Agenda and draft minutes

Councillor C. Beaumont, Cabinet Member for Children and Education Services, welcomed the members of the public and press in attendance at the meeting.  She especially welcomed the young people who were students at Abbey School, and their siblings, to the meeting; it was good to see them in the Town Hall. 

Members of the public and the press were invited to ask questions.

A member of the public, a parent whose son attended Abbey School, asked whether there were any plans to replace the current Headteacher given how she had lost the confidence of the staff and parents at the School?

Ian Thomas, Strategic Director of Children and Young People’s Services Directorate, referred to the external report that had been commissioned and received.  The School was currently controlled by the Interim Executive Board (IEB), which was acting with delegated authority.  Everyone involved wanted to move forward with the needs of children at the heart.  It was also important to ensure that matters were conducted with dignity.  The Strategic Director was determined that matters would move forward in a positive way.

A member of the public, who had worked at Abbey School for almost nineteen years, spoke warmly about the amazing young people who attended the School now and in the past.  She totally agreed that it was the children and young people attending the School who needed to be the most important.  The Support Staff at the School were the lowest paid employees working there.  They had been accused in writing of not co-operating, interviewed in relation to fabricated events, bullied, lied to and kept in the dark.  They were working under a high stress level, and this had caused many staff to go off ill.  Staff wellbeing was really important at Abbey School, staff were working in extremely difficult circumstances.  They had been working with no support apart from the Unions.

The Strategic Director referred to the duty of care that the Local Authority had to all staff.  Something that could not be forgotten was that no party came out well in the External Consultant’s report on Abbey School; the education and progress made by vulnerable children started to decline from 2012. 

The Local Authority was committed to supporting staff and everyone’s energies would be best served putting the needs of children at the heart of matters.  Energy would not be best served on continuing to lay blame. 

The proposal being considered today, if approved, would mean that there would be smaller numbers attending Abbey School, which should reduce stress on members of staff.  Under the proposal pupils would have a defined level of need.  The Local Authority’s Human Resources Service provided access to a confidential counselling service.

The Strategic Director encouraged all parties to work together to ensure that the School progressed and was not forced to go through Consultation processes again in relation to proposals to close.  If there was insufficient progress this would need to be considered again.  The Secretary of State also had  ...  view the full minutes text for item 45.

No Declarations of Interest were made. 

Minute No. F30 (Receipt of Petition) of the meeting of the Cabinet Member for Children and Education Services held on 8^th December, 2014, recorded when a petition containing 955 signatures was submitted against the closure of Abbey School.   At the time of the meeting it was noted that the petition was still live on the Change.Org website.

The complete petition was now presented to the Cabinet Member by two adult representatives of the Abbey Campaign group, and three young people who were students at Abbey School. 

The final presentation contained 5,012 signatures, including the 955 signatures received on 8^th December, 2014. 

Resolved: - That the petition be received and its content noted. 

Provided 15^th January, 2015: -

The following matters arising updates have been provided in relation to the questions asked by members of the public at the previous meeting relating to the Abbey School consultation period.

School Opening fully:

The Interim Executive Board (IEB) at Abbey School expects the School to be fully open to all pupils from Monday 19^th January, with every child on roll having a good learning experience in a safe and happy environment. Actions taken over the past three school weeks have moved us significantly closer to this position.

LA Officers advising parents to transfer pupils:

The interim Executive Board (IEB) at Abbey School met with Local Authority Officers to seek assurances that parents and carers will not be put under duress in relation to moving their child to another school. However it is clear in a small number of cases  that some pupils needs may be met more fully in an alternative provision. The IEB are working closely with School Leadership, the Local Authority and Parents and Carers to address these issues.

The minutes of the previous meeting of the Cabinet Member for Children and Education Services held on 12^th January, 2015, were considered.

Based on the content of the minutes some matters arising updates provided by the Interim Executive Board (IEB) provided on 15^th January, 2015, were noted: -

School Opening fully:

The Interim Executive Board (IEB) at Abbey School expects the School to be fully open to all pupils from Monday 19^th January, with every child on roll having a good learning experience in a safe and happy environment. Actions taken over the past three school weeks have moved us significantly closer to this position.

LA Officers advising parents to transfer pupils:

The interim Executive Board (IEB) at Abbey School met with Local Authority Officers to seek assurances that parents and carers will not be put under duress in relation to moving their child to another school. However it is clear in a small number of cases that some pupil’s needs may be met more fully in an alternative provision. The IEB are working closely with School Leadership, the Local Authority and Parents and Carers to address these issues.

Resolved: - (1)  That the minutes of the previous meeting of the Cabinet Member for Children and Education Services be agreed as an accurate record.

(2)  That the matters arising updates provided on 15^th January, 2015, be noted. 

Consideration was given to the report presented by the Strategic Director of the Children and Young People’s Services Directorate that outlined the proposals for Abbey School made in light of Mr. P. Bell’s independent review into Abbey School.

Reports into Abbey School had been considered at the meeting of the Cabinet Member for Children and Education Services held on 8^th December, 2014 (Minute No. F31).  Questions had been asked to the Cabinet Member on 8^th December, 2014, 12^th January, and 16^th February, 2015 (Minute Nos. F29, F36 and F45).  The petition containing 955 and eventually 5,012 signatures against the closure of Abbey School had been considered on 8^th December, 2014, and 16^th February, 2015 (Minute Nos. F30 and F47).  Members of the public and Elected Members had asked questions at the Cabinet on 14^th January, 2015 (Minute Nos. C116 and C117).  Public questions had been asked at the full Council meetings on 10^th December, 2014 and 28^th January, 2015 (Minute Nos. 76 and 94). 

The report outlined how, following Abbey School being placed in Special Measures in the Autumn Term, 2014, a consultation process had been entered into on the proposed closure of the School. 

As a result, an Interim Executive Board (IEB) had been established and a significant number of pupils had been moved to other schools at their parents’ request, or to ensure that their special educational needs were appropriately and safely met. 

Due to the smaller number of students on roll and the IEB working with the School and the Local Authority a safe and more learning-focussed environment had been developed.  In conjunction with Mr. P. Bell’s report, a wider range of options were brought to the Cabinet Member on Abbey School’s future: -

Option One – Closure:-

·           Potential redundancies;

·           Support and assistance for staff at risk, and potential redeployment opportunities for staff where possible to avoid redundancies;

·           Consultation with staff and Trades Unions;

·           Alternative purposes for the School site would need to be considered in line with Department for Education requirements. 

Option Two – Reduction in the number of planned places at the School:-

·           Reductions in the numbers on roll had had positive benefits at the School, so reducing the number of planned places from 105 to 60 could allow recent progress to be sustained and built upon;

·           The School would continue to require significant support to address Ofsted’s concerns;

·           Some staff would potentially be at risk of redundancy as a result of the planned reduction in size, so the considerations around redundancy and redeployment under the ‘closure’ section would still apply;

·           To formally reduce the number of places at Abbey School would require a ‘Prescribed Alteration’ to be carried out;

·           Progress would need to continue to be robustly monitored on a termly basis until all agencies were satisfied that there had been sufficient progress and the School could move towards a Good or Outstanding Ofsted profile;

·           It was proposed that there would be a  ...  view the full minutes text for item 49.

The Service Lead for School Planning, Admissions and Appeals (Schools and Learning, Children and Young People’s Services Directorate) introduced a report outlining a proposal to increase the Published Admission Number (PAN) at Brinsworth Whitehill Primary School from 42 to 45 with effect from September, 2015. 

As the admissions consultation round for the 2015/2016 school year had passed, approval was needed to implement the increase in 2015/2016.  It was proposed that the increase would be permanent in the 2016/2017 school year.

The Local Authority had projected higher cohort numbers in future years and had previously asked the School to consider a permanent increase. 

As the increase fell below the threshold for a Prescribed Alteration, Cabinet Member authorisation was necessary. 

Resolved: -  (1)  That the proposal for Brinsworth Whitehill Primary School to increase its Published Admission Number from 42 to 45 to provide additional school places from 2016/2017onwards on a permanent basis be approved. 

(2)  That the School commence this transition for the 2015/2016 school year in the interim period. 

Consideration was given to the report presented by the Operational Commissioner (Strategic Commissioning) that outlined work that had been undertaken in partnership with the Rotherham Parent Forum. 

The report outlined the previous work that the Rotherham Parent Forum had undertaken on behalf of the Local Authority.  This had been funded by a grant from the Department for Education of £10,000 and a contribution from the Council of £5,000. 

On this basis, the Rotherham Parent Forum reached over 400 families in Rotherham so they could actively take part at a strategic level, consulting and feeding back to all parties. 

A proposal was now made to sustain and develop the Rotherham Parent Forum due to national uncertainly around funding post 2015.  For the period 1^st January, 2015 – 31^st March 2016, the following activities would be performed by the Partnership: -

·         Provide information and be a point of contact for parents and support the attendance of Forum officers at various SEND partnership meetings, including the training of more Forum members to widen the pool of those able to contribute;

·         Increase the number of Forum drop-in sessions from 1 to 3, extending their location to the town centre and the Forum Premises, in addition to the existing sessions at Kimberworth;

·         Increase the number of briefing workshops for parents of newly diagnosed children by one per term;

·         Ascertain the views of parents (of children and young people with special educational needs and disability), including with parents who were not members of the PCF, and provide this information to RMBC and when it holds statutory consultations, including those regarding: -

o   The SEND local offer;

o   School planning and re-organisations.

An allocation of £45,000 was available within the SEN Reform Grant and the SEND Implementation Grant (New Burdens). 

Due to the unique nature of the partnership with the Rotherham Parent Forum, which was the only local parent-led service that could meet the Local Authority’s needs an exemption from Standing Order 49 (Tender invitation and receipt of tenders) was requested so that the contract could be made with the Rotherham Parent Forum.  The Rotherham Parent Forum had already established links and built up the trust of parents and carers. 

Discussion followed and the following issues were raised and clarified: -

·         Rotherham’s long-term relationship with the Rotherham Parent Forum was commended.  The Local Authority did listen and care about children and families with special educational needs and disabilities;

·         The contribution from £15,000 per annum to £45,000 was a large increase, why was this the case, and could the Local Authority afford it? – The Operational Commissioner confirmed that the period related to the remainder of the 2014/2015 and all of the 2015/2016 financial years.  There was a significant increase in activity.  As the funding was from the SEND Reform Grant it was guaranteed to the end of the period, 31^st March, 2016. 

The Strategic Director confirmed that he had recently met with the Rotherham Parent Forum and the Forum was needed in Rotherham  ...  view the full minutes text for item 51.

Consideration was given to the report presented by the Operational Commissioner (Strategic Commissioning) that outlined the existing contract that was in place with Safe@Last to provide one-to-one support to young people up to the age of 16 who had run away from home or care or who were at risk of doing so.  The report also outlined a variation and extension that was necessary for the contract. 

The existing contract was in place until 31^st March, 2015.  A sub-regional commissioning process had taken place across South Yorkshire for the contract between 1^st May, 2015 – 31^st March, 2018.  No tenders were received.  It was proposed that the existing contract with Safe@Last be extended for two months whilst the future commissioning arrangements were determined.

It was also proposed that a variation to the existing contract be made so that the same level of service could be provided to 17 year olds.  This would be at a cost of £3,266.61. 

The report noted: -

·         The majority of referrals to the service were from the Police;

·         All young people who had been referred to the service were contacted and offered a return interview;

·         Ongoing support relating to a wide-range of issues including family breakdown, anger issues, bereavement, self-harm, eating disorders, substance misuse, sexual exploitation, mental health issues and depression was available;

·         Currently the service was commissioned by the Local Authority.  The aspiration was to commission across the sub-region of South Yorkshire, although no interest had been shown in this contract as of 30^th January, 2015;

·         In October and November, 2014, Safe@Last had received referrals for 65 children and had conducted 33 return interviews (50.7%);

·         The highest recorded reasons why young people chose to run away were ‘to be with friends’ and ‘family problems’;

·         With the young person’s permission, a copy of the return interview was sent to Children’s Social Care to the Contract, Assessment and Referral Team so that they could look for and identify any concerns or trends relating to child sexual exploitation;

·         Young people had a choice about whether to take up the interview.  Not all return interviews were taken up.  Sometimes carers refused the return interviews on behalf of their young person.  Some young people were not contactable to conduct the interview;

·         The reasons for the return interviews being declined were starting to be recorded so that actions could be taken to address the and encourage young people;

·         It was recognised that young people between the ages of 16 – 18 were  equally as vulnerable as younger children.  Going missing was a trigger relating to child sexual exploitation;

·         Safe@Last had proposed to appoint a project worker to meet the needs of 17 year olds as they could not provide this within the existing contract due to capacity;

·         Additional funding of £3,266.61 had been agreed by the Director of Safeguarding and Disability, Children and Young People’s Services Directorate;

·         The Police and Crime Commissioner expected each local authority in South Yorkshire to have a MISPER service;

·         The commissioning  ...  view the full minutes text for item 52.

Consideration was given to the report presented by the Capital Projects Co-ordinator (Audit and Asset Management, Resources and Transformation Directorate) that outlined the state of the nursery building at Aston Lodge Primary School.  This had necessitated emergency repairs to be made during the summer of 2014.

The report outlined how the building had reached the end of its useful life.  The nursery provision at Aston Lodge was a key provider of Foundation Stage One places in the Aston area. 

Structural Engineers had been called to the building and had reported back that there were gaps appearing in the cladding between the windows and frames due to bowing.  The cladding system was suffering from wet rot.  As it was key to transferring the load from the roof to the foundations it was considered dangerous in its present state. 

As the building was considered to be at the end of its useful life, a new building was proposed.  An initial estimate to replace the building was £420,000 from the Capital Maintenance Grant from the Department for Education 2014/2015 and 2015/2016.  This was an estimated total cost and the true costs would not be known until a fully developed cost plan was available. 

Resolved: - (1)  That the report be received and its content noted.

(2)  That works commence on providing Aston Lodge’s new nursery building within the CYPS Capital Programme for 2014/2015 and 2015/2016. 

Consideration was given to the report presented by the Strategic Director for Children and Young People’s Services Directorate that outlined the existing contract in place with Capita Children’s Services for the provision of support and maintenance eSuite (eStart and eNurseries), which was the performance and activity monitoring software currently used by the 12 Children’s Centres that would remain open after 1^st April, 2015. 

Continuation of the existing contract was essential to secure evidence in-line with the SureStart Children’s Centre Statutory Guidance.  This provided evidence for Ofsted inspections and helped inform future service delivery and monitor reach and uptake ensuring that services met the needs of local vulnerable families. 

The report outlined the tendering process that had been followed in 2006 to engage CPFR Solutions, now part of Capita Children’s Services. 

It was unfeasible to invite tenders from alternative suppliers due to system compatibility.  This would necessitate the full replacement of the current Children’s Centre system whilst maintaining access to records of the 24,000 children and their families currently registered with Children’s Centres, including those who had previously accessed Children’s Centre services.  This would incur excessive costs. 

It was proposed that an exemption be granted from Standing Order 47 (Contracts valued at less than £50,000) and the contract awarded to Capita Children’s Services. 

The cost for this support and maintenance contract for 1^st April, 2015 – 31^st March, 2016, was £18,786.21 for the 12 children’s centres. Budget had been made available for this contract. 

Resolved: -  (1)  That the report be received and its content noted. 

(2)  That the contract for support and maintenance of the eSuite software for 2015/2016 valued at £18, 786.21 be exempt from the provisions of Standing Order 47 (Contracts valued at less than £50,000) and the contract be awarded to Capita Children’s Services.