Agenda and minutes

To elect a Chairman for the Forum for 2017/18.

Resolved: To re-elect Mr Godfrey Northam as Chairman of the Forum      for 2016/17.

To elect a Vice-Chairman for the Forum for 2017/18.

Resolved:       To re-elect Councillor Gareth Thomas as Vice-chair of the Forum for the year 2017/18.

To receive apologies for absence.

Apologies were received from Cllr. Peredur Jenkins (Cabinet Member – Resources), Iwan Trefor Jones (Corporate Director), Kerry Parry (Ysgol y Ganllwyd), Rhys Williams (Ysgol Cymerau, Edward Bleddyn Jones (Ysgol Tregarth and Bodfeurig Governor), Neil Foden (Teacher's Unions).

To receive any declaration of personal interest.

No declarations of personal interest were received.

To confirm the minutes of the previous meeting held on 7 February 2017.

(Copy attached)

The Chair signed the minutes of the meeting of the Schools’ Budget Forum that took place on 7 February 2017 as a true record.

Item 4 - Consultation on changing the wording of the School's Funding Scheme in relation to the transfer of the balances of closing schools  

The Schools' Senior Manager reported that the Cabinet, in its meeting on 7 March 2017, had approved to change the wording of clause 4.8 of the School's Funding Scheme in accordance with the following wording:

"The balance of a closing school(whether the balance is surplus or deficit) will be the authority's property; it cannot be transferred as a balance to any other school, apart from when that other school has been established as a result of the closure.  In such a situation the balance will be transferred to the new school under the provisions of the School Funding (Wales) Regulations 2010."

Resolved:       To accept and note the above.

To consider a report by the Senior Manager - Schools on the above.

(Copy enclosed)

The following were welcomed to the meeting for this item:

            Eifion Jones - Independent Advisor

            Arwel Pierce - Chair of Ysgol Uwchradd Tywyn's Governing Body

            David Thorp - Deputy Headteacher of Ysgol Uwchradd Tywyn

            Submitted the report of the independent expert on research work undertaken on Ysgol Uwchradd Tywyn's budget and financial deficit. 

            The Forum was reminded to keep in mind that the work was a start on achieving elements of the P1 project in the Council's Plan, namely:

• Analysing the financial and curricular situation of secondary schools with low pupil numbers
• Identify the minimum staffing needs required in order to maintain a curriculum within secondary schools with low pupil numbers
• Suggest and cost where the staffing protection line should be for the Secondary Sector in order for the Council to use this information when setting the budget for 2018/19

(a)          The Independent Advisor took the opportunity to thank the school's Governors and staff for their cooperation whilst conducting the inspection and the fact that they were completely open and eager to move forward.  The background and context of the school's financial situation, the actions already implemented and the school's forecasts for 2017/18 onwards was elaborated upon. It was discovered that there were many reasons for the school's inability to set a balanced budget, such as:

·         A significant fall in pupil numbers over the years

·         Losing half of the money due to the reduction of pupil numbers - however, forecasts suggested slightly more pupils

·         The support level reducing

·         Financial protection arrangements with low pupil numbers

In a period of attempting to protect and raise educational standards, the school had taken great steps to keep the balance of the staff and the community's credibility, and at the same time recognise that there were other steps to be achieved.

In terms of actions, it was noted that the school had:

·         Reviewed the school's responsibilities and staffing level

·         Reduced the school's learning groups in the core subjects, whilst continuing to meet the statutory requirements of the KS3 and KS4 curriculum

·         Evaluated and restructured the TLR (Teaching and Learning Responsibilities) payments arrangements for the school's middle managers

·         Restructured the Senior Management Team

·         Reviewed and rationalised the level of funding in other areas of the budget

Alongside the above, the school had worked hard to maintain and raise standards whilst ensuring good progress.  Attention was drawn to the fact that use of the Welsh language in the curriculum was prioritised, with 95% of the pupils following a First Language Welsh course in KS3 and KS4 although a significant majority of them spoke English in the household.  It was further noted that the school had started to increase pupil numbers by ensuring that all Year 6 pupils in the catchment area would attend the school.  If the school had taken more drastic action in terms of cutting staff to create financial savings and by that means, had been able to set a balanced budget over the past three years, it would have hampered the good progress  ...  view the full minutes text for item 7.

To receive a report on the above.

(Copy enclosed)

Submitted - for information, details of schools' balances noting that the total of balances over 5% had reduced from £1,586,885 (66 schools) on 31 March 2016 to £1,285,447 on 31 March 2017.

            The Finance Manager noted an intention to further discuss with around 17 schools and the need to cooperate with schools.  It was intended to submit a progress report arising from the discussions with the specific schools to the Forum in November.

Headteachers were encouraged to discuss financial problems with the Finance Unit in order to be proactive.   It was appreciated that the schools had quite good control in regards to endeavours by the Headteachers and Governors to keep the balance levels low.

Resolved:       To accept and note the contents of the report.

To receive a report on the above.

(Copy enclosed)

Sumbitted - the report of the Acting Head of Education, along with an appendix detailing the main grants which had been allocated to every school in Gwynedd for 2017/18, amounting to a total of £9.8 million in addition to the £71 million allocated by the Council.

            It was noted that the Pupils Deprivation Grant (PDG) had been renamed as the Pupils Development Grant (PDG) with the money being allocated on the basis of pupil numbers eligible for free school meals (£1,150 per head for pupils of statutory school age and £600 per head for pupils under 5 years of age). £2,271,450 had been allocated this year, compared with £2,203,350 in 2016/17.

            In terms of the Education Improvement Grant (EIG) for raising education standards, £4,167,438 had been allocated, compared with £4,171,818 in 2016/17).

            It was explained that there were two main factors for the reduction in the funding received, namely:

(a)  Pupil numbers, and consideration for the proportion of pupils who stay on to Year 12 and that the rate was low in Gwynedd

(b)  The amount of money per head was allocated for pupils and that Gwynedd had suffered from a lower rate per pupil because many pupils in Gwynedd studied three subjects and the BAC (which does not count as a subject) and many pupils in Gwynedd studied three subjects and the BAC for the purposes of the grant.

            Resolved:       To accept and note the contents of the report.

To receive a report on the above.

(Copy enclosed)

Submitted - report by the Acting Head of Education on the Service Level Agreements for schools along with their responses and observations on the various agreements.

            The Senior School Manager reminded everyone that the Schools' Budget Forum had approved to extend the following Service Level Agreements:

• Education Support Unit (primary)
• Personnel, Wages and Legal Support
• Grounds Maintenance

for an additional year.

It was noted that in terms of the Grounds Maintenance agreement, considerable work needed to be undertaken in terms of mapping schools' sites, etc.

In response to questions in regards to the schools' network service, it was explained that the above was not included in the Service Level Agreement, and it was currently a national agreement by the government. 

It was suggested by members of the Forum, for transparency, that it would be beneficial to receive a brief summary about the service received by the schools for the money.

Resolved:       (a) To accept and note the contents of the report.

                        (b) To ask the Finance Manager to provide a brief summary to the Forum's Members about what is received as part of the schools' service network. 

To receive a verbal report on the above.

The Forum was updated by the Schools' Senior Manager about the on-line payment service for school meals at primary and special schools within the County.  It was noted that CYNNAL had recently installed software of the schools' systems and it would be providing training in due course, along with an official launch. 

            The programme would enable parents to gain access through the Council's self-service pages, and in this respect we trust they would be able to see other services available from the Council.

            The above was greatly welcomed by a representative from the primary sector, noting that it would facilitate arrangements. 

            In terms of school meals debts, the education service wished for the system to be established before reporting further on its success, benefits and disadvantages, etc.

            Resolved:       To accept, note and thank the officer for the above information.

To receive a verbal report on the above.

The Schools' Senior Manager reported, for information. that the breakfast club provision was one of the elements to be considered as part of the Gwynedd Challenge consultation. The breakfast club was currently operated between 8am and 8:50am.  Two options were considered for the future, namely:

(a)  Reduce the current hours of the breakfast club to start at 8:25am

(b)  Not to reduce the hours, but to charge parents a fee for the childcare element between 8am and 8:25am.

            It was intended to send a letter to parents before the end of the term and it was possible to complete a questionnaire on-line and copies were available in the County's Libraries and Siopau Gwynedd.  It was suggested that Headteachers should encourage parents to complete the questionnaire.

            Resolved:       To accept and note the above.

13 November 2017

     February 2018

Resolved:       (a) Confirm the date of the Forum's next meeting to take place at 2pm, Monday, 13 November 2017.

                                    (b) To hold a meeting at the end of January 2018 - date to be determined by the Chair and the Forum's officers.