Minutes from last meeting.

Minutes of the SAO/SBM Network Meeting
Held on Tuesday 11th February 2014 at 2.00pm at the Lilla Huset Centre
Present: Martine Howe (Brackenbury), Lynne Amor (John Betts), Marie Laure Mghabghab
(Normand Croft), Evelyn O’Brien (Addison), Caroline Plummer (Wormholt Park), Caroline
Collins (Miles Coverdale), Natasha Joahill (St Stephen’s), Kelly Alexander (St Thomas’),
Rosa Fazzone (Greenside), Kerry Wilson (Avonmore), Elaine Towey (Pope John), Janette
Proctor (Melcombe), Tina McQuire (Sir John Lillie), Michelle Hodgkins (Randolph
Beresford), Judi Morgan (Sulivan), Barbara Williams (Wendell Park), Marta Grzeszczak
(Holy Cross)
Apologies: Alda Mendes (Queens Manor),Tara McLaughlin (Good Shepherd), Fiona
Alibegovic (St Peter’s), Karen Simkins (Lena Gardens), Hilary Shaw (Tri Borough
Safeguarding in Schools and Education Officer)
In attendance: James Graham, John Barnett – Internal Audit, Sean Callaghan 3BM
Agenda
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5.
6.
7.
8.
Present
Minutes of last meeting
Matters Arising
Internal Audit
Safeguarding
Business Manager training
Sharing Good Practice
Any Other Business
Order of meeting altered to accommodate those presenting.
1. Internal Audit – JG informed the group that the draft guidance for schools had been
produced following the request from this group to attend the meeting and go through
the areas covered in the new 4 day audit. He confirmed that at present audits are
carried out every 3 financial years. As the guidance had been circulated prior to the
meeting JG asked the group if they would like to bring up areas of concern or
questions.
• 1.1.3 Chair of Governing Body and Chair of Finance Committee should be
two separate individuals. - What is the reason for this and is it new? JG
explained that this is a new recommendation to allow for separation of duties.
They were however aware that this might not always be possible depending on
the size of school / Governing Body.
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6.4.2 The Governing Body or Finance committee should receive an annual
summary of overtime claims paid. - As this is new can you please explain the
format and how often this should be presented to Governors – JG confirmed
that this could be included in the Budget Monitoring Report annually. SC
explained to JG that it is possible to report on employee total hours claimed
however the costs would be extremely difficult as employee on costs differ.
JG agreed that total hours were sufficient.
1.6.1 Annual Budget (and three year budget where one is prepared) – Is it
necessary for schools to hold a 3 Year Budget Plan given that we know that
there are changes coming to our budgets but we do not know the actual
figures? JG explained that it is essential that schools show evidence of forward
planning, that the auditors are aware of budget changes however the schools
need plans in place.
5.2.2 & 5.2.3 Income balanced and evidenced & banking evidenced – the
group asked for clarification. JG explained that a second person should check
the amounts received and sign the printout to confirm that the amount
balances, also when banking the amounts should be checked by a second
individual and they should sign the paying in slip to evidence it.
6.2.1 Monthly payroll reports checked and signed for accuracy and validity.
Must also be certified by Head Teacher. All review evidence should be kept.
Some of the group felt that this was difficult as they have not been shown
what they should be checking as the Finance Officer does this and if the
document is signed by Finance Officer and us would the Head Teacher still
need to sign? Also the reports that are sent to schools to check before the
payroll is run do not contain overtime or additional payments so what should
we check against? JG confirmed that the report needs the Head’s signature
regardless of whom else checks it. He commented that it is important that we
check the amounts paid and the employees paid. He would pass on the
comments relating to the details of the reports to Payroll.
10.1.3 School Fund Account Audit – The group asked for clarification on this.
JG explained that if your School Fund Account is independent then it must be
audited annually. If the value of the account is over £20,000 it must be audited
by a registered auditor. If the value of the account is less than £20,000 it is
acceptable for it to be audited by a person independent of the processes of the
account . It must be signed by them and the Chair of the Finance Committee
and all related paperwork retained.
3.3 Payments to Self Employed Individuals. JG explained that the procedures
sent to schools by HR must be adhered to. It is not sufficient to accept a tax
reference number as proof that the individual pays tax.
3.1.1 Orders are raised for all purchases – Some of the group have never used
purchase orders and asked for more information. JG stated that more guidance
would be provided on this area.
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Local Authority Financial Procedures – The update of this document was
expected in the autumn term last year, the group asked if there was any
information on when it would be available. SC stated that sections were
completed and passed to Finance however he wasn’t sure when the document
would be available.
School Debit / Credit Cards – The group wanted to know if schools would be
able to use these as often the best value can be obtained online and we miss
out because we can’t pay by card. SC explained that due to poor financial
practice elsewhere H&F are cautious about this method of payment.
JG confirmed that there were still 4 grades to the audit. If schools are concerned about the
grading given they are able to challenge, with evidence. It was requested that a list of
common areas for concern be circulated. JG has passed this list to CP and it has been
circulated to group. Following the meeting JG will update the guidance and distribute to the
group.
2. Present. As there were some new colleagues attending this meeting CP requested that
the group introduce themselves.
3. Minutes of last meeting – Group agreed the minutes as accurate
4. Matters Arising – KW explained that due to lack of time she has not yet organised a
meeting and again requested someone to assist. RF has put her name forward.
5. Safeguarding – Hilary Shaw sent apologies to the group. She would however like to
attend the next meeting.
6. Business Managers training – RF explained that TES had contacted her with a range
of courses that they are able to deliver to the group. If anyone is interested please
contact Rosa, letting her know what area you are interested in. Her email address is
[email protected]
7. Sharing Good Practice – CP explained that in addition to these meetings, email is a
good way for the group to share / enquire about good practice. It is also good for us to
visit each other to benefit from good practice in other schools.
8. A.O.B. – CP enquired if anyone in the group is interested in supporting her in
organising the network meetings. If anyone is interested, please contact her at
[email protected]
9. Date and Time of next meeting – 17th June 2014, 1.30pm at Lilla Huset, agenda to be
confirmed.

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