C
FOU G
Mrs K Long
Learning and
Achievment
Finance
Pupil Discipline
G/AM*
Personnel Premises
&H/S/Safeguarding
Name of Governor
Appeals
Hearings
Reviewed: October 2016

Literacy, Target setting SIP2
C
 Ethos SIP1
Ethos, Gifted and Talented, Sex
 Education, SMSC, SIP2

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
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LA Children SIP3
Target setting, pay SIP3

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Hearings, Appeals & Pupil Discipline – Members to be drawn from a pool of non-school employed governors
and not to include the Chair (see Suffolk Recommendations for Committee Structure and Terms of Reference)
SIP targets are linked to committees. Monitoring timetable will show when governors are to monitor
an area
All governors responsible for SIP 4
9
Autumn 2016