Caerphilly County Borough Council by HOL9lS

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									          Caerphilly County Borough Council

                     GOVERNOR SUPPORT AND
                      DEVELOPMENT SERVICE




                  SERVICE LEVEL AGREEMENT
              Primary, Junior and Infants’ Schools




                                                                                 Steve Cresswell
                                              Manager - Governor Support and Development Service




Caerphilly County Borough Council Governor ‘Support Services - Service Level Agreement   17/03/2012
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                                                      CONTENTS




THE PARTIES...................................................................................................................... 3

DURATION OF AGREEMENT ............................................................................................. 3

DEFINITION OF SERVICES ................................................................................................ 4

QUALITY STANDARDS AND PERFORMANCE CRITERIA. .............................................. 6

CLIENT RESPONSIBILITIES .............................................................................................. 7

DISPUTES ........................................................................................................................... 8




Caerphilly County Borough Council Governor ‘Support Services - Service Level Agreement             17/03/2012
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THE PARTIES


This Agreement is made between CAERPHILLY COUNTY BOROUGH COUNCIL

GOVERNOR SUPPORT SERVICES ("the Contractor") and . . . . . . . . . . . . . . . . . . . . . . . . .

....................

("the Client") for the provision of Governor Support Services ("The Services")


DURATION OF AGREEMENT

Duration

This Agreement will commence on the 1st April 2005 and end on the 31st March 2006.

The Services to be provided, their method of discharge, and ancillary matters are detailed
in this Agreement.

The Services will be provided on the basis set out in this Agreement. The Contractor and
the Client have agreed the cost, set out below.

This Agreement signifies the acknowledgement of the Client of the nature of services to be
provided, and the charges which will be made if Governor Support Services are provided.

The cost of the Service for the financial year 2005/2006 is:

                         Primary, Junior & Infants’ Schools
             (a)         £2233 for Premium Service
             (b)         £1775 for Core Service




This Agreement is dated the                                           day of                            2005.


Signed for GOVERNOR SUPPORT SERVICES                                        ...................................................….

Signed for THE CLIENT                                 .....................……………………………..




Caerphilly County Borough Council Governor ‘Support Services - Service Level Agreement          17/03/2012
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DEFINITION OF SERVICES

General.

This Agreement covers the provision by the Contractor to the Client of a comprehensive
Governor Support Service.

Without prejudice to the generality of this statement, this includes the functions set out
under the heading "GENERAL DESCRIPTION OF SERVICES" (up to the issuing of
proceedings by the Client or proceedings being issued against the Client).

The Parties to this Document agree that the Services included in the "GENERAL
DESCRIPTION OF SERVICES" illustrate the overall services provided by the Contractor,
and agree that the Client will not necessarily require or call upon all of the listed services
from the Contractor.


Specialist Services.

This includes all aspects of the day to day working of a local authority but there will
obviously be certain aspects which are of a specialised nature which cannot effectively or
economically be dealt with in house. In these circumstances it will be necessary to engage
outside advice the nature and cost of which will be discussed with the Client in advance of
instructions being given.




Corporate Decisions.

The provision of services under the terms of this Agreement may be affected by the
constraints or decisions of the Council as a corporate body, or by the obligations imposed
upon the Monitoring Officer by statute. In such circumstances, the parties accept that the
Contractor may be unable to fulfil all or some of the terms of this Agreement and in those
circumstances the Contractor will discuss alternative measures for the fulfilment of the
Client's requirements.

While the Contractor will normally only act on the Client's behalf after receiving instructions
from the Client, the Contractor, given the corporate nature of the Council's activities,
reserves the right as the Council's Legal Adviser, to take steps on behalf of the Client
without first seeking formal instructions or in contradiction to some instructions. Any such
action will as soon as practicable be identified to the Client to agree a future course of
action for that particular matter.




                                             SERVICES TO SCHOOLS

Caerphilly County Borough Council Governor ‘Support Services - Service Level Agreement   17/03/2012
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                                                                                          Core        Premium   Pay as
                                                                                                                you
                                                                                                                use
1.         Support and clerking for termly meetings of the Governing Body to a                       
           maximum of three meetings per academic year (to include the annual
           general meeting of the Governing Body), as follows:
2.         Arrange timetable for Annual General Meeting/Ordinary Meetings of                         
           the Governing Body, as necessary, in consultation with the
           Chairman.
3.         Compilation of agenda, as necessary.                                                      
4.         Preparation of advice to Governors on changes in legislation, policy                      
           matters, points of interest, etc.
5.         Circulation of agenda and accompanying papers to all Governors in                         
           accordance with statutory or local arrangements for notification.
           This is to include all other persons as agreed, i.e. Director of
           Education, other invited representatives, local press (if agreed).
6.         Receive correspondence relating to the Governing Body and bring                           
           such correspondence to the attention of Governors/others, as
           required.
7.         Attendance at meeting by an experienced Clerk.                                            
8.         Recording of those persons present and ensuring that requirements of                      
           legislation are met, i.e. disqualification, quorum, etc.
9.         The signing of minutes of previous meetings as a correct record, once                     
           confirmed as a true record (and amendment, if considered not to be a
           true record).
10.        Presentation of appropriate reports.                                                      
11.        Advice and guidance on matters raised, as required.                                       
12.        Advice on statutory and non-statutory requirements as required and                        
           ensuring that these are followed, i.e. meeting procedures, withdrawal
           from meetings, quorum requirements, arrangements for the
           delegation of powers to individuals/committees/panels; terms of
           reference; voting procedures etc.
13.        Preparation of draft minutes and circulation of the draft minutes to                      
           those agreed or required to act on a matter contained therein.
14.        Arrangements for subsequent action rising from the meeting.                               
15.        Seeking of advice of other departments/agencies in response to items                      
           raised, as applicable.
16.        Ensuring that agenda, papers and appropriately approved and signed                        
           minutes are retained and made available for Inspection (ensuring that
           any matters of a confidential nature are treated accordingly).
17.        Preparation and distribution of Agenda and other papers for Standing                      
           Committees.
18.        Clerking of Standing Committees i.e. Disciplinary, Grievance,                             
           Redundancy and Pupil Exclusion.
19.        Provision of one training event each year to the Governing Body.                          
20.        Clerking of ratification meetings                                                         
21.        Clerking of Complaints Panels                                                             
22.        Support and Clerking for twice termly meetings of the Governing                                     
           Body to a maximum of 6 meetings per year.
23.        Attendance and Clerking of Governors Annual Meetings’ with                                          
           Parents’.


Caerphilly County Borough Council Governor ‘Support Services - Service Level Agreement   17/03/2012
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QUALITY STANDARDS AND PERFORMANCE CRITERIA.


Timescales.

The Contractor will deal with all matters on behalf of the Client in an expeditious manner
taking into account the nature of the matter

Where a statutory or mandatory timescale applies, the Contractor will deal with all matters
on behalf of the Client in compliance with such timescale except where prevented from
doing so by matters outside the control or influence of the Contractor.

The Client may if he so requires it specify and agree with the Contractor that a matter shall
be dealt with within a specific timescale or in a particular manner, and the Contractor will
make every endeavour to comply with that agreed timescale or that agreed manner.


Performance.

The Contractor will ensure that work performed on behalf of the Client is monitored so as
to
ensure that the Service is of an acceptable standard;

The Contractor will ensure that the Service is of a sufficient standard in terms of quality and
effectiveness and will ensure that any budgetary or time constraints agreed with the Client
for any particular matter or project are complied with.

The Client will be charged costs in accordance with this Agreement, that is, on an annual
fee excepting where the matter is of a complex nature or outside the general description of
the service.

The Client will make provision in the Client's Estimates for the current financial year in
accordance with the Council's normal estimating and recharging process and will be
assumed by the Contractor to have made a financial provision for the estimated cost of the
Service as agreed between the parties to this Agreement, and detailed in the page entitled
SERVICE LEVEL AGREEMENT appended to this Agreement. The financial provision is
based upon the apportionment of time provided by the Contractor and relating to the
preceding financial year to this Agreement which APPORTIONMENT OF TIME is
appended to this Agreement.

The Contractor will secure checks to ensure standards are maintained.

The Contractor will at the end of any matter report to the Client whether verbally or in
writing the outcome of that particular matter and will notify such other parties as are
affected by that matter, as may be agreed between the Client and the Contractor.

The Client will ensure that any matter affecting the instructions to the Contractor, or
affecting or potentially affecting the conduct of the matter, is notified forthwith to the
Contractor.


Caerphilly County Borough Council Governor ‘Support Services - Service Level Agreement   17/03/2012
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Response Times:

(a)          The Contractor will acknowledge in writing all instructions within 7 working days,
             at the same time, notifying the Client of:

             (i)         the case officer
             (ii)        the case reference
             (iii)       any deficiencies in the instructions

(b)          For urgent matters, the procedure in (a) above will be followed, except that the
             Contractor will verbally acknowledge receipt of the instructions and advise the
             name of the case officer, where that has not already been done in initial contact
             to communicate urgent instructions.

(c)          Correspondence will be acknowledged within 7 working days, with a substantive
             reply within 15 working days, except where the exigencies of the case require an
             urgent response.

(d)          The Client will receive copies of all substantive correspondence - both letters
             sent and received.

(e)          Telephone calls from the Client will be returned the same day, if at all possible.

(f)          Letters will be written in plain and succinct language.



CLIENT RESPONSIBILITIES

The client has an obligation to check all information delivered under this agreement. If
there are issues with regard to this no compensation will be awarded to schools when the
information is amended. It is the responsibility of the client to provide all necessary
information and documentation within the specified timescales to enable the services
detailed in this agreement to be provided as agreed.

A further paragraph details termination issues as follows:-


VARIATION AND TERMINATION
a)   This agreement may be varied at any time by the mutual agreement of both parties.

b)       In the event that the contractor fails in the client’s opinion to perform in accordance
         with the terms of this agreement the client shall detail the failure in writing to the
         contractor and the contractor will make every endeavour to remedy the breach. If
         the breach is not remedied and is fundamental to the provision of services the client
         may upon giving two months notice to the contractor, terminate the provisions of this
         agreement.



Caerphilly County Borough Council Governor ‘Support Services - Service Level Agreement   17/03/2012
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DISPUTES PROCEDURE

In the event that the Contractor fails in the Client's opinion to perform in accordance with
the terms of this Agreement the Client shall detail the failure in writing to the Contractor.
The Contractor will use every endeavour to remedy the breach, but if the breach is not
remedied, or not accepted by the Contractor as a breach, then the dispute shall be referred
to a mutually agreed arbitrator to determine whether the failure exists, and to recommend
such remedial action as may be appropriate.

Any formal contact under the terms of this part of this Agreement shall be between the
Head of Service of the Contractor and the Client.




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