AMC Meeting Minutes
1st May 2019
2.00pm
Attendees:
Members:
In attendance as required:
Steve Savory (SS)
Chair CEO GLA MAT Melissa Hardwell (MH)
ABM Keith Clover (KC)
NLG Gareth Foulsham (GF)
RSC SW Geoff Mountjoy (GM)
NLG Nick Levett (NL)
ESFA Alison Delyth (AD)
Chair of ASDAN Alison Fletcher (AF)
* Director of CLF Institute Mark Ellis-Jones (MEJ)
Chair of Trustees Mara Sankey (MS)
RSC SW Joss Hayes (JH)
Principal
Steve Taylor (ST)
CLF CEO
Alan Morris (AM)
<- Indicates question raised
Sue Burns
Clerk
1, Welcome and Introductions
The meeting commenced at 2.05pm
Apologies were received and accepted from: AF
The meeting was deemed to be quorate.
Alan Morris and Steve Taylor advised in advance that they would be late due to a scheduling clash.
Nick Levett will represent the ESFA in place of Stella Lithgow moving forward.
2, Declarations of Interest
The AMC members signed the attendance and pecuniary interest register.
3, Elect Chair
See AOB
4, Approve minutes of the last meeting (12th March 2019)
The minutes of the previous meeting were agreed to be a true and accurate record and were
signed by the Chair.
5, Actions and Matters Arising
5, MEH to arrange an additional Fire Risk Assessment as soon as possible –
Carried forward 5, SS to contact the CEO of the neighbouring site and determine if there is a planning condition
which restricts the movement of vehicles –
In progress. MEH has spoken with them and asked for
the details of their CEO.
5, MEJ to provide the correspondence with the ESFA re the design of the site to GF to review –
Carried forward. 6, MEJ to send SS and ST the list of Steiner professionals in the UK who could offer targeted
support –
In progress.
8, SS to liaise with Steve Cox and Steve Taylor to determine availability to support SAB –
In
progress. 8, SS to liaise with the ST and the RSC to increase the SSIF bid and determine the length of the
process -
Completed. The SSIF bid has been increased to £143k and approved swiftly. The AMC
thanked Gareth and the ESFA team for expediating this process.
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8,
MH to subsidise the recruitment of an HR person with the school budget, until additional
funding has been received –
Completed. The new HR person has started for 3 days a week until
the £18k is exhausted. 10,
AD to liaise with Richard Crossley re attendance, as part of the safeguarding processes –
Completed. The issue of attendance rewards has been raised which Steve Cox from Hereford
who confirmed they use attendance rewards. SAB need to consider if this is a process they want
to introduce. The AMC discussed if ‘recognition’ rewards could be used instead of rewards, and
if the whole class could benefit as opposed to individuals. This issue will be re-visited in T6 ready
for September 2019. Improvement should be recognised for individuals but celebrated by the
class.
ACTION: JH to circulate the Attendance Powerpoint to the AMC.
10
, JH to arrange for Richard Crossley to take the attendance conversations in-house with his team
and record conversations on Arbor –
Completed.
10,
JH to arrange for Richard Crossley to present to the AMC about impact on attendance –
Completed. Letters were issued to all parents on 30th April 2019. Richard Crossley will attend the
LA Attendance briefing later this term.
Matters Arising
•
AMC commission of an investigation of a parent complaint.
Proposal for AD to investigate the SAB parent complaint: SS
Seconded: GM
Show of Hands: Unanimous
Concerns have been raised about the quality of the record keeping in the school, especially for
pupils who are transferring to other schools. Appropriate redaction also needs to be utilised.
Recommendation of an accurate written account based on contemporaneous notes for all
meetings that take place between parents and staff, to ensure a clear understanding by both
parties.
ACTION: AD to investigate appropriate record keeping procedures, including GDPR concerns,
and make a recommendation to the AMC.
(AM joined the meeting at 2.20pm)
6, Update from Principal
Paper circulated in advance
Some of last terms priorities have rolled over into this term to allow the embedding of rigour
around compliance.
Sarah Whitehouse (CLF Teacher trainer) is providing in class coaching, feedback and direct
support.
Physical intervention and Health & Safety remain an ongoing concern and therefore a focus for
this term.
Attendance has improved by 1.5% vs this time last year but remains significantly below the
national average.
Why are the Kindergarten attendance statistics so low?
Kindergarten pupils are in school for five-hours a day but parents like to offer other educational
activities. This is a cultural issue which we are trying to shift so that parents understand why pupils
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need to attend. Attendance letters have been issued which some parents have pushed back on
citing stress in their children due to SATs preparation.
Do SEND, PP and vulnerable groups have lower attendance?
In some groups PP attendance is higher. The issue is a whole academy cultural issue as opposed to
a specific vulnerable group issue.
Is the reduction in attendance in other areas of the school due to the transitional changes in the
school? No there is no apparent correlation.
We are working with the LA re Early Years development and standards and the Class 1 transition
(Y1 to Y2) to ensure that children are ready for formal learning. Curriculum development is
ongoing to ensure robustness in key areas at particular stages of their education. We are
investigating sequencing and demonstrating impact within the new Ofsted framework.
Some compliance areas have been RAG-rated green and raising attainment and the continuity of
Maths teaching is having impact, but other areas remain RAG-rated orange.
How long was the Maths Lead absent for?
A Maths supply teacher was in post when the Maths Lead went onto sick leave but she was not
confident in exam preparation. Alongside this provision we have another Maths teacher for one to
one and small group tutoring during the exam season. This arrangement will continue regardless
of whether the Maths Lead returns.
Is this arrangement being covered by the CLF bid?
No, this issue is due to staff absence and not due to school improvement.
Raising attainment in Y11 is a priority SSIF bid item?
Yes, this has been costed as part of the CLF support which is different to the above arrangement.
What support have the CLF put in place?
The CLF have provided direct contact with the CLF teachers and leaders to raise attainment
Y6 raising attainment has been impacted by the Maths Lead’s absence. ‘Maths no Problem’
delivery is being supported by another Maths teacher to ensure transition to Secondary is sound
and that gaps in learning have been addressed.
(Steve Taylor joined at 2.40pm)
Some parents have given negative feedback around ‘Maths no Problem’ based on unsubtle
reference to SATs. There is tension between the ethos of the parents and that it is unfair for the
Y6 class to be crammed for SATs.
(MEJ advised the AMC that his daughter is experiencing SATs
stress in Y6).
How are we responding to the parents push-back about SATs and attendance?
One parent has responded about this issue. The class teacher has had some professional guidance
about communication with the pupils about SATs.
Have the parents been informed about SAB’s methodology for preparing pupils for the
Secondary phase?
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Yes, and a letter will go to all the children in the class to re-align the message about being
prepared for the next phase.
Are you confident that this term an audit trail is robust for all physical interventions?
Yes, we are very confident about this as it was a real focus last term. We are using a hard copy
physical intervention bound log with numbered pages, as recommended by Steve Bane. Richard
Crossley has been assuring that all the staff are following up on any incidents.
So, no member of staff has any confusion about the physical intervention process?
Absolutely.
Health and Safety walks need to continue to ensure that random items are not brought onto the
school grounds.
Staffing Update
Some positions are being covered internally as well as with supply cover. We have been able to
retain two strong supply teachers, but recruitment will be required for September.
Steve cox has been commissioned undertake an investigation which will likely be followed by a
Disciplinary Hearing.
There is instability in the parent group with some key teachers leaving. The Trustees have been
undertaking exit interviews, can the themes be provided to JH, the SLT and the AMC?
Yes, and Steve Cox will be asked to draft a report as he has been speaking with all staff.
ACTION: JH to arrange for the staff exit interview trends to be shared with the AMC, along with
a contextual report from Steve Cox.
SAB is a special measures school which generates stress and pressure. Statistically up to 70% of
staff leave special measures schools. The longer the period of instability and uncertainty exists, the
more stressful the situation will become. There have been some disingenuous comments from
staff who are leaving, but this is beyond the control of the AMC.
Recruitment packs are ready, dependent on a review of staffing need, based on revised pupil
numbers and an understanding of what the curriculum provision is.
What are we doing to recruit Steiner trained staff?
We will advertise the vacancies on the Steiner Fellowship site. However, it will be difficult to
attract experienced Steiner staff whilst there is still uncertainty as to our transfer.
What is the latest point in the year that we can advertise to achieve recruitment for September?
We need to start the process now.
ST advised the AMC that CLF have experience of recruitment during uncertainty, and that
delaying the recruitment process does not improve the calibre of candidates. Therefore, it is
better to recruit to vacancies now as the process will be attractive to the right candidate who is
looking for an improving school and enhanced CPD.
The restructure document will be considered by the new HR Lead, but the restructure time-line
may need to change.
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Pupil numbers have reduced to 357.
The Class 8 closure has been discussed and the CLF are working with the families with regard to
transition. Some families have already been inducted into Digitech which operates with teachers
on a first-name basis and no uniform. A proposal has been drafted for the Class 8 families which
includes four of the closest CLF Academies who can offer their children a school place.
Parents would like to know how the AMC are supporting the Class 8 parents to access their
school of choice, as opposed to an available school?
Bristol Brunel Academy and Bristol Metropolitan Academy are both oversubscribed, but the CLF
are prepared to offer an additional class if it is in the best interests of the families in Class 8. The
Bristol Heads group are also aware that there may be some applications to schools further away
from SAB. Chris Davis has written to all the Bristol Heads with a request to be amenable to
applications as part of the Fair Access Panel.
Will most families have a solution that they are satisfied with?
Yes.
When will this be communicated to parents?
This will be communicated this afternoon.
The AMC thanked Steve Taylor for supporting this process.
7, Collapsing Curriculum Model and Timeframe
See above
8, Finance Report
Paper tabled
It remains difficult to forecast financially due to rapidly changing pupil numbers. The most
pessimistic situation three weeks ago is now worse.
2018-19 is a relatively comfortable position and we are continuing to carefully manage only
essential costs. The SSIF funding has been vital to fund some items.
The forecast without the SSIF was a £27k surplus, a £60k surplus is now forecast with the SSIF bid
funding, provided the restructure takes place shortly. This does not include the cost of the Maths
Tutor.
In previous years there have not been sufficient voluntary contributions for trips and school funds
have covered the difference. From September 2019 the SAB FGB confirmed that only fully funded
trips will take place which parents are clear about. We are still facing a substantial shortfall as we
have only collected 80% of required funds and have not booked any trips until they are fully
funded. We have also shortened trips where applicable.
What is the AMC Policy for subsidising PP pupils for school trips?
We have not set aside PP funding for trips.
Is there a risk that trips will be cancelled if PP children have not paid?
No, this is not the case.
The paper indicates that two classes have 80% of the funding required for the trip, have you
made parents aware?
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Yes.
How much trip money remains outstanding?
Approximately £25K.
The AMC advised that there is a Trips Policy in place that need to be followed.
There are funds within the SSIF bid for professional leadership support, therefore we would like to
extend the Steve Cox provision beyond the original £8k budgeted.
Proposal to extend the Steve Cox provision using SSIF Funds: MEH
Seconded: SS
Show of Hands: Unanimous
Cash Flow
This needs to be monitored closely to ensure that mechanisms are in place to recoup school
improvement costs quickly.
Is there a risk that SAB could get a notice to improve as a cash advance has been received from
the ESFA?
GF advised that the ESFA have flexibility about providing a cash advance and in some circumstances
do not need to issue a notice to improve.
We have appointed AIP as a no-cost contract to provide catering.
Read Right Inc has been purchased and will be funded by the SSIF bid.
The pupil number assessments have been based on a class by class basis. Offers have been made
to pupils at entry points, but nine Kindergarten places have lapsed, and the new Class 6 intake has
only fifteen which is disappointing and presents a financial challenge of £100k loss in funding.
Two parent surveys in Class 5 have had a 50% response rate indicating that 50% and 60% would
remain with the school. This represents a drop from 52 predicted students to 35 students.
359 pupils would mean that the lagged funding is above what we had predicted. We have
reviewed the curriculum staffing model again and can reduce the Kindergarten to three classes
with ten spaces, originally this was modelled on four classes. KS3 will likely be a three-class model.
Today is the last day that external families can accept their offers and we have been prudent in
predicting which families will remain.
Due to the change in pupil numbers the lagged funding model may provide a £43k surplus,
therefore this would provide a year of stable funding.
What is the trigger point where one funding model is better than the other?
360-370 pupils.
Would a transfer announcement improve pupil numbers?
Yes, however we do not know when the announcement will take place and therefore remain in a
period of instability.
If we make a decision to approve lagged funding and our pupil numbers increased, could we
change the model?
We believe that the ESFA would be flexible in the interests of supporting the school and in-year
pupil number adjustment was agreed. However, it is unlikely that there will be a significant
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increase in pupil numbers this year as students would have completed their inductions to other
schools.
Have the figures been shared with the ESFA?
Not yet. MEH is liaising with Nick Leverett.
What will the surplus/deficit situation be in the next few years?
We have only modelled next year’s pupil numbers as the situation is very volatile. If we suddenly
attracted a lot of pupils we would be disadvantaged by lagged funding.
Should we base our decision on a three or four-year forecast?
The original paper indicates the impact under both funding scenarios, but we have to determine
how confident we are in the estimated pupil numbers.
Would four Kindergarten classes be affordable with 75 children?
The classes would be either too big or too small. We need to model the new curriculum model and
speak with the parents to determine if they will stay.
Have two year groups ever been combined?
No, but this is a proposal that we are considering.
Proposal to transition to lagged funding and no longer seeking an in-year adjustment: SS
Seconded: KG
Show of Hands: Unanimous
The calculations for the pensions indicates an increase that is underfunded by the pupil numbers.
However, we can apply for a supplementary grant to ensure a neutral cost.
8, Health & Safety
See Item 6
9, Safeguarding
See Item 6
10, HR & Staffing
See Item 6
11, Sponsor Update
CONFIDENTIAL ITEM
All options are being considered at the highest level.
Have ETAT and ACE withdrawn?
ACE have withdrawn from Bristol but remain interested in Frome.
ETAT have written to advise they have withdrawn.
AVANTI remain interested in all three schools.
Achievement for All have expressed an interest in the Bristol school.
12, Parents Views
Parents have requested a briefing on the bid and the action plan. The detail is not appropriate, but
information about the support that is being supplied could be provided.
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There is an inappropriate level of scrutiny and lack of understanding from the parents meeting
about holding the SLT to account.
ACTION: JH to draft a communication to the parents about what the school improvement fund
will be spent on and what the AMC are aiming to achieve.
13, Policies and Compliance Update
•
Supporting Pupils with Medical Conditions
•
Administration of Medicines in School
The above two policies were approved via email prior to this meeting, using the Urgency and
Efficiency Policy
14, Meeting Dates
• Thursday 23rd May 2019, 3.45pm (TBC)
• Tuesday 25th June 2019, 3.45pm
• Tuesday 16th July 2019, 3.45pm
15, AOB
CONFIDENTIAL ITEM
The AMC as a legal entity.
It has been suggested that the position of the AMC is not legitimate as the SAB Articles of
Association indicate that the board should be comprised of a majority of SAB Trustees.
This calls into question the legitimacy of any decisions that have been made to date and if they
could be challenged legally.
SS has sought legal advice which was informed that the SAB Trustees delegated their responsibly
to the AMC via the AMC Terms of Reference and as they have not challenged any of the AMC
decisions this implies explicit acceptance. Therefore, any legal challenge would need to be made
to the Trustees, but their explicit acceptance should suffice.
However, moving forward a consideration needs to be made whether the Articles of Association
should be changed to reflect the phrase ‘have Trustee representation’ as opposed to the ‘majority
of Trustees’. In order for this to take place we would need to check that this is not a regulated
article and therefore is not protected.
Consequently, unless the SAB Articles of Association are changed, the AMC is essentially an
advisory body to the Trustees.
MEJ advised the AMC that the Board of Trustees need to ensure that they are legally safeguarded
against any of the decisions that the AMC has made, and that the Board of Trustees are considering
two options;
1) to amend the Articles of Association
2) to amend the Terms of Reference so that the AMC is a ‘reviewing, monitoring and advisory
board’. However, the AMC can’t make decisions, they would need to make recommendations
to the Board of Trustees to be approved.
All the AMC members joined the AMC on the understanding that their decisions would be upheld
and therefore the AMC members need to consider if they wish to remain on the AMC.
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What assurances would the AMC have that the Board of Trustees would approve any decisions
made by the AMC?
The Trustees understand that the implicit agreement assumption would be strengthened.
Alan Morris spent twenty-one months chairing an ‘enhanced support group’ for a large Church
MAT in Plymouth and gave his experience as context:
The approval process was longer than it
would have done if the AMC had had autonomy, but it did mean that the Board of Trustees had to
take responsibility and were incentivised by the DfE to agree the AMC’s advice. There were some
challenges and it was slightly problematic in a timewise, but there were also some benefits. The
ESFA and DfE would need to be in agreement with any arrangement that was made. Will the Board of Trustees approve the historic decisions that the AMC have made?
The Board of Trustees require independent legal advice that will need to be paid for by the school.
There may be a Board resolution that the Trustees can pass which will indicate that the Trustees
endorse the previous decisions made by the AMC.
SS needs to resign as the Chair due to additional pressures in his own Trust. The RSC has been
unable to identify a replacement Chair, but Alan Morris has indicated that he is prepared to take
the post. However, he is unwilling to become the Chair until the the legal validity issues are
resolved.
SS is unable to remain as the Chair, therefore another AMC member needs to consider if they will
become the interim-Chair until Alan Morris is able to take up the post.
MEJ advised the AMC that he believed he would become the default Chair in the absence of an
AMC Chair. However, the Ofsted judgement implies that MEJ has chaired a board that allowed a
school to go into special measures and therefore the DFE and ESFA may not agree this proposal.
Alan Morris advised that the AMC that it does not technically exist and therefore the AMC needs
to be suspended until such time that it reforms under new Terms of Reference.
The AMC discussed that implications of the work that is taking place (e.g. the complaint
investigation) and Alan Morris advised that the AMC Members could be at risk of being sued if
they are undertaking work that they are not entitled to do, but that a mitigation against this would
be for the Board of Trustees to appoint individuals to undertake specific responsibilities.
What is the timeline for the Board of Trustees to make a decision?
We are meeting tomorrow to make a decision with a view to getting legal advice and resolving this
issue by the next meeting on 23rd May 2019. The Board of Trustees agreeing that the AMC is an
advisory group appears to be the fastest option and would allow the AMC to move forward
without further disruption.
Gareth Foulsham advised that the Board of Trustees could appoint the AMC as an advisory group,
via the Terms of Reference, and take legal advice on the Articles of Association which would then
allow it to delegate executive authority so that the AMC can made decisions.
(All non-AMC Members left at 4.35pm – see separate confidential minute)
Meeting ended at: 5.00pm
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Actions
Item
Action
Initials
C/F 12.03.19 MEH to arrange an additional Fire Risk Assessment as soon as possible
MEH
C/F 12.03.19 MEJ to provide the correspondence with the ESFA re the design of the site to
MEJ
GF to review
5
JH to circulate the Attendance Powerpoint to the AMC.
JH
5
AD to investigate appropriate record keeping procedures, including GDPR
AD
concerns, and make a recommendation to the AMC.
6
JH to arrange for the staff exit interview trends to be shared with the AMC,
JH
along with a contextual report from Steve Cox.
12
JH to draft a communication to the parents about what the school
JH
improvement fund will be spent on and what the AMC are aiming to achieve.
Minutes Approved and Signed by Chair ___________________________ Date:________
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