FINANCE, AUDIT & RISK, AGM, ACCOUNTS & ANNUAL REPORT (ATB/CEO/CFO)

ANNUAL REPORTS & FINANCIAL STATEMENT / COMPANY ACCOUNTS 

 

NOTICE OF THE ANNUAL GENERAL MEETING (AGM) 2023 The annual report and company accounts for the financial year (up to 31 August each year) are discussed and agreed annually at the academy's Annual General Meeting (AGM) which is open to the public and normally held in December each year. The date, time, location, and agenda for the next AGM is advertised in advance on this website (HERE). Notice is hereby given that the Annual General Meeting for: Cranford Community College Academy Trust (Incorporated: 10 March 2011) Cranford Community Trading Company Ltd. (Incorporated: 11 March 2014) ... will be held with the public and externals attending in person in accordance with any necessary community health precautions in winter 2023/24 Date of the next meeting: Thursday, 7 December 2023 Time of the meeting:  4:30 p.m. Venue for the meeting: PROFESSIONAL LEARNING CENTRE, CONFERENCE ROOM 1 TO ATTEND THE MEETING: You must register at least 48 hours in advance by providing your name, email address, phone number and connection with the academy on an email to clerking@cranford.hounslow.sch.uk (Company Secretary & Governance Professional) PROPOSING RESOLUTIONS Please notify the Company Secretary if you wish to propose a resolution: By email to clerking@cranford.hounslow.sch.uk or By letter to The Clerk (AGM MATTERS), Cranford Community College, High Street, Cranford, Hounslow TW5 9PD Proposed resolutions MUST be correctly received by 12 noon on Thursday, 23 November 2023 Important Note: Members are entitled to appoint a proxy to attend and vote on their behalf at the AGM AGM AGENDA 1. Minutes of previous meeting(s) 2. Reports and Accounts DRAFT Annual Accounts & Annual Reports 2022-23 will be presented at the meeting by the Chair / CFO 3. Auditors To review, re-appoint or agree to procure external auditors (Currently Landau Baker) / Internal Auditors (Currently Williams Giles) 4. Auditors’ remuneration Confirmation of auditors’ fees (presented at the meeting by the CFO) 5. Appointment of Charity trustees Appointment, confirming appointments in the year and nominations (Details will be included in the Annual Report, on this website and on the GIAS website.  6. Members proposed resolutions Details will be given once proposed resolutions are received. Proposed resolutions should be sent to the Secretary by noon (14 days prior to the date of meeting). A revised agenda may be issued by (7 days prior to the meeting) if necessary. The annual report and accounts are submitted to the Education and Skills Funding Agency (ESFA), normally by the following 31 December, and filed with Companies House normally by the following 31 May. From 2020 onwards, the annual reports and financial statements for the previous two financial years (September - August) will always be available on this web page (see above).

 

Summary Register of Interests Declared by Trustees

The up to date summary register of interests of the Members, Trustees and the Accounting Officer of the Academy can each be found on the 'Trustees and Key Staff' page of this website CLICK HERE

Signed Documents Received by the Clerk 2021-22

2021-22	Annual Declaration of Interest(s)	Disqualification from Serving on a GB/AT	Protocol for the Academy Trust	Financial Management Competencies
Jenny Lewis (Chair)	√	√	√	√
Jennie Lewis	√	√	√	√
Barbara Lodge	√	√	√	√
Shafia Haroon	√	√	√	√
Daanish Saeed	√	√	√	√
Taz Virdee	√	√	√	√

 

Signed Documents Received by the Clerk 2022-23

2022-23	Annual Declaration of Interest(s)	Disqualification from Serving on a GB/AT	Protocol for the Academy Trust	Financial Management Competencies
Jenny Lewis (Chair)	√	√	√	√
Jennie Lewis	√	√	√	√
Barbara Lodge	√	√	√	√
Shafia Haroon	√	√	√	√
Daanish Saeed (Resigned 9 November 2022)	√	√	√	√
Taz Virdee	√	√	√	√

 

Academies Financial Handbook (AFH) and Cranford's Local Financial Procedures & Guidance (LFPG).

The Academies Financial Handbook (AFH), now known as the Academies Trust Handbook (ATH), is reviewed, updated if necessary, and published annually by the Education and Skills Funding Agency (ESFA), normally late in the summer term each year for implementation from 1 September each year.

The ATH is designed to help Academy Trusts to understand and comply with public standards of financial accountability. 

The ATH sets out the financial management, control and reporting requirements which apply to Academy Trusts.

The annually updated ATH takes immediate effect from 1 September each year and is posted on the website on or before that date and formally adopted by the ATB either in the last meeting of the summer term before the new financial year or at the first meeting in the new financial / academic year. 

The updated ATH is reviewed formally each year so that all trustees understand any changes and it is formally adopted by the Academy Trust as confirmation that the changes have been noted and understood.

The ATB simultaneously reviews, agrees changes if necessary or confirms, Cranford's Local Financial Procedures and Guidance (LFPG).

Together, the ATH and the LFPG ensure that there is an adequate framework of monitoring, controls, procedures and policies:

• To ensure excellent financial management and sensible investment,
• To deter and prevent fraud, 
• To demonstrate probity,
• To encourage good value for money, and
• To achieve Cranford Community College's local vision, objects, aims, and ambitions.

Cranford Community College’s local financial procedures and guidance (LFPG) sets out and/or exemplifies the practical detail necessary to complement the strategic and broad content set out in the Academies Trust Handbook and to achieve the academy's local vision and objects. 

2022-23 Click here for the ATH 2022 The ATH 2021 should be read in conjunction with Cranford's contemporaneous LFPG 2022-23 (1 September 2020) NOTE: THE INTERNAL & EXTERNAL AUDIT REPORTS WILL BE POSTED HERE IN NOVEMBER / DECEMBER 2023  ​2021-22  Click here for the ATH 2021 (1 September 2021) The ATH 2021 should be read in conjunction with Cranford's contemporaneous LFPG 2021-22 (1 September 2020) The Internal Audit Report for 2021-22 may be found HERE (1 NOVEMBER 2022) The External Audit Report (FY 2021-22), with Management Responses may be found HERE (December 2022)   2020-21 Click here for the AFH 2020 (1 September 2020) The AFH 2020 should be read in conjunction with Cranford's contemporaneous LFPG 2020-21 (1 September 2020) The External Audit Report (FY 2020-21) may be found HERE (January 2022)

 

The following may be found 'Trustees and Key Staff' page of this website, Trustees / Member Lists and Current Terms of Office Clerk / Company Secretary Contact Details Up to date register of Interests for Members Trustees and the Accounting Officer Organisational Structure of the Academy Trust Trustee Meeting Attendance for the current year Chairs of Committees Company Registration Number and address of registered office Company Registration Certificate (Certificate of Incorporation), Articles of Association, Memorandum of Understanding, Funding Agreement, Collaboration Agreement(s) Key Management Personnel

 

The ATB UNANIMOUSLY AGREED THAT 'NO CHANGES' ARE REQUIRED TO THESE DOCUMENTS FOR 2022-23 and they will roll forward from previous years without amendment: Current Terms of Reference: Audit, Compliance and Risk Committee.  The Audit, Compliance and Risk Committee terms of reference may be found HERE  Current Terms of Reference: Finance and Monitoring Committee. The Finance and Monitoring Committee terms of reference may be found HERE Current Terms of Reference: Safeguarding, Wellbeing and Health and Safety Committee.   The Safeguarding, Wellbeing and Health and Safety Committee terms of reference may be found HERE The Current Anti-Fraud Policy Checklist. The anti-fraud checklist can be found HERE The Current Conflicts of Interest Policy. The Conflicts of Interest Policy may be found HERE The Current Charging and Remissions Policy. The Charging & Remissions Policy may be found HERE The Current Trustee Conduct Protocols. The trust board protocols can be found HERE The Current Chair and Vice Chair Election Procedures:  These can be found HERE The Current DBS & Disqualification Declaration Tool: These can be found HERE The Current Skills Audit Tool. The Annual Skills Audit Tool can be found HERE The Current Financial Competencies Audit Tool. The Annual Financial Competencies Audit Tool can be found HERE The Current Critical Incident, Contingency and Recovery Plan. The plan can be found on the Key Policies page but a copy is added HERE for ease ESFA 'Musts' Questionnaire.  The ESFA 'Musts' questionnaire can be found HERE The Current Scheme of Delegation. The scheme of delegation may be found HERE  Last reviewed: Thursday 10 November 2022

 

Whistleblowing Policy (Current) General Principles: Whistleblowing encourages and enables employees to raise any serious concerns within the academy rather than overlooking a problem or ‘blowing the whistle’ outside. A full copy of the current policy is posted in the staff secure area of the academy's website, along with the full range of HR policies and procedures and other important employee information.   The purposes of the academy's Whistleblowing Policy are: To encourage colleagues to raise serious concerns within the academy so that they can be addressed and remedied internally. To provide colleagues with a clear and safe route for reporting genuine, serious concerns. To gather information about concerns and, once evaluated and/or investigated, to determine whether further action needs to be taken. Where it is decided that further action is necessary, this will be conducted under the appropriate HR policy. It is the duty of all colleagues to raise any serious concerns about known, or probable wrongdoing through this policy. Colleagues who reasonably raise a genuine concern without malice will not be at risk of losing their job or suffering any form of retribution as a result. If colleagues make malicious or deliberately disproportionate allegations or use the policy for harassment of other colleagues or for personal gain, action may be considered under the disciplinary policy. Complaints relating to an individual’s personal circumstances should not be raised under the whistleblowing policy. Where colleagues are aggrieved about issues directly affecting them, they should use the academy's Grievance Procedure to pursue their concerns which can also be found, along with all HR policies, in the staff secure area of the academy's website.  If an employee has a genuine concern about suspected serious wrongdoing at work, they should report it, and may do so under this Policy.  ‘Wrongdoing’ covers a wide range of matters including criminal offences, failure to comply with legal obligations, miscarriages of justice, financial maladministration, endangering the health or safety of individuals and damage to the environment. It additionally covers the deliberate concealment of any of the foregoing. The ATB HAS UNANIMOUSLY AGREED TO NO CHANGES TO THE POLICY FOR 2022-23 The full whistleblowing policy can be found HERE   Other Trust Policies may be found on the Key Policies page and/or the relevant page (e.g Admissions)

 

RISK REGISTER (may change throughout the year by agreement between the Chair and Accounting Officer): Last reviewed and confirmed by the ATB Nov 2022 Last amended = May 2022 Risk Register: The contemporary risk register is found HERE The AT is researching investing in a commercial risk assessment tool.

 

OTHER FINANCE DOCUMENTS

• GAG GUIDE 2021-22 
• GAG GUIDE 2022-23

 

TRADING SUBSIDUARY: CRANFORD COMMUNITY TRADING COMPANY LIMITED Click the following link for Cranford Community Trading Company Limited's Local Financial Procedures (Unchanged from previous years) Cranford Community Trading Company Limited (Company number: 08932105; Incorporated 11th March 2014) is the Academy's not for profit, trading subsidiary for related activities, including education and management consultancy. On 1 September 2021, Kevin Prunty was replaced as Director of the Trading Company by Mr John Lyden and remains its CEO The Annual Accounts and Financial Statements for the Trading Company to the end of August 2020 can be viewed here The Annual Accounts and Financial Statements to the end of August 2021 can be viewed here

 

End.

 

 

 

 

 

 

 

 

 

 

 

 

 

This page is under re-construction - Completion envisaged by 1 March 2023 

 

FULL ATB MINUTES

(NOTE: Confidential items are redacted / excluded from publication in accordance with the Data Protection Act 2018)

2021-22

• 21 October 2021
• 9 December 2021
• 19 May 2022
• 26 July 2022

 

2022-23

• DRAFT ONLY 10 Nov 2022

 

 

THE ANNUAL FINANCIAL FRAMEWORK AND CYCLE

The academy Financial Year (FY) mirrors the academic year, i.e., from 1 September to 31 August.

• Chair of ATB: Jenny Lewis
• Vice Chair of ATB: Shafia Haroon

• Accounting Officer: Kevin Prunty
• Chief Finance Officer: Magda Gladysz
• Academy Business Manager: Sabina Marciniak

 

The Academy Trust Board (ATB) normally delegates, through the terms of reference, delegation planner, budget allocations and in accordance with the academy's funding agreement and articles of association, significant finance responsibility to:

 

• Audit, Compliance and Risk Committee (including Data Protection) and its Chair (Currently Ms Jennie Lewis)
• Finance & Monitoring Committee (including draft budget setting) and its Chair (Currently Mrs Jenny Lewis)
• Safeguarding, Wellbeing and Health and Safety Committee (including Equalities, Modernisation, Environmentalism, Critical Incident / Emergency Planning, and Internationalism) and its Chair (Currently Mrs Jenny Lewis)
• Pay and Performance Management Committee and its Chair (Currently Mrs Jenny Lewis)
• The Chair of Trustees  (Currently Mrs Jenny Lewis)
• The Executive Head Teacher / Accounting Officer / CEO (Currently Mr Kevin Prunty)
• The Chief Finance Officer (Currently Ms Magda Glasysz), Academy Business Officer and Finance Team
• Bank signatories
• Budget Holders
• Individual Trustees designated for specific tasks such as procurement exercises and tenders 

 

PANDEMIC GOVERNANCE / WORKING

From March 2020, due to the Coronavirus pandemic, the Academy Trust (AT or ATB) made some alterations to its modes of operation until further notice, for example, it unanimously agreed:  

• All routine AT business and decision making that could be achieved easily through electronic meetings, should be conducted electronically (e.g., by email, telephone, web-based video, web-based document exchange, the academy website, etc.).
• Full AT Meetings would only take place remotely (via web-based video such as Teams, Zoom, etc.) whilst Covid restrictions were applicable to schools and society or where the local, dynamic risk assessment (AT) requires meetings to be remote.
• Teaching and Learning / Pastoral Support would take place remotely for most students (via Teams, Phone, email, etc.) whilst Covid restrictions were applicable to schools or where the local, dynamic risk assessment (AT) requires school closure. The AT authorised the loan of ICT equipment to staff and students to facilitate.
• Home Working for most staff and phased return.
• Committee meetings would be minimised, conducting as much of their business as possible through remote (Zoom) Full AT meetings, and/or by the committees operating remotely.
• Urgent matters and urgent decisions would, as always, continue to be delegated to the Chair of the ATB, reporting back through the agenda of the Full AT meetings.
• Protocols for conducting meetings and essential business remotely and / or electronically using web-based video, telephone, documents exchange, the academy website and/or email, etc., with the most convenient, suitable, or appropriate mode to be determined by the Chair of the Academy Trust Board in consultation with the Accounting Officer.
• The Local Financial Procedures would be updated to facilitate remote working by the Finance Team and others as needed.
• In 2019/20, 2020/21 and 2021/22, the ATB also agreed limited waivers to procurement requirements and in accordance with its local financial procedures and guidance and Government Procurement Notice 1 (March 2020, March 2021). The government also deferred the deadlines for submission of some of the finance related returns in those years. 
• Performance Management be suspended at the start of the pandemic on the instruction of Government, and HR/legal advice.
• The Safeguarding, Wellbeing and Health and Safety Committee should suspend all on-site inspections of its own during the pandemic, delegating this to academy SPP staff until normal ATB working is resumed. Commissioned inspections of the site, premises and equipment continued regularly and all the equipment and safety checks which are carried out by specialist contractors have continued to take place on time, and any follow-up work carried out, on-time and without interruption regardless of any lockdown or school closure.

 

POST ‘PANDEMIC RESTRICTIONS’ GOVERNANCE / WORKING

The above arrangements proved secure, efficient, and effective and, in some respects, an improvement. They have been scrutinised by internal and external audit and the AT has unanimously agreed that:

• The above arrangements will remain permanently as the default for situations where they are needed such as another pandemic or a resurgence of the on-going Coronavirus pandemic.

AND

The AT unanimously agreed that some of the changed modes of working should be continued in normal times, for example:

• All routine AT and Committee business and decision making that could be achieved easily through electronic meetings, should be conducted electronically (e.g., by email, telephone, web-based video, web-based document exchange, the academy website, etc.).
• Full AT Meetings and Committee meetings will take place ‘face to face’ as the default, but remote participation would continue, on request and only at the discretion of the Chair.
• Teaching and Learning / Pastoral Support will take place on-site for all students* but staff will be permanently equipped with appropriate portable ICT / laptops for school and home working, the academy’s ICT resources will be enhanced and upgraded to facilitate home working if needed in the future, remote working on-site would be required for students arriving late to school, and any students in need will be able to apply via their HOYs to be loaned home-working ICT equipment, where this is also agreed by the EHT and a register maintained.
• Home Working for staff will be phased out. Requests for future or continued home working will be treated as a Flexible Working Application.
• Urgent matters and urgent decisions will, as always, continue to be delegated to the Chair of the ATB, reporting back through the agenda of the Full AT meetings.
• Protocols for conducting meetings and essential business remotely and / or electronically will be made permanent using web-based video, telephone, documents exchange, the academy website and/or email, etc., with the most convenient, suitable, or appropriate mode to be determined by the Chair of the Academy Trust Board in consultation with the Accounting Officer.
• The Local Financial Procedures which facilitate remote working by the Finance Team and others, as needed, will be adopted permanently.
• In 2022-23 and beyond, the ATB will only agree limited waivers to procurement requirements as set out in the LFPG.
• Performance Management cycles resumed for support staff from 1 May 2021 and Teaching Staff from 1 September 2021, with probationary review dates adjusted accordingly on a case-by-case basis. As performance management operates on a two-year cycle, the cycle will be fully re-established before the end of the academic 2022-23.
• The Safeguarding, Wellbeing and Health and Safety Committee resumed on-site inspections during 2021-22 and these will continue as pre-pandemic.
• It is envisaged that e-signing will be further used in future. 

 

THE FINANCIAL YEAR

Routine financial management (all year) by the Finance team involves, for example:

• Financial Record Keeping,
• Seeking Authorisations,
• Purchase Orders,
• Credit Control,
• Invoicing,
• Petty Cash,
• Reimbursements,
• Banking And Bacs/Cheques Processing,
• Best Value Procurement,
• Asset Management,
• Bursary Payments,
• Grant Management,
• Extra Payments,
• Confiscation Management,
• Waivers,
• Disposals And Write-Offs,
• Income Management,
• Prepayments,
• Reconciliations,
• Contracts And Agreements,
• Preparation Of Accounts and Audit / Ro Deliverables,
• End Of Year Procedures,
• Finance Webpage Management,
• Payroll,
• Pensions,
• Vat Returns (Including the Transition To 'Making Tax Digital' Prior To 1 April 2021),
• Parentpay,
• Catering,
• etc.,

.. academy trusts are required by their funding agreements to submit financial returns to the Education and Skills Funding Agency (ESFA) and the DfE in accordance with their schedules and the Annual Accounts Return.

 

The additional key financial activities and milestones during the academy financial and academic year are set out here:  

 

FINANCIAL PLANNING CALENDAR

 

AUTUMN: 1 SEPTEMBER TO 31 DECEMBER

 

WHAT HAPPENS IN SEPTEMBER?

There are no scheduled ATB meetings in September each year. Any essential and urgent business or decision would be undertaken via powers delegated to the chair and/or remote / electronic meetings or the convening of an extra-ordinary meeting.

1. The new Academies Trust Handbook (ATH), also known as the Academies financial handbook, comes into effect. Compliance with the ATH is a condition of funding. The ATH provides an overarching framework for implementation of effective financial management and other controls, consistent with the obligations relating to public funding. The ATH is strategic and not detailed. The ATH includes reference to resources to help get the right systems in place and to manage resources in a way which supports best value and promote public accountability. The ATH and LFPG are complimentary, and one should be read in conjunction with the other.
ACTIONS	WHO?
The ATH is normally published between June and August each year.	ESFA
The CFO, AO, Chair of Finance & Monitoring Committee and Chair of Audit, Compliance & Risk Committee read the new handbook, consider any changes from the previous year, and consult with the Chair of the AT  (if not a Committee Chair) regarding: any necessary review / redrafting of the LFPG for the new academy year, and any resultant need for retraining of trustees and staff by the CFO.	CFO, AO Chair FMC, Chair ACRC Chair / AO
The latest ATH is published on the academy website by 1 September each year	Chair
The new ATH is adopted automatically by the AT without any amendment or variation, initially by the Chair of the AT, with effect from 1 September and this is ratified at the first meeting of the AT in that year, normally late October, or early November.	Full ATB

 

2. The reviewed and / or updated Local Financial Procedures and Guidance (LFPG) come into effect, pending ratification by the ATB.  The LFPG, which is consistent with the broader AFH, provides the practical detail and guidance for effective and practical financial management, including the systems in place by the academy trust to monitor and control finances and resources, to manage risk, to ensure transparency, probity, accountability, compliance and to support best value and the academy’s ethos, aims and purpose. The LFPG may include procedures for any aspect of resource management which is not covered by the AFH and the treatment of non-public funds.
ACTIONS	WHO?
The CFO, AO, Chair of Finance & Monitoring Committee and Chair of Audit, Compliance & Risk Committee read the new ATH, consider any changes from the previous year, and consult with the Chair of the AT  (if not a Committee Chair) regarding: any necessary review / redrafting of the LFPG for the new academy year, and any resultant need for retraining of trustees and staff by the CFO.	CFO, AO Chair FMC, Chair ACRC
The latest LFPG is normally published on the academy website by 1 September each year	Chair / AO
The ‘updated’ or ‘rolled forward’ LFPG is adopted automatically by the AT, initially by the Chair of the AT, with effect from 1 September and this is ratified at the first meeting of the AT in that year, normally late October, or early November.	Chair Full ATB

 

3. The ESFA publishes key findings / common themes following assurance work relating to academy trust financial statements, academy funding audits and financial management and governance reviews for the year just ended.
ACTIONS	WHO?
The CFO, AO, Chair of Finance & Monitoring Committee and Chair of Audit, Compliance & Risk Committee read the key findings, consider any changes to practice from the previous year, and consult with the Chair of the AT (if not a Committee Chair) regarding: any necessary review / redrafting of the LFPG for the new academy year, and any resultant need for retraining of trustees and staff by the CFO.	CFO, AO Chair FMC, Chair ACRC

 

4. ESFA publishes guidance and workbook for the October Land and Buildings Collection Tool (LBCT)
ACTIONS	WHO?
CFO / SSPM reviews the guidance and workbook for changes.	CFO / SSPM

 

5. APPRENTICESHIP TARGETS: All public sector bodies who employ 250 or more staff have a legal requirement to publish their progress against the public sector target and submit this to the department, alongside supporting evidence that demonstrates that they have shown due regard to the target. Organisations with fewer than 250 staff are not required to submit data.  More detailed information about the public sector apprenticeship target, including what data is required.
ACTIONS	WHO?
NOT APPLICABLE CURRENTLY: Period: Year to 31 March / Submission Deadline: 30 September	N/A

 

6. EOY (MONTH 13): Continuation of work on the previous year closure and the end of year outturn
Key Tasks (To be added)	CFO & Finance Team

 

7. The annual capitalisation of fixed assets and depreciation is completed.
ACTIONS	WHO?
These are reported to the: Finance and Monitoring Committee meeting (Normally November), ATB (Normally December), and ESFA and General Public in December / January through the submission and publication of annual accounts on the website	CFO & Finance Team

 

8. The new budget is uploaded to SIMs and commenced having normally been formally agreed by the Full AT in July or August
		CFO

 

9. REGULAR / ROUTINE ACTIONS
A. The Budget Monitoring Report, Cash Flow and Trial Balance are sent to every trustee		CFO Trustees
B. Charge Card Reconciliations: Penultimate Monday of the month		EAL / AO / CHAIR
C. Expenses Processing: Last Monday of the month		CFO / AO / CHAIR

 

10. Cycle of Meetings each half-term
Week A: Core Agenda to follow	AO & CFO
Week B: Core Agenda to follow	AO & CFO
Week B: Core Agenda to follow	Chair & AO
Week C: Core Agenda to follow	AO & CFO
Week D: Core Agenda to follow	Chair, AO & CFO

 

11. FORWARD PLANNING
A. Preparations (Check & Update SIMS) for the completion of the November School Workforce Census (SWC)
SCR Up to date every day Check & Update SIMS Starters: Added & fully processed Leavers: end dates, destinations, reason for leaving Vacancies Basic Details (FULL Name(s) / DOB …) Professional Details: Teacher Numbers, QTS, QTLS, EYT, HLTA, Qualifications / Subject* Equalities Data: Gender / Ethnicity / Disabilities Sickness and non-training absence HR & Payroll Data: start dates, Contracts/Service Agreements / Working Hours / NI Numbers / Pay and allowances / Post / Role		HRM & Team
B. Preparations for completion of the October Autumn Census are undertaken (Data Manager/SENDCo/Admissions Manager/Pastoral Teams/FSM/Attendance Officer/Catering Team/Clerk to the ATB)
C. Although a year-round task, further preparations for the October / November External Audit are undertaken in September and October. This workstream is led by the Chief Finance Officer / School Business Manager. The relevant pages of the academy website may also be updated in September and October with some audit deliverables
D. Preparations for the ESFA Self-Assessment Resource Tool are undertaken (Finance Team)
E. Policies Review and Ratification this month
F. Documents Review and Ratification this month

 

 

 

WHAT HAPPENS IN OCTOBER?

• ESFA publishes the 16-19 revenue funding allocation data for the current year
• Second quarterly pupil premium payment for the current year is paid to academies

• ESFA publishes guidance and workbook for the previous year's Annual Accounts Return (AAR). This supplements the Academies Accounts Direction (AAD) published the previous March.  

• DfE publishes guidance on the Condition Improvement Fund (CIF) for the next year. Preparation for any significant and predictable CIF bids normally would need to have started up to a year earlier, using bid consultants

• Final preparations for October External Audit are undertaken. This workstream is led by the Chief Finance Officer / School Business Manager. Any remaining sign off from the ATB or others is completed, electronically or in person. 

• THE OCTOBER AUTUMN CENSUS: The academy census is completed termly and collects a range of data including pupil's personal data such as name, postcode, gender, age, special needs status, FSM status as well as educational history and attainment results. It also includes sensitive data such as absence, exclusions and their reasons, etc. The data is used by government for a variety of purposes including to determine future funding for the academy in accordance with the National Funding Formula (NFF)
• The autumn census date (First Thursday in October each year) was Thursday 1 October 2020 and the completed census was submitted ON TIME to the ESFA in advance of the deadline of Wednesday 28 October 2020. The census was not delayed due to the Coronavirus Pandemic. The next autumn term census is on Thursday 7 October 2021 and will be submitted by Wednesday 3 November 2021. This workstream is led by the Data Manager supported by SENDCo, Admissions Manager, Pastoral Teams, FSM Manager, Attendance Officer, Catering Team and Clerk to the ATB. The census submission is approved by the Executive Head Teacher/Chair

• THE OCTOBER LAND AND BUILDINGS COLLECTION TOOL (LBCT) for 2019/20 went live on Tuesday 15 December 2020 and was submitted ON TIME to the ESFA in advance of the deadline of Thursday 28 January 2021.  In 2020/21, these dates were later than normal due to the Coronavirus pandemic. The LBCT collects information about all the land and buildings used by academy trust. It includes an estimate of the land and buildings valuation and is an annual snapshot of the trust’s land and assets on 31 August each year. The next LBCT will go live on Tuesday 5 October 2021 with a deadline for submission of Tuesday 9 November 2021. This workstream is led by the Sites, Premises and Projects Manager. The LBCT submission is approved by the Executive Head Teacher/Chair

• THE OCTOBER EXTERNAL AUDIT: After the financial year end, the financial statements (FS) are externally audited (annually), normally in late October or early November and, once audited and approved by the ATB, must be submitted on or before 31 December.  This workstream is led by the Chief Finance Officer / Academy Business Manager. Responses to the audit findings report are drafted by the Accounting Officer, approved by the Chair and subsequently reported to the ATB and ESFA. External audit for 2019/20 was completed remotely in 2020/21 due to the Coronavirus pandemic. It is strongly hoped the external audit of 2020/21 will be on-site in 2021

• Preparations for the November School Workforce Census continue (Data Manager/HR Team/Finance (Payroll) Team)

• *The budget and cash flow are monitored by the Chair at least monthly and the Finance Committee at least termly, and at least 6 reported to the ATB each year electronically and endorsed in full ATB meetings

• *Member and Trustee lists are updated on the website

• In October, the ATB meets to consider, update, complete and endorse:
  • ESFA Schedule of Requirements (the 'musts')
  • Fraud Questionnaire
  • Risk Register
  • GDPR checklist
  • ATB Skills audit and financial competencies self-assessment
  • Governance Review and Financial Competency Matrix
  • Trustee attendance in the previous year
  • ATB Protocol
  • ECRB annual declaration and checks
  • Governor disqualification form
  • Register of Interests (Members, Trustees and Key Personnel)
  • Payroll Questionnaire
  • Governor Expenses (normally none)
  • Pensions Audit(s)
  • Internal Audit Reports (Responsible Officer) for the previous year
  • ATB Committees and Terms of Reference
  • Academies Financial Handbook 
  • Local Financial Procedures and Guidance
  • Scheme of Delegation
  • Self-Assessment Checklist and Dashboard
  • Whistleblowing Policy
  • Conflicts of Interests Policy
  • Election of Chair / Vice Chair (if applicable) and appointments to committees / roles
  • Arrangements for election of staff / parents (if applicable)
  • Draft Admissions Policy and Consultation Process / timetable for the year after next agreed (If required)
  • Review of other policies due for review / re-adoption

WHAT HAPPENS IN NOVEMBER?

• PE/Sports Premium Conditions of grant and allocations for current year issued. First payment made to academies (if applicable)
• First payment of the Teachers Pay Grant and Teachers Pension Grant paid to academies (if applicable)

• Condition Improvement Fund (CIF) applicants must register online before the deadline (if submitting)

• Accounts Return (AR) online form available from 4 November 2021 (Submission by 25 January 2022)

• THE OCTOBER EXTERNAL AUDIT: After the financial year end, the financial statements (FS) are externally audited (annually), normally in late October or early November. This workstream is led by the Chief Finance Officer / Academy Business Manager. Responses are drafted by the Accounting Officer, approved by the Chair and reported to the ATB and ESFA. External audit for 2019/20 was completely remote in 2020/21 due to the Coronavirus pandemic. The academy's experience of remote audit was disappointing in 2020 as it was less efficient, more costly and plagued by poor communication. It is strongly hoped the external audit of 2020/21 will be on-site in 2021

• Some external Audit follow-up may extend beyond the audit days but all work, including the Audit Findings Report, Annual Report, Audited Financial Statements and Audited Accounts should completed in advance of the scheduled AGM

• THE OCTOBER LAND AND BUILDINGS COLLECTION TOOL (LBCT) The LBCT collects information about all the land and buildings used by academy trust. It includes an estimate of the land and buildings valuation and is an annual snapshot of the trust’s land and assets on 31 August each year. The next LBCT will go live on Tuesday 5 October 2021 with a deadline for submission of Tuesday 9 November 2021. This workstream is led by the Sites, Premises and Projects Manager

• THE NOVEMBER SCHOOL WORKFORCE CENSUS (SWC) is a statutory data collection that takes place each autumn term. The most recent census day (the first Thursday in November) was Thursday 5 November 2020 and the census collects data on all teaching and support staff in regular employment. The submission was submitted ON TIME to the ESFA in advance of the Friday 4 December 2020 deadline.  The dates for the 2021 SWC are not yet published but expected to be similar to previous years which would mean Thursday 4 November 2021 with a submission deadline of Friday 3 December 2021 (To be confirmed). This workstream is led by the Data Manager, supported by HR and Payroll.  The census submission is approved by the Executive Head Teacher/Chair

• Academy Trusts are independent charitable companies and are required to prepare the NOVEMBER ANNUAL REPORT AND FINANCIAL STATEMENTS for the financial year up to the 31 August each year. The annual report includes a Trustees Report, Governance Statement, a Statement on Regularity, Propriety and Compliance, a Statement of Trustee's Responsibilities, an Independent External Auditor's Report on the Financial Statements and the Independent Reporting Accountant's Report on Regularity. The Financial Statements include the Statement of Financial Activities (SOFA), the Balance Sheet, the Statement of Cash Flows and any Notes to the Financial Statements. ​

• THE NOVEMBER CONSULTATION ON THE ADMISSIONS POLICY for the year after next commences (If applicable)

• *The budget and cash flow are monitored by the Chair at least monthly and the Finance Committee at least termly, and at least 6 reported to the ATB each year electronically and endorsed in full ATB meetings

• Member and Trustee lists are updated on the website

• The date, day, hour, and location of the Annual General Meeting (AGM) is published (at least 21 days prior to the meeting) with the agenda for the meeting, including minutes of the previous AGM, the Annual Report, Presentation of audited Financial Statements and Accounts, process for appointing auditors for the next financial year, amendments/updates to the constitution, membership and elections (if appropriate), resolutions, etc.

WHAT HAPPENS IN DECEMBER?

• DfE announces Schools Revenue Funding Settlement for next academic year

• Deadline for CIF bids​ (If applicable)

• Preparations for the School Resource Management Self-Assessment Tool (SRMSAT) are undertaken and agreed by the ATB in its December meeting, or electronically before the January deadline.  

• THE ANNUAL GENERAL MEETING (AGM) is held each DECEMBER. There cannot be a gap of greater than 15 months between two AGMs

The Annual Report was presented and agreed at the AGM held on 10 December 2020. Normally, the AUDIT FINDINGS REPORT (AFR) and the AUDITED FINANCIAL STATEMENTS  and AUDITED ACCOUNTS for the previous year are agreed at the AGM following presentation by auditors. In 2020/21, the AGM was adjourned and the Audit Findings Report and Financial Statements / Accounts were agreed by the ATB in January 2021 and submitted ON TIME to the ESFA before 31 January 2021 deadline (extended by one month due to the Coronavirus pandemic). The accounts and financial statements are led by auditors and the Chief Finance Office / Academy Business Manager, and the initial drafts discussed with the Accounting Officer. The initial drafting of the Annual Report is led by the Associate Head Teacher and Clerk to the ATB, with the draft discussed with the Executive Head Teacher and Chair before circulation to the trustees for board approval.  The annual report, accounts and financial statements are formally agreed at the AGM. 

• There is no extension in 2021/22. Academy trusts must submit by 31 December 2021, using the submission guidance: audited accounts, including the reporting accountant’s report on regularity, the audit findings report from the external auditors presented to those charged with governance – this should contain the: findings, including ratings of the importance/risk, e.g. high/medium/low, their views about significant qualitative aspects of the academy trust’s accounting practices, including accounting policies, accounting estimates and financial statement disclosures, significant difficulties, if any, encountered during the audit, significant matters, if any, arising from the audit that were discussed, or subject to correspondence with, management and the written representations the auditor is requesting, other matters, if any, arising from the audit that, in the auditor’s professional judgment, are significant to the oversight of the financial reporting process, an accounts submission cover (online form) and an annual internal scrutiny report

SPRING: 1 JANUARY TO 30 APRIL

WHAT HAPPENS IN JANUARY?​

• The third quarterly pupil premium payment for the current year is received

• The Spring Census: The school census is completed termly (see 'What happens in October' for more detail). The spring census date (Third Thursday in January) was Thursday 21 January 2021 and the completed census is on schedule to be submitted ON TIME to the ESFA in advance of the deadline of Wednesday 17 February 2021. The next spring term census is on Thursday 20 January 2022 and will be submitted by Wednesday 16 February 2022. This workstream is led by the Data Manager supported by SENDCo, Admissions Manager, Pastoral Teams, FSM Manager, Attendance Officer, Catering Team and Clerk to the ATB. The census submission is approved by the Executive Head Teacher/Chair​

• The academy trust board must complete the School Resource Management Self-Assessment Tool (SRMSAT) at least annually. It comprises a dashboard questionnaire and a checklist. The completed SRMSAT checklist was submitted ON TIME submitted to the ESFA by Thursday 15 April 2021.  The precise submission date for 2022 has not yet been published but is envisaged to be Thursday 14 April 2022 (Third Thursday in April).​

• By 31 January, the academy must publish audited accounts/ financial statements, in full, on the trust’s website (publishing a link to the Companies House website is insufficient). Academy trusts should retain accounts in respect of at least the previous two years on their website.

• Admissions Consultation closes and responses are summarised and sent to the ATB for agreement by 28 February.  

WHAT HAPPENS IN FEBRUARY?​

• Following consultation (if necessary), the ATB must determine the Admission Arrangements for the year after next by 28 February, and publish these on its website and send a copy to the LA by 15 March 
• The ATB must publish their admission appeals timetable for the current year on the trust's website by 28 February​

• The ESFA publishes exceptional post-16 in-year growth outcomes
• The ESFA issues guidance in next year's funding allocations for academies
• The ESFA issues the 16-19 allocation calculation toolkits (ACT) containing funding factors and student numbers.

WHAT HAPPENS IN MARCH?

 

WHAT HAPPENS IN APRIL?

 

• The academy is normally expected to submit its annual Budget Forecast Return or Budget Forecast Return Outturn (BRF / BFRO) between April and May each year. In 2019, the BFRO went live on 9 April 2019 and the submission was made ON TIME in advance of the 21 May 2019 deadline. There was no discrete BRFO submission in 2020 due to Covid-19 adjustment.

SUMMER: 1 MAY TO 31 AUGUST

WHAT HAPPENS IN MAY?​

• The academy is normally expected to submit its annual Budget Forecast Return or Budget Forecast Return Outturn (BRF / BFRO) between April and May each year. In 2019, the BFRO went live on 9 April 2019 and the submission was made ON TIME in advance of the 21 May 2019 deadline. There was no discrete BRFO submission in 2020 due to Covid-19 adjustment.
• The Summer Census: The school census is completed termly (see 'What happens in October?'). The summer census (Third Thursday in May) date is Thursday 20 May 2021 and the completed census is to be submitted ON TIME the ESFA in advance of the deadline of Wednesday 16 June 2021. The next summer term census is on Thursday 19 May 2022 and will be submitted by Wednesday 15 June 2022
• By 31 May, File accounts with Companies House within nine months of the end of the accounting period (section 442 (2a) of the Companies Act 2006). • For most academy trusts this will be no later than 31 May 2022 • Companies House levy a penalty of at least £150 if they are filed late. Academy trusts should consider filing their accounts with Companies House immediately after publishing on their website.

WHAT HAPPENS IN JUNE?

 

• The Summer Census: The school census is completed termly (see 'What happens in October?'). The summer census (Third Thursday in May) date is Thursday 20 May 2021 and the completed census is to be submitted ON TIME the ESFA in advance of the deadline of Wednesday 16 June 2021. The next summer term census is on Thursday 19 May 2022 and will be submitted by Wednesday 15 June 2022

• The Academy Accounts Direction (AAD) is normally published in June each year and sets out the basis and timetable for preparing and submitting accounts for that financial year. 

• The academy is also normally expected to submit its annual Three-Year Budget Forecast Return (BFR3Y) between June and July each year. Due to Covid-19, in 2021, there will only be a single BFR online form. The ESFA have combined the BFRO and BFR3Y into a single online form. This will go-live on 22 June 2021 with a deadline of 27 July 2021. These are the same timings as would have been for the BFR3Y alone.

WHAT HAPPENS IN JULY?

 

• The academy is also normally expected to submit its annual Three-Year Budget Forecast Return (BFR3Y) between June and July each year. Due to Covid-19, in 2021, there will only be a single BFR online form. The ESFA have combined the BFRO and BFR3Y into a single online form. This will go-live on 22 June 2021 with a deadline of 27 July 2021. These are the same timings as would have been for the BFR3Y alone.
• The detailed budget plan for the next year (and three-year forecast) is normally considered and agreed at the July ATB meeting each year. 
• partnership agreements / rpt
• New Budget Planning: Budget Planning is an on-going task for both in-year, next year and three-year budget forecasting. The greatest activity for the next year's budget is between February and July each year. The new budget is normally approved by the ATB in July each year. 
• ESFA Approval of Related Party Transactions over £20,000: 
• The Chair of the ATB monitors budget with the agreed budget by comparison with cost centre summaries (from FMS) along with other relevant monitoring data such as the department spending envelope spreadsheet, the premises spending envelope spreadsheet and the trading subsidiary cost centre activity (from FMS). The Chair also monitors the academy's Cash Flow through the cash flow summary spreadsheet which can also be compared with bank records online (AO has online access). The Chair's budget and cash flow monitoring tasks are undertaken approximately fortnightly throughout the year in meetings (now electronic / remote) with the Accounting Officer,

WHAT HAPPENS IN AUGUST?

End of Year Closure

• Budget and cash flow monitoring is also formally undertaken by the ATB at least 6 times each year in meetings. 

• The new Academies Financial Handbook (AFH) is adopted
• The Local Financial Procedures and Guidance (LFPG) is reviewed (and if necessary updated)

 

 

 

 

Staffing Plan

Pay Scales

Leases 

Legal Agreements

Loans

RPT

Audit Follow-up

 

 

Cranford Community College Academy Trust (Incorporated: 10 March 2011)

Cranford Community Trading Company Ltd. (Incorporated: 11 March 2014)