Agenda and minutes

Apologies for absence were received from Michael Bramwell, Hugh Morris, Graham Packham, Adam Richardson, Ian Seaton and Gillian Yarrow.

(Councillor Chris Townsend declared a non-pecuniary interest stating that he was currently appointed and serving as an elected representative of Mole Valley District Council.

To agree the public minutes and summary of the meeting held on 27 April 2015.

The public minutes and summary of the last meeting held on 27 April 2015 were approved as a correct record.

Matters Arising

Sub Committee Appointments

RESOLVED - That Vivienne Littlechild replace Elizabeth Rogula on the Bursary Committee, Sir Clive Martin on the Academic and Education Sub Committee and Adam Richardson on the Finance, General Purposes and Estates Sub Committee.  

To receive the draft minutes of the meeting held on 4 June 2015.

The Governors received the draft minutes of the Finance, General Purposes and Estates Sub Committee meeting held on 4 June 2015. It was noted that Andrew McCleave was present at the meeting.

To receive the draft minutes of the meeting held on 4 June 2015.

The Governors received the draft minutes of the Academic and Education Sub Committee meeting held on 4 June 2015. It was noted that Andrew McCleave was present at the meeting.

To note the draft minutes of the Bursary Committee of 9 July 2015.

The Governors received the draft minutes of the Bursary Committee meeting held on 9 July 2015.

The Board received a report of the Remembrancer regarding the Counter Terrorism and Security Act 2015.

The Manager of the Community Safety Team of the Town Clerk’s Department referred to the ‘Prevent duty’ which the legislation imposes and encourage Governors to look at the useful on-line Department for Education guidance and added that the City of London Police had offered to provide teaching staff at the School with training on this matter. The Headmaster welcomed this offer and undertook to liaise to make the necessary arrangements. It was also suggested that the usual cross Board training for Governors of the City’s Independent Schools be provided on the ‘Prevent Duty’ subject after the January meeting of this Board at Guildhall.

In answer to Governor’s questions it was indicated that no risks had been identified at the moment and the Manager of the Community Safety Team confirmed that all the Governors possessed equal responsibilities in this matter.

RESOLVED – That:-

1) the report and the duties placed upon the Board, as described in paragraphs 2 and 3 of the report, be noted; and

2) if possible, the Governors be given training on the subject alongside the Governors of the other City’s Independent Schools after the January 2016 meeting of this Board.

Joint report of the Chamberlain and Headmaster.

The Board received a joint report of the Chamberlain and Headmaster, setting out the revenue outturn position for 2014/15.  Governors were pleased to note a better than budget position which had been mainly due to reductions in premises related expenses, partly offset by an increase in supplies and services expenditure as a result of the purchase of additional music equipment in connection with the opening of the new Music School.

Governors discussed the details of the report and reviewed the Policy and Resources Committee’s guideline from 2002 that the School’s General Reserve balance should not exceed 5% of the original estimate of fee income. It was agreed that the figure currently remains valid but it was noted that it is open to the Board to review and amend the level of the general reserve if it considers this to be appropriate.

In answer to a Governor’s query the Bursar, in consultation with the Chamberlain and Comptroller as appropriate, agreed to consolidate the number of Designated Funds associated with the School.   

RESOLVED - thatthe revenue outturn report for 2014/15 be noted.

Report of the Chamberlain.

The Board considered a report of the Chamberlain, which provided Governors with the 2014/15 Report and Financial Statements for the Charities Administered in Connection with (ICW) the City of London Freemen’s School (Charity No 312120).  Governors were advised that the cash balance was relatively large compared to expenditure levels in recent years and asked whether part of the cash should be invested into the City of London Charities Pool. An investment of £10,000 was initially suggested but Governors considered that, given the level of cash relative to annual expenditure, an investment of £15,000 should still leave sufficient cash to meet ongoing expenditure requirements.

RESOLVED - That:

1.    the report be noted; and

2.  £15,000 be invested into the City of London Charities Pool.

Report of the Chamberlain.

The Board considered a report of the Chamberlain, which provided Governors with the 2014/15 Report and Financial Statements for the City of London Freemen’s School Bursary Fund (Charity No 284769).  Governors were advised that the cash balance was relatively large compared to expenditure levels in recent years and asked whether part of the cash should be invested into the City of London Charities Pool.   An investment of £25,000 was initially suggested but Governors considered that, given the level of cash relative to annual expenditure, an investment of £50,000 should still leave sufficient cash to meet ongoing expenditure requirements. Governors discussed ways to encourage the take up of Bursaries.

RESOLVED - That:

1)  the report be noted; and

2)  £50,000 be invested into the City of London Charities Pool.

Report of the Town Clerk.

In accordance with Standing Order 41(a), the Town Clerk submitted a report advising Governors of an urgent decision he had taken, in consultation with the Chairman and Deputy Chairman, since the Board’s last meeting appointing Nick Goddard as a new co-opted Governor.

RECEIVED.

Governors asked questions on the following subjects:-

1) Pupil Induction Process Governors were reminded that the Academic and Education Sub Committee had reviewed the Induction Procedures for new pupils.

2) Public Attendance at the meetings of the Board The Town Clerk confirmed that some time ago the Court had decided that Members of the public, including parents of students at the School were able to observe public meetings of the Board. He added that this matter was currently being reviewed by the Town Clerk’s Department and Governors would be advised should any change be recommended.

Governors suggested that the Education Board and the Policy and Resources Committee be involved in any decision on this matter.    

There were no urgent items.

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 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 Section 12A if the Local Government Act as follows:-

Items                                                               Exemption Paragraphs

15-23                                                               3

To agree the non-public minutes of the meeting held on 27 April 2015.

Non-Public Minutes

The non-public minutes of the meeting, held on 27 April 2015, were considered and approved as a correct record.

Matters Arising

Members discussed the replacement of the Swimming Pool.

To receive the draft minutes of 4 June 2015.

The Board received the draft minutes of the non-public minutes of the Finance, General Purposes and Estates Sub Committee of 4 June 2015.

To receive the draft minutes of the meeting held on 4 June 2015.

The Board received the draft minutes of the non-public minutes of the Education and Academic Sub Committee of 4 June 2015.

To note the draft minutes of the Bursary Committee of 9 July 2015.

The Board received the draft minutes of the Bursary Committee of 9 July 2015.

Report of the Headmaster.

The Board received a report of the Headmaster of the City of London Freemen’s School relative to various School matters including the School Roll, Public Examination results, inspection response, safeguarding policy, staffing matters and the Freemen’s Association and the Old Freemen’s Association.

Report of the Head of the Junior School.

The Board received a report of the Head of the Junior School providing Governors with an overview of events in the Junior School since the last Board meeting.

Report of the Bursar.

The Board received a report of the Bursar regarding various issues including the Master-plan, arrears of fees, HR matters, development, catering and marketing events.

Report of the Headmaster.

The Board received a report of the Headmaster providing a response to the Service Based Review in connection with Scholarships and Bursaries.

Report of the Headmaster.

The Board received a report of the Headmaster providing information on the School’s outreach.

There were three questions one concerning a recent School Trip to India, another concerning the dates of Sub Committee meetings and the last suggesting the setting up of a Governors ‘Away Day’.

There were no urgent non public items.