Agenda and minutes

To receive any apologies for absence.

Apologies for absence were received from L Bray, D Broadbent and C Handy-Rivett.

Members to declare any interests in matters to be discussed at the meeting.

No declarations of interest were made.

To note Claire Hadley as the new 16 to 19 Provider representative who has replaced Jane Bailey following her resignation from Forum.

The Forum welcomed Claire Hadley as the new 16 to 19 Provider representative.

To confirm the minutes of the meeting held on 20 March 2023 as a correct record.

Resolved that the minutes of the meeting held on 20 March 2023 be approved as a correct record.

To note the balances held by schools at the end of 2022/23 and the RAG ratings of the projected balances for 2023/24.

Schools Forum was updated on the balances held by schools at the end of 2022/23 and the projected balances for 2023/24.

An updated report was circulated owing to a mistake in the published report in appendix 2.

Appendix 2 had been updated to reflect the current RAG rating of the projected balances for 2023-24 as indicated by the Budget Plans received from schools:

Forum noted how it was important that schools balance budget priorities well whilst planning for any foreseeable changes in coming years. Schools were advised to take effective action to avoid deficit budgets or excessive balances above recommended limits.

The total school balances by phase as at the end of 2022/23 had been summarised and compared to the position at the end of 2021/22:

The Forum were informed that no schools were closing with a deficit budget share in 2022/23.

There were three schools that had converted into an academy during the financial year 2022/23 which were Rounds Green Primary school, Moat Farm Junior and Tipton Green Primary.

The conversion of these schools into academies and the transfer of balances to them was reflected in the reduction of balances held by the primary schools.

The projected balances for 2023-24 as indicated by the Budget Plans received from schools indicated that 24 primary schools were projecting to hold balances above 10% and seven primary schools were projecting to hold balances below 1% at the end of 2023-24. In total, there was a decrease of four primary schools in the Red category. The number of primary schools rated Green had increased by three to 20 whilst those rated Amber had decreased by 1 to 13.

There was no secondary schools projecting to hold balances above 8% and there were two secondary schools projecting holding balances below 1% at the end of 2023-24. This was an increase of one school projecting balances below 1% based on their 2023-24 budget plans. One Secondary school was rated Amber.

There was one special school projecting to hold a balance above 10% and no special school is projecting to hold a balance below 1%. There was no change in the number of schools projecting balances above 10% and there was no change in the number of schools projecting balances below 1% based on their 2023/24 budget plans.

There was one school projecting a deficit balance at the end 2023/24. The authority would be working with this school to review their budget plan and agree a licensed deficit plan where appropriate and it would put plans in place to regularly review the financial position of the school going forward.

There were two schools that have yet to submit their budget plans for 2023/24.

Forum was advised that there were a number of strategies in place to support schools experiencing difficulties in their budgets and a process of escalation was in place if required that would work to mitigate any potential implications.

It was recognised that budget planning was very difficult with so many variables, contributing to  ...  view the full minutes text for item 24/23

To note the contents of the report in relation to the 2022/23 High Needs Block Grant Provisional Outturn Report for 1 April 2022 to 31 March 2023.

Forum received the High Needs Block (HNB) provisional outturn report for the Financial year 2022/23.

The HNB budget for 2022/23 reported to Schools Forum on 26

September was £60.808million, net of the usual recoupment by the

Department for Education (DfE).

The balance brought forward as at 1 April 2022 was £3.930million surplus. An additional grant amount of £0.082m had been received from the DfE in March 2023. The anticipated surplus reported to Schools Forum on 20 March 2023 was £0.197million. The current provisional outturn position was £1.723million surplus.

The overall balance in the HNB as at 31 March 2023 was £5.653million. The Variances were reported as:

Variation 1 – Independent Schools

Out of borough placements, closed with an overspend of £0.761million. There had been slippage in the dates when pupils were expected to take up places and a reduction in the anticipated tri-partite funded places following a meeting in January 2023 with Sandwell Children’s Trust.

Variation 2 – Mainstream Schools

There had been an increase in both EHCP assessments and the

funding of early years pupils which had resulted in an overspend of

£0.730million in delegated funding to school for individual pupil support.

Variation 3 – Focus Provision Schools

There had been an increase in EHCP assessments which has

resulted in an overspend of £0.173million on the delegated funding

provided to Focus Provisions.

Variation 4 – SEN Special Unit

A new Special Unit was opened at Uplands Primary School. It was

previously budgeted for within the SEN Developments cost centre

when the budgets for 2022/23, as discussions had been still underway with the school at that point. More Pupils have been

placed in the provision than was expected and the outturn was

£0.207million overspend.

Variation 5 – High Point Special School

There were more pupils on roll at High Point from 1 September 2022 than was anticipated when the budget was first prepared. This had resulted in an overspend of £0.156million.

Variation 6 – Early Years

An amount of £0.480million from the Early Years Grant was used to offset the early support for pupils in private provider settings and those in mainstream early years settings. The funding to private providers out turned at £0.874million resulting in an overspend of £0.324million. The £0.480million would be insufficient to cover the full costs of meeting the needs of the pupils in early year’s settings.

Variation 7 – Recoupment

The Element 3 top up for pupils placed in Sandwell schools that were the responsibility of a neighbouring LA are funded by Sandwell for all pupils in the special schools and Looked After Children pupils placed in mainstream schools. This was recouped from the relevant authority. There had been an increase in pupils being placed which had resulted in an increase in recoupment income, with Shenstone

being the highest importer of pupils due mainly to the location of

the school. This had resulted in an additional £0.837million since the budgets had been produced. This budget for recoupment is always set with prudence as the income  ...  view the full minutes text for item 25/23

To note the Dedicated Schools Grant Outturn 2022/23.

Forum was informed on actual expenditure incurred for the Dedicated Schools Grant blocks of funding, Early Year Block Central School Services Block, centrally retained and the de-delegated budgets over the financial year 2022/23.

The Summary provisional DSG outturn was presented to Forum:

Summary Provisional 2022/23 DSG (£‘000)

The Early Years Block initial allocation for 2022/23 was £23.386million. Due to adjustments for participation, the actual grant income received was £24.114million the net effect of which was a £0.727million increase.

The actual expenditure incurred during 2022/23 regarding the use of the Early Years Block:

Early Years Block (£’000)

The actual expenditure incurred regarding the use of the Central School Services Block:

Central School Services Block (£’000)

The Pupil number growth allocation agreed by Schools forum was £1.3million.  There was growth fund brought forward from 2021/22 of £0.336million making total funding available to be £1.636million. Total growth fund paid during the year amounted to £2.211million representing an overspend of £0.575million and would be the first call on 2023/24 PNG funding allocation.

De-delegated budgets, expenditure and variances were noted as:

Education Functions budgets, expenditure, and variance:

Forum noted the Dedicated Schools Grant Outturn 2022/23

To consider the updates to the Schools Forum Constitution and review the proposed membership structure.

Forum was advised that the Schools Forum Constitution and membership structure had not been updated since 2016. The changes proposed both for the constitution and membership structure were taken from the updated DfE guidance and reflected national and regional best practice.

The majority of the changes were administrative and had given more detail on the role and function of Schools Forum. The membership structure had also been updated to reflect the changes in pupil proportionality between maintained and academy settings, the proposed changes would increase the Schools Forum Membership from 20 to 24 members:

Forum had been presented with a number of variations with regards to the possible membership structure. It was determined that option one was the preferable option.

Option one:

Resolved that:-

(1) The changes to the Schools Forum Constitution be approved.

(2) The changes to the membership structure as outlined in option one be approved.

·      2 October 2023

·      6 November 2023

·      11 December 2023       

·      15 January 2024

·      18 March 2024

·      17 June 2024

The Forum noted the future meeting dates:-

·      2 October 2023

·      6 November 2023

·      11 December 2023

·      15 January 2024

·      18 March 2024

·      1 July 2024

Consideration for the future Chair and Vice Chair of Schools Forum for the academic year 2023/24 and 2024/25.

The election process of new Schools Forum Members.

Forum was asked to consider the position of Chair and Vice-Chair for the 2023/24 and 2024/25 academic year the potential for any nominations.

Forum members were asked to communicate the now vacant positions to the academy schools in preparation for the new year.