ࡱ>   Gebjbj 96cc\p``8!ک;#;#Q#Q#Q#,$,$,$Y[[[[[[$t,$,$,$,$,$Q#Q#%%%,$RQ#Q#Y%,$Y%%`eQ#Yn~$b8E0کObP % pee. rx6,$,$%,$,$,$,$,$%,$,$,$ک,$,$,$,$ ,$,$,$,$,$,$,$,$,$` m: Birmingham Schools Forum Thursday 13th June 2019 2:00 - 4:00 pm Committee Room C, Council House Extension, Margaret Street  Present: Richard Green Primary Forum Maxine Charles Primary Forum James Hill Primary Forum Debbie James Secondary Forum Chair Mike White Academies Representative Jane Gotschel Secondary Academies Representative Sarah Presswood PVI representative Sara Reece PVI representative David Room Teacher Associations Mary Browning Governors representative Elaine Dupree Maintained Nursery HT Valerie Daniel Maintained Nursery governor Clare Madden Catholic Senior Executive Leader Lumen Christi Tim Boyes BEP Martyn Scott BCC Paul Stevenson BCC Paul Senior BCC Julie Young BCC Dr Tim ONeill BCC Cllr Kate Booth (left the meeting at 3.10pm) Cllr Kath Scott BCC By invitation: Karen Mackenzie Primary governor In attendance: Janice Moorhouse (clerk)  1. Welcome and apologies for absence  Action1.1 1.2 The Chair welcomed Members, the Director and LA Officers to the meeting and introductions were made. Apologies for absence were received from Catriona Savage PVI representative, Catherine Griffiths primary governor, Joanne Stallard Support Staff Union representative, Steve Hughes Academies Representative (Special), Helen Porter Maintained Special HT, Steve Howell PRU Representative City of Birmingham School and Anne Ainsworth BCC. Absent: Nicola Redhead Academies Representative (Alternative Provision)   2. Minutes of the meeting held on Thursday 14th March 2019 2.1Item 1.2: and to be deleted from the end of the paragraph related to absence. The minutes were agreed as a true and accurate record of the meeting. Item 2.1: request for information related to the collection of EY data. ACTION: Julie Young to follow up  LA/Julie Young3.Matters arising from the minutes Item 3: Sufficiency group: the names of the members of the group to be circulated: action not completed. Paul Senior stated this would be covered in item 4. Item 4.3: LA work in relation to schools with deficits: the learning and successes from this work to be shared with Schools Forum: action not completed. ACTION: Julie Young agreed to send a pack to the clerk for circulation to members. Item 4.5: Elaine Dupree reported a working group was in place to look at suggestions for the revised LA financial monitoring documents for Nursery Schools. Item 4.6: feedback on work done by the LA related to the increases in staff pensions ACTION: Julie Young to contact Paul Crossley LA HR. Item 6.1: DSG expected out-turn position for 2018/19: agenda item 6. costs for OOA/independent pupils: no specific response Item 7.4: Financial Recovery Plan for the planned recovery of the accumulated deficit on High Needs: included in an agenda item for the meeting Item 8.11: an update on LA data weaknesses: Tim ONeill stated that improving the data set was being addressed as quickly as possible. It involved realigning the data team beside the directorate. Information would be fed back to Schools Forum. Item 8.13: The Chair commented on not being able to check if Helen Porter had been kept informed on progress related to the LA Innovate to Save Fund. Item 9.1: more information on the LAs unsuccessful bid to open a new free special school: agenda item 5 LA/JY LA/JY  4. LA update 4.1 4.2 4.3 4.4 Tim ONeill introduced himself to members, giving details of his background and current role. Work in place on finances and the wider strategy. HT encouraged to attend the conference for school leaders on Monday 24th June. Tim ONeill reported on conversations held with the Birmingham Education Partnership related to moving towards a more school to school improvement system. With less money in the system to support children, there was a financial imperative for this change. There were good relationships with the Regional Commissioner, Ofsted and union colleagues. Tim ONeill reported the appointment of two permanent assistant directors who would be in place by August. The structure around the heads of service (31 heads) was in need of work. David Room referred to the situation in some communities and the importance of outreach work by BCC and Academy Trusts. Tim ONeill stated LA working towards supporting school leaders and the regional commissioner. The interpretation of legislation was not straightforward. Cllr Scott queried the amount and type of support being given to children. Tim ONeill stated there would be a review at what was being done and active conversations with schools. Birmingham to be at the forefront of best practice.  5. SEND 5.1 5.2 5.3 5.4 5.5 5.6 5.7 5.8 5.9 5.10 5.11 5.12 LAs unsuccessful bid to open a new free special school: Paul Senior reported the LA had not received a formal response. The bid was not as good a fit with the criteria as those of the LAs selected. There was a perception that Birmingham was resource rich with 27 special schools. This compared favourably with other LAs. High Needs Task Group -discussion paper circulated before the meeting Paul Senior reported that, at the end of the 2018/19 financial year, the cumulative financial net deficit for the High Needs Block was 15.5m. Data showed that growth in demand was outstripping available local resources. If no action was taken and there was no national increase in funding, there was a forecasted cumulative deficit for the High Needs Funding Block of 17.3m in 2019/20, 29.2m in 2020/21, 40.1m 2021/22, 50m 2022/23 and 59.9m in 2023/2 Four primary proposals would initially be considered and evaluated by the Task Group: Where possible and appropriate, seek alternative arrangements to the commissioning of pre-16 places in Independent Specialist Provision from September 2019, with contingency placements to be commissioned locally Where possible and appropriate seeking alternative arrangements to the commissioning of post-16 places in Independent Specialist Provision from September 2019, with contingency placements to be commissioned locally; Consider options for undertaking a SEND system demand management review; Delegation of allocated independent school High Needs funding to locality consortia, led by school leadership consortia with support from LA officers and partners. This would require the shaping of an accountability framework and the need for legal underpinning. Group Membership to be drawn from the membership of Schools Forum and head teachers of local schools and educational settings from across the 0-25 age range plus other non- Schools Forum representatives and Local Authority representatives from Education Services, including SEND and finance. Mike White thanked Paul Senior for the helpful discussion paper that included a number of radical changes. Mike White commented on the reference to invest to save in the paper and asked if that money would be used for the changes. Paul Senior stated collaboration would be looked at favourably - all coming from the High Needs block. Valerie Daniel referred to collaborative working, the overlap of education and health and asked if health would be contributing. Paul Senior stated the SEND agenda was not just about education and that a single 0-25 education, health and care budget would be the ideal outcome. Tim Boyes stated he welcomed the paper and the proposal and reiterated BEPs support and desire to help with joint commissioning proposed by Paul Seniors predecessor. BEP worked on families of schools(non-geographical) and consortia worked in geographical areas. Tim ONeill stated there was a lot of good elements in place to be built on from a different angle. David Room queried the progress made in reducing the number of SEND children and young people going out of City. Paul Senior stated there had not been a decrease in the last two months. Mike White queried the timescale for the task group Paul Senior stated there would be two pre meetings before the end of the academic year. ACTION: High Needs Task Group an on-going agenda item ACTION: members interested in joining the task group to send their names to the clerk for forwarding to Paul Senior. SEND Local Offer Innovate to Save Fund Guidance for proposals circulated before the meeting. Paul Senior reported the proposals had been reset with a timeline for progression and implementation. Any initiatives supported by the fund would need to demonstrate how they supported as many of the local area SEND related priorities and strategic objectives as possible: preparing children and young people with SEND for adulthood and independence keeping children and young people with SEND in local universal provision reducing the need for reliance on statutory EHC Plans and specialist provision/ resources universal schools and settings capacity building through work force development and reasonable adjustments improved use of technology to enhance performance and achieve efficiency savings through synergies joint or integrated operational and/ or strategic commissioning, better customer experience, stronger local engagement and value for money. Proposals could be brought forward at any time whilst there was resource from the Innovate to Save budget remained available for allocation from the 1.4m budget. The maximum grant allocation would be 100k and the funding could be used for revenue or capital costs. The Innovate to Save Fund Evaluation Panel would consider any submitted bids that aligned with the work of the post SEND inspection Written Statement of Action (WSoA) plan key priorities and strategic objectives, with a focus on key criteria: Supports Birmingham SEND Inspection Written Statement of Action (WSoA) objectives, priorities and targets; City Birmingham SEND local area operational and strategic risks are reduced; SEND service, provision and process costs are reduced or remain constant but quality of delivery improves; Supports preventative working across schools, settings and consortia; Helps support and develop SEND Local Offer infrastructure or sustainable capacity The Evaluation Panel would comprise of LA Senior Officers, CCG Senior Officers, Birmingham Parent Carer representative, School Forum Members and Cabinet Member with SEND portfolio. Elaine Dupree asked if information would be disseminated via School Noticeboard. Julie Young confirmed information would go out via Noticeboard and HTs email addresses. Sarah Presswood queried how the PVI sector would be notified ACTION: Julie Young to follow up with Laura Hendry. The Chair requested information to be disseminated as widely as possible by 21st June. (Milestone: Stakeholder communications regarding ITS Funding programme by 21st June) Members noted the content of the latest version of the local areas Written Statement of Action following the 2018 SEND inspection with Ofsted and the CQC. Paul Senior reported updates would be circulated and further feedback given at the next meeting Chair/clerk Members/ Clerk Julie Young Paul Senior 6. DSG non-schools outturn position 2018/19  6.1 6.2 6.3 6.4 6.5 6.6 6.7 6.8Purpose of the Report (circulated before the meeting): to inform Schools Forum of the DSG Non-schools outturn position as at 31st March 2019. Recommendation: members to note the use of balances as outlined in the report. Paul Stevenson reported as at 31st March 2019, the cumulative net DSG Non-schools outturn position was a deficit of 8.693m. The net DSG Deficit comprised of a gross surplus of 7.3m and a gross deficit of 16m. The net deficit was 0.74% of the final DSG of 1,172.7m allocated for 2018/19. The LA would not be required to provide a deficit recovery plan to the EFA. The LA would, however, be producing a High Needs Deficit Recovery Plan given the scale if the deficit and the action required. This would be shared with Schools Forum in September 2019. High Needs block: a net deficit of 15.5m (16m deficit and 0.5m surplus) Paul Stevenson reported the service was looking to develop and implement a five year deficit recovery plan in 2019/20. This included 0.5m funding to be applied to invest to save initiatives from 2018/19. Schools block: a surplus of 3m primarily composed of lower than anticipated commitments against prescribed centrally managed DSG budgets (pupil growth fund and falling pupils fund.) Early Years block: a surplus of 3.8m primarily due to lower take up of 3 & 4 year old provision, including working parents. Central Schools Services block: a surplus of 0.3m due to in year savings on a number of the centrally retained budgets. Section 251 Outturn Statement to be produced later in the year (to be submitted by late August 2019 to ESFA) and detail Section 251 Outturn variances to approved budget. Paul Stevenson presented the LA proposals for the utilisation of the 7.3m DSG Surplus 0.7m had been committed to funding the shortfall in the Growth Fund Budget within the Schools Block budget in 2019/20. This was reported to Schools Forum on the 10th January 2019. A further 0.7m had been set aside to fund any potential shortfall in growth Funding in 2020/21. This would be reviewed prior to setting the 2020/21 budget, when the October pupil census data was available and financial modelling had taken place. The 2.7m of the Early Years block net surplus to be allocated to Early Years SEND for early intervention measures. A detailed report to be presented to the September meeting of Schools Forum outlining proposed use of funding 0.5m from the High Needs net deficit had been set aside for Invest to Save Initiatives (reported to Schools Forum on the 14th March 2019.) The 2.7m balance of the cumulative DSG surplus to be used to reduce the High Needs deficit of 16m to 13.3m. Members noted the use of balances as outlined under item 6.3. Valerie Daniel queried the figure of 2.7m net surplus on the Early Years block as she had understood the surplus figure was 3.8m. Martyn Scott stated the 2.7m related to the saving on the 3 and 4 year old funding received in 2018/19 from the EFSA The balance of 1.1m had been included in the contribution to the deficit in the High Needs block as the start of the high Needs recovery plan. Mike White asked if the saving in the EY block in 2018/19 was one off occurrence. Martyn Scott stated that the saving of 2.7m was mainly due to funding received from the EFSA being based on higher numbers of pupils recorded on the January 2019 census than those funded to providers based on October 2018 census numbers. Going forward, this might not be the case. However, the LA would be reviewing the position for 2019/20 when theMay 2019 census data was available to identify any trends that could be used to project a year end position. David Room commented on the general situation related to SEND school funding and the letter sent from special school HTs to the Chief Executive. Special schools were in serious financial difficulties and one school was proposing drastic measures to staff terms and agreements. Paul Senior state he would be meeting with Special HTs to discuss their letter with them. Sarah Presswood emphasised the need to ensure vulnerable 2 year olds were offered their entitlement. Julie Young stated that this was a part of the annual conversation with Ofsted. Valerie Daniel reported concerns on the financial situation applied to the 27 nursery schools and running with a small core staff impacted on safeguarding. The Chair summarised sectors were concerned about losing funding that may have been allocated to them. All budgets were stretched. No one had money to spare. The recommended use of balances made in the report seemed a reasonable direction. Schools would benefit a small amount through Growth Fund. The proposed allocations of the surplus set out by the LA in the report were agreed by Schools forum.  LA  7. Schools Carry Forward Balances 7.1 7.2 7.3 7.4 Report with recommendations circulated before the meeting for information Paul Stevenson reported that, as at 31st March 2019, the cumulative net school balances for BCC maintained schools was 47.365m. With adjustments for academy conversions in 2018/19 the like for like total net balances in 2017/18 were 48.395m Members noted the content of the detailed breakdown by sector with the 2017/18 position. Paul Stevenson reported the total net school balances had reduced by 1.754m from 2017/18. The number of schools in deficit had increased by 16 to 53 (21% of the total number of LA maintained schools) and the cumulative value of deficits had increased by 1.621m to 12.574m. Appendix A gave a list of individual maintained school balances for 2016/17, 2017/18 and 2018/19. Schools in surplus above the recommended levels: Paul Stevenson stated this was not an issue if the school had reasonable plans to use the balances. The intention was for audit to conduct a review of a sample of schools with high surplus balances and those that had moved into significant surplus and seek satisfactory explanations from the schools concerned before deciding whether any clawback was warranted. The LA recommendations were for Schools Forum to note the level of school balances as at 31st March 2019 (noted), to nominate a Schools Forum representative to join the LA School Finance Governance Board (to be agreed at the September pre-meeting) and a Section 151 Officer to to attend Schools Forum every 6 months (agreed) Schools Forum to receive a report on carry forward balances and the proposed protocol for dealing with surpluses at a future meeting.   8. Retained duties budget 8.1 8.2 8.3 8.4 Paul Stevenson presented the report (circulated before the meeting) outlining the proposed use of the 168,000 unallocated centrally retained duties funds in 2019/20. The proposal was that the 168,000 of funding was allocated to Human Resources (110,000) and Schools Financial Services (58,000) Human resources: Julie Young reported the number of staffing restructures taking place in schools across the City had increased significantly with around 50 currently in progress. In addition, the financial position of City schools indicated that this level of activity is set to not only be sustained but to increase. Schools Financial Services: Julie Young reported SFS provided a traded offer to maintained schools and academies and undertook the financial monitoring function in maintained schools on behalf of the Chief Finance Officer. Currently there were 50 senior finance officers, finance officers and finance assistants managed across the City by three Area Finance managers and a Head of Service. Proposal: increase the number of GR5 posts by one on the Senior Management Team so that the team would comprise of 4 Area Finance Managers (GR5) plus the Head of Section post (GR6). The cost of a GR5 post with on-costs is 53,500. In addition, a further 4,500 available for training and related costs to enhance service support. The total funding requested: 58,000. The Chair commented the proposed allocations seemed a sensible spend. However, it was noted that, as part of retained duties, the proposals were for maintained schools only. Paul Stevenson responded that both HR and Schools Financial Services support schools converting to academy status to assist a smooth transition. David Room acknowledged this was an important spend and noted the point made related to academies. Members approved the allocation of the 168,000 of funding as proposed.  9. 9.1 9.2 9.3 9.4 9.5 9.6 Role of Schools Forum in the level of school deficits Report with recommendations circulated before the meeting Julie Young presented the report to inform Schools Forum of the level of school deficits, the processes in place to try and control the level of school deficits and to determine the role of Schools Forum in mitigating the financial risk to all Birmingham schools if financial deficits continue to rise. A report was considered by the City Councils Management Team (CMT) in January 2019 which gave background to the level of school deficits in Birmingham. A further update was provided in May 2019. This report highlighted the 2018/19 out-turn position. There were 53 schools with deficits with the overall deficit of 12.573m. 83 schools used surplus to set a balanced budget for 2019/20. A School Finance Governance Board was established (now chaired by Dr Tim ONeill) with a detailed action plan identifying the additional measures to be taken. Schools with a significant level of deficit are to be monitored on a monthly basis. Cllr Scott queried the inconsistencies in the academy conversion processes and the effect on balances. Julie Young stated some of the historical academy conversions had generated significant deficits. In the case of the more recent academy conversions, immediate action had been taken before the Ofsted report was published with an Interim Executive Board in place and a potential sponsor working on the action plan. Cllr Scott asked what was done before that stage was reached. Julie Young stated new elements had been introduced by the School Governance Board that initiated early conversations related to financial management and provided feedback to governing boards and BCC. Sara Reece commented on Early Years being the highest into deficit and that it was not in the best interest to show the balance in an amount. Sara Reece suggested showing the amount as a percentage of the funding received. Tim ONeill agreed that there was outstanding practice in a number of schools and encouraged a school to school system to learn from those schools in terms of balancing the budget and demonstrating good practice around what was working well and getting value for money. Recommendations: Identify a Schools Forum representative to sit on the Schools Finance Governance Board (see item 7) Members noted and approved the list of further recommendation: Schools Forum to receive quarterly reports on the position of individual school budgets and the progress of actions being taken to address school deficits. The development of a Birmingham clawback policy of individual surplus school balances in order to maximise the designated School Budget across the City The completion of the DfEs Schools Forum self-assessment toolkit to determine aspects of good practice and areas for further development, The development of a good practice guide and build capacity, within a self -improving system, to support schools who are facing financial pressures. 10. Any Other Business10.1Public access to Schools Forum meeting Julie Young to investigate live streaming of school forum meetings Governor membership on Schools Forum The Chair reported no information had been given to the chair or the clerk on the stage reached regarding governor elections. ACTION: to be followed up by the appropriate LA officer The role of Chair of Schools Forum The Chair stated she would continue as Chair for the 2019/20 academic year only.  LA/JY LA   Proposed dates of future meetings Thursday 26th September 2019 Thursday 14th November 2019 Thursday 12th December 2019 Thursday 16th January 2020 Thursday 12th March 2020 Thursday 11th June 2020  The meeting closed at 4.05pm.       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