Agenda and minutes

The Chair welcomed members to the meeting of the Forum and introductions were made.

Apologies for absence were received from Renee Dickens.

To approve as a correct record the Minutes of the meeting held on 19 March 2015.

The minutes of the meeting held on 19 March 2015 were approved as a correct record.

To discuss any matters arising.

There were no matters arising.

To consider a report of the Corporate Director for Corporate and Support Services.

The report provides Schools Forum members with an executive summary report of the business matters included on the main agenda.

The Forum is recommended to note the executive summary and offer any views, comments and feedback to be considered for future Executive summary reports.

Officer Contact: Peter Hughes on 0161 474 3947 or email peter.hughes@stockport.gov.uk.

A representative of the Corporate Director for Corporate and Support Services submitted a report (copies of which had been circulated) providing the Forum with an executive summary of the business matters included on the main agenda.

RESOLVED – That the report be noted.

To consider a report of the Corporate Director for Corporate and Support Services.

The report updates the previous report (March 2014) which focused upon the Education Capital programme 2012 to 2016 and in particular the work underway to renew and extend educational estate in the face of the increased birth rate and additional demand for primary places being experienced at this time.

Schools Forum members are asked to note the report.

Officer Contact: Peter Hughes on 0161 474 3947 or email peter.hughes@stockport.gov.uk.

A representative of the Corporate Director for People submitted a report (copies of which had been circulated) providing an update on the previous report of March 2014 which focused upon the Education Capital programme 2012 to 2016 and in particular the work underway to renew and extend educational estate in the face of the increased birth rate and additional demand for primary places being experienced at this time.

It was reported that Stockport received an annual ‘Basic Need’ grant of £0.956m as well as an additional £11.4 million ‘regeneration’ support from the Council’s Major Projects Group the previous year.

Stockport Council had achieved considerable success over previous years in gaining income streams for investment into the education buildings portfolio. Whereas once there was a single school rebuild project every 5 to 10 years, the current projects included:

·         Creating a new 3 Form Entry school building to replace both Orrishmere and Queen’s Road Primary Schools;

·         Rebuilding and extending 75% of Arden and Warren Wood Primary Schools;

·         Creating a new school building for Key Stage 2 of St Thomas CE Primary in the Heatons at the Peel Moat site;

·         Rebuilds for Werneth Secondary School as well as Abingdon, Bridge Hall and St John’s CE Primary Schools;

·         Major refurbishments at Hazel Grove Primary School, Cheadle Primary School and Great Moor Junior School as part of the successful phase 2 bids for Priority Building Schools Program funding from the DfE.

It was further reported that Stockport schools have been able to offer a meal to all infants from the inception date as required under the statutory obligation/requirements of the universal infant free school meals (UIFSM) initiative, and had also won additional central government funding for Hursthead Infants School and Bolshaw Primary School to support the introduction. A bid was also put forward on behalf of the diocese for further support for St Phillip’s Catholic Primary School and that bid was also successful.

Stockport had largely dealt with the current population bulge at primary age however it was reported that an area that had not yet been addressed was the capacity of the secondary sector to cope with this bulge as it rolls into year 7 and beyond. Additional pressure could have possibly been put on Special Educational Needs resources if the number of pupils with Special Educational Needs was to accelerate faster than the general population increase.

RESOLVED – That the report be noted.

To consider a report of the Corporate Director for Corporate & Support Services.

The report provides Schools Forum members with an update on current developments from Internal Audit, Risk and Insurance services and a Summary Outline of all school audit and insurance activity over the past twelve months of April 2014 to March 2015.

Schools Forum members are asked to note the report.

Officer Contact: Peter Hughes on 0161 474 3947 or email peter.hughes@stockport.gov.uk.

A representative of the Corporate Director for Corporate and Support Services submitted a report (copies of which had been circulated) updating the Forum on current developments from Internal Audit, Risk and Insurance services and providing a summary outline of all school audit and insurance activity over the previous twelve months of April 2014 to March 2015.

The Forum was advised that due to limited future resources the Internal Audit Service was moving away from the traditional four year rolling programme and adopting innovative ways of providing audit assurance to school stakeholders in the future. From April 2014 this had included:-

·         Schools risk assessed to ensure high risk schools were audited more frequently;

·         More emphasis on cross cutting thematic audits, the findings and recommendations of which were presented to School Business Manager meetings and Schools Forum.

·         The expansion of the Continuous Auditing Model whereby data interrogation software was used by Internal Audit to report frequently on control weakness and exceptions within key systems operated at schools, for example, payroll and procurement;

·         Follow up of agreed audit recommendations was undertaken by Schools Finance and the results discussed quarterly with Internal Audit.

It was reported that fraud checklists were sent out to schools for self-assessment, an approach that was approved at the schools business managers meeting. This demonstrated the added value of this type of approach that allowed quick and effective discussion and debate around the key risk issues, whilst bringing these to the attention of all schools much more effectively. Moreover the importance of feedback was to ensure the best outcome, learn lessons and spread best practice.

RESOLVED – That the report be noted.

To consider a report of the Corporate Director for Corporate and Support Services.

The report provides detail on the reported balances held in relation to the three insurance schemes operated and administered by the LA on behalf of schools and the planned deployment of reserves held by the LA as at 31 March 2015.

The Forum is invited to consider the detailed recommendations in the report.

Officer Contact: Peter Hughes on 0161 474 3947 or email peter.hughes@stockport.gov.uk.

A representative of the Corporate Director for Corporate and Support Services submitted a report (copies of which had been circulated) providing an update on the level of school reserves held in relation to insurance schemes that are administered by the Local Authority and requesting the Forum to determine how the reserves held by the Local Authority in relation to administered insurance schemes are used.

The Local Authority operated/administered three separate insurance schemes on behalf of schools, namely Long Term Sickness, Laptops and Balance of Risks, which were provided on a school by school optional basis via the payment of an annual premium. All the schemes had reported an operating in-year surplus and in line with previous Schools Forum discussion all such surplus monies would be redistributed pro-rata to the schools who had bought back into the relevant schemes.

The total closing balance for all three schemes was £0.927m for the 2014/15 financial year inclusive of £0.149m earmarked for specific projects from the 2011/12 balance of which £0.139m previously earmarked to support a number of risk management initiatives remains unspent.

RESOLVED – (1) That the report be noted.

(2) That surplus funds totalling £0.348 (i.e £0.209m in-year operating surplus plus £0.139 agreed) be re-distributed to schools.

A representative of the Corporate Director for Corporate and Support Services will report at the meeting.

Officer Contact: Peter Hughes on 0161 474 3947 or email peter.hughes@stockport.gov.uk.

A representative of the Corporate Director for Corporate and Support Services reported on the 2014/15 final out-turn position, and that there was a £0.917m net surplus, adjusted for £0.595m of carry-forward requests approved by SMT, which provided an adjusted position of £0.322m that had been transferred into the General DSG Reserve.

The DSG reserve would be deployed to support/underpin both the 2015/16 and 2016/17 DSG budget requirements, subject to any outcomes emanating from the DSG review group.

RESOLVED – (1) That the report be noted.

(2) That the Corporate Director for Corporate and Support Services be requested to submit a further update to the next meeting.

To consider a report of the Corporate Director for Corporate and Support Services.

The report provides detail on the individual school balances position reported at 31 March 2015 and the schools the LA will apply the excessive school surplus balance control mechanism to as per the updated Scheme for Financing Schools document.

Schools Forum members are asked to note the report.

Officer Contact: Peter Hughes on 0161 474 3947 or email peter.hughes@stockport.gov.uk.

A representative of the Corporate Director for Corporate and Support Services submitted a report (copies of which had been circulated) outlining the final detailed analysis of the total school balances position recorded as at 31 March 2015, and the details of the application of the excessive school surplus balance mechanism process applied to schools reporting a surplus balance above the 12% threshold level as per the Scheme for Financing Schools document.

It was reported that school balances at the end of the 2014/15 financial year had increased by £1.084m and total school balances as at 31 March 2015 were £12.658m.

As agreed by the Forum in April, schools were considered to hold an “excessive surplus balance” if the reported balance as at 31 March each year exceeds 12% of the total funding delegated to the school at the start of the financial year. This had been applied to all schools reporting a surplus balance as at 31 March 2015 above the threshold and they had been notified of the planned claw-back. Schools had until Friday 12 June 2015 to respond to the Local Authority with details of any exceptional circumstances as to why the claw-back should not be applied.

RESOLVED – That the report be noted.

To consider a report of the Corporate Director for Corporate and Support Services.

The report focuses on the requirement of all LA maintained schools to complete the annual self-assessment process against the Schools Financial Value Standard (SFVS). The report provides detail of the 2014/15 submissions received, the schools the Local Authority has supported via the SLA package and illustration of identified “good practice” found in Stockport schools.

The Forum is invited to consider the detailed recommendations in the report.

Officer Contact: Peter Hughes on 0161 474 3947 or email peter.hughes@stockport.gov.uk.

A representative of the Corporate Director for Corporate and Support Services submitted a report (copies of which had been circulated) providing an update on the requirement for schools to complete the self-assessment process against the Schools Financial Value Standard (SFVS), information of the schools the Local Authority Schools Finance team supported through the process via a service level agreement and details of good practice identified across the sector.

The standard consisted of 23 questions for 2014/15 which governing bodies should have formally discussed annually with their Head teacher and senior staff. The 23 questions were categorised into Governing Body and School Staff, Setting the Budget, Value for Money and Protecting Public Money.

The Local Authority had provided a facilitation service to 23 schools in 2014/15 and had a more detailed analysis of these schools. All 101 Local Authority maintained schools had returned their SFVS as well as 2 of the 3 PRUs.

A number of key areas that continued to be identified at a number of schools as requiring action included:

·         Skills matrix not completed

·         Business interests forms not completed by all staff

·         Finance training for SLT members

·         Limited collaboration between schools

The SFVS assessment required all governing bodies to review and complete the self-assessment on an annual basis and the schools finance team was keen to continue to actively support and assist schools in this process. Universal governor training would continue to be provided via an annual update and the SLA facilitation service would also be available to those schools wishing to purchase in 2015/16, of which 24 schools had already submitted request for support. Additionally, due to the increased pay freedoms afforded to schools and governing bodies, the DfE had advised that 2 additional questions had been included in the standard for 2015/16 relating to schools’ pay decisions.

Clarification was sought on what source of professional independent advice on pay decision processes in relation to the Headteacher should be used, for which the Council’s Human Resources department was recommended as the best source.

RESOLVED – That the report be noted.

To consider a report of the Corporate Director for Corporate and Support Services.

The report provides details of all local schools funding formula applied by the 152 local authorities in the country.

Schools Forum members are asked to note the report.

Officer Contact: Peter Hughes on 0161 474 3947 or email peter.hughes@stockport.gov.uk.

A representative of the Corporate Director for Corporate and Support Services submitted a report (copies of which had been circulated) detailing the latest information released by the Department for Education (DfE) regarding all local authorities 2015/16 schools local formula funding models implemented.

The Local Authority submitted their formula for allocating dedicated schools grant (DSG) schools block funding for 2015-16 to schools in the borough in January 2015 to the Education Funding Agency. The DfE released an analysis of Local Authorities’ schools block funding formulae 2015/16 in March 2015 which could be used a way of benchmarking the Local Authority’s local formula funding models.

The following comments were made/issues raised:-

·         There were no plans to review the formula in 2015 as it had been implemented in autumn 2014 for a 2 year period;

·         The Local Authority had used data from the previous formula submission to inform the 2015/16 formula;

·         Stockport allocated £334 per pupil under the looked-after children factor, which was in the lowest category.

RESOLVED – (1) That the report be noted.

(2) That the Corporate Director for Corporate and Support Services be requested to investigate which other authorities allocated more to the looked-after children factor and the reasons for this.

To consider a report of the Corporate Director for Corporate and Support Services.

The report provides Schools Forum members with details of the latest Schools Forum Operational and Good Practice Guide released by the Department for Education (DfE) in March 2015; updated Terms of Reference document; and to identify and consider any further areas for improvement in the operation of the Stockport Schools Forum.

The Forum is invited to consider the detailed recommendations in the report.

Officer Contact: Peter Hughes on 0161 474 3947 or email peter.hughes@stockport.gov.uk.

A representative of the Corporate Director for Corporate and Support Services submitted a report (copies of which had been circulated) providing Schools Forum members with details of the latest Schools Forum Operational and Good Practice Guide released by the Department for Education (DfE) in March 2015 and provided Schools Forum members with the updated Terms of Reference document.

It was reported that Schools Forum had received details of the initial DfE Operational and Good Practice Guide in December 2013 and subsequently at the next meeting in January 2014 received an updated Terms of Reference document.

The Local Authority had reviewed the content of section 1 of the guide book and considered all of the key matters were sufficiently addressed within the current composition as outlined in the Terms of Reference and there were no areas for radical review.

Section 2 of the guide outlined some of the aspects the Local Authority and School Forum should consider in ensuring the operation of the Schools Forum was as effective as possible. Although the Local Authority was satisfied that Stockport covered most of the aspects detailed, there were a number of items identified at section 4.5 of the report that were not imbedded in the Stockport Schools Forum.

The following comments were made/issues raised:-

·         Each representative group should meet in the days prior to the Schools Forum meeting to discuss agenda items, however this would be difficult for the Local Authority to monitor;

·         Chair details to be shared with other Local Authorities to facilitate discussion, collaborations and networking;

·         Whilst the Government good practice recommended that recommendations were clearly outlined at the start of the report, Forum members preferred the recommendations at the end of the report;

·         Members requested that they be notified when the minutes of Schools Forum were published;

·         Assess option of providing an annual report on the proceedings of the Forum;

·         Key national updates would be presented as reports to the Forum; and

·         A dedicated Schools Forum website was recognised as unsustainable due to cost and maintenance and members were referred to the area designated to Schools Forum on the Council’s website which included the Schools Forum newsletter.

RESOLVED – (1) That the report be noted.

(2) That the Democratic Services Manager be requested to notify members of the Forum when Minutes are published.

(3) That the Corporate Director for Corporate and Support Services co-ordinate the agreed actions relating to the aspects of the guide not imbedded in Stockport’s Schools Forum.

(4) That the Corporate Directors for People and Corporate & Support Services be requested to assess Stockport’s Schools Forum operations with the Chair and Vice-Chair and report back to the Forum in due course.

 To consider a report of the Corporate Director for Corporate and Support Services.

The report provides members with details of the scheduled meetings for the 2014/15 academic year the proposed forward planner of Schools Forum business.

The Forum is invited to consider the detailed recommendations in the report.

Officer Contact: Peter Hughes on 0161 474 3947 or email: peter.hughes@stockport.gov.uk.

A representative of the Corporate Director for Corporate and Support Services submitted a report (copies of which had been circulated) updating members with details of the scheduled meetings for the 2014/15 academic year and the proposed forward planner of Schools Forum business.

RESOLVED – That the report be noted.

To discuss any other business.

There was no other business.

RESOLVED – That the next meeting of the Schools Forum be held on Thursday 9 July 2015 at Castle Hill High School, The Fairway, Offerton, with an optional question and answer session on reports to be considered to be held prior to the commencement of the meeting at 3.45pm.