Committee Terms of Reference

 

TERMS OF REFERENCE 

Dean Valley Governing Board Committee Structure

 

CONTENTS 

 

  1. General Terms of Reference which apply to all committees 

 

  1. Specific Terms of reference for: 

  • Teaching, Learning, Curriculum and Pupil Well Being 

  • Premises, Finance and Health and Safety 

  • Raising Achievement Committee 

  • Personnel 

  • Safeguarding – specialist function – fulfilled through half termly meetings with   Headteacher 

  • Class Governor 

  • Link Governor 

 

  1. Committees which meet when required: 

  • Permanent Exclusions – named appeal governors 

  • Grievance – named governors 

  • Appointments – named governors 

  • Headteacher’s Performance Management – named governors 

 

  1. Governing Body Structure and Committee Membership 

See appendix 1 

 

 

 

GOVERNING BODY AND COMMITTEE TERMS OF REFERENCE 

 

The Governing Body needs to take a strategic role, act as a critical friend to the school and be accountable for its decisions. It should set aims and objectives and review, agree and monitor policies, targets and priorities. Governing Body meetings will be open to the public with Minutes available except for Part II business. In the event of a tied vote the Chair or Acting Chair/Vice Chair will have a second or casting vote.  

 

The Governing Body will: 

  • Hold at least 6 meetings per year – 2 per term 

  • Appoint or remove the clerk 

  • Elect a Chair and Vice Chair 

  • Advise all parents of any parent governor vacancies, all staff of staff governor vacancies and to appoint community governors 

  • Ensure statutory information is sent to parents 

  • Annually ratify the School’s Self Evaluation Form/Document 

  • Set dates of meetings for the year ahead 

  • Note term dates for the academic year and agree the occasional days 

  • Receive Head teacher reports 

  • Review and monitor assessment/progress/national test results 

  • Review the level of exclusions 

  • Monitor attendance of pupils/staff/governors 

  • Review, adopt and monitor a Freedom of Information Policy 

  • Agree Curriculum plans 

  • Set pupil performance targets 

  • If required, consider the suspension of a governor 

  • Provide induction for new governors 

  • Encourage governors to visit school and to review, adopt and monitor a governors’ visit policy and feedback procedure 

  • Review, adopt and monitor the procedures for dealing with complaints from parents/carers 

  • Review, approve and monitor the Strategic School Improvement Plan 

  • Annually elect governors for the following responsibilities:- 

  • Literacy, Numeracy, SEN, Cared for Children, Safeguarding and Equality, Health and Safety, Governor Training 

  • Ensure at least 3 governors are appointed and trained to complete the Headteacher’s Performance Management 

  • Maintain and update annually a file of pecuniary interest declarations 

  • Review, adopt and monitor a governors’ expenses policy  

  • Review annually the delegation of functions and committee structure 

  • Organise support and training for governors 

 

 

 

 

 

 

Generic terms of reference for all committees 

 

Membership 

 

  • Not less than three governors appointed by the Governing Body plus any Associate members appointed by the Governing Body to the committee. 

  • The committee may make recommendations to the Governing Body for co-option of non-governor members 

  • The Committee Chair should be appointed at the beginning of each school year by the governing body or by the committee and shall not be an Associate member or a non-governor member. NB a staff governor/headteacher may chair a committee but must not be responsible for taking minutes. 

  • The Chair of Governors can be an ex-officio member of each committee and may attend each committee meeting and vote because s/he has chosen to be a governor. 

  • The Headteacher may attend meetings but may not vote unless s/he has chosen to be a governor. 

 

Disqualification  

 

  • Any member of staff other than the Headteacher, when the subject for consideration is the pay, performance or discipline of any other member of staff. The Headteacher or any governor may not attend when he/she is the subject under discussion or there is a perceived conflict of interest. 

 

Quorum 

 

  • Three governors who are appointed members of the committee. 

 

Meetings 

 

  • At least three times in each school year prior to ordinary full Governing Body meetings. 

  • Committee meetings will not be open to the public but minutes are available except for Part II Minutes. 

  • In the absence of the Chair, the committee shall choose an acting Chair for that meeting from among their number. 

  • In the event of a tied vote the Chair or acting Chair shall have a second or casting vote. 

  • It is advisable that each committee shall choose a clerk at the beginning of each meeting.  

  • The draft minutes of each meeting will be circulated with the agenda for the next ordinary meeting of the full Governing Body and will be presented at that meeting by the Chair (or in his/her absence another member of the committee). 

 

 

General Terms 

 

  • To act on matters delegated by the full Governing Body. 

  • To liaise and consult with other committees where necessary. 

  • Ensure governors have a clear understanding of the vision and aims and strengths and weaknesses of the school so they can effectively contribute to the school’s self-evaluation process; 

  • To contribute to the School Improvement Plan. 

  • Although primary responsibilities for policies concerning Health and Safety, Inclusion, and Safeguarding, are delegated to specific committees, all committees should consider relevant aspects of these. 

 

 

SPECIFIC TERMS OF REFERENCE 

 

Teaching, Learning, Curriculum and Well Being Committee 

 

  • To review, adopt and monitor an overall curriculum policy. 

  • To review and evaluate the quality of teaching and learning 

  • To review and evaluate the quality of provision in the Early Years   

  • To review and evaluate the impact of pupil involvement in school i.e. School Council 

  • In collaboration with staff, to provide information about how the curriculum is taught, evaluated and resourced. 

  • To review and evaluate the provision for Global Citizenship and links with other school and the local community 

  • To review and evaluate PHSCE and pupil well being 

  • To review and evaluate provision for Cared for Children 

  • To review, adopt and monitor policies for Collective Worship and Sex and Relationship Education. 

  • To ensure that the requirements of children with special needs and disability are met, as laid out in the Code of Practice. 

  • To advise the Finance and Personnel committee on the relative funding priorities necessary to deliver the curriculum. 

  • To oversee the arrangements for educational visits including the appointment of a named Co-ordinator. 

  • To prepare and publish the school prospectus. 

  • To review, adopt and monitor the implementation and impact of policies as indicated on the list contained in the Appendix 

  • To review and evaluate attendance and behaviour  

 

Premises and Health and Safety Committee 

 

  • To provide support and guidance for the Governing Body and the Headteacher on all matters relating to the maintenance and development of the premises and grounds, including Health and Safety. 

  • To inspect the premises and grounds annually and to review the Asset 

      Management Plan in order to prepare a list of priorities for maintenance and              development. 

  • To advise the Finance committee on the relative funding priorities necessary for security, maintenance, repairs and redecoration, and to approve the costs and arrangements within the budget allocation. 

  • The Headteacher is authorised to commit expenditure without the prior approval of the committee as stated in the Financial Delegation Document and in the case of any emergency where delay would result in further damage, or present a risk to the health and safety of pupils or staff. In this event the Headteacher would normally be expected to consult the committee Chair at the earliest opportunity. 

  • To oversee the preparation and implementation of contracts related to premises. 

  • To ensure that the Governing Body's responsibilities regarding litter, refuse and dog excrement are discharged according to Section 89 of the Environmental Protection Act 1990, so far as is practicable. 

  • To ensure any necessary liaison with the LA regarding premises issues. 

  • In consultation with the Head teacher and the Finance committee to oversee any premises related funding bid. 

  • To ensure the school complies with all statutory Health and Safety responsibilities and ensure any identified improvements are addressed 

  • To review, adopt and monitor the implementation and impact of policies as indicated on the list in the DV Policy Schedule  

 

Finance Committee 

 

Financial Planning 

  • To establish a three year budget plan taking into account the agreed priorities of the School Development / Improvement Plan 

  • To draft and adopt a detailed annual budget plan (revenue and capital expenditure) taking into account the agreed priorities of the School Development / Improvement Plan. 

  • To make decisions in respect of the service level agreement with the Local Authority (Trading Fair). 

  • To determine whether sufficient funds are available for pay increments as recommended by the Headteacher or Performance Management Group. 

  • To consider and approve recommendations made by the Premises Committee on all aspects relating to the school premises 

 

 

 

Financial Monitoring - Public Funds 

  • To monitor the income and expenditure throughout the year of all delegated and devolved funds against the annual budget plan using the budget monitor report produced by SIMS. 

  • To receive details of any budgetary adjustment made by the Local Authority through the Income Allocation Notification process. 

  • To report to the Governing Body any significant anomalies in the performance of the school against the annual budget plan. 

  • Subject to the local scheme of delegation (See Finance Policy), to approve any budgetary adjustments that will from time to time be necessary in response to the evolving requirements of the school. 

  • To receive, and where appropriate, respond to all audit reports on the delegated and devolved funds. 

  • To carry out Best Value Reviews in accordance with the Best Value Statement. 

  • To review comparative financial statistics presented by the Local Authority and obtained from the DfE benchmarking website. 

  • To receive a report from the Headteacher following the annual inspection of the School assets as recorded in the asset registers / inventories. 

 

Non-public funds 

  • To receive reports and monitor the income and expenditure throughout the year. 

  • To appoint an external auditor of these funds. 

  • To receive and respond to the audit report on these funds. 

 

Financial Management Standard in Schools (SFVS) 

  • To review the School’s self-assessment in preparation for the external assessment. 

  • To annually complete the Statement of Internal Control 

  • To annually review Governors’ competencies in regards to continued professional development as stated under SFVS 

  • To receive and respond on any report issued by the external assess or following an external assessment. 

 

Relationship with other committees 

  • To receive reports from other committees that may have financial implications on the operation of the school. 

 

Finance Policy and Local Scheme of Delegation 

  • To ensure that the school operates within the requirements of the Local Authority’s Financial Management Scheme and Financial Regulations. 

  • To review, adopt and monitor the impact of:  

  • Finance Policy which includes the local scheme of delegation for spending and budgetary adjustments (virement) for the committee, Headteacher and other nominated staff. 

 

Personnel and Pay Committee  

 

Staffing  

  • In consultation with the Headteacher, to determine the staffing structure of the school to include an agreement regarding the rational and number of job share posts. 

  • To draft and keep under review the staffing structure in consultation with the Headteacher and the Finance Committee. 

  • To oversee the appointment procedure for all staff. 

  • To review job descriptions for staff as appropriate and recommended by the Headteacher (links to SFVS evidence 4)  

  • To review, adopt and monitor a policy statement on staff consultation and to undertake any formal consultations. 

  • To annually review, adopt and monitor the procedures for dealing with staff discipline and grievances and ensure that staff are informed of these. 

  • To act as “first committee” for formal disciplinary or complaints hearings. 

  • To keep under review staff work/life balance, working conditions and well-being, including the monitoring of absence  

 

Appraisal 

 

  • To review, adopt and monitor the Teacher’s Appraisal policy and ensure it is being carried out effectively and is having a positive impact on pupils’ achievement 

  • To determine the membership of the Headteacher Performance Management Group. Membership of the HTPM group need not be drawn from this committee, but the committee should seek to ensure that HTPM group members have received appropriate training.  

 

Pay 

  • To establish and approve on an annual basis (statutory requirement), a Pay Policy for all categories of staff and to be responsible for its administration and review including the staffing structure (links to Schools Financial Values Standard(SFVS) evidence 5)  

  • To ensure that the policy complies with the most recent School Teachers’ Pay & Conditions Document 

  • To achieve the aims and objectives of the school pay policy and to apply the criteria set by the policy, including linkages with the school appraisal policy, in determining the pay of each member of staff 

  • To ensure that clear job descriptions for each post at the school, so that additional allowances can be awarded in a fair, equitable and consistent manner 

  • In consultation with the Headteacher, review the pay of all other members of staff annually in line with legal requirements and with reference to the performance management process. 

  • To make a decision, based on the outcome of the Headteacher’s performance review, as to whether the Headteacher will progress up the leadership scale 

  • To be responsible, in conjunction with the Finance Committee, for determining dismissal payments/early retirement  

  • In consultation with staff, to oversee any process leading to staff reductions 

  • To make recommendations on personnel related expenditure to the Finance Committee, including pay decisions and staffing structure costs  

  • To recommend the annual pay budget, including pay progression at all levels. The governing body recognises that funding cannot be used as a criterion to decide performance pay progression 

  • To minute clearly the reasons for all recommendations / decisions and to report these to the full Governing Body. 

  • Every teacher’s salary must be reviewed annually, with effect from 1st September. A written statement of pay must be sent to each teacher by at LEAST the end of November each year. 

  • To ensure that each member of staff receives each year a written statement of the breakdown of pay as at 1st September 

  • No governor may participate in discussions leading to recommendations / decisions in which he / she has a pecuniary interest. PROCEDURE 

 

Safeguarding 

  • To ensure that all staff are reminded of the school’s whistleblowing policy on a regular basis (links to SFVS evidence 21)  

Policy 

  • To review, adopt and monitor the implementation and impact of relevant policies (see policy Schedule) 

 

* The Headteacher Performance Review Group could be formed from this committee, but its members should have received the appropriate training Disqualification – Any relevant person employed to work at the school other than as the Headteacher, when the subject for consideration is the pay or performance review of any person employed to work at the school. 

PAY   

The Pay Committee of the governing body is authorised to recommend / decide all pay matters.  

MEMBERSHIP 

3 members have been elected by the Governing Body:  

 

Where the Headteacher is not a member of the pay committee, he / she will be entitled to attend all meetings in an advisory capacity. The Headteacher will leave the meeting when his/her pay is being discussed.  

 

TERMS OF REFERENCE 

Raising Achievement Committee 

The main function of the committee is to monitor and evaluate the standards and achievement of pupils and the impact of the quality of education provided. In all its business, the committee will take account of whether there has been a positive impact on pupils.   

In particular, the committee will: 

  • Discuss the targets set for all cohorts to ensure they are as aspirational as possible for all pupils; 

  • Ensure all governors have a good understanding of the pupil achievement in relation to national standards and all schools nationally; 

  • Monitor pupil progress in relation to the targets set and with specific reference to significant groups; 

  • Receive and critically review school performance data including any provided by the Local Authority, Data Dash Board, Fischer Family Trust and RAISE online; 

  • Monitor the impact/outcome of the curriculum and teaching on students' learning and achievement; 

  • Monitor progress in meeting the key issues identified by any external monitoring e.g. SIP, Ofsted, HMI or LA; 

  • Provide regular reports to the governing body on pupil attainment and progress; 

  • Where appropriate, review and evaluate the effectiveness of Local Authority support and intervention; 

  • Receive regular reports from the Headteacher on the monitoring of the quality of teaching and learning and how T+L is impacting on Key Improvement Priorities; 

  • Monitor and evaluate the impact of the school's provision for vulnerable groups e.g. special educational needs, cared for pupils, pupils in receipt of support through pupil premium funding; 

  • Review and monitor relevant areas of the school’s school improvement plan; 

  • Request and receive reports, as and when required, from key members of staff e.g. curriculum leaders and senior leaders; 

  • To review, adopt and monitor the impact of any relevant policies and or protocols 

 

 Terms of Reference for Link/Specialist Governors 

 

  • Make focused visits to the school 

  • Explore specific aspects within the link subject area to gain deeper understanding of relevant issues 

  • Establish regular contact with people within the school with responsibility for the link subject area 

  • Provide support and encouragement and a listening ear for staff members with whom they are linked 

  • Monitor provision of equipment and use of school facilities 

  • Attend relevant training, including relevant INSET days 

  • Be involved with establishing/monitoring/evaluating the IMPACT of relevant policies adopted by the governing body within their link subject/specialist area 

  • Become familiar with linked subject/specialist areas in the school development plan 

  • Report back after visits, making recommendations as appropriate either via the agreed report format and or at committees or full governing body meetings 

 

 

Terms of Reference for the Class Governor Role 

 

To: 

  • Establish regular contact between the class teacher and the children 

  • Explore the specific characteristics of the class to gain deeper understanding of relevant issues 

  • Provide support, encouragement and a listening ear 

  • Consider ways to encourage parental involvement 

  • Explore how the characteristics of the class fit in with the school's development plan. This can help to improve understanding and effective questioning at governing body meetings 

  • Report back to the governing body following visits, and making recommendations as appropriate 

 

 

 

DEAN VALLEY PRIMARY SCHOOL GOVERNOR RECORD OF VISITS PROFORMA 

 

Name of governor 

 

Date and time of visit 

 

Purpose of the visit e.g. 

Link with Subject Leader, Specialist Role, Class Governor Visit. 

 

Involving: 

 

Link with the school development plan 

 

 

What did you see? What did you learn? What would you like clarified? How long did the visit last? 

The following actions were agreed: 

 

Headteacher 

 

 

Staff involved 

 

 

Governor 

 

 

 

DEAN VALLEY GOVERNING BODY STRUCTURE 

Our Governing Body includes representatives from the Local Education Authority, Parents, Teaching and Support Staff and Community members. Further information about the role of governing bodies can be found on the Department for Education website. 

Membership - Full Governing Body 

The governing body has established and ratified the following committees which include staff and governor representatives:   

Finance 

Premises, Health and Safety 

Raising Achievement 

Teaching, Learning, Curriculum and Wellbeing 

Personnel and Pay 

Academisation 

Other committees are formed when necessary; these would include Headteacher’s performance management, interview panels, grievance and disciplinary committees.Please see website 'our governors' for current membership.

 

THE GOVERNING BODY WILL CARRY OUT SYSTEMATIC MONITORING                                                THROUGH A RANGE OF STRATEGIES 

 

Monitoring Activity 

Impact 

Formal Governing Body Meetings 

Meeting statutory responsibilities and opportunities to celebrate success and challenge performance 

Committee meetings 

Monitoring specific aspects of school performance 

Link Governor Visits 

Monitoring specific aspects of school performance and observing policy in practice 

Specialist Governor Visits 

Monitoring Progress of Strategic Action Plans 

Ensuring good progress against agreed school improvement priorities 

Making effective use of objective information 

Triangulating the information provided by the school and benchmarking school performance against national data 

 

Commissioning external reviews of teaching and learning 

Attending Leadership Partner Visits 

Benchmarking budget expenditure 

Robust performance management of the Headteacher 

Ensuring the headteacher receives the training and support he/she needs to carry out their responsibilities as effectively as possible and to reward performance 

Programme of school visits linked to the school improvement priorities 

Triangulating the information provided by the school and seeing policy in practice 

Standing item ‘impact on pupils’ on all agendas 

Ensuring the GB can demonstrate the impact of its work on improved pupil outcomes 

Asking and recording ‘questions and responses’ in all committee meetings 

Demonstrate the GB responsibility to ‘know the school’ and hold the school to account for its performance 

Recording an action log in all meetingsand holding everyone to account for completion 

Ensures agreed actions are followed up andincremental improvement is achieved 

Reviewing policies to ensure they meet legal requirements  

Meets statutory duties and ensures the school is operating within a secure, safe legal framework 

 

Meetings with pupils, parents and staff 

Demonstrates the GB role in engaging with all stakeholders and ensures the school provision reflects needs and aspirations of the whole community 

Commissioning questionnaires and ensuring improvements are addressed 

Engaging with stakeholders 

Attendance at Parents Evenings  

Monthly meetings between Chair and Headteacher 

Ensures there is effective communication between the staff and governors regarding day to day issues and issues which require urgent attention 

Meeting with LA Finance Consultant half yearly 

Ensuring robust financial probity 

Termly Budget reports 

Monitoring expenditure against agreed priorities  

Governors’ Performance Dashboard 

High level strategic report on all aspect of school performance targetsprovided termly 

Strategic School Improvement 

Termly meetings which cover: 

Annual review of progress which feeds into the School Evaluation Document 

Termly review of progress of the Strategic School Improvement Plan – joint staff and governors 

 

 

Date reviewed and adopted: September 2016 

 

Date of next review: September 2017 

 

Signature of Chair of Governors: Maggie Swindells

Contact the School

Dean Valley Primary School

Albert Road
Bollington
Macclesfield
Cheshire
SK10 5HS

Email: admin@deanvalley.cheshire.sch.uk

Tel: 01625 572767
Fax: 01625 574522
admin@deanvalley.cheshire.sch.uk