Transcript CEIST Board of Management Training

Agenda
“Working With Your Trustees”

7:30 – 7:35
Introduction

7:35 – 8:10
Roles & Relationships
Margaret O’Brien

8:10 – 8:40
Ethos & The Board
Ned Prendergast

8:40 -8:55
Break/Refreshments

8:55 – 9:25
Financial Management
Mike Higgins

9:25 – 9:30
Questions/Wrap-up
1
CEIST Board of Management
Training
Roles & Relationships
Nov 2008
2
Guiding Principles

CEIST Charter

Articles of Management

Blue JMB Manual for Boards of
Management- procedural matters

Overall framework of legislation, Education
Act 1998, Education Welfare Act etc.
3
Composition of Board of
Management

Four Trustee nominees-one of whom is
selected as Chairperson

Two Parent Nominees

Two Teacher Nominees

All appointed by CEIST to be a corporate
body and use varied experience, wisdom
and experience to support the
management of the school

The principal is the non-voting Secretary to
4
the Board
Chairperson

Skilled and challenging function

Presides over meetings of BOM

Acts on behalf of BOM in certain
circumstances
5
Chairperson

Informs him/herself on school ethos and
ensures that concerns of trustees are
implemented at policy level and in practice

Ensures that school policy is in place in
respect of mission statement, school aims
and specific policy areas as are determined
from time to time

Ensures that policy is transparent and
available from time to time
6
Chairperson

Ensures that practice is consistent with
policy

Ensures that the school engages with
whole school review, school development
planning and annual report process

Ensures that the business of the Board is
conducted in a systematic and effective
manner
7
Meetings

At least six meetings per year –most
Boards meet once per month during term

Ensures that every meeting has a
manageable agenda

Delegates tasks to working groups and
receives reports from them

Ensures that the Board considers key
issues at the appropriate time

Ensures that the decisions of the Board are
implemented
8
Leadership

Good personal working relationships with
Board members

Knowledge of the talents, expertise and
experience of team members-draw on these

Provide special help for new members

Encourage a healthy partnership with
management, teachers, parents and
community

Notifying CEIST of vacancies as they occur

Chairperson represents BOM at AMCSS
meetings
9
Meetings
The most significant issues which are generally
covered in standing orders or rules:







Frequency of meetings
Special meetings-unexpected or urgent matters
Emergency meeting matters requiring
immediate attention
Timing of meetings-no quorum within 30mins of
starting time- dissolve
Notice of meetings-7days of ordinary meetings
Quorum-at least 4 members
Board members leaving a meeting-if upsets
quorum adjourn meeting until future date as
decisions taken in absence of quorum would be
unsound legally.
10
Order of Business/Agenda

The agenda of a Board is the single most
important policy instrument available to the
board in the discharge of its responsibilities
for the good conduct , proper management
and delivery of a quality education to the
students in a school.

Best practice suggests that the agenda
should always be agreed prior to the
meeting by the principal and chairperson of
the Board
11
Role of the Board







A duty of care for all students in the school
A public trust function e.g. delivery of
quality education, disbursement of funds
A responsibility for maintaining and
promoting the ethos of the school
A responsibility for compliance with
legislative requirements :SDP,
expulsions/dropout and as employer
A commitment to partnership with trustees,
parents, staff and wider community
A commitment to openness, transparency
and accountability
The agenda should facilitate the Board in
discharging these obligations
12
CEIST

The minutes of Board meetings give us an
up-to-date picture of how the school is
operating in its own particular context.
Policies such as Admissions Policy, Code
of Behaviour, Special Needs, Health &
Safety, Child Protection, Guidance,
Pastoral Care etc. Up-dating

Annual Statistics give an idea of student
profile and changing demographics

Annual Report –gives the progress for the
year on action items defined by the Board
13
School Relationships Coordinators





Read and respond to issues in the Board
minutes as necessary
Tom, Damien, Michael and Tony are
assigned 28 schools each for their special
attention. They visit each school and meet
the senior management team in the school
We provide assistance to Boards in the
recruitment and appointment of new
principals and deputy principals
Involved in organising an annual
conference for principals and deputies
Allow schools to share good practice at
these conferences in the future
14
BOM Preparing for Whole School
Evaluation






Usually the school has had a number of
subject inspections prior to the
announcement of a WSE.
Usually the principal gets two weeks notice
of a WSE
All documentation regarding the School
Plan and policies to date are required
Management and planning, curriculumteaching and learning and supports for
students are evaluated
The WSE team evaluate and affirm the
strengths of the school and make clear
recommendations on areas for
development and improvement
The Board of Management is involved in
the pre-meetings and in hearing the report
prior to publication and to which they can 15
make a response.
Board of Management

Have a vision for education-support and challenge
those involved to share and sustain the vision

Have an agenda for school improvement- map out
future developments -self evaluate. Engender
collective responsibility

Ensure that all of the resources of the school are
optimised for the benefit of the education of the
students-allow for innovation and staff development

Ensure that the CEIST Charter values are evident in
policies and activities, communications and positive
relationships within the school

Recognise achievement, motivate and support
others involved with you in the educational
enterprise
16
CEIST
School Board Of Management
Training
17
CEIST Board of Management
Training
Financial Management
Nov 2008
18
Welcome!

Welcome to everyone and thank you for
being here today.
Introduction
 Mike Higgins, Director of Finance, CEIST
Limited.
Context
Trustees – support , advise, guide and to
create lines of communication and
understanding.

19
Topics For Today

Board of Management – Financial
Responsibilities

Finance Sub-Committee

School Budgeting

School Annual Accounts

Capital Expenditure

Insurance
20
1.
Board of Management
Financial Responsibility
21
Board of Management –
Financial Responsibilities






Education Act 1998 – statutory basis for
the education system.
Sets out the role and responsibility of the
Trustees and BOM.
Section 12: State Funding of Schools.
Section 14: Establishment of BOMs.
Section 15: Function of BOM.
Section 18: Accountability – keeping of
accounts.
22
Education Act – Section 18
“the board shall keep all proper and usual
accounts and records of all monies
received by it or expenditure of such
monies incurred by it and shall ensure that
in such year all such accounts are
properly audited or certified in
accordance with best accounting
practice; accounts kept in pursuance of
this section shall be made available by the
school concerned for inspection by the
Minister and by parents of students in
the school, in so far as those accounts
relate to monies provided in accordance
with section 12” (S. 12 Education Act
1998).
23
Articles of Management (2 &
15)
Article 2: The financial administration of the school is under
the control of the BOM subject to the general supervision
and control of the Trustees.
Article 15: Sets out the Financial responsibilities of the BOM:







Proper Books of A/Cs & School Bank A/C
Licence fee to Trustees
Day to day expenditure (expenditure must not exceed
income; annual budget)
Finance Sub-Committee
Cheque Signatories
Use of School Premises
Insurance
24
Articles of Management (27 & 28)
ASTI - AMCSS
Article 27:
 Any extension, improvement or replacement of
school building requires trustee approval
(because Trustees own the property in which the
enterprise takes place).
 Hire purchase/lease agreements, bank loans,
overdrafts or any other loan may not be
arranged without prior Trustee approval.
Article 28:
 Trustees will indemnify BOM members against
any claim for capital debts or expenditure
provided Articles 15 & 27 are complied with by
the BOM.
25
2.
Finance Sub-Committee
26
Finance Sub-Committee



Obligatory under Article 15(d) of
AOM (Principal and two Board
Members).
Carries out duties assigned by BOM.
BOM formally agrees:




Terms of Reference
Membership
Tenure
Reporting Arrangements.
27
Functions – Finance SubCommittee

Assists the Principal in following areas:







Regular financial reports to BOM.
Annual budget.
Ensure finalising of school accounts.
School asset register.
Internal controls (see checklist from
FSSU – Appendix 2).
Articles of Management.
Requirements of Trustees, DES, FSSU.
28
Terms of Reference

Monitor financial affairs of school and make
regular reports and recommendations.

Internal Controls in line with the Guidelines.

Annual School Budget.

Review financial statements and reports.

Annual school accounts.

Best practice guidelines are monitored and
implemented.
29
Regular/Monthly Financial
Reports
A financial report is presented to each BOM
meeting (Appendix V FSSU Guidelines).
Structure of Report:
 Summary of Receipts & Payments
statement.
 Bank Reconciliation Statement for each
bank account.
 Summary Income & Expenditure Account
(Actual and Budget)
 Capital Income & Expenditure Account.
30
3.
School Budgeting
31
School Budgeting
Budgeting is:
Planning for the future
 Expressing in monetary terms
 Managing and controlling school
finances

32
Planning The Budget
The Budget Team:
 Principal
 Finance Sub-Committee

Prepare draft in January (may take 3 to 4 meetings).
Templates available from Trustee and/or FSSU.
Significant piece of work.

Submit to BOM in March/April for adoption.
(Checklist available from CEIST – Appendix X in
Supplementary Guidelines).

Forward to Trustees in May for ratification.
33
Budget Steps
Participation – seek submissions.
 Ensure key information is available.
 Projected enrolment in total and for
specific courses.
 All grant entitlements.
 Expected number of teachers by category.
 School paid employees and rates of pay.
 Detailed Income & Expenditure for last
2/3 years.
NB: No budget deficit without Trustee
approval.

34
4.
School Accounts
35
School Accounts - Timelines







September – send school accounts to School
Accountant/Auditor.
Draft Annual Accounts considered by BOM by the
end of October.
Copy of Draft Annual Accounts forwarded to CEIST
(Trustees) for approval.
Accounts reviewed by Trustees and any queries
sent to BOM in Nov/Dec.
Re-drafted accounts, if necessary, sent to Trustees
during Nov/Dec.
Trustees send Trustee Declaration Form to BOM
once satisfied with accounts Nov/Dec.
BOM formally adopts accounts and send copy to
FSSU by end of January.
36
School Accounts - Timelines






Timelines are very tight.
Schools should ensure that good internal
controls are in place.
Do not leave everything to last minute.
Regular monthly reports should mean
minimum work at the end of year for
Accountant/Auditor in finalising accounts.
Trustees understand the pressures.
Must comply with legislation.
37
5.
Capital Expenditure
38
Capital Expenditure (CAPEX)





Articles of Management – 27.
CAPEX should be included in annual
budget.
CAPEX not exceeding €2,500 per 100
pupils does not need approval by Trustees
so long as included in budget.
All other CAPEX must have prior Trustee
approval (forms are available in CEIST
Supplementary Financial Guidelines or
from CEIST Office).
Hire Purchase, Equipment Leasing –
require prior Trustee approval.
39
5.
Insurance
40
School Insurances

Block policy in place for all 112 CEIST
schools with Allianz.

Payable in two moieties – Oct and
Apr to ease cashflow.

Custodian School Protection Policy.

Any queries – contact CEIST.
41
Custodian School Protection
Policy
The policy is divided into six sections:
1.
2.
3.
4.
5.
6.
Loss or damage to school property.
Consequential Loss (i.e. financial loss resulting
from damage covered by 1).
Loss or theft of money.
Liability of the school to employees and other
persons (Employers’ Liability and Public Liability).
Indemnity to the Management (Professional
Indemnity and Fidelity Guarantee).
Legal Expenses (in defence of legal actions
against BOM).
42
The End!
Thank you for your time and attention.
Remember – Your Trustees are
always there to offer support and
guidance where appropriate.
Tel: (01) 6510350
WWW.CEIST.IE
Wishing you and your Board
continued success for the future.
43