Finance, Staffing and Premises (FSP) Terms of Reference
The governing body must review the delegation of functions and the establishment, terms of reference and membership of committees annually.
At least 3 members of the governing body with voting rights. The governing body or the committee may appoint associate members to serve on the committee. Such members may have voting rights only as determined by the governing body and within the terms of the School Governance (Procedures) (England) Regulations 2003. A staff governor may be a member of the committee, but will then have to withdraw whenever matters pertaining to individual members of staff are discussed.
The quorum for the meeting and any vote will be three governors who are members of the committee and at least two governors must be Foundation Governors.
3 TERMS OF REFERENCE FOR FINANCE
i. To prepare and agree a budget plan each year.
ii. to monitor the budget termly and make any in year changes;
iii. to prepare and monitor a Governors’ Scheme of Financial Delegation, empowering the Headteacher and other staff to place orders and authorise expenditure within pre-determined limits;
iv. to consider and make decisions concerning any proposal involving recurring expenditure and any proposal involving non-recurring expenditure not provided for in the Governors’ Scheme of Financial Delegation;
v. to be responsible for contractual arrangements in respect of items approved by the governing body in accordance with Council Standing Orders and Financial Regulations including the opening of tenders and decisions concerning acceptance;
vi. to consider and decide on proposals from other committees involving additional expenditure;
vii. to consider the annual accounts and audit reports in respect of non-LEA provided funds;
viii. to consider audit reports on the school from the City Treasurer;
ix. Ensure that the school is managed well financially by having due regard to the Schools Financial Value Standard and by monitoring and evaluating the School’s financial performance.
x. Ensure that the school complies with the principles of Best Value when making decisions about how the school’s available resources are utilised.
xi. Ensure the school improvement plan is fully costed and provides a sound basis for long term financial planning.
xii. Give consideration to the initial budget and make recommendations to the Governing Body.
xiii. Establish regular reporting procedures and make recommendations, where necessary (including virement proposals), to the Governing Body.
xiv. As part of the school’s budget monitoring procedures, review the level of balances and make appropriate recommendations to the Governing Body.
xv. Evaluate the quality, cost and impact of all services purchased, before contracts are renewed.
xvi. Consider annual insurance requirements and make recommendations to the Governing Body.
- Ensure that appropriate self evaluations and risk assessments, including use of Financial Benchmarking data, are carried out in a timely manner and are made available to SFVS assessors evaluating whether the school is meeting the Standard
- Ensure due regard for the Consistent Financial Reporting Framework so that accurate CFR returns are submitted to DfES via the LA in a timely manner.
xix. To receive the feedback from SFVS Assessors and act upon it to ensure that the school is meeting the Financial Management Standard.
xx. To receive the report of the Authority’s auditors and to act upon any recommendations made therein.
xxi. Determine the school’s charging and remissions policy and keep it under review. xxii. Will have regard for the LA’s guidance on all aspects of Extended Schools activities.
- Will ensure that funds delegated to the school are used for the purpose of the school and not to support Community Extended School activities.
- to ensure that a Register of Governors Interests is maintained and regularly updated; and
- to consider and make decisions on any matter involving finance or financial management referred to it by the governing body.
- To carry out an annual review of the Budget Management Policy and make recommendations to the Governing Body.
4 FUNCTIONS DELEGATED TO HEADTEACHER
As per the Governors’ Scheme of Financial Delegation.
5 FUNCTIONS RETAINED BY THE GOVERNING BODY
6 TERMS OF REFERENCE FOR STAFFING
(a) General matters
- To be responsible for deciding the establishments for teaching and support staff;
- to recommend variations to the agreed establishment;
- to authorise the filling of any vacancy which might arise;
- to determine in accordance with the schools’ pay policy the level of salary for new appointments to both teaching and support staff;
- to put forward proposals for consideration by the Finance Committee in connection with the budgetary process;
- to consider applications from staff for early retirement;
- to consider applications from staff for leave of absence outside of the Scheme adopted by the Governing Body;
- to be responsible for appointing all staff at the school (except Headteacher and Deputy Headteachers) except where the governing body has delegated this function to the headteacher;
- to plan, monitor and review the teaching and support staff in-service training needs of the school;
- to be responsible for the oversight of arrangements for the deployment at the school of non- governing body employees; and
- to make recommendations for updating the school development plan on a regular basis.
(b) Pay matters
- To work to meet aims of the whole-school pay policy;
- to ensure that the parts of the policy relating to teachers’ salaries comply with the current School Teachers’ Pay and Conditions Document, and that the parts of the policy relating to support staff have regard to guidance given in the ‘Purple” and “Buff” books. (These books are available from the Education Department);
- to ensure that in regard to equal opportunities the requirements of legislation relating to gender, race and disability are met and to consider matters relating to age;
- to ensure that the pay policy meets the needs of recruitment, retention and development of staff;
- to recommend how information on vacant posts, including discretionary points, temporary and acting posts shall be made known to staff;
- to take into account proper pay relativity between jobs within school;
- to give recognition within the salary structure to increase responsibility, whether temporary or permanent;
- to recommend to the governing body the criteria to be used for any discretionary points;
- to ensure that all staff have clear job descriptions so that discretionary points can be awarded in a fair, equitable and consistent manner and that job descriptions are reviewed annually;
- to ensure that, when discretionary points are awarded, the reasons for the increase are clearly minuted, since these may be required if there is an appeal;
- to ensure that detailed records are maintained of all matters relating to salaries, and that staff have access to their own records whenever they wish;
- to ensure that staff are aware of the procedures for discussing their salary with the head or other appointed member of the Senior management team;
- to ensure that staff know the procedure for making an appeal;
- to seek advice from the Education Department, Diocesan officers, professional organisations and unions as necessary;
- to keep in touch with pay policies of other schools and to recommend on parity with them;
- to recommend to the finance committee and staffing committee the annual budget needed for salaries and to ensure that the new appointments and awards are made or revised, and that costs remain within the budget;
- to arrange for an annual review of the pay policy and all staff salaries, including those of the head and deputy, and for staff to be fully consulted;
- to ensure that every member of staff, including the Clerk to the Governors, has a contract of employment; and
- to consider applications for an increase in remuneration from all staff having regard to National Conditions of Service, Local Agreements and Employment Legislation.
7 FUNCTIONS DELEGATED TO HEADTEACHER
- To authorise of leave of absence for staff within the scheme adopted by the governing body (with or without pay);
- to appoint temporary supply staff and also staff to cover the absences of permanent staff;
- to make all the necessary arrangements for the appointment of staff which have been agreed by the committee or the governing body;
- to approve the working of overtime; and
- to take such other urgent action on staffing issues as is required in consultation with the Chair of the Committee.
8 FUNCTIONS RETAINED BY THE GOVERNING BODY
To be responsible for the arrangements for appointing the Headteacher and Deputy Headteacher(s).
9 TERMS OF REFERENCE FOR PREMISES
- To be responsible for determining and making decisions on the content of the annual maintenance programme, being those aspects of maintenance funded from delegated budgets;
- to be responsible for monitoring the fabric of the school premises and, within the budget provision, authorising maintenance work;
- to be jointly responsible, with the finance committee, for determining a policy and scale of charges for the letting of the premises;
- to be responsible for monitoring the performance of the cleaning, grounds maintenance and catering services;
- to be responsible for caretaking arrangements;
- to consider improvements/alterations to school premises and to make recommendations to the governing body which shall forward proposals to the LEA for consideration and approval;
- to draft/agree specifications for any work to the building to be undertaken by outside contractors which is funded from the delegated budget;
- to be responsible for monitoring the security of the premises;
- to consider requests to improve/replace furnishings within the school, within budget provision;
- to monitor the operation of the LEA’s Health and Safety Policy Statement as far as it affects the school in order to safeguard the health and safety of employees, pupils and visitors to the school;
- to regularly review the need for structural repairs and maintenance for which the Local Authority is responsible; and
- to make recommendations for updating the school development plan as it relates to the management of school premises,
10 FUNCTIONS DELEGATED TO HEADTEACHER
- To be responsible for day to day minor repairs and maintenance;
- to be responsible for the arrangements for letting the school premises;
- to be responsible for liaison with contractors where such work is funded from the school’s budget;
- to take such other urgent action on premises issues as is required in consultation with the Chair of the Committee, and, if appropriate, the LEA; and
- to be responsible for the day to day health and safety arrangements in the school.
11 FUNCTIONS RETAINED BY THE GOVERNING BODY
12 APPOINTMENT OF CHAIR AND CLERK
The appointment of the Chair shall be determined by the governing body or by the committee and reviewed annually. The governing body shall appoint a clerk to the committee.
A written record of the meetings of the committee will be submitted to the next full governing body meeting, through the Clerk to the governing body.
14 CONVENING MEETINGS
A meeting shall be convened by the clerk under the direction of the governing body and the chair of the committee. The clerk will give every; member of the committee and the headteacher (if not a member of the committee) written notice of a meeting, a copy of the agenda and any papers to be considered at the meeting at least seven days’ clear notice before the date of the committee meeting. If the chair of the committee considers that there are matters that demand urgent consideration s/he may determine a shorter period of notice.