Central Bedfordshire Council Schools Termly Finance Seminars 19th May 2009

1. Central Bedfordshire CouncilSchools’ Termly Finance Seminars19th May 2009 Rufus Centre Flitwick

2. Agenda 9.15 Introduction 9.20 Early Years – Bob Thompson 9.40 Risk Management 10.00 FMSiS 10.15 Year-end Feedback 10.20 CFR 10.30 Budgets & Licensed Deficits 10.35 Stationary and Templates 10.40 Question and Answer Session 10.50 Break 11.15 Workshops – CFR (Nicola Presland)

3. Early Years Initiatives Introductions Kathy Riches – Investigations Manager – Internal Audit and Risk Management Thank you for inviting me to attend this session today. The purpose of my attendance is to promote the Counter Fraud Culture which the County Council is committed to.Introductions Kathy Riches – Investigations Manager – Internal Audit and Risk Management Thank you for inviting me to attend this session today. The purpose of my attendance is to promote the Counter Fraud Culture which the County Council is committed to.

4. Changes only apply to : PVI Nursery Schools Younger four year olds in lower schools Nursery Classes Not Reception Classes

5. Single method for counting children Timescale January 2009 – single method for counting children across maintained and PVI sectors Progress Impact analysis currently being undertaken to inform single funding formula

6. Free Flexible Extended Entitlement Timescales September 2009 - increase provision from 12.5 to 15 hours weekly and flexibly for the 25% most disadvantaged 3 and 4 year olds entitled to the early years offer September 2010 - increase provision from 12.5 to 15 hours weekly and the flexible offer for all 3 and 4 year olds

7. FFEE Progress Offer in schools / settings identified being firmed up by Childcare Development Officers Promotional material for schools, settings and parents to be distributed after half-term, Simple parental needs survey being distributed Criteria being developed for “one off” bids to Childcare Funding Panel

8. 2 Year Old Offer Timescales September 2009 – 10 hour offer for 2 year olds The Offer 10 hours of high quality flexible childcare for 15% of most disadvantaged 2 year olds for 38 weeks Family support Effective partnership and outreach Criteria for families (national and local) and settings

9. 2 Year Old Offer Progress Leads and Project Manager in place Task and Finish Group supporting Project plan Criteria confirmed

10. 2 Year Old Offer To do Identify settings Identify children Marketing and promotional strategy Single contact point for outreach (INFORM 0-19) Link childcare with outreach and family support

11. Single funding formula Timescales Implement April 2010 To do Early consultation (June) Develop formula and transition arrangements Modelling and impact analysis Full consultation (October / November) Agree formula

12. Single funding formula Possible formula elements Base rate(s) per hour (+) Supplements per hour (x) Deprivation Quality Others ? Number of hours (+) Lump sum = Provider allocation

13. Risk Management Introductions Kathy Riches – Investigations Manager – Internal Audit and Risk Management Thank you for inviting me to attend this session today. The purpose of my attendance is to promote the Counter Fraud Culture which the County Council is committed to.Introductions Kathy Riches – Investigations Manager – Internal Audit and Risk Management Thank you for inviting me to attend this session today. The purpose of my attendance is to promote the Counter Fraud Culture which the County Council is committed to.

14. Internal Audit Update on FMSiS Assessments

15. FMSiS Assessments Finalisation of Service Level Agreement with Bedford Borough Council Review of current FMSiS arrangements Audit Needs Assessment

16. Review of FMSiS Assessments Backlog of assessments from Beds CC schedule Considerable volume of non- submissions Smaller authority and therefore less resources for the assessment schedule = We need to do this differently

17. 2009-10 Schedule Outstanding assessments from 2008-09 Schools that did not submit evidence Reassessment of schools that did not meet the Standard Reassessment of schools that passed in 2006-07 I will be in touch!

18. My contact details Roger Willoughby Audit Manager Internal Audit- Central Bedfordshire Room 241, Borough Hall 01234 228776 roger.willoughby@centralbedfordshire.gov.uk

19. Year End Feedback Introductions Kathy Riches – Investigations Manager – Internal Audit and Risk Management Thank you for inviting me to attend this session today. The purpose of my attendance is to promote the Counter Fraud Culture which the County Council is committed to.Introductions Kathy Riches – Investigations Manager – Internal Audit and Risk Management Thank you for inviting me to attend this session today. The purpose of my attendance is to promote the Counter Fraud Culture which the County Council is committed to.

20.  Period 13 was sent beginning May Period 14 Final year end Schools Position Period 14 Not yet closed Only entries already authorised and therefore School should have been aware appeared on period 13 and 14. Period 14 emailed 11th May 2009 Letter will be sent to confirm balances brought forward The document is quite a lengthy one. As slide. As an organisation, we have a number of controls in place to minimise fraud, such as financial regulations, standing orders, codes of practice. Internal Audit carry out regular reviews of system controls to ensure that the required controls are in place. This also protects staff from false allegations. The document is quite a lengthy one. As slide. As an organisation, we have a number of controls in place to minimise fraud, such as financial regulations, standing orders, codes of practice. Internal Audit carry out regular reviews of system controls to ensure that the required controls are in place. This also protects staff from false allegations.

21. CFR Introductions Kathy Riches – Investigations Manager – Internal Audit and Risk Management Thank you for inviting me to attend this session today. The purpose of my attendance is to promote the Counter Fraud Culture which the County Council is committed to.Introductions Kathy Riches – Investigations Manager – Internal Audit and Risk Management Thank you for inviting me to attend this session today. The purpose of my attendance is to promote the Counter Fraud Culture which the County Council is committed to.

22. Period 14 Reconciliation Proof of reconciliation to Period 14 must be sent in – schools MUST balance to SAP in total Schools may have differences between CFR codes Differences relating to previous queries do not require any further back up Schools which have differences on Period 14 must provide back up/explanation Schools’ figures can be changed after Period 14 as long as the total balance does not change, the change is NOT between revenue and capital and back up/explanation is provided All of Beds County Council Establishments will come under then same VAT registration, therefore it is not necessary to charge VAT internally.All of Beds County Council Establishments will come under then same VAT registration, therefore it is not necessary to charge VAT internally.

23. Earmarked Funding Form MUST ACCOMPANY PRELIM CFR – Deadline 5th June 2009 The final SBS figure can be entered as appropriate on the Earmarked Funding Form to calculate % allowable – if unsure contact SFA. Back up required for Earmarked Funds identified in B01 and planned timeframe for remaining balance – only permitted for Unspent Revenue grant Capital projects where written contract entered into Income relating to Headteacher/Senior Staff consultancy role All of Beds County Council Establishments will come under then same VAT registration, therefore it is not necessary to charge VAT internally.All of Beds County Council Establishments will come under then same VAT registration, therefore it is not necessary to charge VAT internally.

24. Earmarked Funding Form Explanation required if B02 Balance exceeds allowed surplus – must be sufficient to evidence need to Surplus Balance Sub Group to prevent recommendation to School Forum for clawback To be signed by the Headteacher and Chair of Governors To be discussed at Governors Meeting. If the next Governors’ meeting is after 5th June – send in form with the date of meeting entered on it.

25. Budgets and Licensed Deficits Introductions Kathy Riches – Investigations Manager – Internal Audit and Risk Management Thank you for inviting me to attend this session today. The purpose of my attendance is to promote the Counter Fraud Culture which the County Council is committed to.Introductions Kathy Riches – Investigations Manager – Internal Audit and Risk Management Thank you for inviting me to attend this session today. The purpose of my attendance is to promote the Counter Fraud Culture which the County Council is committed to.

26.  Budget Plans due in 31st May 2009 Accompanied by Detailed calculations of staffing budgets for two years Pay related and inflation factors for all years where different to those advised Fully funded schools please refer to scheme for full list of documents required, however full backup still required same as other schools Application for Licence deficit if applicable with recovery plan to Dawn Hill Finance Manager - Schools Best Value Statement The document is quite a lengthy one. As slide. As an organisation, we have a number of controls in place to minimise fraud, such as financial regulations, standing orders, codes of practice. Internal Audit carry out regular reviews of system controls to ensure that the required controls are in place. This also protects staff from false allegations. The document is quite a lengthy one. As slide. As an organisation, we have a number of controls in place to minimise fraud, such as financial regulations, standing orders, codes of practice. Internal Audit carry out regular reviews of system controls to ensure that the required controls are in place. This also protects staff from false allegations.

27. Any changes to formula due to floor area, NQT’s corrections to pupil numbers will be calculated and schools informed over next couple of weeks Micky Pompa is here for any schools to discuss any queries on Standards Fund over coffee Formula Capital –all schools informed 40% of 2010-11 allocation to be advanced in 2009-10 Scheme for Financing Schools and DRF does not apply to the additional 40%

28. Annual Timetable for Financial Returns now on website List of Contacts for schools being compiled, i.e. HR/SFA /VAT / Formula amendments will be put on website shortly

29. Stationary and Templates Introductions Kathy Riches – Investigations Manager – Internal Audit and Risk Management Thank you for inviting me to attend this session today. The purpose of my attendance is to promote the Counter Fraud Culture which the County Council is committed to.Introductions Kathy Riches – Investigations Manager – Internal Audit and Risk Management Thank you for inviting me to attend this session today. The purpose of my attendance is to promote the Counter Fraud Culture which the County Council is committed to.

30. Imprest cheque books sent out – with paying-in book – please don’t use Paying-in books sent last week free of charge New Style paying-in books not supplied with additional room for schools records – keep separate list cross referenced to paying-in slip number – excel As soon as paid into Bank enter commitment onto local system cross referenced with paying-in slip Send in completed form to Louis Sherry, Jenny Carty electronically if possible procedures on website

31. Templates for IDI’s, Invoices and Lettings Invoices on website Extract for change in Finance Regs referring to templates All Beds County Council controlled stationary i.e. cheque books, paying in books invoices etc marked so cannot be used, but kept for Audit purposes.

32. Date of Next Seminar Wednesday 4th November 2009 Rufus Centre Flitwick 8.45am for coffee, 9.15am start