Local democracy

Agenda item

REVISION AND RE-ISSUE OF THE LOCAL AUTHORITY'S SCHEME FOR FINANCING SCHOOLS, FINANCIAL REGULATIONS FOR MAINTAINED SCHOOLS AND SCHOOLS CONTRACT STANDING ORDERS

Members are advised that a consultation has been completed on proposals put forward by the Local Authority for amendments to the three documents (Scheme for Financing Schools, Financial Regulations for Maintained Schools and Schools Contract Standing Orders) that set out roles and responsibilities in the delegation of financial responsibilities to the governing boards of schools maintained by the Local Authority.

 

The Assistant Director of Finance and Procurement will submit Document “S” which reports that a consultation with maintained schools on amendments to the three documents took place between 11 July and 12 October 2018.

 

The Schools Forum on 17 October 2018 approved, using its statutory powers, the amendments to the Scheme. The Schools Forum has recommended that the Governance and Audit Committee now approves the amended documents for implementation.

 

Recommended-

 

 (1)      That the Committee note that the amended Scheme for Financing Schools (Appendix 3) was approved by the Schools Forum on 17 October 2018.

 

(2)       That the Committee be asked to approve the amended Financial Regulations  for Maintained Schools (Appendix 1 attached to Document “S”) and Schools Contract Standing Orders (Appendix 2 attached to Document “S”).

 

                                                                        (Andrew Redding – 01274 432678)

 

 

 

Minutes:

Members were advised that a consultation had been completed on proposals put forward by the Local Authority for amendments to the three documents (Scheme for Financing Schools, Financial Regulations for Maintained Schools and Schools Contract Standing Orders) that set out roles and responsibilities in the delegation of financial responsibilities to the governing boards of schools maintained by the Local Authority.

 

The Assistant Director of Finance and Procurement submitted Document “S” which reported that consultation with maintained schools on amendments to the three documents took place between 11 July and 12 October 2018.

 

The Schools Forum on 17 October 2018 approved, using its statutory powers, the amendments to the Scheme. The Schools Forum had recommended that the Governance and Audit Committee now approved the amended documents for implementation.

 

It was reported that amendments to the three documents had been put forward with the aim of:

 

·         Ensuring that the provisions remained accurate and refered correctly to legislation and officer posts / committee structures within the Authority.

 

·         Incorporating recent changes in requirements, including changes in legislation, since the provisions were last updated.

 

·         Responding to feedback from the Authority’s Internal Audit Team on areas of weakness found in school’s financial accounting and also where the current provisions would benefit from greater clarity or amendment.

 

·         More clearly setting out for schools their responsibilities in the procurement of contracts, goods and services.

 

·         More clearly signposting for schools the Authority’s working protocols and additional guidance.

 

·         Expressing more clearly (but not materially altering) existing requirements placed on schools in areas where the Authority held concern about compliance, and

 

·         Establishing new or firmer provisions (and materially altering requirements placed on schools) in areas where the Authority held concern about compliance.

 

It was reported that the most significant amendment that was proposed to the Schools Contract Standing Orders was the increase in the threshold above which 4 written quotations were required to be sought; from £4,000 to £10,000. This was proposed with specific reference to feedback from Internal Audit around enforcement and compliance, recognising that the current £4,000 threshold had not been uplifted for some time. Under the proposals, schools would be required to seek 4 written quotations where goods and services had a value between £10,000 and £75,000. Schools must still be able to demonstrate best value for money on purchases below £10,000 and this may still include seeking written quotations.

 

In response to Members questions it was reported that the Schools Contract Standing Orders stated that the Authorised Officer must invite local suppliers where a local supply base was available.

 

A Member queried that not all school governors understood Financial Regulations/Contract Standing Orders and asked whether they were provided with training on the new changes. In response it was reported that routine training was provided to school governors and that it was necessary that Business Managers and Head Teachers of schools understood the documents who would then present it to their governors.

 

 

Resolved-

 

 (1)      That the amended Scheme for Financing Schools (Appendix 3) as approved by the Schools Forum on 17 October 2018 be noted.

 

(2)       That the amended Financial Regulations  for Maintained Schools (Appendix 1 attached to Document “S”) and Schools Contract Standing Orders (Appendix 2 attached to Document “S”) be approved.

 

Action:           Assistant Director of Finance and Procurement

 

                                                                       

Supporting documents: