Trustees with Named Responsibility Responsibility(ies) Named Trustee Teacher Lead Headteacher’s Performance Management Careers Advice and Guidance Leadership & Management Maths Ms Alex Lofthouse Mr Eroll Lawson Mrs Shagufta Hussain Mrs Jill Sweeney and Mr Nick Lambert Mr James Forbes / Mrs Vandana Grover Safeguarding & Behaviour Mr Jonathan Moore Mrs Sandra Coleman Mrs Jill Sweeney Mr Nick Lambert SEN/Inclusion/Early Years Challenge for More Able Mrs Danielle Carey Mrs Sandra Coleman Ms Stacey Lander Trustee Development & Training Mrs Victoria Camfield Mrs Heather Roberts Achievement & Standards Teaching & Learning RE Link Mr Simon Spencer Mrs Jill Sweeney Mr Neil Turner Ms Zoe Jones Health & Safety Mr Roland Mrs Marion Lower
2.1 Arranging security of buildings, furniture, equipment, stock, stores and cash. BM/PM BM will receive and issue cash 2.2 Maintaining an inventory of all movable items of equipment and security marking such items. ITM To agree Fixed Asset register to Financial Accounts 2.3 Checking annually the inventory to verify the location and condition of each item of equipment in line with academy policy. ITM 2.4 Authorising the disposal of unusable or obsolete equipment included in the inventory. Schedule to be discussed Signs off any disposals over 10K Sign off any disposals up to 10K Schedule to F&GP ITM to prepare list Must obtain EfA approval in writing if it proposes to dispose of an asset for which capital grant of more than £20,000 was paid. 2.5 Maintaining a record of all property borrowed by staff. BM/ITM Review registered regularly
Activity Trust Board Committee Accounting Officer Headteacher Staff Comments 4. Budget 4.1 Overseeing the preparation of the annual budget plan and ensuring it links to the priorities established by the Academy self-evaluation form (SEF) and the Asset Management and Premises Development plans. F&GP Chair present to Trust Board BM present to Finance & General Purposes Committee Preparation of annual budget in line with AIP. Ensuring good value for money against priorities Review Budget BM BM will prepare budgets with the help of the Headteacher, 4.2 Approving the final budget. Approval Make recommendation to the Trust Board BM to present Equitas Academies Trust Board will approve the final budget of both Academies 4.3 Academy budgets to Trust Board within the agreed timescale Chair of Trust Board to receive/convey Trust approval BM will issue a budget timetable to coincide with the YPLA reporting deadlines 4.4 Monitoring actual year to date income and expenditure against budget and explain Variances F&GP chair /BM to present management report to the Trust Board Finance & General Purposes Committee Review monthly management accounts BM to prepare and report Monitored on a monthly basis and reported to FG&P at least once per term by BM 4.5 Approving transfer between budget headings (virements) within agreed limits. Over £50k Finance & General Purposes Committee can authorise virements up to £50,000 Headteacher has authority for virements up to £10,000 All virements in aggregate exceeding £10,000 in any one term between departments must be reported to FG&P
Activity Trust Board Committee Accounting Officer Headteacher Staff Comments 5. Trustee Expenses 5.1 Establishing procedures for trustees to claim expenses F&GP BM 6. Income (including lettings) 6.1 Approving a lettings policy and fees Finance & General Purposes Committee BM to prepare 6.2 Rendering accounts promptly. FO/FA will Receipting and banking promptly Account all income intact. Not cashing for all personal cheques. Recording cash in cash passed from one person to and out - another BM will review 6.3 Writing off of debts Finance & General Purposes Committee BM to present any possible w/offs to the FG&P Funding Agreement requires that Secretary of State’s approval be obtained prior to writing off any single debt in excess of £1,000
Activity Trust Board Committee Accounting Officer Headteacher Staff Comments 7. Information and Communication Systems 7.1 Controlling systems, security and privacy of data ITM 7.2 Registering under Data Protection legislation HT/BM will ensure that we are correctly registered 8. Insurance 8.1 Reviewing insurance cover in the light of a risk assessment F&GP HT will assist the BM to assess the adequacy of the Insurance cover. 9. Investments 9.1 Setting aside funds in cash reserves Trust Board to determine policy F&GP BM to present any Investment opportunities
Activity Trust Board Committee Accounting Officer Headteacher Staff Comments 10. Orders and Paying for Goods, Works and Services 10.1 Ensuring that all contracts and agreements conform with finance policies and procedures Approved by Headteacher Prepared by BM 10.2 Accepting quotations/tenders and authorising orders/contracts for goods, works and services F&GP committee to approve orders over £50k and up to £150k Exe Headteacher to authorise over £10K and up to £50K Headteacher to authorise all orders over £5k and up to £10k prior to any commitment being given BM to review all orders under £5k prior to any commitment being given and approve Orders over 10k will need 3 quotes Budget holders can approve orders up to £5k but require second authorisation from Headteacher/BM 10.3 Receipting and custody of all tenders BM 10.4 Authorising staff to open tenders F&GP Committee to determine policy See right Ex HT will inform which budget holders can open tenders 10.5 All cheques require 2 authorised signatories Authorised signatories are Exe Headteacher Headteacher Ass Headteacher Business Manager/Deputy Business Manager
10.6 Not making payments unless goods have been received to the correct price, quantity and quality standard FA will match goods received notes to orders on the Financial Accounting System For those items with no orders such as catering the invoice needs to be signed by an approved authoriser once the goods have been delivered and checked 10.7 Paying the correct person and the correct amount supported by an invoice FA will issue with each payment a list of invoices to be paid It is the responsibility of all cheque signatories to check this when signing 10.8 Retaining and storing invoices, vouchers and other financial records in a secure way for the defined period FA will keep the records under lock and key 10.9 Reconciliation of all business debit card transactions BM to reconcile supporting documentation on a monthly basis
14. Voluntary Funds 14.1 Administering of voluntary funds BM/DBM 14.2 Appointing an independent Auditor to Trust Board Audit decision 13.3 Receiving audited annual accounts The Audit Committee reviews draft in detail & makes recommendation to full Trust Board. BM/DBM will present the audited accounts to the committee