MINUTES OF THE HAVANT PATCH FORUM MEETING HELD AT THE PORTSMOUTH PROFESSIONAL CENTRE, COSHAM
Date: Thursday 16th October 2003
Present: 23 Governors (See attached list)
Apologies: 1 Governors (See attached list)
Clerk Mrs Denise Chesney
In Attendance Sue Baxter (Local Governor Services Co-ordinator)
PRESENTATION BY MR ROGER MEAD. ASSISTANT COUNTY EDUCATION OFFICER
Mrs Vine introduced Roger Mead, Assistant County Education Officer who had come to talk to Governors about the imminent changes to ICT in schools and the introduction of SAP (Systems Application Processes). Trials and fine-tuning of the system have been taking place during the last 18 months, working with Admin Officers from 14 school, in readiness for rollout to begin in January 2004. The feedback from the AO's trialing the system has been generally positive and further changes are being made.
Adequate, staggered training will be available locally for Admin Officers from 540 schools with a possible 9 days training, taken in blocks of 2 day modules. Training will be given in such a way as to minimise the gap between training and using the live system. Headteachers will also need to undergo some training, perhaps a half or whole day.
Schools will be set up to have direct access to the SAP software running on computers in Winchester. This will require some changes to schools' computer systems, details of how this will be achieved will be sent to schools as soon as possible. Training will be free but no reimbursement of any cover costs would be available for training days.
Enterprise Learning Zone will be available on the Web, as will local drop in / ring surgeries to share experiences and good practice and to receive advice. Additional personnel will also be made available to help support staff.
Roll out is due to begin in January 2004 with groups of about 40 schools at a time, with the aim to complete December 2004, although this may run into the spring of 2005 at the latest. A suite of reports has been trialed, which at the least should be as good as those from FMS, if not better. The SAP system offers the potential for great saving in time and money and should cut the mass circulation of paperwork. Mr Mead confirmed that due to very good anti-virus software and expert knowledge, no problems had arisen or were envisaged.
Mr Mead answered Forum's questions regarding costs implications, sickness of trained staff and security. There should be no direct costs to schools as the installation charges have been met from capital costs. However this could vary, depending on how much schools wished to get further out of the system. Each school will be covered for training for the Admin Officer and Headteacher, with Secondary schools have an additional person. Temporary situations will allow the Deputy Head to take on the authorisation role and a Helpline available for further support.
Mr Mead advised that connectivity should not require an upgrade to school equipment but advised that some schools had delayed purchase of new equipment for the introduction of the new systems. It was confirmed that Data Protection and firewalls had been in built into the system. Benchmarking facilities between schools would be available through EFS to assist in budget planning.
Budget 2004/2005
Mr Mead explained that the Cabinet was considering the County Council budget for the next year. The 15% increase in Council Tax this year had enabled all front line services to be maintained. It was expected that the Government Grant would be decreased next year and Council Tax would need to rise by 6-7% just to stand still for services and allow passporting for schools. The Government requires County Councils to indicate their Minimum Schools Budget far earlier this year. Mr Mead confirmed that placing special needs children out of county would be increasing significantly and highlighted the problem of excluded children still requiring education provision by the County. Mr Mead alerted governors to potential problems and advised that the Cabinet was consulting with Hampshire Community. They have already met with members of the Schools Forum and a further meeting is planned for January 2004.
Mrs Vine thanked Mr Mead warmly for his presentation. ( Mr Mead left at this point.)
1. ELECTION OF OFFICERS
Mrs Chesney opened the meeting and invited nominations for the post of Chairman. Mrs Vine agreed to stand.
Chairman Mrs Vine
Proposed: Mr Petherick Seconded: Mrs Clementson Agreed unanimously
Vice Chairman Mr Petherick
Proposed: Mrs Vine Seconded: Mr Dadd Agreed unanimously
Mrs Vine took the Chair for the rest of the meeting.
HGRG REPRESENTATIVES
Mr Chiswell advised he wished to stand down after 3 years as Havant's representative and recommended the role as a valuable insight to Governors' workings.
Mrs Vine and Mr Turk agreed to stand as HGRG Representatives
STEERING GROUP REPRESENTATIVES
Mr Dadd and Mr Chiswell agreed to act as representatives, together with the Chair and Vice Chairman
Mrs Clementson offered Mr Chiswell a vote of thanks on behalf of the Forum for all his efforts in representing the Forum.
Mrs Vine asked for volunteers to join the Hampshire Governor Services Governor Working Practice Group. The group with representatives of Headteachers and Governors meet to consider items of good practice from schools and Governing Bodies for inclusion on the Governors' Website. The Forum has two representatives currently and requires a further two. Any Governor interested should contact sue Baxter who will give further details of dates and venue for the meeting.
ISSUES ARISING FROM HGRG AND COUNTY FORUM MINUTES
2. OUTSTANDING SERVICE AWARDS
Mr Chiswell advised that HGRG had agreed a series of celebrations too recognise contributions made by Governors. Mrs Baxter asked if the Forum would consider an LEA officer to make presentations at the Forum, due to their regular meetings. This was agreed with the option that the award could also be made at the Governing Body meeting if required.
PERFORMANCE MANAGEMENT
Mr Chiswell confirmed that the CEA was still responsible for appointing advisors for Headteacher's Performance Management. All schools are being asked to change advisors after 3 years however. No schools have reported any difficulties in obtaining an advisor.
SCHOOL WORKFORCE REFORM
The Forum discussed further the problems of hard copies of minutes for HGRG and County Forum meetings. Currently copies of minutes are distributed to each representative and appear on the Governors Website. It was confirmed that there were some problems of update minutes on the Website and Mr Chiswell advised that County were trying to cut down costs and the amount of paperwork to Governors. It was also suggested that Governor Services had been supplied with e-mail addresses for
Forum representatives in order that they could also receive copy. Mrs Baxter agreed to clarify the situation and look into agendas not being received by Thomas More Primary School. Action: Mrs Baxter
(POST MEETING MINUTE)
3. ITEMS FROM THE FLOOR
CRB Checks for Governors
A member of the Forum asked if Police Checks were being carried out on Governors. Mrs Baxter advised that only List 99 Checks were being taken to identify people prohibited working with children, due to the excessive demand on the CRB Bureau.
Legal Support for Governors
A member of the Forum referred to recent advertising from a partnership of solicitors offering legal support for parents experiencing education difficulties and asked what support Governors and Governing Bodies received. It was confirmed that schools had an opportunity for a Service Level Agreement with Hampshire's Legal Department.
QCA Testing
A further question raised concern for children from Plymouth Brethren being disadvantaged when under going QCA testing, as they did not have any experience with media reporting. QCA had replied that alternative questions were available but concern still remained and it was proposed to write to the local Member of Parliament to seek advice. Action:
Briefings
A Governor raised the question of short notice for Governor Briefings, which did not allow the opportunity for Governing Body consultation. Mrs Baxter advised that Governor Services need to act to Government directives, which some times allowed little time. Dates were issued as soon as possible, and details of the briefing were being worked on up to the date of the briefing.
Remodelling of the Workforce
The question of re-modelling the workforce was raised and concern that no extra funding was available for support staff to take on the additional administration tasks that teachers would no longer be required to carry out. Discussions highlighted that situations differed within schools and many schools would find it difficult to introduce the 10% non-contact time for teachers. It was agreed that further discussions would be necessary to share experiences, influence outcomes and look at the frustrations of staff. Mr Chiswell offered his e-mail address for governors to forward details of good practice. The item will be discussed further at the next meeting. Action : Agenda
4. FEEDBACK from HGRG & COUNTY FORUM MEETINGS
Vandalism and Damage to Schools
Mr Turk reported that this item had been raised at HGRG and had been placed on the agenda for County Forum. It had been agreed to write to the Chief Constable of Hampshire for details of their policy for schools' vandalism. The question of responding to emergencies was also being raised following a recent incident.
Budget 2004/2005
It was agreed that representatives on HGRG should express the Forum's strong feelings of concern regarding the budget for 2004/2005.
Safe Guarding Children
Mr Chiswell reported that guidelines would be changed to remove the liaison role for Governors for Safe Guarding Children. Governors will only become involved when Child Protection concerns the Headteacher directly.
All other items dealt with under agenda items.
5. DATE OF NEXT MEETING
The meeting closed at 9.00 pm
DIVISIONAL GOVERNOR CONSULTATIVE PATCH MEETING
16th October 2003
PRESENT:
V Petherick Crookhorn School
F Moon St Thomas More's Catholic Primary School
S Vine Bidbury Infant School
A Watson Barncroft Junior School
R Funnell Front Lawn Infant School
I Funnell Staunton Park Community School
D Chiswell Front Lawn Junior School
D Neil Meadowlands Junior School
S Waller Horndean Technology College
T Parkes Hart Plain Infants School
B Davison Purbrook Infants School
R Dadd Hart Plain Junior School
J Barber Glenwood
J Clementson Denmead Junior School
A Turk Purbrook Park School
D Morris Meadowlands Infant School
N Bains Padnell Infant School
P Wilkinson Padnell Infant School
S Brett Padnell Junior School
W Osgood Riders Infant School
R Spillinson?? Queens Enclosure
P Dixon Mengham Infant School
S Jeffries Bosmere Junior School
APOLOGIES
D Davies Morelands Primary School