Agenda and minutes

Venue: City of London Freemen's School, Ashtead Park, Surrey, KT21 1ET

Contact: Jayne Moore  Email: Jayne.Moore@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Apologies were received from Deputy Roger Chadwick, Alderman David Graves, and Graham Packham as well as from Matt Robinson the Head of the Junior School. 

 ...  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.

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

3.

Minutes pdf icon PDF 149 KB

To agree the public minutes and summary of the meeting held on 11 June 2021 (copy attached).

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

Minutes:

Item 10: In response to a question about the possibility of a letter from the Lord Mayor congratulating those in receipt of silver and gold Duke of Edinburgh awards, it was confirmed that the matter will be pursued.

 

Item 15: Governors heard that discussions on a report of the Chamberlain regarding the Charging of Administration Costs and External Audit Fees to the CLFS Charities from 2021/22 and Updates to the Reserves Policies of the Charities to Reflect this Change had not filtered through to senior management at the school.

 

The Chairman thanked the outgoing clerk Polly Dunn for her contribution and hard work and welcomed the new clerk Jayne Moore. 

 

The Chairman also congratulated the Headmaster on starting his seventh year in the post.

 

RESOLVED, that the public minutes of the meeting held on 11 June 2021 be approved as an accurate record of that meeting, the sole amendment being the insertion of a finishing time.

 

 

 

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

4.

Public report of the Headmaster to Governors pdf icon PDF 116 KB

To consider the Public report of the Headmaster

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

Additional documents:

Minutes:

The Board received the Head’s report.

 

Governors heard that the school had experienced its first Covid-19 outbreak: 44 pupils had tested positive for Covid-19 since mid-September, of which 37 were in a single year group (Y11). Some pupils were self-isolating awaiting the outcome of a PCR test. Contingency plans have been implemented, and communication to parents emphasises the importance of lateral flow tests, especially in respect of siblings of affected pupils.

 

Governors heard that, nationally, there was significant hostility around vaccinations of 12-15 year olds potentially taking place on school premises; the Headmaster had thus far only be contacted by one parent on this matter. In response to a question on the position around vaccinating 12-15 year olds, Governors heard that the school was planning to facilitate the Government’s vaccination programme (making an area available, and letting parents know that an area is available), but the school would not be expecting, forcing or encouraging those vaccinations to take place; this was a matter for parents and children.   

 

Governors formally thanked the Headmaster and the staff for all the hard work involved in achieving excellent exam grades for the school.

 

A Governor thanked the Headmaster for the information provided on diversity and equality at the school, and asked whether any thought had been given to how the school might enhance its diversity of intake and whether that could be incorporated into other areas of work in which the school is involved, including targeting particular communities. Governors heard that a meeting had recently taken place with a staff member who was leading on the issue of diversity, during which it was noted how much more diverse the school was compared to its profile a decade or so ago - a development that had occurred naturally alongside some bursaries awarded to students of

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

5.

Deputy Head's Public Policies Report pdf icon PDF 173 KB

To consider the Deputy Head’s Public Policies report, and to approve the following policies: Exclusions; Searches and Confiscations; Educational Trips and Visits; Child Protection and Safeguarding.  

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

Additional documents:

Minutes:

The Board received the Deputy Head’s report on policies.

 

In response to a question about whether the policies were shared in order to ensure best practice, Governors heard that they were not proactively shared but the policies were publicly available on the school’s website. It was pointed out that the policies are carefully tailored to suit the school.

 

A Governor pointed out (in relation to the Searches and Confiscation policy) that vapes were sometimes concealed in cereal packets. That information was noted.

 

A Governor referred to section 6.3.26 of the Safeguarding and Child Protection (“keeps the Headmaster informed of all safeguarding matters”) and asked whether there was merit in inserting “and the safeguarding governor” given that the safeguarding governor was usually contacted.    

 

A Governor queried whether the contact details of organisations that support children (such as Childline) should be in the body of the policy, and the Board heard that those details were prominently displayed around the school.

 

RESOLVED, that Members approve the following policies: Exclusions; Searches and Confiscation; Trips and Educational Visits; and Safeguarding and Child Protection, with the insertion of “and the safeguarding governor” to section 6.3.26 of the latter.

 

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

6.

Reports and accounts of charities administered in connection with CLFS, and CLFS bursary fund draft accounts 2021-21 pdf icon PDF 141 KB

To receive the draft Annual Report and Financial Statements 2020/21 of the School’s charity Charities Administered in Connection with (ICW) the City of London Freemen’s School and the draft Annual Report and Financial Statements 2020/21 of the School’s charity City of London Freemen’s School Bursary Fund.

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

Additional documents:

Minutes:

Governors received the draft Annual Report and Financial Statements 2020/21 of the School’s charity Charities Administered in Connection with (ICW) the City of London Freemen’s School and the draft Annual Report and Financial Statements 2020/21 of the School’s charity City of London Freemen’s School Bursary Fund.

 

A Governor asked for clarification on the movement of funds from the endowment fund to the unrestricted fund, and heard that a draw-down had been requested from the endowment fund to support Royal National Children’s SpringBoard Foundation that had been approved by the Board at the meeting of 25 September 2019.

 

Governors heard it had been considered appropriate to credit income to the unrestricted fund. Governors noted section 12 of the report ‘Movement in funds’ showing a significant rise in the unrestricted fund: income is now credited to that fund so that it is available for unrestricted use in line with the charity’s objectives and in line with present best practice, as set out in the document ‘Overview of financial performance’ (p. 206 of the agenda pack).

 

A Governor asked how much—given that endowment funds cannot usually be spent—was in the endowment fund that was income from previous years that should be moved, and the Board heard that the figures relating to that would be discussed outside the confines of the meeting.

 

RESOLVED, that the report be noted.  

 

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

7.

Investment of cash held by CLFS charities pdf icon PDF 122 KB

To agree to invest in the City of London Charities Pool as set out in the report of the Chamberlain’s Department.

 

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

Minutes:

The Board received the report of The Chamberlain Investment of Cash Held by the Charities Associated with City of London Freemen’s School.

 

RESOLVED, that the Board of Governors agree to invest in the City of London Charities Pool £164,306 of the available cash balance of City of London Freemen’s School Bursary Fund and £8,415 of the available cash balance of Charities Administered ICW City of London Freemen’s School on 1 October 2021.

 

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

8.

Report of the Head of the Junior School pdf icon PDF 125 KB

To receive the report of the Head of the Junior School.

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

Minutes:

Governors received the report of the Head of the Junior School.

 

A Governor commended the report and asked whether more Teaching & Learning could be incorporated into the report. The comment was noted.

 

RESOLVED, that the Governors note the report

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

9.

Outstanding Actions pdf icon PDF 107 KB

To consider the outstanding actions of the Board of Governors.

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

Minutes:

Governors received a list of Outstanding Actions.

 

A Governor suggested that target completion dates should be incorporated into the Outstanding Actions list.

 

RESOLVED, that the list of Outstanding Actions be received, together with target completion dates where appropriate.

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

10.

Questions on matters relating to the work of the Board

Minutes:

There were no questions.

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

11.

Any other business that the Chairman considers urgent

Minutes:

No other business was raised.

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

12.

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 12.

Minutes:

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 Local Government Act.

 

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

13.

Non-Public Minutes

To agree the non-public minutes of the meeting held on 11 June 2021 (copy attached).

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

Minutes:

RESOLVED, that the non-public minutes of the meeting held on Friday 11 June 2021 be approved as an accurate record.

 

 

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

14.

Non-Public report of the Headmaster

To receive the report of the Headmaster of the City of London Freemen’s School.

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

Minutes:

Governors received a non-public report of the Headmaster.

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

15.

Headmaster's safeguarding report

To note the contents of the safeguarding report of the Headmaster of the City of London Freemen’s School.

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

Minutes:

Governors received the safeguarding report of the Headmaster.

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

16.

Bursar's Report

To note the report of the Bursar that includes updates on: Freemen’s Estate Development Plan; Site and Facilities; Fee Arrears; Student Recruitment Strategy; Digital Strategy & IT; Human Resources.

 

 

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

Minutes:

Governors received the Bursar’s report.

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

17.

Financial Dashboard Sep 2021

To receive the report of the Chamberlain that provides the latest Financial Information Dashboard for the School including: the latest revenue budget forecast for the current year 2021/22; the repairs, maintenance & improvements programme for 2021/22; a summary of overdue debts as at 6 September 2021; and the School’s 10-year financial forecast.

 

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

Minutes:

Governors received the joint report of The Chamberlain and the Bursar on the school’s Financial Information Dashboard.

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

18.

Funding Model - allocation to Independent Schools

To receive the report presenting the results of the recommendations of the Tomlinson Working Party in respect of the funding balance between the three independent schools.

 

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

Minutes:

Governors received the report ‘Allocation of Three Independent Schools Funding

within the Schools Funding Model’.

 

 

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

19.

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

Minutes:

There were no questions.

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

20.

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

Minutes:

21.

Target Operating Model (TOM) Organisational Design

To consider the confidential report of the Headmaster

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

Minutes: