CEREDIGION COUNTY COUNCIL - LEARNING SERVICES SERVICE LEVEL AGREEMENT GOVERNOR SUPPORT SERVICES

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1 CEREDIGION COUNTY COUNCIL - LEARNING SERVICES SERVICE LEVEL AGREEMENT GOVERNOR SUPPORT SERVICES OVERVIEW AND DESCRIPTION OF THE SERVICE School governors have over the years seen a significant increase in the level and complexity of legislation affecting the work and responsibilities of the school governing body. Over the next few years governors are likely to see substantial changes continuing as governing bodies are faced with many more strategic decisions in relation to structures and curriculum and will be held accountable for improved outcomes for children and young people. Ceredigion Council Learning Services, offer the provision of Governor Support Services to all schools through this Service Level Agreement. Through the knowledge and expertise of the team, we are able to provide a high quality comprehensive service. This comprises of professionally trained officers, who are able to assist governing bodies to conduct their business meetings effectively and efficiently. In addition trained professionals are able to deliver a wide range of up to date, relevant and bespoke support and training activities to suit the needs of all governing bodies. The comprehensive clerking and training package has been designed to support all governing body meetings, developing a consistent approach to good governance as well as providing excellent value for money. 2. SCOPE OF THE SERVICE Governor Support Services offers dedicated and experienced specialist support to all Governors and governing bodies. There are three main elements: Clerking Service for one full governing body meeting per term Governor Development and Training Advice and support Together we will work with our school governors in an aim to have outstanding Governing Bodies delivering the best outcomes for children and young people in Ceredigion. 3. STATUTORY PROVISION PROVIDED BY THE LOCAL AUTHORITY TO ALL GOVERNORS Governors Forum to brief governors on new local and national initiatives and to share best practices. Administration of Disclosure Barring Scheme (DBS) checks for necessary governors. Induction, Chair and Data Training Sessions. (within 12 months of appointment) The appointment of authority governors. Instrument of Government to all governors. 4. GENERAL ADVICE AND SUPPORT FOR SCHOOLS THAT PURCHASE THE CLERKING PACKAGES A Welcome/Induction Pack for each new governor. Termly Newsletter.

2 Prepare and update annual Terms of Reference Provision of advice on procedural matters at Governing Body Meetings. Provision of a telephone advice line or on Governing Body matters to all Governors between meetings. Advisory communication on changes of governance legislation/procedures and general advice and support related to issues of governance. Parent, teacher and staff governor election service 5. CLERKING SERVICE A designated officer will be appointed to support the governing body at all times (however this can only be guaranteed subject to staff availability). For each full Governing Body meeting you can expect: Before the meeting Produce an annual calendar for full governing body meetings. Chairs and Head Teachers will receive an updated draft agenda to reflect legislative and other changes. We will telephone or meet with Chairs and Head Teachers as required to discuss the agenda in detail. All Governors will receive copies of the agenda and accompanying documents up to five days prior to the date of any meeting During the meeting All meetings included within the SLA will be attended attendance at other meetings is subject to an additional charge and the availability of an officer. Guidance/advice will be provided on meeting and legislative procedures, governing body responsibilities and where possible items/reports under discussion. After the meeting Production and translation of minutes, which record decisions accurately and indicate who is responsible for any agreed action. draft minutes to Chair and Head Teacher for comment within a maximum of working days. Completion of appropriate follow up as agreed at the meeting including referring issue to other LA Officers and Services, production of letters or verifying information, including following up and completing actions. Submit copies of minutes to the responsible LA Challenge Advisor. Feedback reports and information as necessary to the relevant LA Officer e.g. Child Protection/Bullying termly reports, health & safety audits etc. Maintain records relating to the governing body (including minute files and attendance). 6. RE-CONSTITUTION GOVERNING BODY MEMBERSHIP ISSUES Provide advice on the re-constitution of governing bodies in accordance with the Government of Maintained Schools (Wales) Regulations 2005, including advice on the appropriate size and make-up of the Governing Body.

3 Provide advice on and assist with the preparation of new and revised instruments of government. Provide a pecuniary interest form for each governor or offer advice on updating previously completed forms annually. Monitor vacancies on the governing body and process all governor appointments during the year, including sending appointment notices to governors and maintaining a governor database. Keep updated records of governor DBS s (where applicable). Liaise with Head Teachers in relation to the process and timescale for parent, teacher and staff governor elections and provide a completed template of necessary paperwork. Parent and staff governor election papers photocopied and circulated. Parents informed of their new appointment and unsuccessful parents are informed of the outcome. The School will ensure that: Contact details of any new parent or staff governor are provided to the LA. 7. TRAINING AND DEVELOPMENT Governor development sessions are arranged throughout the academic year in various locations throughout the County. We use mandatory Welsh Government guidelines, national and local issues, needs analysis and discussion to identify the course content. LA Officers, School Improvement Service colleagues and external consultants with expertise in governance lead the various sessions. Termly Governors Forums with Senior Officers from the LA (provided as core support). Induction Training (provided as core support within the first 12 months of appointment). Chairs/Vice Chair Training. Annual Training Programme of central development courses which include a range of topics such as finance, recruitment and selection, safer recruitment. In-House training/development sessions tailored to the needs of the governing body. Materials to enable governors to hold their own development sessions. Our responsibilities will include: - Organisation of courses as necessary including venues and translation services; - Recording of all training undertaken by individuals and governing bodies; - Annual report of governor s attendance at training on request by governing bodies; - Thorough monitoring of attendance at mandatory courses, including issuing warning notices where suspension of governors could occur due to non-attendance. 8. ADDITIONAL SERVICES THAT MAY BE PURCHASED AT ADDITIONAL COSTS: CLERKING OF ADDITIONAL GOVERNING BODY/COMMITTEE MEETINGS i.e. Pupil/Staffing Discipline, Grievance or Disciplinary meetings, Complaint Hearings (not including standard/regular committees and subject to the availability of an officer).: 60.00

4 ADDITIONAL CHARGE FOR LONG MEETINGS: Service costs are calculated on the basis that an average governing body meeting lasts approximately two hours and commences before 6 pm (unless under exceptional circumstances). An additional charge of per hour (pro-rata) could be made, over and above the charges detailed for meetings in excess of 2 hours or commencing later than 6 pm. CHARGES FOR RECONVENING INQUORATE MEETINGS: If a governing body has to abandon a meeting because it is inquorate a charge of will be made to cover the costs incurred in reconvening the meeting. ANNUAL GOVERNORS/PARENTS REPORT AND MEETING: - Arrange, prepare information and translate report for the Annual Parent s Meeting Basic Price per 1000 words (original report). - Print, collate and deliver reports to school ( 3.00p per report). - Organisation of agenda and documents for annual parents meeting, clerking service and Production and translation of minutes, which record decisions accurately: TERMLY HEADTEACHER S REPORT: Headteacher s report will be translated at a charge of per 1000 words. (Reports requiring translation must be submitted at least three weeks prior to the full Governing Body meeting.) SUPPORT IDENTIFIED THROUGH SCHOOL CATEGORISATION: Bespoke support and guidance can be offered to schools as necessary (price upon request). TRANSLATORS AT GOVERNING BODY MEETINGS: We can arrange for Translators to be present at your meetings (price upon request). CHARGES FOR PARENT AND STAFF GOVERNOR ELECTIONS: For those schools that have NOT bought into the clerking package the following charge will be made for support, advice and ed templates regarding elections. Standard Charge of SERVICE CHARGES The service includes clerking and support (based on the statutory requirement in relation to one meeting being held per term) and includes the provision of advice on governance matters, processing governor appointments and provision of welcome packs for new governors. Many other factors have been taken into consideration when devising the charges such as staff salaries and on costs, travel expenses, management costs, training and development, IT equipment, data base maintenance, resources including stationary, photocopying, printing, postage, DBS checks, Welcome Packs for new governors and other central administrative costs. Schools will be charged based on the size of their governing body as indicated in the Instrument of Government as at September, the sector of the school and the number of pupils (PLASC). No adjustments will be made in relation to increases or decreases in the size of the governing body due to reconstitution during the course of the year. Any Associate Members or other nongovernors who regularly attend meetings and require copies of the papers will be included as an additional member of the Governing Body and charged accordingly, (i.e. 16 governors + observer + Associate member will be calculated as 18+ packages).

5 METHOD OF CHARGING: The cost of the main service level agreement package will be charged to schools via the Finance section of Learning Services. Charges can be negotiated for full governing bodies receiving all communications and documents electronically upon request. PART B 1. PERIOD OF CONTRACT This is an annual agreement be for the financial year to include the summer, autumn and spring term of 2016/ OBLIGATIONS OF THE LOCAL AUTHORITY/GOVERNOR SERVICE 2.1 The Local Authority/Governor Service shall: Liaise with the Chair of Governors and Headteacher in between meetings and provide a draft agenda for consideration; Photocopy minutes of full Governing Body meetings, Headteacher s reports and budget monitoring reports to be circulated to all Governors within the legal deadline, or earlier; Provide a Support Officer to attend meetings of the Governing Body to record all items of business, advise on membership and attendance issues, give advice on procedural matters in accordance with the school governance legislation, report back on matters arising from the previous meeting as appropriate, provide a brief verbal explanation on termly Local Authority (LA) items; Provide the school with a set of meeting papers for public inspection; Produce a copy of the draft minutes and send to the Chair and Head Teacher Provide a comprehensive schedule of training opportunities to enhance the personal development of all governors Photocopy and circulate parent, teacher and staff governor election papers 3. OBLIGATIONS OF THE SCHOOL/GOVERNING BODY Provide contact details of any new parent or staff governors to the LA. 4. PAYMENT 4.1 The price payable by the School to the LA will be dependent upon the package of support chosen, which is detailed within point 9 Service Charges. 4.2 The LA will issue charge the school via the Finance Section for the Service Level Agreement. Any additional meetings over and above the Service Level Agreement and pay as you go training/elections will be charged termly. 5. MONITORING 5.1 The LA will monitor the Service in order to establish whether standards specified in this Agreement are being fulfilled. 5.2 The LA will at all times co-operate with the School for the purposes of monitoring this agreement and shall produce upon request copies of any policies and procedures, records and reports relating to the provision of the Service. 6. RISK ASSESSMENT The LA will ensure that staff recruited to deliver the Service are appropriately skilled and trained.

6 7. LEGAL REQUIREMENTS The School shall comply with all statutory regulations and enactments relating directly or indirectly to the provision of the Service. 8. DATA PROTECTION The LA and the School must make proper arrangements to ensure that its employees understand and comply with the requirements of the Data Protection Act 1998 and all successor Acts and subordinate legislation. 9. CONFIDENTIALITY All reports, documents and other information provided by the LA shall comply with the Council s Confidentiality Policy, and shall not be disclosed to any third parties without prior written approval of the LA/School. 10. ANTI DISCRIMINATION Whilst carrying out its functions the LA shall comply fully with the Equality Act DISPUTES PROCEDURES Any dispute which cannot be resolved by the relevant parties will be initially referred to the Strategic Director of Learning & Partnerships. If the parties fail to reach an agreement, the matter will be resolved by the Head of Legal Services. 12. CONTACT OFFICER: Name: Mrs Pauline Lucas - Senior Governor Support Officer Address: Learning Services, Canolfan Rheidol, Rhodfa Padarn, Llanbadarn Fawr, Aberystwyth, Ceredigion, SY23 3UE. Tel: (01970) governors@ceredigion.gov.uk