HOLLAND HAVEN PRIMARY SCHOOL
Minutes of the Governors’ meeting held on Monday 18th November 2013 

Present – Mrs S Bardetti (SB), Ms C Barrett (CB), Mrs N Charles (NC), Mr D Goldsmith (DG), Mr S McCarthy (SM), Mr B Markham (BM), Mrs S Patel (SP), Mrs L Popkin (LP), Mrs I Peters (IP),  Mrs J Sharman (JS) (Acting Chair), Mr J Swaine (JSw) and Mrs K Williams (KW) with Miss J Nightingale (JN) in attendance as clerk.

Miss C Cole (CC) attended the meeting within her role as Deputy Head.

1.	Apologies for absence – Apologies had been received from Mrs S Williams (SW), for personal reasons which were accepted.

2.	Election of Chair and possibly vice-chair following Father Philip’s departure.  JN took the meeting for the election of Chair and Vice-Chair.  Governors were reminded that they needed to have advised JN in advance if they wished to stand for these positions.  JS had put herself forward for the role of Chair and SM had put himself forward for the role of Vice-Chair.  There were no other nominations therefore they were duly elected.  JS took over the meeting at this point. 

3.	Governors to declare if they have any changes to their business interests or any conflicts of interests arising from any point on this agenda.  There were no changes to governors’ business interests or any conflicts of interest arising from this agenda.  All governors present completed a new declaration of business interest form.  JN will ensure that she gets one from SW. (JN)

4.	Any items for ‘Any other business’ to be given in writing to Jackie Sharman (Acting Chair) prior to the meeting – JS reported that she wished to bring to governors attention some things that had been identified in the Gateway magazine.  It was agreed to look at these under any other business rather than wait for a future meeting.

5.	Approval of the minutes of the meeting held on Monday 15th July 2013 - These were accepted as a true account of the previous meeting and were signed.  JN to ensure that they are filed and that a copy is put up on the board and sent to DG to go on the website.  (JN) (DG)

6.	Matters arising: -

a.	Action points from the above meetings – Governors went through the action points following the last meeting with the following point being noted: -
The Committee Structure and Governors’ responsibilities have been done but need to be reviewed again.  This will be carried out once the vacancies have been filled.  (JS)

b.	Governors to approve the change in the non-pupil days for the 2013-2014 academic year – In order to fit in the twilight training sessions SB would like to use the remaining two non-pupil days to the end of term in July 2014.  Governors were happy to approve the change in dates.  JN to ensure that parents are informed of the change.  (JN)

7.	Safeguarding/Child Protection – This was included in the head teacher’s report.

8.	‘Friends of Holland Haven’ matters – Sam McCarthy sent a report out to all governors.  He reported that a new committee has been elected and that the officers will be meeting up prior to the first meeting to ensure that they are happy with their roles.  

9.	Headteacher’s Report – 
Admissions – There are now 321 children on role, the actual number should be 315 but governors had agreed to an additional 12 pupils in KS2 (3 pupils per year group).  Potentially, if we were full in each year group there would be 327 pupils.  There have been 10 new children from other schools join Holland Haven since Septembe, some of these are now on the SEND register.  Governors agreed that from 2015 the Pupil Admissions Number (PAN) would go back to 45 in each year group.  This will mean less income but will also mean less resources will be needed for additional support.  
Attendance – Attendance is 2% higher than this time last year.
Pupil welfare – There has been one racist incident, no bullying, two child protection cases.  
Looked After Children - We have one child in care, but we do have a number of children who are looked after by grandparents.  
Pupil Premium Children - We currently have71 pupil premium pupils who we have received extra funding for.  
SEN report – The SEN register has been reviewed and has been slightly reduced. Next year there will be a new Code of Practice which will organise pupils in a completely different way.
English as an Additional Language (EAL) – There are three children who we have been advised have English as their second language, two speak English very well and one may require some additional support.  There are other children who we believe are EAL but parents have not declared this on the registration form.  
Staffing and Staff Welfare – Abigail Murphy has been offered the position of phase team leader for KS1 and Anne Dunington has been appointed for three days a week teaching in KS1.  We are also advertising for an extra teacher for mornings only in KS2 for Numeracy and  Literacy, for a two term fixed term contract.  SBe has been moved up to the Upper Pay Scale 1 and is taking on the responsibility for assessment using Too Simple in Early Years. FB will continue to be responsible for overall data on Target Tracker.
Raise On-line document – The key findings were sent out.  SB reported that the school was back in line with the national figures for attainment at Level 4+ in KS2.  She also pointed out that progress was our weak spot which will not change until we have built up a number of years of good progress.  Our current weaker year groups are year 5 and year 2, which we are now targeting with the employment of additional teachers in these two phases.  SB, CC, LW, KO are doing booster sessions for Year 5 and 6. We are predicted stronger results at level 5 this year.   SB will have a better idea of year 2 levels by the end of this term when the children have begun practice tests.  
RAP – This has been evaluated and was sent out over the half term holiday.
Partnership work.  SB recently went to a meeting to speak to heads at Holland Park, Prettygate Junior School, Stanway School, Great Bentley and Walton School about the possibility of a partnership.  Frobisher School was also present at this meeting. 

10.	LA/Ofsted update – We will be having a visit from Sue Faulkner this term.

11.	School Partnership – SB covered this within her head teacher’s report.

12.	RAP  (Raising Attainment Plan) –There were no questions on the updated RAP.

13.	Pupil Premium Grant – SB distributed a Raise On-Line report on ‘Closing the Gap for Pupil Premium pupils’.  Currently our progress is not good enough however we are closing the gap as can be seen in this report.  

14.	Headteacher’s Performance Management Review – Staff members left the meeting at this point and SM minuted the item.  The remainder of this item was deemed confidential and is therefore on pink paper.

JS updated governors on the headteacher’s performance review and reported that SB had exceeded all three targets.  Following a discussion it was agreed to award SB a two point rise on the leadership scale.  (JN)

SB re-joined the meeting and was informed of the Governors decision.

15.	SB to advise the governors on the Deputy Head and Assistant Head’s Performance Management Review – This item has been deemed to be confidential and is therefore on pink paper.

Following a discussion the governors recommended that CC receive a two point rise on the leadership scale which will be backdated to 1st September 2013.  SB is happy with the Assistant Head’s performance.  She is already at the top of her scale and can therefore not move up the scale.  (JN)

The remaining staff re-joined the meeting.

16.	Governors to approve the term dates for the 2014 – 2015 Academic Year – Governors discussed whether the last 3 days of the academic year should be non-pupil days, like this year, however it was felt that this would not fit into our training requirements.  A discussion was also had as to whether the Autumn term should be shorter by having a two week break at half term, however until SB has spoken to other schools this will not change as it could make things very difficult for parents with children in two different schools.  The term dates were approved, however the non-pupil days have not yet been set as training has not yet been arranged.  JN to ensure that this is on the next agenda. (JN)

17.	Governors to approve the summer 2015 Year 6 residential trip – Governors approved the school’s plan to take the year 6 pupils on a residential trip in summer 2015.

18.	Governor Issues including Monitoring, Development and Training

a.	Governors’ Terms of Office / Governor Responsibilities, Committee Membership – As SM has taken over the role of Vice-Chair he will now go on all the committees.  Governor Responsibilities – As DG is now so involved in ICT he feels that he is too close to monitor it and asked for another governor to take over as governor responsible for ICT.  BM agreed to take over ICT.  Katie Williams agreed to take over RE and Lsa Popkin took over Science.  Subject Leaders are on the Key Facts Document.

b.	Governor Vacancies – Following the departure of Father Philip and Reverend Mark there are now two partnership vacancies.  It was pointed out that the governing body were becoming very insular as every governor except two is or has been a parent or works at the school.  It was stated that there is a weakness in the governing body’s legal knowledge and therefore the appeal for new governors will be aimed at the local solicitors.  SM knows someone who is a solicitor and will approach them to see if they know of anybody who might be interested.  DG was asked to produce a flyer that can be used to try and encourage professional people to become governors.  There is also the possibility that one of the doctors at St James’s surgery might be interested.  SM will chase this up. (SM) (DG)

c.	Governors’ Action Plan including Governor Visits – Governors looked at the action plan and several of the action points were being looked at already.  Governors were asked for someone to cover ‘Raising Standards and Accelerating progress’.  Action Point 3 ‘Conditions for Learning’ could be an agenda item on the curriculum meeting.  This will be reviewed on Tuesday 14th Jan at 12.15pm.  JS pointed out that there were very few reports in the Governor monitoring folder and reminded governors of the need to complete a governor visit note for each time they visit the school on Governor duties.  (SB)
Since the meeting the review date has been changed to Friday 9th January at 12.15.

d.	Termly review of the ‘Governors’ Key Facts Document’ – CC reported that this is on Google.  She reported that it is a working document which will be updated on a regular basis.  Governors were urged to read through this document and contact CC if they had any questions.

e.	Possibility of adopting the Model Governing Body Standing Orders – A decision is to be made on whether we should adopt these, amend them or not have them at all.  SB and JS had been through the model standing orders, as governors need to decide on whether to have them at all or whether to use an amended version of them to suit this school.  It was agreed that it would be best practice to have standing orders for the governing body.  JN is to send JS a copy by email so that she can amend following her discussion with SB.  Once amended they will be circulated to all governors and if she gets no queries on them from anyone will assume that governors are in agreement. (JN) (JS)

f.	Review the Code of Conduct for the Governing Body and for all Governors to sign for their copy of the code – There were no changes made to this since the last review last year.  Governors all signed the sheet to say that they had read and accepted it.

g.	Congratulations to James Swaine who has completed his governor inductions training and has his been awarded his Certificate of School Governance Studies – Congratulate to James for completing this award.

h.	Link Governor’s Report – SM had received a training report from Governor Services.  They were quite a lot that were booked in.  As there have been a number of Curriculum Development Centres recently close down there were not many that were being held locally.  A discussion was held as to whether we would be willing to host governor training courses at Holland Haven School in the evenings.  Governors were happy with this therefore SM will advise Governor Services of this.  There is a Hot Topics session being held at St Osyth Primary school on 11 Dec from 6 – 8pm.  The title of the session is ‘Education changes supported by strong governance’.  KW asked when she would be able to start her Induction Training.  SM is waiting for venues to become available and will let her and the other newer governors know when they are available.  JS suggested that it would be good for someone else to do the Performance Management Course as being Chair she can no longer do it.  SM to liaise with JN to find out what courses all governors have done.  (SM and JN)

i.	Follow up from the recent Governor training session on ‘From Good to Outstanding’ – Governors to look at the attached Grade Descriptors’.  We had to decide what descriptors we were lacking.  We felt that we were lacking in the following: -
POINT 3 - Governors or those with similar responsibility, stringently hold senior leaders to account for all aspects of schools performance.
POINT 8 – The school has highly successful strategies for engaging with parents to the benefit of pupils, including those who find working with the school difficult.
Informal discussion has taken place with ideas to be gathered from the training on the 11th December as to how to strengthen these areas.  This will be an agenda item at the next meeting to review them. (JN)

j.	Any Chair’s Actions that have taken place since the last meeting – There had been no chairs action taken since the last meeting.

k.	Chair’s Business / Correspondence – JS had not received any correspondence since the last meeting.

l.	Training on using Google to be arranged with Danny Goldsmith – DG spoke about the way the school is using Google more extensively.  A training session was arranged for 12.15 on Monday 2nd December for around an hour.  This will be based in class LG. 

SB pointed out that it was test week in school. Teachers need the time to mark and organise their data, which will not be available for the Curriculum Committee meeting on Monday 25th November.  It was therefore agreed to move the date of the Curriculum Committee meeting to Monday 2nd December, by which time the data should be available to look at.

Training on the Cost Centre Summary Report – Governors had received a crib sheet from Beth Keary on how to read the Cost Centre Summary Report, which they thought was self-explanatory, however they also felt that they would benefit from an understanding of how the budget works.  BM is happy to give governors an understanding of this on Monday 6th January 2014 at 5.30pm.  Ensure that this date is put in your diaries.  (ALL)

19.	Assets Committee Issues: -

a.	Questions on the minutes of the meetings held on 1st July 2013 and 30th September 2013 – There were no questions raised about these minutes.

b.	Terms of reference to be approved – Apart from a typing error, Governors approved the Terms of Reference. JN to amend. (JN)

20.	Curriculum Committee Issues: -

a.	Questions on the minutes of the meetings held on 24th June 2013 and 18th September 2013 – There were no questions asked about these minutes.

b.	Terms of reference to be approved - These had not yet been reviewed by the committee.  They will be reviewed at the next meeting and approved at the next governors meeting. JN to ensure that this item is carried forward to the next agenda. (JN)

c.	Review the expectation for the SATs results in Summer 2014 against targets set – This is no longer applicable as governors no longer have to set SATs targets.  However the Curriculum Committee will be looking at this at during the next meeting.  SB to ensure that it is on the next agenda. (SB)

d.	Set the SATs targets for Summer 2015 – This is no longer applicable as governors no longer have to set SATs targets.

21.	Personnel Committee Issues: -

a.	Questions on the minutes of the meetings held on 23rd September and 4th November – There were no questions asked about these minutes.

b.	Terms of reference to be approved – These were approved.  

c.	Update governors on teaching staff in January 2014 – This was covered in the Head Teacher’s report.

22.	Policies to be ratified:-

a.	Policies reviewed by the School which did not need to be approved by the Governing Body: -
i.	Behaviour Policy – For information only.
ii.	Homework Policy – For information only.

b.	Policies approved by the Assets Committee: - 
i.	Health, Safety and Wellbeing Policy – This policy was ratified by the governing body.

c.	Policies approved by the Curriculum Committee (these do not need to be ratified):- 
i.	Child Protection Policy - For information only.

d.	Policies approved by the Personnel Committee: - 
i.	Leave of Absence Policy – This policy was ratified by the governing body.
ii.	Pre-Employment Checks Procedure – This policy was ratified by the governing body.
iii.	Recruitment Policy – This policy was ratified by the governing body.
iv.	Equality and Diversity in Employment Policy – This policy was ratified by the governing body.

e.	Policy to be approved by the full governing body: - 
i.	Code of Conduct for the Governing Body – This police was approved.
ii.	Admissions Policy – This policy was ratified by the governing body.

23.	Any other urgent business as agreed under agenda item 3 above. – JS spotted the following items in the recent Gateways that need to be addressed: -
Sports Funding - The ‘Sports funding’ is to be an item in the next curriculum committee agenda as Governors need to be aware of it and how the money is being spent.  (SB)
Free School Meals – The government has announced that all children in FS and KS1 will be offered a free school meal September 2014.  The planning for it needs to be discussed at the next curriculum committee meeting. (SB)
Healthy Schools – It was pointed out that Holland Haven is an enhanced Healthy Schools.  Currently there is no named governor for health schools.  As KW has a background in catering she volunteered to be the named governor for healthy school.  This needs to be on the curriculum agenda.  SB to arrange a meeting to discuss what this entails.
.
24.	Date and time of next meeting – This has been booked for Monday 3rd February 2014 at 6pm.

The meeting finished at 8.10pm.