Agenda and draft minutes

Apologies were received from Stuart Fraser, Alderman Alastair King, Hugh Morris, Deputy Elizabeth Rogula, Councillor Chris Townsend, Alderman Dame Fiona Woolf, Gillian Yarrow, Deputy Clare James and Ian Seaton.

There were no declarations.

To agree the public minutes and summary of the meeting held on 25 September 2017.

The minutes of the meeting held on 25 September 2017 were approved as a correct record.

To receive the draft minutes of the Academic and Personnel sub committee meeting held on 16 October 2017.

The draft minutes of the Academic and Personnel Sub Committee meeting held on 16 October 2017 were noted.

To receive the draft minutes of the Finance, General Purposes and Estates sub committee meeting held on 16 October 2017.

The draft minutes of the Finance, General Purposes and Estates Sub Committee meeting held on 16 October 2017 were noted.

Matters Arising

Audio-Visual Equipment

In response to a question from a Governor, the Chairman replied that the provision of audio-visual equipment at meetings was subject to the view of Counsel on whether meetings of the Board would be legal if some Governors attended via videolink from other sites. The Town Clerk agreed to update Governors once the view from Counsel was received.

The Head of Boarding and Co-curricular to be heard.

Governors received a briefing and presentation from the Head of Boarding and Co-Curricular on the Boarding offer at the School, and the following points were made.

·         The Head of Boarding and Co-Curricular noted that she had joined the School from King Edward’s School Witley in 2015 with a mandate to build in the recommendations for Boarding made following the Independent Schools Inspectorate inspection that year.

·         The Boarding House was staffed by three resident staff and three academic staff. The first Royal National Children's SpringBoard Foundation boarding pupil had joined the School in 2017/18. The mix of overseas students in the Boarding House was felt to be an asset by parents. Fees for boarding were three times those of day pupils, so the School had an obligation to ensure its boarding offer was commensurate with the fees, and an asset to the wider School. The ethos of the School’s boarding offer was informed by the fact that parents appreciated a rounded offer that was not overwhelmingly academic in focus.

·         Recent improvements to the boarding offer included improved security, Boarding House renovations to interior décor to create a more relaxed, homely setting for communal spaces, improved routines (e.g. personal greeting from residential staff and provision of home baked goods at end of School day to reflect shift from academic to boarding setting) and improved communication between academic, residential and medical staff. More work was to be done on improving processes around mental health and induction of new Boarding pupils.

·         The School’s Marketing Department would be issuing its Boarding survey soon. Issues that would need to be addressed included misconceptions among overseas parents of the traditional ‘Western’ boarding model, and the impact of Brexit. Other priorities included the development of the reputation of the Boarding offer, both outside of and within the School

Report of the Town Clerk.

Governors considered a report of the Town Clerk regarding the confirmation of Sub Committees and Focus Groups. Governors agreed that the Masterplan Focus Group should review its terms of reference in conjunction with the City’s Project Board and report back to the Board of Governors with any suggested amendments.

RESOLVED, that Governors

·         Confirm the terms of reference and composition of the Bursary Committee, Finance, General Purposes and Estates Sub Committee, Academic and Personnel Sub Committee and the City of London Freemen’s School Masterplan Focus Group (subject to the Focus Group reviewing its terms of reference).

·         Confirm the appointment of the following Governors to the Bursary Committee:

o   Roger Chadwick (Chairman)

o   Philip Woodhouse (Deputy Chairman)

o   Stuart Fraser

o   Nicholas Goddard

o   Andrew McMillan

o   Councillor Chris Townsend

o   Gillian Yarrow

·         Appoint the following Governors to the Finance, General Purposes and Estates Sub Committee:

o   Roger Chadwick (Chairman)

o   Philip Woodhouse (Deputy Chairman)

o   Stuart Fraser

o   Nicholas Goddard

o   Andrew McMillan

o   Councillor Chris Townsend

o   Alderman Dame Fiona Woolf

o   Gillian Yarrow

o   Brian Harris

·         Appoint the following Governors to the Academic and Personnel Sub Committee:

o   Roger Chadwick (Chairman)

o   Philip Woodhouse (Deputy Chairman)

o   Stuart Fraser

o   Nicholas Goddard

o   Andrew McMillan

o   Councillor Chris Townsend

o   Alderman Dame Fiona Woolf

o   Gillian Yarrow

o   Brian Harris

·         Appoint the following Governors to the City of London Freemen’s School Masterplan Focus Group:

o   Philip Woodhouse (Chairman)

o   Andrew McMillan

o   Alderman Alastair King

o   Councillor Chris Townsend

o   Programme Manager

Report of the Headmaster.

Governors considered an update report of the Headmaster regarding data protection and General Data Protection Regulation.

RESOLVED, that the report be noted.

Report of the Director of Community and Children’s Services.

Governors considered a report of the Director of Community and Children’s Services regarding the Designated Officer’s Annual Report for 2016/17. The Headmaster noted that the relevant Designated Officer for the School was the officer based at Surrey County Council rather than that in the City of London. He moreover expressed some concern over the seeming emphasis on a reporting ‘quota’ in relation to safeguarding.

RESOLVED, that the report be noted.

There were no questions.

There was no other business.

MOTION - That under Section 100A(4) of the Local Government Act 1972, the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in Part I of Schedule 12A of the Local Government Act.

RESOLVED, that under Section 100A(4) of the Local Government Act 1972, the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in Part I of Schedule 12A of the Act.

To agree the non-public minutes of the meeting held on 25 September 2017.

The non-public minutes of the meeting held on 25 September 2017 were approved as a correct record.

To receive the draft non-public minutes of the Audit and Personnel sub committee meeting held on 16 October 2017.

The draft non-public minutes of the Academic and Personnel Committee meeting held on 16 October 2017 were noted.

To receive the draft non public  minutes of the Finance, General Purposes and Estates sub committee meeting held on 16 October 2017.

The draft non-public minutes of the Finance, General Purposes and Estates Sub Committee meeting held on 16 October 2017 were noted.

Report of the Head of the Junior School, City of London Freemen’s School.

Governors considered a report of the Head of the Junior School.

Report of the Headmaster.

Governors considered the Headmaster’s Report.

Report of the Headmaster.

Governors considered the Headmaster’s Safeguarding Report.

At this point of the meeting, two hours having elapsed, Governors agreed to extend the meeting in line with Standing Order 40.

Report of the Headmaster.

Governors considered a report of the Headmaster on strategic intent and progress.

Joint report of the Headmaster and City Surveyor.

Governors considered a joint report of the Headmaster and City Surveyor regarding Gateway 3 – City of London Freemen’s School 2016 Masterplan and Progress.

Report of the City Surveyor.

Governors considered a report of the City Surveyor regarding Gateway 4c – Detailed Design – City of London Freemen’s School Main House Refurbishment.

Joint Report of the Chamberlain and Headmaster.

Governors considered  a joint report of the Chamberlain and Headmaster regarding the proposed revenue budget 2018/19.

Joint report of the Chamberlain, City Surveyor and Headmaster.

Governors considered a joint report of the Chamberlain, City Surveyor and Headmaster regarding the repairs, maintenance and improvements fund.

Report of the Headmaster.

Governors considered a report of the Headmaster regarding the risk register.

The Town Clerk to be heard.

The Town Clerk was heard regarding the Governor Training logs held by the School and the Town Clerk’s Department.

Governors received the School Master Copy of the Governor training log.

Governors received the City of London Corporation’s Governor training log.

Report of the Chamberlain.

Governors considered a report of the Chamberlain regarding Annual Waivers 2016/17.

There were no questions.

There was no other business.

To agree the confidential minutes of the meeting held on 8 June 2017.

The confidential minutes of the meeting held on 8 June 2017 were approved as a correct record.