Agenda and draft minutes

Venue: Committee Room One, County Offices, Newland, Lincoln LN1 1YL

Contact: Katrina Cope  Senior Democratic Services Officer

Items
No. Item

15.

Election of Chairman

Minutes:

RESOLVED

 

That Gavin Booth be elected as Chairman of the Lincolnshire Schools' Forum for the remainder of 2017/18.

 

 

GAVIN BOOTH IN THE CHAIR

16.

Apologies for Absence/Replacement Members

Minutes:

Apologies for absence were received from Marilyn Bell (Governor, The Fenland Federation), James Todd (Governor, Woodlands Infant and Nursery School, Lincoln) and Lea Mason (Executive Head Teacher, Lincolnshire Wolds Federation, Louth).

 

The Forum was advised that Gary Nixon (Executive Head, Gainsborough Federation), was the replacement member for Lea Mason (Executive Head Teacher, Lincolnshire) for this meeting only.

 

An apology for absence was also received from Ken Rustidge (Staff Trade Union).

17.

Declarations of Members' Interest

Minutes:

Geraldine Willders (Head Teacher, St Mary's Catholic Primary School, Grantham), wished it to be recorded that she was a Consultant Head Teacher with regard to agenda item 7 – De-Delegation of Maintained Primary School Budget 2018/19 and 2019/20.

18.

Minutes of the Meeting of the Lincolnshire Schools' Forum held on 28 June 2017 pdf icon PDF 206 KB

Minutes:

RESOLVED

 

That the minutes of the meeting of the Lincolnshire Schools' Forum held on 28 June 2017 be agreed and signed by the Chairman as a correct record.

19.

Chairman's Announcements

Minutes:

The Chairman welcomed to the meeting newly elected members: - Martin Kyle (Head Teacher, St Faith & St Martin C E Junior School, Lincoln) and Michele Anderson (Head Teacher, Spalding High School).

 

The Chairman advised the Forum that a request had been received from Anthony Partington from the Lincolnshire Learning Partnership for a representative from the Schools' Forum to be a member on the Lincolnshire Learning Partnership.

 

RESOLVED

 

That Mark Anderson be nominated as the Lincolnshire Schools' Forum representative on the Lincolnshire Learning Partnership.

20.

National Funding Formula for Schools pdf icon PDF 300 KB

(To receive a report from Mark Popplewell, Head of Finance – Children's Services, which provides the Schools' Forum with an update on the mainstream schools funding)

Minutes:

Consideration was given to a report from Mark Popplewell, Head of Finance, Children's Services, which provided the Schools' Forum with a summary of the national funding formula for schools and high needs for 2018/19 and 2019/20.

 

In guiding the Forum through the report the Head of Finance, Children's Services highlighted the following points:-

 

·         The national funding formula for schools and high needs that had been announced by the government on 14 September 2017 for a 2018/19 implementation.  It was noted that stage 1 consultation on 7 March 2016, had outlined the principles that would underpin the proposed formula and pupil characteristics, and factors that were to be included in the formula; and stage 2 consultation on 14 December 2016, had provided details of the proposed funding formula, including illustrative school funding allocations.  It was noted further that in July 2017, the government had confirmed the introduction of the national funding formula would be supported by additional investment of £1.3bn for schools and high needs (£416m in 2018/19, and £884m in 2019/20).  It was highlighted that overall the schools budget would increase by £2.26 billion between this year and 2019/20.

 

It was reported that the government planned to transition to the national funding formula through a 'soft' approach in 2018/19 and 2019/20, where by Local Authorities (LAs) would continue to be responsible for calculating schools funding allocations.  LAs were encouraged to move forward to the national funding formula, to ensure that schools' allocations were on a sensible trajectory towards the move to a 'hard' national funding formula for 2020/21.

 

The Forum noted that the government had still not released the schools national funding formula Technical Guidance; national funding formula school level details; and the Authority Proforma Tool to allow the LA to undertake financial modelling;

·         Schools National Funding Formula – Details of the 14 formula factors with the building blocks of the schools national funding formula were detailed on page 20 of the report for the Forums consideration.  It was highlighted that the funding for Lincolnshire schools was planned to increase, however, the current funding settlement was up to 2019/20, and that funding beyond that date would be subject to decisions taken in the government's next spending review;

·         Funding distribution – It was highlighted that the government was intending to maintain the primary to secondary in line with the current national average of 1:1.29 (i.e. secondary funding being on average 29% higher overall than primary funding);

·         Per-pupil funding – The Forum noted that funding would continue to differentiate basic per-pupil funding between key stages, primary, key stage 3,  and key stage 4 to reflect the higher costs as pupils progressed.  It was noted further that the government's additional £1.3bn investment had enabled the AWPU rates to increase to: - primary £35, key stage 3 £66; and key stage 4 £74.  The Forum was advised that the national funding formula basic per-pupil factor would distribute 72.9% of total schools funding; and 90.7% of total funding would be allocated through per-pupil  ...  view the full minutes text for item 20.

21.

De-Delegation of Maintained Primary School Budget 2018/19 and 2019/20 pdf icon PDF 86 KB

(To receive a report from Mark Popplewell, Head of Finance – Children's Services, which seeks approval from the maintained primary school representatives to the Local Authority's proposals)

Additional documents:

Minutes:

The Forum gave consideration to a report from Mark Popplewell, Head of Finance – Children's Services, which sought approval from the maintained primary school representatives' of the Forum to the LA proposals for the de-delegation of certain budgets in 2018/19 and 2019/20.

 

The Forum was reminded that for 2017/18, maintained primary schools had agreed to de-delegate funding for:

 

·         Contingency, i.e. termination of employment costs for schools in financial difficulty, and exceptional unforeseen costs; and

·         Ethnic Minority and Traveller Education Team.

 

It was noted that no funds had been de-delegated for maintained secondary schools.

 

Information relating to the agreement of the primary maintained Forum members from the meeting held on 5 October 2016 was detailed on page 30 of the report presented.

 

It was reported that based on the assumption that the budgets would be fully spent in 2017/18, the cumulative underspend was projected to fall to £0.316m by March 2018.  Based on the government's funding announcement and previous spend levels on the termination of employment costs for schools in financial difficulty, the LA proposed to reduce the budget by £0.1m to £0.150m in 2018/19; and that this would be monitored annually, particularly with the high number of small rural maintained primary schools. 

 

The Forum noted that the primary maintained schools contingency budgets were demand-led, and the LA was proposing to retain £0.2m provision within the cumulative underspend.  The Forum noted further that the LA proposed to continue with reduced de-delegation rates in 2018/19 for maintained primary schools, with remaining costs being met from cumulative underspend. The de-delegation rates were as follows:-

 

            Contingency                                                                         £16.06 per pupil

            Ethnic Minority and Traveller Education Team                 £5.44 per pupil

 

Which would finance:

 

            Termination of employment costs                                     £0.150m

            Consultant Headteachers                                                  £0.291m

            Exceptional unforeseen costs                                           £0.380m

            Ethnic Minority and Traveller Education Team              £0.189m

 

The Forum noted that the proposal for 2019/20 would revert back to the baseline amounts per pupil for the de-delegation budgets, which would be set at:

 

            Contingency                                                                         £23.57 per pupil

            Ethnic Minority and Traveller Education Team                £5.44 per pupil

 

The Forum noted further that per pupil figures for 2019/20 were indicative at this stage, and would be based on the latest October census data.  The figures presented were based on the October 2016 census; and 34,818 maintained primary pupils.  Information relating to the current services was attached at Appendix 1.

 

During a short discussion, the Forum raised the following issues:-

 

·         A concern was raised as to whether the provision amount of £0.2m was sufficient.  Officers confirmed that they felt that the amount of £200,000 was sufficient to manage in-year changes, and would allow time for changes to be built in for future years to manage cost demands; and

·         One member enquired as to what would happen to funding if a maintained school converted.  Officers advised that would depend on when the conversion took place, if it was before September then the share of 7/12ths funding would be recouped for that school and post September the LA would keep the funding until March.

 

Officers reassured  ...  view the full minutes text for item 21.

22.

Revised Schools' Budgets 2017/18 pdf icon PDF 73 KB

(To receive a report from Mark Popplewell, Head of Finance – Children's Services, which provides information on the revised Schools' Budget for 2017/18 and to seek support for the proposed use of the DSG underspend)

Additional documents:

Minutes:

Consideration was given to a report from Mark Popplewell, Head of Finance – Children's Services, which provided the Forum with information on the revised Schools' Budget for 2017/18 and sought to gain support for the proposed use of the Dedicated Schools Grant (DSG) underspend.

 

The report highlighted that the DSG was a ring-fenced grant that could only be spent for the purposes outlined in the Department for Education's (DfE's) regulations.  It was highlighted further that under DfE regulations, underspendings were carried forward automatically to the following year and the LA then had to consult with the Schools' Forum over its plans to utilise underspendings, or address overspendings.

 

The Forum was advised that the cumulative underspend carried forward at 31 March 2017 was £10.782m, which reflected a net underspending of £1.919m on budgets held centrally within the DSG.  Appendix A to the report provided explanations relating to the major underspendings and overspendings.

 

Appendix B to the report provided the Forum with details of the 2016/17 DSG commitments, which totalled £3.017m.

 

The report highlighted proposed developments relating to the Special Educational Needs & Disability Strategy (SEND).  The Forum was advised that a comprehensive review of special educational needs provision in Lincolnshire was currently underway; and once the SEND strategy had been considered by the Children and Young People Scrutiny Committee in December 2017; the Forum would receive comprehensive reports thereafter.  The Forum noted that it was anticipated that revenue funding to support the implementation of the strategy was required (namely, start-up costs, training), and as it was still in its infancy, the LA felt that it was prudent, and sound financial management to earmark revenue funding of £2m from the DSG underspend.

 

It was reported that the remaining £5.765m total of uncommitted sum was the lowest level of underspend for several years.  Due to financial challenges and regulations; the LA proposed that c2.7m of the DSG underspending reported at March 2017 was set aside to finance any pressures that might emerge.  The LA also proposed to distribute the 'one-off' remaining balance totalling c3m to all schools.  This would be distributed through the 2018/19 funding formula, which mirrored the DfE's Devolved Formula Capital (DfC) distribution mechanism i.e. a lump sum of £4,000 per school, with the remaining funds going through pupil funding.

 

It was highlighted that the reason for adopting the approach was to recognise that schools had found it challenging to keep investing in school buildings.

 

Officers confirmed that the lump sum would be distributed to all schools.

 

RESOLVED

 

1.    That the Revised Schools Budget 2017/18 report be noted.

 

2.    That support be given to the Local Authority's proposals for use of the uncommitted sum, as outlined in sections four and five of the report presented.

23.

School Carry Forwards 2016/17 pdf icon PDF 74 KB

(To receive a report from Mark Popplewell, Head of Finance – Children's Services, which provides the Schools' Forum with information regarding Lincolnshire's maintained schools carry forwards at 31 March 2017)

Additional documents:

Minutes:

Consideration was given to a report from Elizabeth Bowes, Strategic Finance Manager, Schools Finance Team, which provided the Schools' Forum with information regarding to Lincolnshire's maintained schools carry forwards as at 31 March 2017.

 

The Strategic Finance Manager, Schools Finance Team guided the Forum through the report, and highlighted that Maintained Schools were permitted to carry forward underspends from one year to the next, subject to the provisions of the Local Authority's school carry forward policy.

 

Information relating to the school carry forwards for 2016/17 was detailed on page 47 of the report presented.  The report highlighted that for all sectors the average carry forward was 4.74%; and that the policy introduced on 1 April 2004 allowed primary and special schools to carry forward for any purpose up to 8% of their budget share, or £30k (whichever was greater) and that nursery and secondary schools could carry forward 10% and 5% of their budget shares respectively.  It was highlighted that additional sums could only be carried forward if they were earmarked for specific, costed, time limited, capital projects that were consistent with the priorities set out in the school's Asset Management Plan.  It was noted that schools that exceeded the carry forward policy were requested to complete a pro-forma detailing how the additional sums were to be spent.

 

The report highlighted that at the end of 2016/17 the number of schools with a budget share deficit was 49, (2 nursery; 41 primary; 4 secondary; and 2 special schools), which represented an increase of 28 on the previous year. 

 

Officers highlighted that as a result of the LA implementing a new financial system on 1 April 2015, this had resulted in a second challenging year for schools with the coding of their payroll costs between grants and budget share.  It was highlighted further that the number of schools with net overspends had reduced to 25 schools when considering the budget share and grants position overall.  The Forum was advised that the number of schools with net overspends had increased on previous years and it was recognised that the Dedicated Schools Grant had been cash flat for a number of years had contributed to the financial pressures schools were facing.  It was also believed that overspends could be attributed to a lack of regular budget monitoring, inaccurate forecasting; and the incorrect setting of school expenditure budgets.  As a result of the increase in overspends, it was noted that plans were in place to deliver extensive training for all maintained schools.

 

Some Forum members felt that the report presented did not accurately reflect the issues some schools had encountered with Agresso; i.e. having to run a paper based spreadsheet alongside the system; and to the fact some schools were still encountering some problems, particularly in relation to payroll issues.

 

Officers clarified that most problems with the Agresso system had been during 2015/16, and that during that period the LA had made some concessions.  It was highlighted that there was a medium term finance  ...  view the full minutes text for item 23.

24.

School Financial Value Standard (SFVS) pdf icon PDF 72 KB

(To receive a report from Mark Popplewell, Head of Finance – Children's Services, which provides the Schools' Forum with an update on the Schools Financial Value Standard)

Minutes:

The Forum gave consideration to a report from the Elizabeth Bowes, Strategic Finance Manager, Schools Finance Team, which provided an update on the Schools Financial Value Standards (SFVS).

 

In guiding the Forum through the report the Strategic Finance Manager, Schools Finance Team reported that the SFVS was mandatory for maintained schools and was intended to assist schools in managing their finances; and to give assurance that they had secure financial management in place.  The 25 questions that make up the SFVS posed questions that governors should formally discuss with school staff; following such discussions, a declaration should then be signed by the Chair of Governors, a copy of which would then be forwarded to the LA each year.   

 

The report highlighted that only three primary schools across the maintained school sector had failed to submit their completed return by 31 March 2017.  The LA Schools Finance Team had contacted these schools to press for their submission, and the remaining three schools submitted their return by 30 June 2017.  

 

It was noted that the government expected LA's to use its schools' SFVS returns to inform their programme of financial assessment and audit; and was only one of many measures the LA used to judge the effectiveness of a school's financial management.  It was noted further that the LA would continue to review schools' budget returns and medium term finance plans at the start of each year; perform high level monitoring of school finances throughout the year; work closely with schools that had overspent to help recover their position; provide advice and guidance to schools on a daily basis; and deliver an extensive training programme for school staff and governors.

 

Officers confirmed that the information provided was accepted on a trust basis from governors.  The LA trusted the governing body of schools to do a robust exercise in this matter.

 

The Forum was advised that if a school was encountering problems; these would be picked up by the School Alert System.  It was also clarified that not all struggling school had overspends.

 

RESOLVED

 

That the report concerning the Schools Financial Value Standard presented be noted

25.

Alternative Provision Arrangements pdf icon PDF 295 KB

To receive a report from Mary Meredith, Children's Service Manager – Inclusion, which provides the Schools' Forum with an update on how the new alternative provision arrangements are working)

Minutes:

Consideration was given to a report from Mary Meredith, Children's Service Manager, Inclusion, which provided the Schools' Forum with an update on how the new alternative provision arrangements were working.

 

The Forum noted that alternative provision was commonly defined as being education outside school, which was arranged by local authorities or schools themselves.  Schools were encouraged to use alternative provision to prevent exclusions, or to re-engage pupils in their education. 

 

It was reported that for academic years 2016/17 and 2017/18 the Council had commissioned 252 places for Springwell Lincoln Academy (of Wellspring Academy Trust) to provide education for all permanently excluded pupils, or those referred through the Lincolnshire Ladder for either an intervention place (KS1-3) or an 'Alternative Pathway' place.  It was noted that in protecting capacity of PRU places, the 'Ladder' was a crucial mechanism.  It was noted further that a multi-agency panel met fortnightly to review all referrals KS1-4, to ensure that the pupils had been screened for unmet learning needs; and that they had benefitted from evidence-based intervention and reasonable adjustment; and that Behaviour Outreach Support Service (or equivalent for schools who use their own service) had been engaged and had agreed that the referral for intervention place or KS4 Alternative Pathway was appropriate.  The Forum noted that the process was robust.

 

The report highlighted that AP places were only for pupils as an alternative to permanent exclusion when all else had failed.  They were not early intervention places; as this needed to happen within mainstream schools as the 2017 exclusion guidance had emphasised.  The core function of the Panel; was to promote evidence-based inclusive practice; and that the 'Inclusive Lincolnshire Toolkit', promoted through Head Teacher briefings, was a written guide to support this.  It was highlighted that engagement with the ladder could be measured, as highlighted in 2016/17 the difference between secondary and primary exclusions.  It was highlighted further that a key aim for the current academic year was to engage secondary schools more positively in the process.

 

Page 68/69 of the report explained to the Forum the methods adopted by the Council concerning reintegration of permanently excluded pupils. 

 

The Forum was advised that the Council had commissioned a range of services to strengthen best practice in early intervention and thus limit the need for alternative provision and any subsequent reintegration.  Officers made reference to BOSS; the Working Together Team; the Pupil Reintegration Team; and Collaborative Headteacher Panels (CHIPS).  The Forum noted that the CHIPS had been established in Lincoln; and that by Christmas 2017, the goal was to have established CHIPS across the entire county. 

 

The Forum was advised that the Council's aspiration was to invest in the vocational sector to further reduce secondary exclusions.  It was highlighted that during 2016/17 the Wellspring Academy Trust had successfully converted the Mary Knox in Lincoln, formerly part of the Teaching and Learning Centre, to create Springwell Lincoln City Academy, with satellite sites at Gainsborough (Longwood House), Boston (Carlton Road), Baumber and Mablethorpe.  It was noted  ...  view the full minutes text for item 25.

26.

Academies and Academy Trusts pdf icon PDF 74 KB

(To receive a report from John O'Connor, Children's Service Manager – Education Support, which provides the Schools' Forum with information on the latest number of academies, and pupils in academies)

Minutes:

The Forum received a report from John O'Connor, Children's Services Manager, Education Support, which provided information on the latest number of academies and pupils in academies.

 

The Strategic Finance Manager, Schools Finance Team presented the report and advised the Forum of the position as at 1 September 2017.  The Forum noted that since the last report there had been three academy conversions, two of the conversions were sponsored conversions of secondary schools; and one primary school who had voluntarily converted to academy status.  Full details were available on page 77 on the report.  The total was now 52 (94.5%) secondary academies educating 93.8 of the state secondary pupils in Lincolnshire; and 81(28.9%) primary academies educating 37.9% of state primary pupils in Lincolnshire.

 

Page 78 of the report provided the Forum with information relating to the current status of All Lincolnshire State Schools, and page 79 provided information relating to academies in Lincolnshire that currently had the greatest number of academies in Lincolnshire; and details pertaining to the largest academy trusts nationally who operated in Lincolnshire.

 

RESOLVED

 

            That the Academies and Academy Trusts report presented be noted.

27.

Lincolnshire Schools' Forum - Work Programme pdf icon PDF 143 KB

(This item provides the Schools' Forum with an opportunity to discuss potential items for future meetings for inclusion in the Work Programme)

Minutes:

Members of the Forum were invited to consider the work programme presented.

 

One member suggested the inclusion of a standing item on future agendas, to allow for an update from the Lincolnshire Schools Forum representative on the Lincolnshire Learning Partnership.

 

RESOLVED

 

That the work programme presented be agreed subject to the inclusion of an additional item 'Update from the Lincolnshire Learning Partnership.'

28.

Future Meeting Dates

(For the Schools' Forum to agree the following meeting dates:-

 

Thursday 18 January 2018;

Thursday 19 April 2018;

Tuesday 26 June 2018; and

Wednesday 11 October 2018.

 

All meetings to be held at County Offices, and commence at 1.00pm)

Minutes:

RESOLVED

 

That the following dates for future meetings of the Lincolnshire Schools' Forum be agreed:-

 

Thursday 18 January 2018 at 1.00pm;

Thursday 19 April 2018 at 1.00pm;

Tuesday 26 June 2018 at 1.00pm; and

Wednesday 11 October 2018 at 1.00pm.

 

 
 
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