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Interim Executive Board – Lubavtich House Junior Boys School
Thursday 10 November 9am – 11am, Lubavitch House Junior Boys School
Present:
Sian Davies, Interim Director of HLT and Chair (SD)
Frank O’Donoghue, Head of Business Services and Vice Chair (FOD)
Yasmin Chaudhry, HLT officer and ex-Headteacher of The Olive School (YCh)
Calvin Henry, Leadership and Management Adviser (CH)
Beccy MacKinney, ex-Chair of Governors and member of the Primary Advantage Teaching School (BM)
Leah Begley, Policy and Governance Officer and HLT Clerk (LB)
Maggie Kalnins, Head of Governors Services (MK)
Rabbi Chanan Tomlin, Headteacher (CT)
Calvin Henry, Leadership and Management Adviser (CH)
Rabbi Yisroel Lew, Chair of Governors (YL)
Apologies:
Item
Discussion
Action
WELCOME/APOLOGIES/DECLARATIONS OF INTEREST
1.1. SD welcomed attendees to the meeting and no apologies were noted.
1.2. Members agreed the minutes were recorded as accurate.
1.3. Actions from the previous meeting:
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Action 2.1 – 2.3: included in Headteachers report on today’s agenda.
Action 2.4: cohort sizes will be added to the report at a later stage.
Action 2.13: completed.
Action 5.3: greater clarity regarding the reading curriculum to be provided in today’s meeting.
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Action 5.4: work is being completed on the timetable with the Associate DHT.
Action 7: all actions to be addressed in today’s meeting.
Action 8.4: work has begun on the assessment policy, to be added to the work log.
Action: LB
Action 9: Admissions to be discussed in today’s meeting.
Action 11: PPG report to be presented at the next meeting - this is part of Ofsted’s requirements therefore needs to be
address urgently.
Action: CH/CT
Action 13.5 & 13.9: financial procedures adopted and controls put in place. Action 13.4 is ongoing.
Action 14: all actions completed.
Action 17: the schools website to be discussed in today’s meeting. Support for RP is ongoing.
1.4. Action 13.3 from 07/09: the date of the next Pikuach inspection is unknown however it is usually 3 years from last inspection
date which is May 2017. The usual process is schools request the inspection when Ofsted are due however this didn’t happen
during the last Ofsted visit. CT stated having this inspection would cause considerable amount of stress on top of current
stresses (organisation restructure etc.). It was noted the inspection could be completed by any company who are authorised to
complete section 48 inspections and it was queried if the foundation have a preference. Noted Pikuach have a similar website
approach to Ofsted which is why they have been used in the past. The inspection will need to take place before academisation.
Resolved: inspection to be completed in May 2017.
Action: CT
HEADTEACHERS REPORT (VERBAL)
2.1. Noted the SiP visit took place last week, ongoing issues in phonics years 2 and 3 were discussed. Noted that writing in all
year groups is an issue however ongoing work with the Literacy Coordinator is being completed with regards to this.
2.2. Pupil progress meetings will be finished on by 14/11 and a decent baseline for all children will be formulated.
2.3. Phonics screening has been completed and bench marking has started. The main issues are in years 2 and 5. Noted the year
5 teacher is now being supported by a partner school.
2.4. Noted a structure needs to be put in place regarding lesson observations.
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2.5. The book looks are now moderated by the Associate DHT’s and ongoing issues in years 2, 3, 5 and 6 will be monitored
carefully. CT noted the main issue is coverage - written work is not consistently taking place. It was suggested that written
work should be monitored weekly.
Action: CT
2.6. Noted consistency of approach is paramount – all staff need to follow the same process of teaching and learning. Pitch of
teaching is also a slight issue however staff are being supported with this at a high level.
2.7. The new SENCO is doing well - good attention is given to all children who need extra support, academically and behavioural.
The SENCO is also forming good relationships with the teachers, Rabbi’s and parents.
2.8. The national curriculum is currently being developed with the Associate DHT’s and the national curriculum map will be ready
ASAP. Noted it will need to be documented how the curriculum links in with Kodesh teaching.
Action: CT
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2.9. Inset day will take place today (10/11). The Associate DHT’s will conduct insets every week on the quality of teaching.
Support from Parkwood also begun last week. SD noted the importance of both Parkwood and the Associates following the
same approach and providing consistent information to teachers.
Resolved: Associate DHT’s to make contact with the teachers they are supporting to ensure information and approach is
consistent.
Action: CT/DHT’s
2.10. In regards to the schools website, CT noted the possibility of adding this work to the caretaker’s role as he believes he has
the required skills.
2.11. Noted the support the Associate DHT’s are providing is appreciated within the school and they continue to work with year 2
and year 5 in planning and teaching and maths in years 3 and 6.
2.12. Student council elections will take place today and the students have been involved and enthusiastic in this. This has been
supported by the year 4 teacher.
2.13. EYFS – good progress was noted in literacy. The EYFS consultant has helped organise for the Early Years children to
attend the Forest School at Springfield school. The possibility of extending this to other classes in future was noted.
2.14. The ICT curriculum has not formally begun however Early Years have started some computing work. The issues with the
server are still ongoing. The invoice for the IT work needs to be agreed by the IEB. Timescales for the completion of work is
unknown and a further potential invoice may be due.
Resolved: FOD and YuCh to check the invoice against records to determine what funds are allocated to the project and
what has currently been paid/will need to be paid.
Action: FOD/YuCh
Resolved: YL to speak to IT regarding an update.
Update received during the meeting: Once the invoice is paid the work can be completed in 2 weeks. £3k to be paid and any
further running costs - to be included in the budget.
2.15. Noted target tracker is not being used to its full advantage due to issues with the server. Members requested clarity on the
schools assessment approach. CT noted Ladders is used to track and assess children’s work and the information will be
imputed into target tracker when the system is available. Leader monitoring of assessments is undertaken through book looks
and Ladders. The school should be in a position to present the baseline at the next meeting.
Action: FOD/YuCH/CT
Action: CT/CH
2.16. 58% RI and 42% good – need to ensure the table in the report is refined for the next meeting.
Action: CT/CH
REPORT ON THE ORGANISATION OF THE SCHOOL CURRICULUM AND ORGANISATION OF THE READING AND
MATHS CURRICULUM
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3.1. Members requested name of author to be added to the reports.
3.2. Maths Curriculum – improvements have been made from the last meeting, strengths and areas for development were noted.
Noted the information is based on last year’s data therefore required an update. Associate DHT who is supporting this work
has stated the school may want to take on elements of primary advantage maths so a consistent approach can be taken. CH
Action: CT
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believes further evaluation should be taken on this.
3.3. Guided reading – clarification was provided on adult responsibility noted in the report. Noted a different adult is responsible for
guided reading whilst the rest of the class are being taught (the teacher or teaching assistant leads on the guiding reading
whilst the other conducts the lesson). Noted the literacy leader will be monitoring this (with support from the Asso. DHT) and
receives help covering classes. Noted it was challenging to receive enough books quickly whilst making sure they are suitable
for the children. The children go to the library once a week.
Resolved: noted a better understanding of guiding reading to be gathered through SIP visits.
3.4. National curriculum report was discussed in item 2.
Action: CT
Action: CH
3.5. SD asked CT to convey their thanks to staff for producing the reports.
Action: CT
QUALITY OF TEACHING (WRITTEN REPORT) AND PERFORMANCE MANAGEMENT REPORT ON STAFF
4.1. Noted there is a clearer baseline of the schools current position which has been verified through the SiP visit.
4.2. Performance management has been delayed due to the imminent organisation restructure.
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4.3. Noted the appraisal policy was ratified. Despite the restructure, appraisals still need to be undertaken, CH to assist in shaping
the process.
Action: CT/CH
EXTERNAL REPORTS (SIP ONE VISIT)
5.1. Written report to be distributed at a later date.
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5.2. Noted the majority of pupils are actively engaged, the SENCO has made a positive start and Early Years has improved and is
a strength.
5.3. Key stage 2 is an area for improvement. Once a further assessment has been undertaken, support plans for those teachers
should be implemented.
PPG REPORT AND STRATEGY FOR 2016/17
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6.1. Report not available, will be provided at the next meeting.
CONSIDER ANY CHANGES TO SCHOOLS ADMISSIONS CRITERIA
Action: CT
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7.1. It was agreed no changes are currently required – the policy was reviewed by governors in March 2016 and is consistent with
the HLT policy, as well as the schools ethos as a foundation.
Resolved: no changes to be made to the admission criteria.
REVIEW OF THE SCHOOLS WEBSITE
8.1. An audit was completed on the website and it was agreed a number of areas needed to be addressed. The website is also not
simple to find – agreed there needed to be a clear link from the foundations website to the schools.
8.2. Noted the IEB information needed to be uploaded to the website as a matter of urgency.
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8.3. CT understands the urgency and is considering who should lead on the project.
8.4. Noted the website could be based on the senior girl’s schools as their website is appropriate and easy to use.
Resolved: CT to appoint a staff member to lead on the website, subject to the staff control procedure previously agreed
by the IEB, who will ensure the IEB information and general school information is uploaded and up-to-date. Also, to
ensure the website is easy to find and use.
REPORT FROM LINK GOVERNOR ON PROGRESS TOWARDS ACADEMY CONVERSION
9.
9.1. YL provided members with an update on the academy conversion, stating Rabbi Mayer believed the process will take longer
than originally thought. The school is likely to become an academy in September at the earliest.
9.2. SD met with the Regional Schools Commissioner who was clear and happy with the direction the school is taking.
9.3. SD also conversed with other organisations around the substantive Headteacher post.
AGREE PLAN FOR PARENTAL/STAKEHOLDER ENGAGEMENT
10.1. YL noted parents feel uninformed regarding the IEB – they are unfamiliar with its role, structure and members which in turn
has led to misinformation received amongst parents (and staff). Noted again it was a priority to ensure the website contains
information regarding the IEB.
10.
10.2. Members agreed a further letter to be sent to parents with an update and clear explanation of the IEB and how they can be
contacted. The letter will also include a date of the meeting to be held at the school, which will allow parents to voice their
concerns and ask any questions.
10.3. Regarding the meeting with parents, it was considered what format was more appropriate. A drop in session was suggested
as this allows parents to engage with IEB members individually and meeting on 14 December.
10.4. Some disagreement was expressed with having a drop in session therefore it was agreed SD would decide the structure of
the first meeting.
Resolved: MK and YL to assist CT in drafting a letter to parents. YL to arrange a meeting with the foundation. Date for
Action: CT
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meeting with parents to be arranged.
Action: MK/CT/LB/YL
CONFIDENTIAL – BUDGET MONITORING REPORT
11.1. A written report was not provided as the current set of data is not available. Therefore, the current forecast position has not
changed. An updated report will be circulated when available.
11.2. Noted the financial controls established at the last meeting are in place and few requests have been made. The funds for the
outdoor play area for Early Years was granted.
11.3. The production of the organisational change proposal is in its final state. Jane Carberry (HLT HR) is planning a meeting for
CT to lead the consultation with staff which will begin next week. The end of consultation will coincide with the IEB meeting in
December and therefore a report will be provided to members on the response to the consultation and any recommendations
arising from the response.
11.
11.4. The proposed shadow structure is costed on budgeting for part time morning and part time afternoon staff covering the
respective curriculums on current forecasts. However, this may need to be reconsidered by the IEB due to the potential
difficulties of being able to retain or recruit staff to the school with only part-time contracts.
11.5. In terms of the position of the schools voluntary fund budget, confirmation is required on whether this contributes to the
funding or provision within the school. Noted the voluntary fund is currently managed by the Foundation rather than governing
body, however financial regulations require it to be controlled by governing body/IEB.
Action: SD/CT/FOD
11.6. It was noted that this fund was originally set up as a donation to the foundation and the governing body subsequently
requested to manage the fund, but this was not granted. Nonetheless, at the time the governing body were satisfied it was
being managed appropriately. Noted this will need to be discussed with the Foundation and followed up with a formal position
at a future meeting.
Action: SD/YL/FOD
Resolved: YL to discuss with the appropriate people within the Foundation.
Action: YL
Resolved: Report to be compiled on what is normal practice for voluntary contribution, procedures and what the money
is directly going to. This will then be compared with the arrangements with the foundation and establish if this can
contribute to financial situation.
POLICIES
12.1. Noted the behaviour policy was reviewed and the anti-bullying policy was incorporated.
12.
Action: FOD
12.2. The restraint policy has not yet been provided however a reference to this has been included in behaviour policy, stating it will
be added.
Resolved: IEB members approved the policy.
12.3. Safeguarding visit – SD attended a meeting with RP and CT. Noted RP has a lot of knowledge and understanding of
processes around safeguarding and undertakes the role with professionalism. There are some areas the school need to
Action: FOD
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improve on e.g. filing and retaining evidence.
12.4. RP has worked with extensively James Sykes (HLT Safeguarding team) regarding the policy to ensure it is fit for purpose.
Resolved: IEB members approved the policy.
12.5. In regards to all other policies, little progress had been made on the policy list compiled by MK. Noted HLT templates have
been adopted for statutory policies however MK suggested other HLT policies are also adopted, including the Health and
Safety Policy.
Resolved: IEB members agreed to adopted HLT statutory policies for the school. List of policies in appendix A details
which statutory policies should be adopted.
LINK GOVERNOR VISITS (IF ANY)
13.1. BM undertook a visit to the school and met with the SENCo, CH and CT. Noted this was a positive meeting and processes
and processes are underway to ensure the school is compliant.
13.
13.2. Noted a school email address has yet to be provided to the SENCo. Members requested this be addressed as a matter of
urgency.
13.3. Noted she will be attending SENCO forum next week and has also requested one further meeting with the outgoing SENCO,
which would incur a cost implication.
Resolved: CT to ensure the SENCo has a school email address.
Action: CT
Resolved: IEB members agreed to one further meeting with the outgoing SENCo.
AGREE ACTIONS TO BE UNDERTAKEN PRIOR TWO MEETINGS/LINK GOVERNOR VISITS
Actions for the next meetings:
Before the next meeting, a drop in session and safeguarding visit to be completed.
14.
DECEMBER:
• Written report HT (CT)
• One day review outcomes TBC / SIP one report (CH)
• Attainment & progress (CT/CH)
• Health & Safety Report including the security of the school and educational visits (CT)
• Sport funding – pupil premium (CT)
• Consultation update
• PPG report (CT)
• Website update (CT)
• Parent meeting update (SD)
Action: LB
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•
•
•
Outcome of staff consultation (FOD)
Baseline data and pupil progress meeting information (CT/CH)
Progress of performance management (CT/CH)
JANUARY:
• Report from Link Governor on progress towards Academy conversion (YL)
• Receive the verbal report from the Headteacher (CT)
• Review of ICT provision and curriculum compliance (CT)
• Review of SEN provision (CT/CH)
• Receive census report and consider implications (CT/CH)
• Budget report (FOD)
• One day review outcomes (CH/CT)
• TAG report (CH)
• Consider external reports or audits
Link governor visits:
•
CHAIRS ACTIONS
15.
None.
AOB
16.
None.