Meeting of Meeching Valley Primary School – Interim Executive Board
Held on Monday 27th June 2016, at the school
The meeting started at 1.10 pm and finished at 4.05 pm. It was clerked by Tony Garwood.
Present:
Melanie Cox (Chair), Jan Gough, Tracey Harwood and Sarah Rice.
In attendance: Richard Roberts (Interim Headteacher), Charlotte Rowland (Acting Deputy Head)
and Jackie Wales (Business Manager, for Items 1 to 3.)
MINUTES:
1 1.1
Welcome
1.2
1.3
2
3
3.1
Apologies
There were no apologies.
Review Agenda
Melanie enquired whether a meeting of the Pay Committee was required before the end of
term.
ACTION: Tracey undertook to find out.
(This action was completed during the meeting, see 13.1)
Agreed to discuss “Cover for the Summer Holidays” as part of item 10.
Minutes and matters arising to be taken later in the meeting after the items requiring the
attendance of the Business Manager.
Declaration of Business Interests
There were none.
Finance
The Budget
Sarah reported that the main focus of work had been in preparing a budget to cover the
period until the end of August when it is planned that the STEP Academy Trust (STEP) will
take over responsibility for the school. This had gone well and there was a potential carry
forward.
The spend for each of the specific grants was considered.
Sports Grant: This would be largely spent by the time the school converts to academy
status. Orders had been submitted to the Business Manager by the coordinator this
morning. These would account for the remaining balance. Melanie asked for assurances
that this was all legitimate spending. Melanie and Jan reminded the meeting of the
importance of delivering sustained impact. It was agreed that the equipment purchases were
in order. There was some discussion over the reward stickers for Sport Day. Richard argued
strongly for these on the grounds that they would contribute to the raising of the profile of
sport, signifying that it was valued. He stated that it was intended that Sports Day would
raise the profile of competitive sports. The stickers were part of this and would impact on
ongoing commitment. The IEB agreed to all the items on the order.
Health Grant: There is currently more than £8000 remaining. Richard and Charlotte reported
that they had consulted pupils, particularly Year 6. Pupils were of the view that covered
quiet spaces were required. Melanie reminded the meeting that this grant was to promote
healthy living and this usually meant encouraging activity. Richard put the case for
emotional well-being. Since this action would impact on the school in September the Head
Teacher Designate (HTD) had taken an interest in the funds from this grant. There was
strong support expressed that STEP should ensure the funds were used strictly within the
spirt of grant.
ACTION: Melanie to write to STEP/HTD to state the IEB’s view that the funds should
be spent to promote healthy living and to seek assurances to this effect.
ACTION: Richard to prepare briefing notes for HTD on possible uses of these funds
including the Pupil Voice ideas and ESBAS recommendations.
3.2
3.3
3.4
3.5
Pupil Premium: The remaining commitment is to staff salaries. There was likely to be about
£27,000 to transfer to STEP. Melanie asked whether the salary of the Family Liaison Officer
(FLO) was safeguarded and was assured that it was. It was the view of the school and the
Chair of the IEB that the newly appointed FLO was already proving effective and in time
would make a significant difference to attendance.
ACTION: Melanie to write to STEP/HTD to put the state the IEB’s view of the
importance of the FLO post.
The IEB approved the 5/12 Budget and the Chair signed it.
Other Matters
a) Jan noted that the MVS had purchased the International Primary Curriculum (IPC). STEP
intends to introduce this next year. She asked whether staff were being provided with any
training on it. Richard stated that two staff meetings were being given over to it.
b) Melanie asked for an update on situation regarding the Pan Tiles. Jackie reported that
work had been planned for the break between Terms 5 and 6 but that bad weather had
stopped this. Work would now be undertaken during the summer holidays. Members sought
assurances that the LA had agreed to cover the costs. This was given.
Summer Holiday Cover
It was decided to take this matter at this point.
It was reported that STEP is committed to considerable redecoration and remodelling during
the summer holiday period. The caretaker will be available during the first three weeks only,
after which he will be taking his annual holiday.
It was noted that the caretaker will need to be available to open up in the morning and close
the site in the afternoon during the three weeks for which he will be working. The question to
be answered is how the site will be made available during the last three weeks. The Interim
Headteacher’s contract finishes on the last day of term. The Acting Deputy Head’s contract
continues until the end of August but it would not be reasonable to expect that she would be
available every day during this period. The Business Manager would be prepared to be a
key holder but could not be available every day. She is not contracted to work during school
holiday periods.
The IEB recognised that the HTD could be given a key but they were concerned how this
would fit with their responsibilities given that he was not employed by the School or the LA.
ACTION: Jan to check with Fiona Wright and Annie Atkins exactly what the LA has
agreed with STEP and report to the next meeting.
This will be an agenda item for the next meeting.
The Head Teacher left the room for the last 5 minutes of this item to deal with an urgent
matter.
Staffing Issues
A minute for this item is in the confidential section Annex A.
Richard registered a concern that he was not always told of STEP’s decisions.
Melanie asked for her greatest appreciation to be placed on record in recognition for all the
additional work that Jackie was undertaking to facilitate the academisation process. Jackie
reported that for this period she was working for 5 days a week instead of 4 and for more
hours each day than previously.
Melanie asked about the demands being put on the school by STEP. The school reported
that too often the demands of STEP took them away from day to day activities related to the
smooth running of the school. As an example, Richard reported that two members of
STEP’s IT team turned up without warning and requested access to the Business Manager.
Richard had not been able to agree to this because no notice had been given. Jan
expressed concern about STEP having access to the school server but Charlotte assured
her that no passwords had been provided.
Richard, Charlotte and Jackie all expressed concern that too many demanding requests
were being made too frequently.
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ACTION: Melanie to write to STEP/HTD to state that the IEB were not content with the
situation which was causing disruption to the smooth running of the
school.
Jackie left the meeting at 2 pm.
4
4.1
4.2
5
5.1
5.2
5.3
5.4
5.5
5.6
5.7
5.8
5.9
5.10
6
6.1
To receive the minutes of the last meetings
Minutes of the main section of minutes of 23rd May 2016
These were approved as true and correct and signed by the Chair.
Minutes of the confidential section of the meeting of 23rd May 2016
These were approved as true and correct and signed by the Chair.
Matter arising from those minutes not on the agenda.
Report on tablet loan and homework club options.
Charlotte reported that children had stopped borrowing ipads because they had access to
tablets at home. It had proved difficult to identify someone to run the Homework Club.
Regretfully it would not now happen,
Report on teaching monitoring files and evidence.
This scrutiny exercise had not yet taken place.
ACTION: Jan to report on teaching monitoring files and evidence to IEB in July.
Review new provision maps at the start of Term 6.
Melanie asked whether these were ready to view. Charlotte reported that they were in
process and would be completed soon.
ACTION: Melanie to visit the school to view the Provision Maps.
Report on training undertaken and planned to deliver all aspects of the Administration of
Medicines Policy.
Richard reported that he had asked for volunteers to be trained in the administration of
medicines, but volunteers had not come forward. However, in answer to questioning he
stated that he believed that the medical needs of all pupils currently in school were catered
for. Melanie pointed out that the provision of the procedures could make the difference
between life and death for an individual.
ACTION: Richard to check the medical needs of all current pupils and report to next
meeting.
Richard felt that volunteers were more likely to come forward to meet the real needs of a
known pupil. Jan commented that this was all very well but that would inevitably lead to a
delay in support being available for a new pupil with specific medical needs. Richard
accepted this point but felt that any pupil with complex medical needs would require special
planning before admission and this would provide the opportunity for training.
Report on progress in reorganising individual safeguarding documents.
This had been completed but it was noted that STEP would be using a different system.
The minute for this item is in the confidential section Annex A
The minute for this item is in the confidential section Annex A
The minute for this item is in the confidential section Annex A
Ask STEP how they intend to consult pupils.
Melanie reported that she had raised this with STEP. They had responded that they would
use pupil conferences and the School Council. None of this has taken place to date.
Identify any concerns staff have regarding academy status and feedback to next IEB.
Richard reported that staff were now more confident about the change.
Personnel & Staffing
Personnel Issues
The minute for this item is in the confidential section Annex A.
Melanie asked when the next Pupil Progress Meetings were scheduled. Richard undertook
to let her know. Richard reported that the STEP HTD had asked to attend the next set of
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Pupil Progress Meetings but he was reluctant as this might change the dynamic of the
meeting. Melanie felt that it was appropriate for the HTD to attend. Jan supported this but it
should be as an observer only.
ACTION: Richard to ask the HTD how he would approach attending a Pupil Progress
meeting.
6.3
Staff Absence
The minute for this item is in the confidential section Annex A.
6.3
Support Staff Structure
The minute for this item is in the confidential section Annex A.
7
7.1
7.2
Headteacher’s Report
Richard was thanked for his report.
Achievement of pupils / Quality of teaching, learning and assessment
A minute for this item is in the confidential section Annex A.
Attendance
School attendance is currently 92.9% for the year. This is up by 0.4% since January.
Melanie questioned why this was proving such an intractable problem. She asked what
ESBAS had recommended.
Richard reported that they had conducted a punctuality sweep on the previous Tuesday.
However, this had coincided with two major traffic accidents locally which had led to
significant delays. Many parents who were usually on time were caught up in the sweep.
These parents were angered by the tone of the ESBAS team members who seemed
unwilling to take the special circumstances into account. Many of the parents the exercise
was designed to target were able to walk pass the sweep team who were engaged in
discussion with parents who felt unfairly treated. ESBAS will be conducting a second sweep
in a month’s time.
ESBAS had also started the legal intervention process that would lead to fines being issued.
They were targeting the lowest attenders first.
Jan asked whether the school had issued any fines already. Richard confirmed that he had
not as there were processes to go through first. Jan then asked why the processes had not
commenced sooner. It was now June and despite the low figures, no one had been issued
with a fine. Richard stated that he had wanted to work with parents to encourage and
promote attendance without resulting to fines. He accepted that this had clearly not been
effective. ESBAS have now held six formal meetings with families over poor attendance.
They have an action plan for the rest of the term.
The meeting discussed the actions being taken by the FLO in meeting with parents.
ACTION: Richard to bring details of gains in attendance to next meeting.
ACTION: The FLO to provide brief summary notes on her actions since taking up
appointment.
Melanie drew attention to the number of students who had attendance less than 90%. She
asked Richard whether he was content with ESBAS’ work at the school. Richard stated that
he was and that there were unused units of ESBAS support purchased by the school which
would be transferred to STEP.
Jan asked whether the FLO went out in front of the school each morning to interact with
parents. Richard stated that this did not always happen as there were often individual
parents needing urgent support at the start of the day. This support was also an important
part of her role.
Melanie concluded that the FLO must prioritise being in front of the school each morning.
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7.3
8
8.1
8.2
9
9.1
10
10.1
10.2
10.3
Maths Action Plan
Melanie welcomed the plan as coherent and purposeful. She understood the reasons why it
had not been RAG rated.
It was noted that the STEP HTD had decided that neither of the Maths or English subject
leaders would continue in these roles next year. This was noted with regret by the meeting
as it was felt that each had much to offer in these roles. The IEB members expressed an
interest in hearing from each of the subject leaders about progress with their action plans.
ACTION: Invite English and Maths subject leaders to the next IEB meeting (between 3
and 4 pm) to talk about their action plans.
It was stressed that this was meant to be informative for the IEB and in recognition of the
work undertaken by the two teachers.
Safeguarding
Safeguarding Audit and Action Plan
Melanie indicated that the final parts of the safeguarding audit needed to be completed.
Richard agreed that it was almost finished.
ACTION: Melanie to visit the school to complete the safeguarding audit.
Melanie asked whether the DBS for the STEP HTD had been seen and recorded in the
Single Central Record. This was essential since he was a frequent visitor to the school.
ACTION: Richard to check that the STEP HTD’s DBS check had been recorded in the
Single Central Record.
Safeguarding Issue
Melanie asked if there were any child, about whom there are concerns, who was not
receiving the appropriate support, either in school or from outside agencies?
Richard informed the meeting that there were none.
Future Leadership Arrangements
Academy Consultation
The school reported that it was trying hard to work with STEP in a constructive manner.
It was noted that the academisation consultation period was still running. Once complete
STEP would send the result to the DfE to await a final decision by the Secretary of State. It
was then for her to approve.
Melanie reported on the recent parents meeting she had attended. This had been a calmer
meeting than the first one in May.
Nine parents attended the surgery session that followed. Some parents maintained that they
had not previously heard about the proposals; however, there was no hostility.
Policies
Equality Objectives
These were approved with a review date of 2020.
Complaints Policy
This was approved with a review date of 2018.
Sex & Relationships Education Policy
This was approved with a review date of 2019.
It was agreed that the appendix should not be placed on the school website with the policy.
It was noted that all policies are now up to date.
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12
12.1
13
13.1
13.2
13.3
Website
The Clerk reported that with the addition of the equality objectives the website would be fully
compliant.
He also reported that a second audit document had been received from the LA and that the
IEB response was ready to be submitted by the 30th June as requested.
Jan checked the website on her laptop. She noted that IEB meeting attendance was not
recorded. It was the view of the Clerk that this should be recorded annually since the DfE
guidance states that they must publish
“their attendance record at governing body and committee meetings over the last academic
year.”
Any Other Business
Pay Committee
Tracey reported that a Pay Committee meeting was required before the end of term.
It was agreed this would take place on the morning of 18th July 2016.
Peacehaven Heights School
A request had been received from parents at Peacehaven Heights School to distribute
information and a petition opposing the centralisation of certain LA services currently based
at the school. Richard sought advice from the meeting. It was the view of the meeting that
the document was not balanced. They could agree to a balanced and impartial document
being distributed by MVS but not this one.
NUT strike Action on 5th July
Melanie asked whetehr action was being taken.
Richard assured the meeting that his intention was to keep the school open. He did not yet
know which, if any, staff intended to take strike action. He would ask that those who did
intend to take part to let him know in advance.
Agenda Items for Next Meeting
The following were agreed:
Maths and English Subject Leaders between 3 pm and 4 pm
Safeguarding Audit
Summer Holiday Cover.
Pay Committee Report
The next meeting of the MVS IEB will be on Monday 18th July at 1 pm at Meeching Valley School.
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MVS IEB Summary of Actions arising from meeting of 27th June 2016
3.1
3.1
3.5
3.1
3.3
5.2
5.3
5.4
6.1
7.2
7.2
7.3
8.1
8.1
Action
Write to STEP/HTD to state the IEB’s view that Health Grant funds
should be spent to promote healthy living and to seek assurances to
this effect.
Write to STEP/HTD to put the state the IEB’s view of the importance
of the FLO post.
Write to STEP/HTD to state that the IEB were not content with the
situation which was causing disruption to the smooth running of the
school.
Prepare briefing notes for STEP HTD on possible uses of Health
Grant funds including the Pupil Voice ideas and the ESBAS
recommendations.
Check with Fiona Wright and Annie Atkins exactly what the LA has
agreed with STEP and report to the next meeting.
Report on teaching monitoring files and evidence to IEB in July.
Visit the school to view the Provision Maps.
Check the medical needs of all current pupils and report to next
meeting
Ask the STEP HTD how he would approach attending a Pupil
Progress meeting.
Bring details of gains in attendance to next meeting.
The FLO to provide brief summary notes on her actions since taking
up appointment.
Invite English and Maths subject leaders to the next IEB meeting
(between 3 and 4 pm) to talk about their action plans.
Visit the school to complete the safeguarding audit.
Check that the STP HTD’s DBS check had been recorded in the
Single Central Record.
Actionee
MC
Status
MC
MC
RR
JG
JG
MC
RR
RR
RR
RR
RR
MC
RR
There are further actions recorded in the confidential section Annex A.
Signed:..............................................................................
Date:.......................................................
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