Birmingham Bursars’ Group
th
Tuesday 29 June 2011 at Ramada Hotel, Sutton Coldfield
Minute ref: Present: Action
10/046 Mike Jameson (MJ) Chairman
Matthew Wheeler Vice Chair
Sarah Westwood Vice Chair
Committee members
Guests and Speakers as per agenda
Suzanne Edmonston Clerk
ANNUAL GENERAL MEETING
10/047 Apologies: not read out
A total of 70 members had indicated that they would not be able
to attend. A further 20 members had not indicated their
intentions. Attendance 175.
10/048 Chairman’s Report
Meeting opened at 9.30 am.
Full report available on BBG website.
MJ was particularly pleased to welcomed members to the group’s
Summer Conference at the Ramada Hotel, with a warm welcome in
particular to all new members. Current membership in the new
membership year is already in excess of 250.
This was the group’s first Annual General Meeting and would be
Mike’s last as Chairman. He was proud to have been Chairman
throughout the last 12 years, but was now standing down to make
way for younger members to take up the baton and continue to
move the group forward. A number of the current Committee
were also retiring from group office and SE was also giving up her
role as Administrator but Mike was pleased to see that a number
of members had offered to join the Committee and recruitment
of a new Administrator was now underway.
Mike would continue to be associated with the group as Chief
Officer for at least the next 12 months and would provide
support to the new Chairs and help settle the new Administrator
into post.
Acceptance of the Chairman’s Report was proposed by Shirley
Williams and seconded by Roger Groom.
Members voted unanimously in favour.
10/049 Treasurer’s Report
Full report available on BBG website.
The group has come a long way since it began in 1999 and the
income profile has changed dramatically over time. Particularly
since the set-up of the website and the graphs included in the
report demonstrate this with sponsorship income now over 65% of
group annual revenue.
The committee feel there is a need to strike a balance between
increasing numbers of members to provide a reasonable level of
membership fees and the increasing need for sponsorship and
exhibitor income in order to provide venues of adequate size for
the meetings.
Happy to report that the group ended 2010/11 in a very positive
position.
Thanks to Jo Tyler for auditing the accounts.
Acceptance of the Treasurer’s Report was proposed by Lynn
Barnett and seconded by Roger Groom.
Members voted unanimously in favour.
10/050 Constitution matters
The group was now entering into contracts with large numbers of
suppliers, exhibitors etc. and there was a need to look at the
status of the group in order to protect the members for the
future as the group moves forward.
The suggestion was to make the group a company limited by
guarantee.
It was agreed that Matthew Wheeler should follow-up this option Matthew
and report back at the next meeting. Wheeler
10/051 Election of new Committee Members
Six members of the current committee have now resigned and
seven members have volunteered to join the committee.
Mike explained that the current constitution in relation to the
committee allows for a minimum of 10 committee members, 3 of
whom are in the Primary or Special School sector. These 7
members had already posted their profiles on the BBG website.
Sue Thomas proposed that all 7 volunteers be voted onto the
Committee. This was seconded by Pat Hardware and agreed
unanimously by all members.
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10/052 AOB
Finally gifts were presented to all outgoing Committee Members
who had been in post since the group’s formation and to the
Administrator, in recognition of all their hard work and support.
SUMMER CONFERENCE
10/053 MJ welcomed everyone to the group’s Summer Conference.
Once again the Ramada Hotel was providing a superb venue and
the full agenda provided a number of regular speakers as well as
those providing a focus on fundraising and other topical issues.
Members were encouraged to visit the wide range of exhibitors
present at the meeting. They had all paid a fee to support the
costs of the day and the group was very grateful for the large
number of exhibitors who continue to request space at group
meetings.
A number of exhibitors held prize draws at lunchtime and SG
World had put three money-off coupons in packs placed on
delegate seats.
10/054 Minutes
Minutes of the meeting 15/02/2011 were agreed as a correct
record.
10/055 Committee report
No committee meetings had been held since the February group
meeting.
10/056 Consultation re: exhibitors and sponsorship
A total of 77 responses had been received for the online
consultation. It was a disappointing response but member
consultations would continue to be held online as the best way of
contacting all members in a short time, particularly between
meetings.
Results:
94.5% agreed that sponsorship and exhibitor finance
was a benefit to the group
93.5% agreed that exhibitors should not be allowed
agenda time, with the exception of the meeting sponsor
45% (the highest figure) agreed that the preferred
number of exhibitors at each meeting should be limited
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to 9 – 12.
83% agreed that sponsors of each meeting should be
allowed a 5 or 10 minute presentation slot, at a cost of
£500.
A big majority of responses agreed that guests should
continue to pay a £25 visitor fee
81% wanted this facility restricted to guests from an
existing member school
86% wanted to accept guests from another school, who
might subsequently join the group
60% agreed that guests could include prospective
sponsors or exhibitors who wanted to look at the group
before booking a place. This should not include current
sponsors or exhibitors who had already attended a
meeting.
91% wanted ‘members only’ forums where sensitive
issues could be discussed, which would not be visible to
sponsors
The majority of members wanted the ‘email all’ facility
to be withdrawn from sponsors – this was now effective
and sponsors would need to use the sponsors
noticeboards
97% felt to current level of sponsorship and revenue
generated was about right. As a result, website
sponsorship to any additional Educational Recruitment
companies was now closed. However the committee
continued to be mindful of the need to strike a balance
as sponsorship provided a great deal of income for the
group.
10/057 Support Staff Awards/NASBM update (Matthew Wheeler)
Nominations for this year’s awards are now closed. There were a
good number of nominations across all categories and judging had
now started. The awards ceremony would be held in October.
The 2010 winners (including our very own Jane Taylor) had been
invited to visit Downing Street as part of their award. They had
hoped to be able to meet a member of government. Unfortunately
this had not been possible on the day, but Jane reported that
they had a fantastic visit and hoped to be able to post a photo to
the website soon.
The NASBM now has a regional system with 1 trustee for each
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region. Matthew Wheeler is now the NASBM trustee for the
West Midlands region and 5 regions have now returned new
trustees to the committee. The NASBM were aware that they
had lagged behind in the past and not responded as quickly as
expected to member issues. However Matthew was pleased to
report that they were now listening to members more closely and
addressing their concerns. They would soon be providing a number
of good quality training courses and members should not be afraid
to ask their schools to support their applications, including
financially.
There would be a further Trustees meeting in July and it was
hoped this would finally enable NASBM to achieve Chartered
status.
Members were encouraged to post their comments, good or Matthew
otherwise, about NASBM on member’s forums and Matthew would Wheeler
ensure they were fed through to the organization.
10/058 Training update
Members were reminded that BBG did not endorse any particular
course or training provider, but that training came in various
guises including the termly meetings where member were able to
network, collect information and share ideas. Members were also
asked to let Jane Taylor know if they had any specific training
needs or requests. Topics suggested recently included:
Benchmarking
Child protection
Data protection
Line management
Safeguarding
Accountancy issues for academies
HR issues
It was hoped to begin to address these areas asap. Jane
Jean Palmer also thanked all those members who had helped her Taylor
complete her dissertation. She was pleased to report that she had Members/
now completed her degree and been awarded 2.1. Congratulations Training
to her from all members. Commitee
10/059 Future dates/venues
The committee is still looking at various venues around the city
for future meetings but no dates or venues have yet been
finalized. Members had agreed to spread the meeting locations
out in order to help with travel times. Although the Tally Ho had
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been widely supported, it was no longer possible to accommodate
the group with breakout sessions etc. Further info would be
posted on website asap.
However, if anyone has any further suggestions for a venue,
please pass them to Mike. New
Meeting Committee members were asked to meet at 2.15 pm Commitee
today, to set dates for a further committee meeting.
10/060 AOB
Pam Berridge (Bartley Green) had retired due to ill health. A card
was available for members to sign wishing her well.
The Property Working Group would be meeting again next month
and would be an agenda item at the next group meeting. Gail Hall
Some members had volunteered to join a group looking at
SAP/finance/ICT links. They had not yet met but a memo from
Link2ICT says they will be notified of a date for the meeting
soon.
Anne Bayliss (Wyndcliffe) asked who was leading on SAP – Andy
Titchener.
10/061 The Future of School Funding – Dugald Sandeman
Full presentation available on website.
The group was very pleased to welcome Dugald once again. He
explained that BBG was the largest regional group in the UK and
he was very pleased to be asked to speak again. However the news
he was able to pass on at this time was limited as future funding
formulas were not yet finalized and another funding consultation
would be coming out to schools shortly.
In response to member questions:
No decision has yet been made re: 3 yr settlements. Major
reforms are still being finalized and no-one would want the
decisions to be rushed.
Not yet decided if MFG will continue but he would be
surprised if the current level was radically changed.
Schools must continue to look carefully at staffing. When
senior staff leave they should not automatically be replaced
with like for like. Pupil/staff contact ratios may need
adjusting or reductions in size of SLT may be needed, to
balance the books.
The introduction of rigorous Performance Management
schemes will enable schools to address the expectation of
gratuitous salary increments.
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The current pay freeze is helping school budgets, but this
may be lifted in 2012/13.
This year’s Pupil Premium should not be used as a budget
buffer. There was no formal reporting procedure on the use
of this funding, this year. However schools may need to
justify its use to parents and OFSTED may look at how it
was used.
Funding of academies will be subject to reform to address
anomalies. As the number of academies increase, so the
need for this reform will be emphasized.
Dugald would take a specific query back from Manor Park
School re: full-time Nursery funding.
10/062 DRB – Meeting Sponsors
Full presentation available on website .
Paul Guest thanked the group for the opportunity of being the
main sponsor at the meeting.
They offer a wide range of services from Project Management of
building projects to Facilities Management of cleaning and grounds
maintenance.
All staff are fully skilled, CRB checked and all work is covered by
public liability insurance. They can also manage TUPE transfer of
existing staff.
The relief caretaking service can be tailored to suit individual
needs – full service, open/close only or emergency cover.
10/063 Finance update – Martyn Scott (The Scott Report)
Full presentation available on website.
The annual return detailing school balances should be completed
as normal for 2010/11. However this will only need presentation to
governors. No formal return to LA is required for this year. In
addition the claw-back rules for 2010/11 have also been
suspended. This will be reviewed for 2011/12.
In response to members questions:
One school with a large carry forward due to responsibility
for various budgets (i.e. collegiate) has been asked to
attend a meeting re: their carry forward. This was probably
to supply additional information with regard to the sums
involved.
There is no limit to level of carry forward for Standards
Fund, but the time limits still apply.
The LA has imposed claw-back on carry forward balances on
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two occasions in the past. The resulting funds were
referred to DSG and Schools Forum to decide how they
were re-distributed.
Ebriefing to be issued re: CFR recording for networks
Problems with Voyager system mean it is not possible to
allocate separate cost code for schools within networks in
order to assist with individual accounting. Martyn to follow-
up.
The voyager income system currently held £635,000 of
unidentified income. Schools would lose this money if it was not
identified soon. Schools could email Martyn with any problems.
Schools should also order giro-books in good time. Current
delivery delay is 2-6 weeks.
10/064 Eleanor Brazil
Full presentation available on website.
Has been in post as Strategic Director Birmingham since October
2010.
City has been subject to improvement notice re: protection of
children and now has a 3 yr plan to address this issue.
There is concern about how the criteria for identifying schools to
become academies.
In response to questions from members:
Schools were reassured that adequate and affordable
provision would be available across the city for those
children with additional needs
LA in dialogue with schools staff to develop good working
relationships
LA is aware of the problems for older disabled children and
is looking at the transition from school to adult provision.
10/065 PDR for Support Staff – Sam Hulson & Richard Billingham
Full presentation available on website.
In response to questions from members:
Although it was not possible to set a bar within a grade to
limit progress up the grade, this should now be effected by
setting ‘challenging’ objectives. (Members very concerned
how challenging objectives could be implemented
consistently for T/A’s in similar positions in a school)
LA currently in consultation with unions and the Legal Dept,
with regard to this years’ award, which would, once the new
system is agreed and implemented, be backdated to April
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2011, if the staff member then qualifies for an award. It is
likely that agreement to sign-up to the new performance
management system will allow this year’s award to be made
where applicable.
Staff who are not at maximum point on their grade would
have 3 meetings per year. 1 to set this year’s objectives
followed by an interim and final review. Detailed scenarios
will be included in the final scheme guidance. The
anticipated timescale is Set objectives
September/October, review as above and agree, or
otherwise, that they have been met the following
September. If agreed the award will be backdated to April
of the previous year. There may be an agreement to reduce
the time frame to 4/5 months.
Schools which already have a performance management
system in place can continue to use it in the meantime.
However, it cannot be used to support incremental awards.
There is no ‘equal pay challenge’ if some staff are set
challenging objectives and other set standard objectives.
The comparison for equal pay is with the spinal column span
(whole grade) not individual points within the grade. It is
acceptable to base these decisions either on the needs of
the school and/or budget availability.
Training will be provided in September/October to Heads/
Business Managers and Bursars. This will include guidance
about current increments and the transitional to the new
system.
10/066 For the afternoon session members could chose between two
break-out workshops:
Interview Techniques with Marc Ashford and Tracy Newman from
Smile Education or
Publicity Strategies for Schools with Matthew Wheeler from
Hodge Hill School
10/067 Fundraising for Schools – Mike Gaffney
Full presentation on the Website including contact details.
10/068 There being no further business Sarah Westwood closed the
meeting and thanked everyone for attending.
The meeting closed at 4.30 pm.
10/069 Future Meetings
No dates as yet available
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