The Full Governing Board will hold a minimum of four meetings per school year when all members are required to attend.  Other meetings will be convened as and when necessary. Quorum 1 half of the whole number rounded up.

In order to fulfil these requirements, there will be two sub-committees in operation from whom the Full Governing Board will receive reports and recommendations to ratify and, if necessary, hold further discussion.

The reports along with the agenda will be circulated within seven days of the full meetings. 

The two sub-committees are:

• Business & Infrastructure
• Provision & Performance

Disciplinary, Complaints Committees and Appointment Panels will be formed from members of these committees when required.

For delegation of functions, see statutory guidance.

At the first meeting of each academic year, a Chair and Vice Chair will be elected.

Also, at the first meeting, Governing Board members will be delegated to the sub-committees and a chair of each committee is to be appointed.

The full Governing Board meetings will be serviced by the clerk to the Governing Board, who will also service other committees as appropriate.

Every question to be decided at a Governing Board meeting must be determined by a majority of votes of those Governors present and voting in person, telephone or video conferencing.

A Clerk to the Governing Board has been appointed from Judicium Clerking Services.

The School Governance (Roles, Procedures, and Allowances) (England) Regulations 2013 came into force and replaced the following:

• The Education (School Governance) (Terms of Reference) (England) (Regulations) 2000
• Education (Governors’ Allowances) (England) Regulations 2003
• The School Governance (Procedures) (England) Regulations 2003*

The committee shall consist of a minimum of five Governors plus the Headteacher in his/her voting capacity.

The quorum shall be three governors who are voting members of the committee, excluding the Headteacher.

Meetings will be held at least three times per school year. Any additional meetings will be called as necessary; at least seven days’ notice must be given.

This committee has been given the authority to approve financial decisions and report to the Full Governing Board.

There is an external clerk appointed to the committee. In the absence of the Clerk, the Committee can appoint a member (but not the Headteacher) to act as Clerk. Draft minutes of the previous meeting will be distributed at least seven days prior to the next meeting together with any supporting papers.

The Chair of Committee, in consultation with the Headteacher is responsible for drawing up the agenda. This will be sent to members at least seven days in advance.

In the absence of the appointed Chair, the Committee can appoint another member to act as Chair for the meeting.

The Chair of Committee will report to the full Governing Board on the main decisions taken and any recommendations that require a Governing Board Vote.

Delegation of Functions

• Prepare and approve the annual budget to be ratified by the Full Governing Board.
• Establish procedures and timetables for planning and reviewing the budget throughout the year.
• Receive six reports each year produced by Schools Financial Services in conjunction with the Headteacher. These include a budget setting report, 1^st and 2^nd termly monitoring reports, a year-end report, a three year strategic forecast and a mini outturn report.  Reports will include a cost centre group report, a virement report, a copy of the latest suspense file, a report showing cumulative expenditure of £10,000 or more with an individual supplier and a bank reconciliation and cash flow statement.
• Monitor income and expenditure throughout the year and provide an overview of the school’s financial position to the Full Governing Board.
• Review virements and budget revisions made by the Headteacher to a maximum value of £10,000.
• Approve requests for virements of £10,000 and over. The Chair of Committee will have the authority to approve such requests in an emergency and report back at the next Committee meeting.
• Give the Headteacher responsibility for the administration of the budget and its day to day control and monitoring and produce statement to show this.
• Prepare and submit to the Full Governing Board a Statement of Internal Control.
• Agree and submit to the Full Governing Board the Schools Financial Value Standard.
• Review orders placed to a value between £5000 and £10,000 per order.
• Approve expenditure of all orders between £10,000 and £213,477 after obtaining receipt of three quotations.
• Ensure that where expenditure is likely to exceed £213,477 the tendering procedure will be implemented in accordance with the Local Authority Financial Regulations and Standing Orders.
• Review all cumulative expenditure with suppliers in excess of £10,000.
• Monitor compliance with financial procedures.
• Review and approve the amount of petty cash to be held by the school.
• Review financial implications on the budget of the Teachers Pay and Conditions document.
• Monitor financial decisions and impact of Pupil Premium and Sports Premium spending.
• Monitor spending in School Improvement Plan.
• Ensure that private funds are audited annually by delegation.
• Ensure statutory testing and annual programme of maintenance is compliant.
• Establish and oversee Health & Safety matters
• Monitor the work of the Site Manager.
• Delegate staffing appointments to the Head Teacher, excluding Senior Leader appointments when at least one member of the Committee should be on the appointment panel.
• Oversee Staff Performance Management.
• Agree and implement decisions related to staff pay progression.
• Ensure policies relating to recruitment, retention and staff contracts are implemented consistently.
• Review annually all current school contracts.
• Review destruction logs.
• Comply with all Financial Audit regulations
• Review and approve the following policies in line with planned timescale:

Charges and Remissions

Governors Allowances and Expenses

Gifts and hospitality

Management of Debt

Best Value Statement

Lettings

CCTV

Grievance

Capability

Disciplinary

Dignity at Work

Staff Attendance

Safer Recruitment

Induction

Mobile Phones

Confidentiality

Critical Incident (inc Lockdown)

Health and safety

First Aid

Asthma

Fire Safety

ECTs

Performance Management

The committee shall consist of a minimum of five Governors plus the Headteacher in his/her voting capacity.

The quorum shall be three governors who are voting members of the committee, excluding the Headteacher.

Meetings will be held at least three times per school year. Any additional meetings will be called as necessary; at least seven days’ notice must be given.

A Clerk from an external provider has been appointed. In the absence of the Clerk, the Committee can appoint a member (but not the Headteacher) to act as Clerk. Draft minutes of the previous meeting will be distributed at least seven days prior to the next meeting together with any supporting papers.

The Chair of Committee, in consultation with the Headteacher is responsible for drawing up the agenda. This will be sent to members at least seven days in advance.

In the absence of the appointed Chair, the Committee can appoint another member to act as Chair for the meeting.

The Chair of Committee will report to the full Governing Board on the main decisions taken and any recommendations that require a Governing Board Vote.

Delegation of Functions

• Understand the ethos, vision and aims of the school
• Understand and articulate the school’s curriculum intent statement, advising the Full Governing Board as required.
• Understand and challenge information provided about how the curriculum is taught, evaluated and resourced.
• Monitor the curriculum to ensure breadth, depth and balance.
• Ensure statutory guidance on the curriculum is implemented
• Ensure that the regulations of children with special needs are met, including behavioural management and ensure access to the curriculum.
• Monitor the impact of the curriculum.
• Analyse and challenge the required published information regarding school performance together with school data in order to drive further improvement.
• Monitor and evaluate the performance of specific groups of pupils, including pupil premium, SEND, EAL and more able learners.
• Contribute to the School Improvement Plan and monitor progress against key areas for development.
• Monitor and evaluate the impact of the pastoral curriculum.
• Monitor and evaluate school attendance figures
• Monitor planning for and impact of Pupil Premium and Sports Premium Plans.
• Review and report to the Full Governing Board the quality of education within the school.
• Present a report at each Full Governing Board meeting
• Review and approve the following policies in line with planned timescale:

Curriculum subjects

PSHE (including RSE)

Acceptable Use

E-Safety

Homework

Marking and Feedback

Teaching and Learning

Educational Visits

Curriculum Intent Statement

Ethos, Vision and Aims of school

Assessment

Attendance

Inclusion

Care and Control

Equality

This committee is responsible for matters where there has been a breach of discipline within the school by either a pupil or member of staff

• Where the offence has justified long term exclusion in the case of a child
• Where the offence has justified the suspension or warning in the case of a member of staff

In view of the above, the membership of this committee should, where possible, be that of the Chair of the Governing Board, LA representative and 1 community member

If any member has an interest in the outcome of the hearing it must be declared, in advance, in order for a replacement to be found

As matters may be of a delicate nature.  Informal minutes should be taken by the Clerk to the Governing Board and signed by the chair before the meeting is concluded.

The chair for the next Full Governing Board meeting will then complete a full report.

This committee will have the authority to make decisions.

The Governing Board formally delegates the day-to-day financial management of the budget to the Headteacher of Grendon Primary School on 21^st September 2023.

Specifically:

1.0 BUDGET

1.1 The Headteacher, in conjunction with Schools Financial Services (SFS) will prepare (by reference to the School Improvement Plan) and submit an annual Budget Plan to the relevant Committee for approval during the second half of the Spring Term.  If final budget settlements by the Local Authority are awaited, a draft budget will be prepared for approval, to be adjusted in the new financial year.

1.2 The Headteacher, in conjunction with SFS will prepare end of year accounts and reconcile them to the accounts from the Local Authority.

1.3 The Headteacher in conjunction with SFS will prepare Termly Budget Monitoring Reports for the relevant committee which is to be submitted to the full Governing Board for approval termly. The Budget Monitoring Reports submitted to the Business and Infrastructure Committee must include: a cost centre group report, a virement report, a copy of the latest suspense file, a report monitoring cumulative expenditure.

1.4 The Headteacher in conjunction with SFS will prepare an annual 3 Year Strategic Financial Plan in line with the Schools Improvement Plan and reflecting the financial and resource consequences for each year including options, where appropriate, for consideration by the Business and Infrastructure Committee.

1.5 The Headteacher may undertake virements and budget revisions up to a

value of £10,000. Virements between £5000 and £10000 should be retrospectively reported to the Business and Infrastructure Committee.

1.6 The Headteacher will recommend virements and associated budget

revisions over £10,000 to the Business and Infrastructure Committee for approval. Should there be an emergency request relating to staff costs the Head Teacher may obtain the approval of the Chair of Business and Infrastructure until a Business and Infrastructure Committee meeting can be convened.

1.7 The Headteacher may adjust cost centre budgets in response to the receipt of additional funding during the year. These adjustments will be reported back to the Business and Infrastructure Committee at next meeting.

1.8 On a twice yearly basis, by the end of December and by the end of March, the Headteacher will ensure that the following reports are presented to the full Governing Board for discussion and approval: Schools Financial Efficiency Checklist, Budget Setting and Monitoring Checklist and Budget Monitoring Summary Report.

2.0 EXPENDITURE

2.1 The Head Teacher can authorise orders up to a value of £10,000 within the budget provision without reference to the Business and Infrastructure Committee.

2.2 The Head Teacher can authorise orders between £10,000 and £213,477 with the prior approval of the Business and Infrastructure Committee if within budget provision and subject to the receipt of three quotations and in accordance with the Local Authority Financial Regulations and Standing Orders, as outlined in the Schools Financial Procedures Manual.

2.3 The Head Teacher may incur cumulative expenditure with suppliers, outside of City Council Departments, up to £10,000, if within budget provision, without prior reference to the Business and Infrastructure Committee.  

2.4 For cumulative expenditure of £10,000 or more in accordance with the Local Authority Financial Regulations and Standing Orders, 3 quotes will be sought and the approval of the Business and Infrastructure Committee gained. If the cheapest supplier is not selected a written justification should be presented to the Finance Committee requesting an exemption from Standing Orders which if given should be documented within the minutes of the meeting.

2.5 The Headteacher in conjunction with SFS should provide a report at each Finance Committee meeting to show cumulative expenditure with suppliers in excess of £10,000.

3.0 ASSETS

3.1 The Headteacher will maintain an inventory record in accordance with the current Financial Regulations.

3.2 The Headteacher has authority to write off and dispose of assets. All events to be reported to the Business and Infrastructure Committee at the next meeting.

4.0 OTHER

4.1 The Headteacher will manage and maintain adequate records for unofficial funds and will arrange for annual audited accounts to be submitted to the Finance Committee for their approval.

4.2 The Headteacher will maintain and develop adequate financial systems and records to protect the school assets and in accordance with the Local Authority Financial Regulations and Standing Orders as outlined in the Schools Financial Procedures Manual. The Headteacher will make recommendations to the Business and Infrastructure Committee for the improvement of financial systems and records where appropriate.

4.3 The Headteacher will report and make recommendations to the Business and Infrastructure Committee on any proposed changes which the Local Authority may request to be made to the Financial Regulations and Standing Orders.

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