One journey,
one relationship and one ethos.

Continual improvement in the outcomes for children.

Governing Body

Heathfield Schools Partnership is governed by a single unified body with responsibility for both Heathfield Nursey & Infants school and Heathfield Junior School.

Read our Scheme of Delegation

Who are Heathfield's Governors?

  Category Sub-Committee
Jacqui Kelly (Chair) Parent Standards, Teaching & Learning
Pat Griffin (Vice Chair) Co-opted Standards, Teaching & Learning
Christine Bhika (Clerk)    
Paul Clayton Staff/Exec Headteacher All committees
Jo Reeves Staff Resources and Finance & Personnel
John Coombs Local Authority Resources and Finance & Personnel
Soraya Hussain Parent Standards, Teaching & Learning
Hayley Morris Co-opted Staff Standards, Teaching & Learning
Patricia Griffin Co-opted Standards, Teaching & Learning
Martin Dean Co-opted Finance & Personnel
Lyn Barnes Co-opted Standards, Teaching & Learning
Buddhi Weerasinghe Co-opted Resources
Gordon Daley Co-opted Finance, Personnel & Pay
Emily Bainbridge Co-opted Standards, Teaching & Learning
Christine Morgan Associate/Junior's Deputy Headteacher Standards, Teaching & Learning
Michelle Boyce Associate/Infant's Deputy Headteacher Standards, Teaching & Learning
Keith Willoughby Associate/Premises Mgr Resources
Lesley Pollesche Associate Member Resources and Finance & Personnel

Meeting Attendance 2016-17

  Autumn Spring Summer
Lyn Barnes A
Michelle Boyce
Paul Clayton A
John Coombs A A
Julie Darcy A A
Martin Dean A A
Georgina Dearman A
Pat Griffin A A A
Soraya Hussain
Jacqui Kelly
Christine Morgan
Lesley Pollesche N/A N/A N/A
Mamta Rathore AwA AwA N/A N/A
Jo Reeves
Emily Taylor A
Buddhi Weerasinghe A A A
Keith Willoughby N/A N/A N/A
  Autumn Spring Summer
Lyn Barnes
Michelle Boyce
Paul Clayton
John Coombs N/A N/A N/A
Julie Darcy
Martin Dean N/A N/A N/A
Georgina Dearman N/A N/A N/A
Pat Griffin A A A
Joan Gibson
Pat Griffin A A
Soraya Hussain A
Jacqui Kelly
Christine Morgan A
Lesley Pollesche N/A N/A N/A
Mamta Rathore AwA AwA N/A
Jo Reeves N/A N/A N/A
Emily Taylor
Buddhi Weerasinghe N/A N/A N/A
Keith Willoughby N/A N/A N/A
  Autumn Spring Summer
Lyn Barnes N/A N/A N/A
Michelle Boyce N/A N/A N/A
Paul Clayton
John Coombs
Julie Darcy N/A N/A N/A
Martin Dean A
Georgina Dearman A
Pat Griffin N/A N/A N/A
Soraya Hussain N/A N/A N/A
Jacqui Kelly N/A N/A N/A
Christine Morgan N/A N/A N/A
Lesley Pollesche A
Mamta Rathore N/A N/A N/A
Jo Reeves
Emily Taylor N/A N/A N/A
Buddhi Weerasinghe N/A N/A N/A
Keith Willoughby N/A N/A N/A
  Autumn Spring Summer
Lyn Barnes N/A N/A N/A
Michelle Boyce N/A N/A N/A
Paul Clayton
John Coombs A
Julie Darcy N/A N/A N/A
Martin Dean N/A N/A N/A
Georgina Dearman N/A N/A N/A
Pat Griffin N/A N/A N/A
Soraya Hussain N/A N/A N/A
Jacqui Kelly N/A N/A N/A
Christine Morgan N/A N/A N/A
Lesley Pollesche A
Mamta Rathore N/A N/A N/A
Jo Reeves
Emily Taylor N/A N/A N/A
Buddhi Weerasinghe A A A AwA
Keith Willoughby


A - Absent Apologies received
AwA - Absent without Apologies
N/A - Not applicable (not on Governing Body/Committee)

This policy was adopted/updated: Autumn Term 2015

This policy to be reviewed: Autumn Term 2016

Authorised by:
Head Teacher Date
Chair of Finance Committee Date
Chair of Governors Date

Governing Body and Committee Terms of Reference

The Governing Body should take a strategic role, act as a critical friend to the school and be accountable for its decisions. It should set aims and objectives and agree, monitor and review policies, targets and priorities. Governing Body minutes will be open to the public, except for confidential appendices.

Chairing

The Chair of Governors has a key role. People who are paid to work at the school are not eligible to act as Chair. The Chair is responsible for;

  • Ensuring that the business of the governing body is conducted properly
  • Ensuring that the meetings are run effectively and make the best use of time
  • Ensuring that the governing body acts as a sounding board to the Headteacher and provides strategic direction
  • Taking action in cases where a delay might be seriously detrimental to the interests of the school, a pupil, parent or employee.
Clerk

A Clerk is employed to prepare agendas and accompanying documents for the meeting in consultation with the Chair and Headteacher. The Clerk should ensure governors are given at least 7 days written notice of a meeting and agenda and documents to be considered are provided to governors within this time frame. The Clerk should take minutes of each meeting, keep a register of attendance and let governors know when terms of office come to an end. Minutes should be distributed to all governors as soon as possible following a meeting.

Voting and Quorums

Only governors and appointed Associate Members can vote. No vote may be taken at any meeting where Associate Members outnumber governors. The quorum for any governing body or committee meeting must be one half (rounded up to a whole number) of the current membership of the governing body and a minimum of 3. In the event of a tied vote the Chair/Vice Chair will have a second or casting vote.

Apologies should be given in advance of a meeting to the Headteacher, Chair or Clerk prior to the meeting. Apologies will be considered at the start of each meeting. The Clerk must report absences on the minutes and whether apologies were received.

The Governing Body will;
  • Hold at least 3 meetings per year; one per term,
  • Elect a Chair and Vice Chair,
  • Appoint or remove the Clerk,
  • Recruit and appoint new governors and associate members as vacancies arise,
  • Set dates for the year ahead,
  • Establish committees of the Governing Body and their terms of reference,
  • Decide which functions of the Governing Body will be delegated to committees, groups and individuals,
  • Receive reports from any individual or committee to whom a decision has been delegated and consider whether any further action by the Governing Body is necessary,
  • Approve the first formal budget of the financial year,
  • Review delegation arrangements annually
  • Ensure the school delivers "good" to "outstanding" education provision to its pupils.

Governors have no legal authority to act individually, except when authority to do so has been delegated by the Governing Body.

Committees

Each committee elects a Chair at the first meeting of the academic year. Meetings are recorded by the Clerk.

Standards, Teaching and Learning Committee
  • To consider and advise the governing body on standards and other matters relating the school's curriculum, including statutory requirements and the school's curriculum policy,
  • With the assistance of staff, monitor and evaluate the delivery of the curriculum,
  • To review, approve and monitor the implementation of policies for curriculum areas, special educational needs, collective worship, race equality and pupil behaviour/discipline,
  • To ensure that the needs of pupils with special education needs are met,
  • In conjunction with the Headteacher, (either to recommend to the governing body, or to agree) statutory targets for pupil attainment,
  • To consider curricular issues which have implications for finance and personnel decisions and to make recommendations to the relevant committees or the Governing Body,
  • To oversee arrangements for individual governors to take a leading role in specific areas of provision, e.g. SEN, Literacy, Numeracy. To receive regular reports from them and advise the Governing Body,
  • At least annually to receive a report from the Headteacher on the quality of teaching and the standards of pupil achievement and to identify any necessary governing body actions,
  • In consultation with Headteacher and staff, identify priorities for the School Action Plan and to consider the draft plan for discussion and approval by the governing body,
  • To monitor, at least once a term, progress on implementing the SAP and make adjustments where necessary,
  • To ensure the SAP covers all actions to improve the education and coaching the school needs to delivery in a "good" to "outstanding" standard manner.
  • To review, in consultation with the Headteacher and staff, the school's policies on pupil welfare, homework and the school uniform and make any recommendations,
  • To review and monitor the policy on charging and remissions and school journeys and visits and other off-site pupil activity,
  • Ensure the school delivers a "good" to "outstanding" education and guidance to pupils.
Finance, Personnel and Pay Committee
The Committee has responsibility for:

Financial Management

  • participating in any consultation with the LA on funding reviews and amendments to the Scheme for Financing Schools, and, annually, making recommendations to the governing body as to the formal approval and adoption of the Scheme for Financing Schools
  • reviewing, annually, and making recommendations to the governing body to the formal approval and adoption of the LA's Schools' Financial Regulations and Standing Orders
  • ensuring compliance with the LA’s Schools’ Financial Regulations and Standing Orders
  • adopting the LA's whistle blowing policy
  • providing guidance and assistance to the head teacher and governing body in all matters relating to budgeting and finance, and to clearly define any delegation of financial responsibilities (see Appendix 1)
  • reporting all decisions taken by the committee to the next governing body meeting
  • preparing a 3-year balanced budget, which is: a) in a format approved by the LA; b) based on the priorities of the School Improvement Plan; and c) presented to the governing body for approval
  • reviewing quarterly budget monitoring reports containing detailed income and expenditure from original system data, ensuring explanations are available and, if necessary, revising the budget
  • reporting to the governing body on the school’s current financial position and the performance of the annual budget plan, providing supplementary information as may be required
  • completing, annually, a benchmarking exercise which, in the Consistent Financial Reporting (CFR) format, compares this school's financial performance with others, the criteria for benchmarking being determined by the committee
  • authorising expenditure and virements between budget headings as per the limits delegated (see Appendix 1)
  • ensuring there is a recovery plan should the budget go into deficit; equally, that there is a spending plan should the budget have a surplus
  • developing a framework of performance indicators and targets in accordance with the Best Value Policy, which will provide a clear, practical expression of the school's achievement of best value, and submitting a Best Value Statement to the LA
  • ensuring that each committee member completes an annual written declaration of interests form, stating any business and/or other financial interest they, or their family or close acquaintances, may have with the school
  • ensuring that, at the commencement of any meeting, all financial interests are declared and recorded in the minutes
  • reviewing tenders received for contracts, up to the limits delegated, agreeing which contractors are to be awarded contracts, and making recommendations to the governing body
  • reviewing, at a minimum every 3 years and in conjunction with the head teacher, a) the continuation or cessation of all contracts, including LA-sourced services; b) the effectiveness of the computer accounting system, the financial processes and procedures of the school, and the policies and framework which support the school's financial management, and to take remedial action should this be required
  • reviewing, at a minimum every 2 years, the extent of specific delegated powers to the head teacher and others for the administration of finances
  • reviewing Internal Audit reports, drawing up any necessary action plan for recommendation to the governing body, and ensuring implementation
  • reviewing, annually: a) these terms of reference and proposing any amendments to the governing body; b) the fees and charges contained in the school's lettings policy; c) governors' allowances
  • ensuring, annually, a self-assessment of financial competency is completed by all who have financial responsibilities, and, from this, reviewing the training needs of each
  • reviewing all statutory and non-statutory policies and procedures relating to this and other committees at the school, which have financial implications and impact on the budget
  • reviewing the school improvement plan where this relates to the responsibilities delegated to the Finance committee
  • ensuring the school maintains an up-to-date asset register (inventory)
  • approving inventory written off, seeking approval of the governing body where delegated authority is exceeded
  • To ensure the management and audit of school non public funds

Personnel & Pay Management

  • reviewing, annually, the school's pay policy (for approval by the governing body) and to undertake any formal consultations on personnel matters, ensuring these comply with the various regulatory guidance notes
  • keeping under review, the personnel procedures and making recommendations for change to the governing body:
    1. redundancy
      • to draft and review, in consultation with the LA and staff, criteria for possible redundancy, for approval by the governing body
      • to form a committee from within its members (of which one member must be the head teacher), with delegated powers being agreed by the governing body, to deal with cases of redundancy
    2. discipline and grievance
      • to review, regularly, the procedures for dealing with discipline and grievance and ensure staff are informed of these
      • to form a discipline and grievance committee from within its members (of which one member must be the head teacher), with delegated powers being agreed by the governing body
    3. managing health attendance
    4. premature retirement
    5. leave of absence
  • participating in staffing reviews and implementing pay policies, as appropriate
    1. salaries
      • to draft criteria, for approval by the governing body, regarding the use of discretionary elements of pay provisions and make recommendations about implementing them
      • establish the annual and longer-term salary budgets and other costs relating to personnel, eg, training
    2. staffing structure
      • to review the staffing structure whenever a vacancy occurs and, at least annually, in relation to the school improvement plan
  • considering and make recommendations relating to staffing to the governing body
  • To establish and review a Performance Management policy for all staff
  • To consider any appeal against a decision on pay grading or pay awards.
  • other responsibilities, including:
    • assisting with drafting job descriptions, where appropriate
    • considering requests for leave of absence in line with the policy agreed by the governing body
    • taking part in a selection panel (although this will be restricted to those who have had the appropriate training)
    • receiving and determining any applications for premature retirement

Membership of the committee will comprise:

Membership:   Chair + minimum of 3 others, 1 to be the head teacher
Term of Office:   Annual
Minute Taker:   Clerk appointed by Full Governing Body
Quorum:   Minimum of 3. The committee shall not meet without the head teacher, or their nominated deputy, being present.

The chair of this committee must be a non-staff governor and will be elected in the autumn term. The membership must be a minimum of 4, of which at least 3 should be non-staff members.

To be quorate, the meeting should have at least 3 members, of which 2 should be non-staff members.

Each committee will meet at least once per term, at which the school will provide:

once a term

  • a budget monitoring report, comparing expenditure (including commitments) and income to the current budget
  • notes to explain the current position
  • an outturn forecast

once a year, in different terms

  • a 3-year budget plan
  • benchmarking data
  • updated policies and procedures
Role of the head teacher

The head teacher has responsibility for the overall supervision of the day-to-day running of the financial affairs of the school.

The head teacher can delegate specific responsibilities to members of staff as appropriate to their job descriptions, ensuring adequate separation of duties in both manual tasks and financial systems (see Appendix 2).

The head teacher is responsible for monitoring the financial position of the school on a regular (not less than monthly) basis.

The head teacher is responsible for the preparation and presentation to the Finance committee and to the governing body, of reports on the school's finances, in accordance with a pre-determined timetable and on an ad hoc basis, as necessary.

The head teacher is responsible for initiating consultations with the chair of governors and the chair of the Finance committee on any significant and exceptional financial circumstances, or any financial matter that is causing concern. S/he should also report to the chair of governors:

  • any failure in any material respect of any member of the school staff to comply with these procedures
  • any circumstances which could adversely affect the schools finances
  • any matter of serious concern in relation to the school's finances

The head teacher can amend the agreed budget by virement between any budget heading up to the limits set out in Appendix 1, and can authorise the purchase of individual items up to the limits indicated in Appendix 1. In exceptional circumstances, or in an emergency, additional authority may be obtained from the chair of governors and the chair of the Finance committee acting jointly.

Role of the Deputy Headteacher

When the head teacher is unable to do so, the deputy head teacher will have the authority to continue the day-to-day running of the school's financial affairs.

At any other time, the deputy head teacher may authorise payments as per Appendix 1.

The deputy head teacher will also undertake such other duties or responsibilities relating to financial matters as may be required of them by the head teacher.


Role of the School Business Manager/Finance Officer

The school business manager has responsibility for:

  • monitoring all day-to-day records of the school and reconciling them with the records of the LA, as appropriate
  • regularly preparing, from the school's accounting system, reports that reflect the position of the school's finances, as may be required by the head teacher and the governors
  • ensuring, on a day-to-day basis, that the financial procedures as set out in this document, and the documents referred to herein, are followed by all who may be involved in any way in the school's finances
  • reporting to the head teacher any failure, in any material respect, by any member of the school staff to comply with these procedures; any circumstance which could adversely affect the school's finances; or any matter of serious concern in relation to the school's finances
Administration
  1. Keys to the safe are held by the head teacher and the school business manager and are removed from the premises each evening or kept in a locked drawer, the keys of which are removed from the school site at the end of each day.
  2. Cheque signatories are as per the bank mandate, and cheques are held securely in a locked cabinet.
  3. No petty cash system is operated by the Infant office. Petty cash is administered by the Junior School. The level of petty cash will not exceed £250, individual claims will not exceed £50. Claims of up to £10 can be authorised by the Office Manager. Claims of up to £50 can be authorised by Headteacher or Deputy Headteacher.
  4. A backup of the Infant's financial data is performed every day and stored off premises. The Junior's financial data and files are backed up on the School's server. These files are protected by network security and are backed up daily via a Secure Remote Backup service we have subscribed to. The data is backed up every night and is encrypted before it leaves site. The data goes off to two data centres just outside London via the internet, where is it stored securely. The data can be restored to our servers and in the event of complete failure, it can be downloaded to any machine connected to the internet. If no internet connection is available, it can be retrieved on a hard drive directly from the data centre.
Reference

These terms of reference should always agree with:

  • "A Guide to the Law for School Governors" published by the Department for Education
  • the LA's "Scheme for Financing Schools"
  • the LA's "Schools' Financial Regulations and Standing Orders"
Authorised by:
Head Teacher Date
Chair of Finance Committee Date
Chair of Governors Date
Appendix 1
At all times, the principles contained in the school's Best Value Policy will apply.
    Governing Body Finance Committee Chair of Finance Committee and Head Head Deputy Head Budget Holder
  Approval of Annual 3-Year Budget Plan          
  Variations to budget heads (virements) over £10,000          
  Variations to budget heads (virement) up to £10,000          
  Variations to budget heads (virements) up to £7,500          
  Variations to budget heads (virements) up to £5,000          
At all times the procedures and requirements outlined In Chapter 4 and Annex 1 of the LA's School's Financial Regulations will be applied. Authorise expenditure Over £50,000 With the Director of Finance          
Authorise expenditure up to £50,000 With legal advice          
Authorise expenditure up to £25,000          
Authorise expenditure up to £15,000          
Authorise expenditure up to £12,500          
Authorise expenditure up to £10,000          
Authorise expenditure £2,000 up to £1,000        
  Authorise writing off assets over £2,000          
  Authorise writing off assets up to £2,000          
  Authorise writing off assets up to £1,000          
  Authorise writing off assets under £500          
  Appointment and salary of all permanent staff          
  Appointment and salary of Head Teacher          
  Appointment and salary of temporary staff        
Extent of Delegation (Virement limits) The limits quoted above are subject to sufficient funds being available in reserve. Additional expenditure over and above the original budget should be reported to this Committee at the next available opportunity. This relates to funds that are vired from reserve and were not in the approved budget. Cheques drawn outside delegated authority of Headteacher and not previously agreed by Governors during budgeting process must be photocopied and signed by Chair of Finance.
Authorisation of Revenue and Leasing Contracts All revenue and leasing contracts should be tendered and authorised as per the Standing Orders for Contracts, contained in Annex 1 of the LA's Schools' Financial Regulations and Standing Orders.
Authorisation of Capital Contracts All capital contracts should be tendered and authorised as per the Standing Orders for Contracts, contained in Annex 1 of the LA's Schools' Financial Regulations and Standing Orders and subject to appropriate authorisation of capital funding.

This Appendix 1 is to be read in conjunction with the Scheme of Delegation and the Spending and Virements Policy

Appendix 2

Statement of Roles and Responsibilities for Financial Management (to be read in conjunction with the Scheme of Delegation)

Department for Education (DfE)

The DfE's overall role is to set the national financial framework and to provide high level support and coordination. In pursuit of this role it:

  • maintains a national standard for schools (ie, the Schools' Financial Value Standard - SFVS)
  • maintains a model financial scheme for schools under section 48 of the School Standards and Framework Act (SSFA) 1998
  • requires annual assurance from Chief Finance Officers of Local Authorities (LAs) that:
    • the Dedicated Schools Grant (DSG) has been properly used
    • the LA has adequate audit and assurance arrangements in place for schools
    • schools are implementing the SFVS
  • uses data collected to monitor and, where appropriate, challenge the LA on:
    • substantial overspend or underspend of the DSG
    • schools with persistent substantial deficits
    • failure to implement the SFVS
  • publishes data on the budgeted and actual spend of LAs and schools
  • on the national website, makes available for schools tools and case studies
  • maintains the Schools' Financial Benchmarking (SFB) website for schools
  • signposts schools to compliant contracts and frameworks for procurement and, in some cases, may arrange contracts and frameworks for schools to access
  • hosts discussions with LAs and school partners on financial and procurement issues
Local Authority (LA)

The LA's role is to set and monitor a local financial framework and to provide local support for schools to help them provide an effective service to the local community. In pursuit of this role it:

  • maintains and revises a local financial scheme for schools under section 48 of the SSFA 1998 (Scheme for Financing Schools)
  • reviews schools’ budget plans as submitted
  • agrees a recovery programme with schools that fall into deficit
  • carries out high level monitoring of schools' budgets
  • challenges excess surplus balances, held without good reason
  • intervenes in schools causing financial concern, through issuing notices of concern or the withdrawal of delegation
  • plans and carries out an audit programme for schools
  • monitors the implementation of the SFVS and takes this into account in their programme of audit
  • provides local guidance, tools and resources for schools (may be charged for)
  • provides advice for individual schools on request (may be charged for)
  • provides conferences and training for schools (may be charged for)
  • provides LA-level procurement frameworks and deals for schools
  • consults governing bodies on significant changes to funding
Heathfield Nursery and Infant School

The school's role is to manage its delegated budget effectively and optimise the use of resources to raise standards and attainment for all pupils, working within the local financial framework set by the LA. In pursuit of this role it:

  • seeks to secure good value for money at all times
  • implements the SFVS
  • ensures that the school has access to an appropriate level of financial expertise
  • ensures that the governing body has adequate financial skills among its members to fulfil its role of challenge and support
  • maintains effective financial management arrangements in the school
  • maintains adequate accounting and management information systems
  • follows procedures for purchasing or leasing goods and services that both meet the legal requirements and achieve value for money
  • has adequate arrangements to guard against fraud and theft
  • benchmarks income and expenditure annually against that of similar schools and investigates and takes action where any category appears to be significantly out of line
Governing Body

The governing body has a strategic role in the financial management of schools and its key responsibilities include:

  • setting financial priorities through the
    • School Improvement Plan (SIP)
    • 3-year budget plan
    • the annual budget
  • establishing formal procedures and a timetable for budget planning
  • approving a balanced and sound annual budget
  • ensuring the budget is managed effectively
  • determining delegated powers in relation to approving spending and virement decisions and approving them within a formal scheme of delegation
  • approving budget virements and spend decisions outside any delegated authority
  • ensuring the school meets all its statutory obligations and, through the head teacher, complies with the LA’s financial regulations and standing orders
  • ensuring there is a handbook containing appropriate information and description of financial systems and procedures for all staff with financial management responsibility
  • ensuring, through this statement of roles and responsibilities, that financial duties of staff are clearly described to avoid potential conflicts
  • ensuring that financial records are maintained that can provide auditors and inspectors with explanations they consider necessary
  • responding promptly to recommendations made by auditors or inspectors
  • as a joint responsibility with the head teacher and all staff at the school, advising internal audit of any financial irregularity at the school
  • approving economic and effective debt recovery procedures and, subject to these procedures, writing-off of any debt in relation to the school budget
  • ensuring that the school obtains best value when purchasing goods and services
  • establishing and reviewing annually a charging policy for the supply of goods and services
  • establishing and maintaining a register of business interests of governors and staff who influence financial decisions. This should be open to examination by governors, staff, parents and the LA
  • deciding, after careful consideration, whether or not to insure risks not covered by the LA
  • authorising the write-off and disposal of stock / stores and inventory items
  • receiving the audited accounts of any voluntary funds managed by the school, within six months of their accounting year-end
  • approving a data security and recovery plan that complies with the LA's minimum standards on computer security
  • determining the staff complement and a pay policy for the school
Finance Committee

The Finance committee is non-statutory and the governing body is free to determine its terms of reference, including the approval of the draft annual budget. Where the governing body wishes to delegate some of its financial management responsibilities to the Finance committee it must:

  • define its terms of reference
  • define the extent of its delegated authority
  • ensure it receives minutes of the committee's meetings
  • annually review the committee's terms of reference and membership

Linked with the responsibilities held by the governing body, as outlined above, the Finance committee's responsibilities include:

  • drawing up the annual and 3-year budget plan for approval by the governing body
  • exploring different expenditure options and assessing expenditure bids
  • forecasting likely future pupil rolls and assessing the impact on funding levels
  • monitoring budgeted income and expenditure
  • monitoring and adjusting in-year expenditure levels
  • ensuring accounts are properly finalised at year-end and the outturn reviewed
  • evaluating the effectiveness of financial decisions
  • evaluating the school's achievement of best value
Head Teacher (and the Deputy Head Teacher in the absence of the Head Teacher)

Although the governing body has a statutory responsibility for the oversight of most areas of school life, including financial management, a great deal of responsibility is often delegated to the head teacher and other staff. It is important, therefore, that the head teacher's financial management roles and responsibilities are clear and understood by all who assist them with the school's financial management.

The head teacher provides vision, leadership and direction for the school and ensures that it is managed and organised to meet the aims and targets established by the governing body and, as such, has delegated responsibility for:

  • leading on the creation of a strategic framework for the school (ie, formulate the aims and objectives of the school; establish the policies and development plan through which this will be achieved; and monitor progress towards achievement)
  • developing the SIP based upon sound resource planning, which identifies priorities, targets and options for ensuring pupils achieve high standards and make progress, increasing teachers effectiveness and securing school improvement within a balanced budget
  • advising on and implementing the governing body's strategic framework, and reporting on progress
  • submitting the SIP and the 3-year budget plan for governors' approval
  • planning, monitoring and evaluating the budget plan, managing expenditure and income
  • drawing up and submitting to the governing body an annual budget plan for the school's voluntary fund(s)
  • establishing sound internal financial controls, which are managed on a daily basis by the school business manager
  • managing effective financial administration procedures to ensure financial probity and compliance with financial regulations, particularly:
    • the proper use of all items included in the inventory and ensuring an annual certified check is carried out to ensure that all inventory items are accounted for
    • the proper security for all buildings, stocks, stores, furniture, equipment, money, sensitive data, etc
    • to make recommendations to the governing body on the write-off of any inventory items or stocks / stores
    • to report annually to the governing body on recommended levels of fees and charges over which the school has discretion
    • that staff using their vehicle on school business, or taking school assets off-site, are properly insured
    • the safe retention of all invoices and financial records in accordance with statutory requirements
    • that the bank is reconciled on a monthly basis and the account not allowed to go overdrawn
    • to advise the LA if the school cannot agree the LA's outturn figures
    • as a joint responsibility with governors and other staff, advise internal audit of any financial irregularities at the school
    • identify and secure appropriate licences and insurance
    • give prompt notification to the insurance services section of the LA of all new risks, properties or vehicles, that are required to be insured; of any alterations affecting existing insurance; of any loss, liability, damage or other event likely to lead to an insurance claim
  • approving any budget virements and spending decisions (orders / invoices / contracts / pay records) within delegated authority level
  • managing all contracts and SLAs
  • ensuring the effective implementation of financial systems / procedures contained in a financial management handbook (even in the absence of key staff)
  • considering and responding promptly to recommendations in school audit / inspection reports, and advising governors of results and any remedial action required
  • implementing school pay policy and appointment procedures
  • managing, monitoring and reviewing the range, quality, quantity and usage of all available resources in order to improve pupils' achievements, and ensure best value
  • managing the work of the finance and administration team so that an efficient and effective administrative and financial service is provided to the school
  • managing the tendering arrangements on behalf of the governors, liaising with the LA, as appropriate
School Business Manager

Be a member of the Senior Leadership Team (SLT) at the school and contribute to the strategic direction of the school on all aspects of school administration, including finance, personnel, and premises management. Specifically to, and under the overall direction of the head teacher:

  • design, develop and manage effective financial administration procedures, including responsibility for compliance with financial regulations
  • provide specialist advice and guidance to SLT and governors on national and local guidelines / policy / statute
  • interpret matters of policy / procedure / statute to ensure the school's compliance, and initiate appropriate action arising
  • ensure there is a handbook containing information and a description of financial systems and procedures for all staff with financial management responsibility (internal controls handbook)
  • ensure that financial records are maintained that can provide auditors and inspectors with explanations they consider necessary (audit trail)
  • monitor all accounting procedures and resolve any problems, including the ordering, processing and payment for all goods and services provided to the school; the operation and regular reconciliation of bank accounts; maintenance of an assets register; and preparation of invoices, collection of fees and other dues, and recovery of bad debts
  • prepare annual estimates and regular reports on income and expenditure, monitor accounts against budgets and report on the financial state of the school to the governors
  • oversee the spending of the budget so that funds are spent as governors agreed, that there is scrupulous financial probity, and that audit recommendations and the financial requirements of the LA's delegation of powers are implemented
  • closedown accounts and liaise with education finance and auditors
  • prepare any required financial returns for the DfE, LA and other central and local government agencies within statutory deadlines
  • support the head teacher in bringing greater openness and transparency to financial matters
  • help the leadership group incorporate genuine financial forward-planning
  • look for opportunities for the school to bid for funds, contributing to and leading bids as required
  • maximize income generation within the ethos of the school through letting of the school premises and development of the school facilities for out-of-school use
  • make recommendations to the head teacher and governors on the spending of repairs and capital budgets, according to an agreed development plan
  • wherever possible, and once authorised, oversee the spending of these funds
  • oversee tendering arrangements on behalf of the governors, liaising with the LA as appropriate
  • liaise with contractors and maintenance staff
  • ensure improved service, value for money, and fitness for purpose
  • identify the need and be responsible for securing appropriate licences and insurance
  • ensure the maintenance of accurate and current inventories of all assets (inventory)
  • liaise with the LA on the provision of a comprehensive payroll service ensuring that salary payments are
    1. only made to school employees;
    2. made in accordance with appropriate conditions of employment; and
    3. only made for services provided to the school
  • lead, manage and develop the support staff who provide administrative support to the school, through:
    • line management (this will include regular meetings, mentoring, co-ordination, monitoring, appraisals)
    • developing a programme of training for the administrative team
    • overseeing the work of the administration team so that an effective administrative service is provided to the school
Department Heads

The responsibilities of the department heads, who have been allocated a budget to manage. include:

  • complying with the Schools' Financial Regulations and Standing Orders
  • signing, annually, Appendix 1 - Register of Business Interests and Appendix 6 - Declaration of Understanding Schools' Financial Regulations and Standing Orders
  • complying with governors' requirements for effective systems of internal control to ensure financial probity and safeguard all the resources delegated, granted or entrusted to the school
  • planning, monitoring and evaluating their budget, managing expenditure and any source of income attached to that budget
  • ensuring that:
    • spending decisions adhere to the school's spending and virements policy and are within delegated authority
    • the school's best value policy is adhered to and that best value is obtained on all expenditure
    • all orders are:
      • completed using the school's proforma order form and given to the school business manager
      • raised on the financial system as a commitment before the order is placed with the supplier
      • submitted with the specified number of quotations required for that level of spending
  • monitoring the budget delegated to them, in conjunction with the school business manager, to ensure the budget is not overspent
  • monitoring spending decisions to ensure improved outcomes for pupils and value for money for public finances (ie, the school's delegated budget)
Resources
  • To provide support and guidance for the Headteacher on all matters relating to the maintenance of school premises and grounds, security and health and safety and advise the Governing Body accordingly,
  • To monitor and revise the premises elements of the Accessibility Plan,
  • To inspect the premises and grounds annually and prepare a report on any issues identified and a proposed order of priorities for maintenance and development, for the approval of the governing body,
  • To approve the costs and arrangements for repairs, maintenance and redecoration within the budget allocation and to oversee the preparation and implementation of contracts and advise the Finance Committee on related expenditure,
  • To be aware of the respective responsibilities of governing body and LA in relation to premises, to ensure that the LA is informed of any matters for which it has responsibility and to monitor such issues in order to ensure that appropriate action is taken,
  • To undertake an annual safety and security audit of the premises and report on same to the governing body and to ensure that the school complies with health and safety regulations,
  • To report findings of inspections and audits to the headteacher and liaise with him/her to ensure that action is taken as appropriate,
  • To seek advice from the LA as appropriate,
  • To prepare a lettings and charges policy for the approval of the governing body and to monitor and evaluate the implementation of that policy,
  • To consider and make recommendations on risk management and insurance arrangements with regard to vandalism and other premises related matters.

These Terms of Reference were agreed by the Governing Body on 29 September 2015.

Committee Membership

Standards, Teaching and Learning

Chair - Jacqui Kelly
Vice-Chair – Emily Bainbridge
Clerk – Christine Bhika
Paul Clayton Headteacher
Lyn Barnes Co-opted
Pat Griffin Co-opted
Emily Bainbridge Co-opted
Julie Darcey Co-opted
Hayley Morris Co-opted
Jacqui Kelly Parent
Soraya Hussain Parent
Christine Morgan AM
Michelle Boyce AM
Quorum - 50%

Finance, Personnel and Pay

Chair - John Coombs (Jnr) Martin Dean (Inf)
Clerk – Christine Bhika
Paul Clayton Headteacher
John Coombs LA
Martin Dean Co-opted
Gordon Daley Co-opted Staff
Jo Reeves Staff Governor
Lesley Pollesche AM
Steve Llewellyn AM
Quorum - 50%

Resources

Chair - John Coombs
Clerk - Christine Bhika
Paul Clayton Headteacher
John Coombs LA
Buddhi Weerasinghe Co-opted
Keith Willoughby AM
Lesley Pollesche AM
Jo Reeves Staff Governor
Quorum - 50%

Governing Body Membership And Terms Of Office

Category Name Contact Details Term of Office
HEADTEACHER Paul Clayton p.clayton@heathfield-jun.richmond.sch.uk Ends 2118
STAFF Jo Reeves j.reeves@heathfield-inf.richmond.sch.uk June 2015 - June 2019
  Gordon Daley gordondaley@gmail.com Ends 20.09.21
LA John Coombs Cllr.jcoombs@richmond.gov.uk Ends 31.10.18
PARENT Jacqui Kelly
CHAIR
jsmarson@hotmail.co.uk Ends 06.07.21
  Soraya Hussain Sabs7903@yahoo.co.uk Ends 1.12.19
CO-OPT Patricia Griffin Patricia.griffin52@yahoo.com Ends 16.09.18
  Hayley Morris h.morris@heathfield-jun.richmond.sch.uk Ends 20.09.17
  Lyn Barnes lyn.barnes@achievingforchildren.org.uk Ends 30.09.19
  Martin Dean Martindean@blueyonder.co.uk Ends 16.09.18
  Tamsin Maddock Tamsin.maddock@gmail.com Ends 16.09.18
  Buddhi Weerasinghe b.weerasinghe@duofashion.de Ends Mar 2019
  Emily Bainbridge emily@emilymail.co.uk Ends 1.12.19
  Julie Darcey juliedarcey@sky.com  
ASSOCIATE Keith Willoughby k.willoughby@heathfield-inf.richmond.sch.uk Ends Sept 2018
  Christine Morgan c.morgan@heathfield-jun.richmond.sch.uk Ends Sept 2018
  Michelle Boyce m.nelhams@heathfield-inf.richmond.sch.uk Ends Sept 2018
  Lesley Pollesche lesleypollesche@talktalk.net Ends Sept 2018

Governing Body Checklist of Responsibilities of Individual Governors

To be inserted here

Code Of Practice For School Governors 2017/18

This code sets out the expectations on and commitment required from governors in order for the governing body to properly carry out its work within the school and the community.

The purpose of the governing body

The governing body is the school's accountable body. It is responsible for the conduct of the school and for promoting high standards. The governing body aims to ensure that children are attending a successful school which provides them with a good education and supports their well-being.

The governing body:

  • Sets the strategic direction of the school by:
    • Setting the values, aims and objectives for the school
    • Agreeing the policy framework for achieving those aims and objectives
    • Setting statutory targets
    • Agreeing the school improvement strategy which includes approving the budget and agreeing the staffing structure
  • Challenges and supports the school by monitoring, reviewing and evaluating:
    • The implementation and effectiveness of the policy framework
    • Progress towards targets
    • The implementation and effectiveness of the school improvement strategy
    • The budget and the staffing structure
  • Ensures accountability by:
    • signing off the school's own self-evaluation report
    • responding to Ofsted reports when necessary
    • holding the headteacher to account for the performance of the school
    • ensuring parents and pupils are involved, consulted and informed as appropriate
    • making available information to the community
  • Appoints and performance manages the headteacher who will deliver the aims (through the day to day management of the school, implementation of the agreed policy framework and school improvement strategy, and delivery of the curriculum) and report appropriately to the governing body.

For governing bodies to carry out their role effectively, governors must be:

  • Prepared and equipped to take their responsibilities seriously;
  • Acknowledged as the accountable body by the lead professionals;
  • Supported by the appropriate authorities in that task; and
  • Willing and able to monitor and review their own performance

The role of a governor

In law the governing body is a corporate body, which means:

  • no governor can act on her/his own without proper authority from the full governing body;
  • all governors carry equal responsibility for decisions made, and
  • although appointed through different routes (i.e. parents, staff, Local Authority community, foundation), the overriding concern of all governors has to be the welfare of the school as a whole.

General

  • We understand the purpose of the governing body and the role of the headteacher as set out above
  • We are aware of and accept the Nolan seven principles of public life: see appendix
  • We accept that we have no legal authority to act individually, except when the governing body has given us delegated authority to do so, and therefore we will only speak on behalf of the governing body when we have been specifically authorised to do so.
  • We have a duty to act fairly and without prejudice, and in so far as we have responsibility for staff, we will fulfil all that is expected of a good employer.
  • We will encourage open government and will act appropriately.
  • We accept collective responsibility for all decisions made by the governing body or its delegated agents. This means that we will not speak against majority decisions outside the governing body meeting.
  • We will consider carefully how our decisions may affect the community and other schools.
  • We will always be mindful of our responsibility to maintain and develop the ethos and reputation of our school. Our actions within the school and the local community will reflect this.
  • In making or responding to criticism or complaints affecting the school we will follow the procedures established by the governing body.

Commitment

  • We acknowledge that accepting office as a governor involves the commitment of significant amounts of time and energy.
  • We will each involve ourselves actively in the work of the governing body, and accept our fair share of responsibilities, including service on committees or working groups.
  • We will make full efforts to attend all meetings and where we cannot attend explain in advance in full why we are unable to
  • We will get to know the school well and respond to opportunities to involve ourselves in school activities.
  • Our visits to school will be arranged in advance with the staff and undertaken within the framework established by the governing body and agreed with the headteacher.
  • We will consider seriously our individual and collective needs for training and development, and will undertake relevant training
  • We are committed to actively supporting and challenging the headteacher.

Relationships

  • We will strive to work as a team in which constructive working relationships are actively promoted.
  • We will express views openly, courteously and respectfully in all our communications with other governors.
  • We will support the chair in their role of ensuring appropriate conduct both at meetings and at all times.
  • We are prepared to answer queries from other governors in relation to delegated functions and take into account any concerns expressed, and we will acknowledge the time, effort and skills that have been committed to the delegated function by those involved.
  • We will seek to develop effective working relationships with the headteacher, staff and parents, the local authority and other relevant agencies and the community.

Confidentiality

  • We will observe complete confidentiality when matters are deemed confidential or where they concern specific members of staff or pupils, both inside or outside school
  • We will exercise the greatest prudence at all times when discussions regarding school business arise outside a governing body meeting.
  • We will not reveal the details of any governing body vote.

Conflicts of interest

  • We will record any pecuniary or other business interest that we have in connection with the governing body's business in the Register of Business Interests.
  • We will declare any pecuniary interest - or a personal interest which could be perceived as a conflict of interest - in a matter under discussion at a meeting and offer to leave the meeting for the appropriate length of time.

Breach of this code of practice

  • If we believe this code has been breached, we will raise this issue with the Chair and the Chair will investigate; the governing body should only use suspension as a last resort after seeking to resolve any difficulties or disputes in more constructive ways;
  • Should it be the chair that we believe has breached this code, another governor, such as the vice chair will investigate;
  • We understand that any allegation of a material breach of this code of practice by any governor shall be raised at a meeting of the governing body, and, if agreed to be substantiated by a majority of governors, shall be minuted and can lead to consideration of suspension from the governing body.
  • We are aware of the provisions of regulation 15(1) of the School Governance (Procedures) (England) Regulations 2003, as amended, which pertain to the grounds for suspension as a school governor and of Schedule 6 to the School Governance (Constitution) (England) Regulations 2007 relating to the disqualifications from the role of school governor (held as a separate document)

Governors will sign the Code at the first governing body meeting of each school year.

Undertaking:

As a member of the Governing Body I will always have the well-being of the children and the reputation of the school at heart; I will do all I can to be an ambassador for the school, publicly supporting its aims, values and ethos; I will never say or do anything publicly that would embarrass the school, the Governing Body, the Headteacher or staff.

Governors and Associate Members Signature
BAINBRIDGE, Emily  
BARNES, Lyn  
BHIKA, Christine  
BOYCE, Michelle  
CLAYTON, Paul  
COOMBS, John  
DALEY, Gordon  
DARCEY, Julie  
DEAN, Martin  
GRIFFIN, Patricia  
HUSSAIN, Soraya  
KELLY, Jacqui  
MORGAN, Christine  
MORRIS, Hayley  
POLLESCHE, Lesley  
REEVES, Jo  
WEERASINGHE, Buddhi  
WILLOUGHBY, Keith  

Constitution Of The Governing Body (from September 2015)

Category Quantity Comments
Parent Governors 2
  • These are elected governors
Staff Governors 1 + Head
  • This allocation will not include the Headteacher (places on the GB are reserved for the Headteacher and cannot be filled by any other governor)
  • The staff governor must be elected by staff (both teaching and non-teaching)
  • When considering staff as co-opted governors, the number of staff members as governors should not exceed a third of the total GB
L.A. Governors 1 The L.A. will seek a recommendation from the Chair/Headteacher
Co-Opted Governors 8
  • This type of governor will be taken from all of the current categories to "fill the skills gap"
Associate Members Unlimited
  • Associate members are appointed by the federated governing body to serve on one or more governing body committees and attend full governing body meetings
  • Their term must be for not less than 12 months and no more than 4 years
  • They are not governors but bring expertise and experience which can add to that provided by the governor membership
  • They do not hold voting rights at FGB meetings
  • They do hold voting rights as a committee member and do make up the committee's quorum
  • Schedule Of Dates Of Meetings 2017-2018

    AUTUMN TERM 04 September - 20 December 2017
    Tuesday 19th September @ 7pm Full Governing Body
    Wednesday 27th September @ 10 am Resources
    Wednesday 4th October @ 3pm Finance, Personnel & Pay
    Thursday 5th October @ 7pm Standards, Teaching and Learning
       
    HALF TERM 23 Oct - 27 Oct 2017
    Thursday 9th November @ 7pm Standards, Teaching and Learning
    Wednesday 15th November @ 10am Resources
    Tuesday 28th November @ 7pm Full Governors
       
    SPRING TERM 03 January - 29 March 2018
    Wednesday 17th January @ 10am Resources
    Wednesday 17th January @ 3pm Finance, Personnel & Pay
    Thursday 25th January @ 7pm Standards, Teaching and Learning
    Tuesday 6th February @ 7pm Full Governors
       
    HALF TERM 12 - 16 February 2018
    Thursday 8th March @ 7pm Standards, Teaching and Learning
    Wednesday 14th March @ 10am Resources
    Wednesday 14th March @ 3pm Finance, Personnel & Pay
    Wednesday 28th March @ 7pm Full Governors
       
    SUMMER TERM 16 April - 20 July 2018
    Wednesday 25th April @ 10am Resources
    Thursday 26th April @ 7pm Standards Teaching & Learning
    Tuesday 15th May @ 7pm Full Governors
       
    HALF TERM 28 May - 1 June 2018
    Wednesday 13th June @ 10am Resources
    Wednesday 13th June @ 3pm Finance, Personnel & Pay
    Thursday 5th July @ 7pm Full Governing Body/Standards, Teaching and Learning

    Register of Governors' Interests

    Name Category (Term) Committee Interests (date ceased) Gov' at other School?
        Standards, Teaching & Learning Finance, Personnel & Pay Resources    
    Mrs Emily Bainbridge Co-opted
    (01-Dec-15 - 01-Dec-19)
        Trustee of St Mary's Church Twickenham
    Mrs Lyn Barnes Co-opted
    (30-Sep-15 - 30-Sep-19)
        Daughter is employed by AfC as EWO
    Husband - Company Director for a freight company
    Mrs Christine Bhika Clerk (Junior Office Manager) Non-governor       Employed at Heathfield Junior School
    Mrs Michelle Boyce Associate
    (16-Sep-14 - 16-Sep-18)
         
    Mr Paul Clayton Staff (Executive Headteacher)
    (01-Sep-14 - 01-Sep-2118)
    NUT/ELU
    Cllr John Coombs Local Authority
    (01-Sep-14 - 31-Oct-18)
     
    (co-Chair)

    (Chair)
    Arts Richmond/Whitton Community Centre
    Mr Gordon Daley Co-opted
    (19-09-17 - 19-09-21)
         
    Mrs Julie Darcey Co-opted
    (10-May-16 - 10-May-20)
        Soletrader of Inspiring Heads/Membership of ICF/Steering Group member ORSCUK
    Mr Martin Dean Co-opted
    (16-Sep-14 - 16-Sep-18)
     
    (co-Chair)
      Director of Viscount Consultants Ltd and Trustee and Treasurer for SOS! SEN
    Member of Institute of Advanced Motorists
    Mrs Pat Griffin Co-opted
    (16-Sep-14 - 16-Sep-18)
        None
    Mrs Soraya Hussain Parent
    (01-Dec-15 - 01-Dec-19)
        None
    Mrs Jacqui Kelly (Chair of FGB) Parent
    (16-Sep-14 - 14-May-17)

    (Chair)
        Registered childminder
    Ms Christine Morgan Associate Member (staff)
    (16-Sep-14 - 16-Sep-18)
        NAHT member
    Miss Hayley Morris Co-opted (staff)
    (16-Sep-14 - 16-Sep-18)
        Employed by Heathfield Junior School
    Ms Lesley Pollesche Associate Member
    (16-Sep-14 - 16-Sep-18)
        None
    Mrs Jo Reeves Staff (Infant SBM)
    (23-Jun-15 - 23-Jun-19)
      Unison member
    Mr Buddhi Weerasinghe Co-opted (Parent)
    (18-Mar-15 - 18-Mar-19)
         
    Mr Keith Willoughby Associate Member (staff)
    (16-Sep-14 - 16-Sep-18)
        Employed by Heathfield Schools’ Partnership


    The Headteacher is a member of the Governing Body by virtue of their office.
    Local Authority (LA) Governors are nominated by the LA but appointed by the Governing Body.
    Parent Governors are elected by other parents of the school.
    Staff Governors are elected by members of staff within the school.
    Co-opted Governors are appointed by the Governing Body for their skills.
    Associate Members are appointed for their skills and have full voting rights at committee level but not at a Full Governing Body (FGB) Meeting. They may attend FGB Meetings but are not obliged.