Agenda and draft minutes

Venue: Virtual meeting. The meeting can be viewed at: https://youtu.be/a55fxYs2Yjo

Contact: Kerry Nicholls  Email: kerry.nicholls@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Deputy Tom Hoffman was in the Chair.

 

Apologies for absence were received from Rehana Ameer, Alderman Emma Edhem, Alderman Prem Goyal, Tim Levene and Sylvia Moys.

 

Apologies for lateness were received from Deputy Philip Woodhouse.

 ...  view the full minutes text for item 1.

2.

Members' Declarations under the Code of Conduct in respect of items on the agenda

Minutes:

There were no declarations of interest.

 ...  view the full minutes text for item 2.

3.

Order of the Court of Common Council pdf icon PDF 100 KB

Order of the Court of Common Council, 16 July 2020, appointing the Board and setting its Terms of Reference.

 ...  view the full agenda text for item 3.

Minutes:

RESOLVED - That the Order of the Court of Common Council dated 16 July 2020 appointing the Board of Governors for 2020/21 and setting out its terms of reference be received.

 ...  view the full minutes text for item 3.

4.

Election of Chairman

To elect a Chairman in accordance with Standing Order No. 29.

 ...  view the full agenda text for item 4.

Minutes:

Members elected a Chairman in accordance with Standing Order 29.

 

RESOLVED - That being the only Governor indicating his willingness to serve, Nicholas Bensted-Smith was elected Chairman of the Board of Governors of the City of London School for Girls for the ensuing year.

 ...  view the full minutes text for item 4.

5.

Election of Deputy Chairman

To elect a Deputy Chairman in accordance with Standing Order No. 30.

 ...  view the full agenda text for item 5.

Minutes:

Members elected a Deputy Chairman in accordance with Standing Order 30.

 

RESOLVED - That being the only Governor indicating his willingness to serve, Peter Bennett was elected Deputy Chairman of the Board of Governors of the City of London School for Girls for the ensuing year.

 ...  view the full minutes text for item 5.

6.

Minutes pdf icon PDF 178 KB

To agree the public minutes and non-public summary of the meeting held on 8 June 2020.

 ...  view the full agenda text for item 6.

Minutes:

RESOLVED - That the minutes of the previous meeting be approved as an accurate record.

 ...  view the full minutes text for item 6.

7.

Sub-Committee Minutes

Minutes:

7a

Draft Minutes of the Bursary Committee held on 8 July 2020 pdf icon PDF 93 KB

To receive the draft public minutes and non-public summary of the Bursary Committee meeting held on 8 July 2020.

 ...  view the full agenda text for item 7a

Minutes:

RESOLVED - That the public minutes and non-public summary of the Bursary Committee meeting held on 8 July 2020 be received.

 ...  view the full minutes text for item 7a

7b

Draft Minutes of the Finance and Estates Sub-Committee held on 16 September 2020 pdf icon PDF 130 KB

To receive the draft minutes of the Finance and Estates Sub-Committee held on 16 September 2020.

 ...  view the full agenda text for item 7b

Minutes:

RESOLVED - That the public minutes and non-public summary of the Finance and Estates Sub-Committee meeting held on 16 September 2020 be received.

 ...  view the full minutes text for item 7b

8.

Outstanding Actions pdf icon PDF 61 KB

Report of the Town Clerk.

 ...  view the full agenda text for item 8.

Minutes:

The Board considered a report of the Town Clerk outlining Outstanding Actions.

 

It had not been possible to arrange visits to the School during the Summer 2020 Term due to the COVID-19 pandemic, but a programme of virtual visits was being arranged for the Autumn 2020 term.  Concerns around Tier 2 and Tier 4 visa applications after Brexit had not materialised and it was no longer considered necessary for a new risk to be added to the detailed Risk Register.

 

RESOLVED That the Outstanding Actions report be noted.

 ...  view the full minutes text for item 8.

9.

Appointment of Sub-Committees and Working Parties, AGBIS Representative and Designated Roles pdf icon PDF 157 KB

Report of the Town Clerk.

 ...  view the full agenda text for item 9.

Minutes:

The Board considered a report of the Town Clerk regarding the appointment of Sub-Committees and Working Parties, Association of Governing Bodies of Independent Schools Representative and Governors’ Designated Roles for the 2020/21 academic year and the following points were made:

 

·         The potential for creating a new Governor Designated Role on Diversity and Inclusion was raised and would be revisited following the completion of the Race Equality Review.

 

·         Governors discussed whether a Governance Committee should be convened to ensure the Board had the necessary skills to support the future operation and development of the City of London School for Girls and this would be considered at the next meeting of the Board of Governors on 7 December 2020.

 

RESOLVED - That:

 

·         Nicholas Bensted-Smith be appointed the School’s representative to the Association of Governing Bodies of Independent Schools for the 2020/21 academic year;

 

·         Governor’s Designated Roles for the 2020/21 academic year be agreed as follows:

 

Randall Anderson

Compliance

Sylvia Moys

Creative Arts

Deputy Richard Regan

Extra-curricular

Soha Gawaly

Fundraising

Peter Bennett

Health and Safety

Professor Anna Sapir Abulafia

Humanities

Rehana Ameer

IT

Emma Edhem

Modern Foreign Languages

Deputy Tom Hoffman

PE

Elizabeth Phillips

Prep School

Mary Ireland

Safeguarding

Dhruv Patel

SEND

Dr Stephanie Ellington

Sixth Form and Careers

Deputy Clare James

STEM

Mary Ireland

Teacher Recruitment

Alderman Prem Goyal

Wellbeing

 

·         The terms of reference of the Committees and Working Party of the Board be approved, with the exception of the 125th Anniversary Working Party which was disbanded, and the terms of reference and composition of the Teachers’ Pay Panel be noted.

 

·         The following appointments be made to the Committees and Working Parties of the Board:

 

Bursary Committee

Nicholas Bensted-Smith (Chairman)

Randall Anderson

Peter Bennett

Shravan Joshi

 

            Finance and Estates Sub-Committee

Peter Bennett (Chairman)

Randall Anderson

Nicholas Bensted-Smith

Mark Bostock

 ...  view the full minutes text for item 9.

10.

Report of the Headmistress pdf icon PDF 150 KB

Report of the Headmistress of the City of London School for Girls.

 ...  view the full agenda text for item 10.

Minutes:

The Board considered the report of the Headmistress who provided an update on forthcoming events, summer works and 2020 Leavers and the following points were made:

 

·         Due to the COVID-19 pandemic, many of the Autumn 2020 term events would be held virtually including Prize Day which would be delivered as a virtual package featuring video presentations from the Lord Mayor and Headmistress and letters from the School and the Chairman.

 

·         A range of creative solutions were being identified to support students to express themselves through music, including rehearing small groups in large spaces.  A Governor noted that the Guildhall School of Music and Drama was using streaming technology to stage integrated music events and suggested the School investigate a potential collaboration with the Guildhall School.

 

·         The way the School’s ethos was presented would be considered at the next meeting of the Board of Governors on 7 December 2020 to ensure it accurately reflected the School’s welcoming culture to staff and pupils of all backgrounds and beliefs, with specific reference to the wording of the ‘School’s Christian ethos’ in the Admissions policies and others.

 

RESOLVED – That the report be noted.

 ...  view the full minutes text for item 10.

11.

Recommendation for Governor Policy Reviewing and Approving pdf icon PDF 177 KB

Report of the Headmistress of the City of London School for Girls.

 ...  view the full agenda text for item 11.

Minutes:

Governors considered a report of the Headmistress setting out the findings of a review of the School’s policy schedule and the following points were made:

 

·         A new cycle had been developed to ensure that the School’s main policy documents were reviewed on an annual basis, with other policies and procedures reviewed every three years.  It was proposed that a small number of existing policies that primarily dealt with guidance on how to implement other policies or contained general information be reclassified as procedures, protocols or guidance and be scheduled for review and sign-off by the Senior Management Team.

 

·         In response to a question from a Governor, the Headmistress clarified that the Predicted Grades Policy referred to predicated grades for UCAS applications and was not related to the Centre Assessment Grade process which had been managed via robust internal protocols.  The Governor queried whether the Lettings Policy should remain as part of the review cycle by the Board of Governors and the Compliance Manager would confirm whether this was a contractual policy or process following the meeting.

 

RESOLVED – That the updated schedule for Governor Policy Reviewing and Approving be approved.

 ...  view the full minutes text for item 11.

12.

Policies for Approval pdf icon PDF 106 KB

Report of the Headmistress of the City of London School for Girls.

 

The policies for approval (Appendices 1 – 12) can be viewed in the separate appendices pack.

 ...  view the full agenda text for item 12.

Additional documents:

Minutes:

Governors considered a report of the Headmistress setting out a number of school policies for approval and the following points were made:

 

·         The School had a procedure in place to ensure that key policies were read and understood by staff on an annual basis.  Staff were also expected to read and understand policies relating to their area of work.  A summary of any changes to school policies was circulated to all School staff at the start of each term and school policies were available for staff to access at any time.

 

·         An addendum had been added to the School’s Admissions Policy to outline how the School would deliver a safe admissions process to potential students during the COVID-19 pandemic. 

 

·         The Compliance Manager would provide more detail on changes to the Fire Safety Policy and Procedures and the Health, Safety and Wellbeing Policy to the Deputy Chairman after the meeting. 

 

RESOLVED – That the following policies be approved:

 

  • Safeguarding and Child Protection Policy;
  • Pupil Supervision Policy;
  • Predicted Grades Policy;
  • Fire Safety Policy and Procedures;
  • Health, Safety and Wellbeing Policy;
  • Special Educational Needs & Disabilities Policy;
  • English as an additional Language Policy;
  • ICT and eSafety Policy and Annexes;
  • Pupils’ Use of ICT;
  • Missing Child Policy;
  • Anti-bullying Policy; and

·         Admissions Policy.

 ...  view the full minutes text for item 12.

13.

CLSG Compliance Update pdf icon PDF 92 KB

Report of the Headmistress of the City of London School for Girls.

 ...  view the full agenda text for item 13.

Minutes:

Governors considered a report of the Headmistress providing an update on compliance matters at the School and the following point was made:

 

·         The School had reacted swiftly to the challenges of the COVID-19 pandemic including undertaking a thorough risk assessment process for both the phased and full reopening of the School.  This had caused some delay to other aspects of school operations, such as the completion of actions from audit reports, but this was now in hand.  The Finance and Estates Sub-Committee had considered this at its meeting on 16 September 2020 and had emphasised the need for all outstanding audit actions to be completed as soon as possible.

 

RESOLVED – That the update be noted.

 ...  view the full minutes text for item 13.

14.

Draft Annual Report and Financial Statements 2019/20 of The City of London School for Girls Bursary Fund incorporating The City of London School for Girls Scholarships and Prizes Fund pdf icon PDF 79 KB

Report of the Chamberlain.

 ...  view the full agenda text for item 14.

Additional documents:

Minutes:

Governors considered a report of the Chamberlain presenting the draft annual report and financial statements 2019/20 of the City of London School for Girls’ Bursary Fund, incorporating the City of London School for Girls Scholarships and Prizes fund and the following points were made:

 

·         During 2019/20, 50 bursaries and 24 prizes had been awarded amounting to £820,752 and £1,740 respectively, which was an increase on the previous year.  The overall value of the fund had reduced as a result of the impact of economic uncertainty on investment funds; however, investment income represented only a small proportion of the overall income of the fund.

 

RESOLVED - That the report be noted.

 ...  view the full minutes text for item 14.

15.

Questions on matters relating to the work of the Board

Minutes:

There were no questions.

 ...  view the full minutes text for item 15.

16.

Any other business that the Chairman considers urgent

Minutes:

There were two items of urgent business.

 

The City of London Corporation’s Tackling Racism Taskforce would be focusing on a range of key areas including education and there would be opportunities for the School to link in with this work.  The findings of School’s Race Equality Review would be reported to the next meeting of the Board of Governors on 7 December 2020.

 

A Member advised that work to help tackle climate change was being taken forward across the Barbican Estate.  The Headmistress confirmed that the School would welcome being part of any community initiatives to promote environmental sustainability and would work with the Barbican Association on this matter.

 ...  view the full minutes text for item 16.

17.

Exclusion of the Public

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.

 ...  view the full agenda text for item 17.

Minutes:

RESOLVED - That under Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting for the following items 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.

 ...  view the full minutes text for item 17.

18.

Non-Public Minutes

To agree the non-public minutes of the meeting held on 8 June 2020.

 ...  view the full agenda text for item 18.

Minutes:

RESOLVED That the non-public minutes of the previous meeting be approved as an accurate record.

 ...  view the full minutes text for item 18.

19.

Non-Public Sub-Committee Minutes

Minutes:

19a

Draft Non-Public Minutes of the Bursary Committee held on 8 July 2020

To receive the draft non-public minutes of the Bursary Committee held on 8 July 2020.

 ...  view the full agenda text for item 19a

Minutes:

RESOLVED - That the non-public minutes of the Bursary Committee meeting held on 8 July 2020 be received.

 ...  view the full minutes text for item 19a

19b

Draft Non-Public Minutes of the Academic Working Party held on 21 September 2020

To receive the draft non-public minutes of the Academic Working Party held on 21 September 2020.

 ...  view the full agenda text for item 19b

Minutes:

RESOLVED - That the non-public minutes of the Academic Working Party meeting held on 21 September 2020 be received.

 ...  view the full minutes text for item 19b

19c

Draft Non-Public Minutes of the Finance and Estates Sub-Committee held on 16 September 2020

To receive the draft non-public minutes of the Finance and Estates Sub-Committee held on 16 September 2020.

 ...  view the full agenda text for item 19c

Minutes:

RESOLVED - That the non-public minutes of the Finance and Estates Sub-Committee meeting held on 16 September 2020 be received.

 ...  view the full minutes text for item 19c

20.

Non-Public Outstanding Actions

Report of the Town Clerk.

 ...  view the full agenda text for item 20.

Minutes:

21.

Report of the Headmistress

Report of the Headmistress of the City of London School for Girls.

 ...  view the full agenda text for item 21.

Minutes:

22.

Exam Results 2020

Report of the Headmistress of the City of London School for Girls.

 ...  view the full agenda text for item 22.

Minutes:

23.

Financial Information Dashboard

Joint Report of the Chamberlain and the Bursar of the City of London School for Girls.

 ...  view the full agenda text for item 23.

Minutes:

24.

Revenue Outturn 2019/20

Joint Report of the Chamberlain and the Bursar of the City of London School for Girls.

 ...  view the full agenda text for item 24.

Minutes:

The Board considered a joint report of the Chamberlain and the Bursar outlining the revenue outturn 2019/20 for the City of London School for Girls.

 ...  view the full minutes text for item 24.

25.

CLSG Summer Works Update

The City Surveyor to be heard.

 ...  view the full agenda text for item 25.

Minutes:

The Board heard an update from the City Surveyor on City of London School for Girls’ Summer Works.

 ...  view the full minutes text for item 25.

26.

Report of Action Taken Between Meetings

Report of the Town Clerk.

 ...  view the full agenda text for item 26.

Minutes:

27.

Non-Public Questions on matters relating to the work of the Board

Minutes:

There were no questions.

 ...  view the full minutes text for item 27.

28.

Any other business that the Chairman considers urgent and which the Board Agrees should be Considered whilst the Public are Excluded

Minutes:

There was one item of urgent business.

 ...  view the full minutes text for item 28.

28a

Report from Finance and Estates Strategy Meeting

Report of the Headmistress of the City of London School for Girls.

 ...  view the full agenda text for item 28a

Minutes:

The Board considered a report of the Headmistress on the Finance and Estates Strategy Meeting held on 29 September 2020.

 ...  view the full minutes text for item 28a

29.

Confidential Minutes

To agree the confidential minutes of the meeting held on 8 June 2020.

 ...  view the full agenda text for item 29.

Minutes:

RESOLVED That the confidential minutes of the previous meeting be approved as an accurate record.

 ...  view the full minutes text for item 29.

30.

Confidential Outstanding Actions

Report of the Town Clerk.

 ...  view the full agenda text for item 30.

Minutes:

The Board considered a report of the Town Clerk outlining confidential Outstanding Actions.

 ...  view the full minutes text for item 30.