Terms of reference

THE GOVERNING BODY OF ST LUKE’S C.E. PRIMARY SCHOOL

Saunders Ness Road, London, E14 3EB

 

FINANCE, PREMISES AND PERSONNEL COMMITTEE – TERMS OF REFERENCE

The Governing Body has established the Finance, Premises and Personnel Committee that will comprise the members agreed at the first Ordinary Meeting of each School year and as amended at subsequent Ordinary Meetings of the Governing Body.

Quorum:

The quorum for the Committee is three governors of which two must be non-school governors.

General

The Committee:

  • will, where appropriate, seek advice and guidance from the Head Teacher and School staff whilst ensuring that the Head Teacher retains full responsibility for the internal organisation, management and control of the School.

  • is authorised to invite any persons to attend Committee meetings either as observers or to provide advice and guidance. The Governing Body must approve the appointment of co-opted Committee members.

  • will work closely with other Committees and Working Parties of the Governing Body.

  • will undertake any additional duties and responsibilities to those set out in its Terms of Reference as directed by the Governing Body.

  • Will meet at least once a term.

School’s Budget

The Committee:

  • has been delegated the responsibility for drawing up proposed annual budgets for income and expenditure and drawing up and approving the First Budget of the financial year.

  • will ensure that the proposed and final budgets clearly reflect the School’s Improvement Plan and demonstrate how resources are being used to deliver the Plan.

  • has been delegated the responsibility for the proper allocation, control and accounting of resources.

  • will endeavour to ensure that the proposed annual budget will be prepared and presented to the whole Governing Body for discussion before the end of March in the preceding financial year.

  • will ensure that the Final Budget will be presented to the Governing Body for formal approval in sufficient time for a copy of the approved budget to be sent to the LA by 31 May each year.

Financial monitoring and accountability

The Committee:

  • will ensure that systems are in place for the proper allocation, control and accounting of resources in accordance with the requirements of the School Financial Value Standard (SFVS), the LA ‘Schools Financial Procedures Manual for Schools’ and the LA ‘Scheme of Delegation for Schools’.

  • will undertake an annual review of the controls and systems in place so as to be able to report to the Governing Body that the requirements of the annual Statement of Internal Control has been met and that the Statement can be signed off.

  • Will undertake the annual self-assessment of the School’s Financial Management in accordance with the requirements of the Schools Financial Value Standards (SFVS).

  • has been delegated the responsibility for keeping under review the School’s Code of Financial Practice and Scheme of Delegation of Financial Authority. The draft Code and any subsequent amendments will require approval from the full Governing Body.

  • will meet regularly to monitor the School’s budget expenditure and will report to the full Governing Body at least once each term, providing a summary of expenditure against the budget headings together with committed costs to the end of the financial year.

  • will provide the Governing Body with an outturn report for each financial year by the end of the Summer term.

  • The Head teacher and the Chair of the Finance Committee may vire amounts of up to £10,000 between approved budget accounts. All virements are to be entered into the RM Finance accounting program and a virement report must be printed and signed and presented at the next meeting of the Governing Body.

Insurances

 

The Committee:

  • will ensure that the necessary insurance requirements of both the School and the Governing Body, as determined by the London Diocesan Board for Schools and the LA, are in place and subject to regular review. The Governing Body shares the responsibility of the buildings and premises as Trustees with the Diocese of London.

Charging for School Activities

The Committee:

  • will draw up and review, as necessary, a policy in regard to charging for School activities for approval by the Governing Body.

Premises

 

The Committee:

  • will monitor the condition of the School’s land and buildings.

  • will ensure that regular surveys on the structure of the School’s land and buildings are regularly commissioned and carried out. The Committee will work closely, with the Diocesan Building Surveyor, the Local Authority and the Department for Education (DFE).

  • will draw up a costed programme of planned maintenance, repairs and decoration to the School’s land and buildings.

  • will oversee the financing of external repairs, alterations and capital building work in conjunction with the Diocese.

  • will oversee the occupation and use of School premises and buildings.

  • will draw up and review, as necessary, a Lettings Policy for the School, for approval by the Governing Body.

  • Will monitor all lettings to ensure compliance with the Terms and Conditions of the Lettings Policy.

Health, Safety & Welfare

The Committee:

  • will monitor the implementation of the Schools’ Health and Safety and Welfare Policy and will provide reports, as necessary, to the Governing Body.

  • will oversee measures to ensure that School buildings, equipment and materials are safe and no risk to health and safety and will provide reports, as necessary, to the Governing Body.

  • will produce and regularly update written assessments of risk in the School and will draw up and review risk control measures for approval by the Governing Body.

  • will work closely with the Head Teacher, who is responsible for safeguarding the health and safety and welfare of pupils and staff, and with the Premises Manager and the School’s appointed Health and Safety representatives.

  • Will monitor expenditure of all voluntary funds kept on behalf of the Governing body.

Staffing Structure

 

The Committee:

  • together with the Head Teacher is responsible for recommending to the Governing Body a staffing structure for the School in order to achieve the School Improvement Plan.

  • will review the job descriptions drawn up and agreed by the Head Teacher and members of staff taking into account national and local conditions of service and contractual terms as appropriate.

Disciplinary Procedures

 

The Committee:

  • will draw up or review Staff Disciplinary, Capability and Grievance Procedures, as set out by the National Society and Diocese, for discussion and approval by the Governing Body.

  • will be responsible for supporting the Head Teacher in any disciplinary, capability or grievance procedures.

Pay Committee

Members of the Committee will sit as the Pay Committee when required:

  • will draw up and keep under annual review the School’s Pay Policy and undertake the process of consultation with staff and any relevant bodies. The Pay Policy will reflect national and local pay structures, annual pay review body recommendations and conditions of service.

  • in reviewing the Pay Policy, will take into account the need to consider the use of the discretionary provisions of the School Teachers’ Pay and Conditions Document, and if so to what degree and extent.

  • will ensure that the Pay Policy is presented to the Governing Body for formal approval in sufficient time for the Policy to be implemented by 1 September each year.

  • will ensure the policy is implemented fairly and rigorously and will review all applications for pay enhancement e.g. Threshold payments for teachers.

  • will ensure that all staff receive a formal written annual salary statement.

Recruitment and Appointment of Staff

 

The Committee:

  • will oversee the process of recruitment and appointment of all members of staff except the Head Teacher, Deputy Head Teachers and Assistant Head Teachers, which will remain the responsibility of the full Governing Body.

  • will endeavour to ensure that a minimum of three Governors are available to approve senior appointments.

  • will ensure that the requirements of Safer Recruitment are met.

  • will ensure that all members of staff receive a National Society Contract of Employment and Statement of Written Particulars as required under current Employment Law. These are issued by the School’s Personnel service-provider on behalf of the Governing Body.

Management of Staff

The Committee:

  • will appoint governors and an appropriate LA representative to undertake the performance management of the headteacher.

  • will support the Head Teacher in the implementation of the School’s Performance Management Policy and Sickness Absence Policy.

  • will meet from time to time with the staff to discuss any aspects which have been raised and require consideration.

  • will keep under review staff work life balance, working conditions and well being, including the monitoring of absence.

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