Meeting Started at 5.00pm

1. Welcome and Apologies

The Chair welcomed everyone to the meeting. BP sent apologies which were accepted. DM had advised he may be slightly late; JH had hoped to arrive late but did not make it. The meeting was quorate throughout.

2. Presentation from the Outgoing and Incoming Head Boy and Head Girl

Arabella (Head Girl) passed on apologies from Arthur, Head Boy, who was not able to attend. Arabelle outlined the work they had undertaken throughout the year. This included assemblies; increasing the involvement of the Prefects and involving the College Council more during the year; improvements to the student toilets; UN Rights of the Child and organising charity events. A big focus has been on increasing opportunities for Pupil Voice with the aim of increasing communication between staff and students. This included the use of Instagram to share some information which had been very well received by students.

The creation of an ICC shop had been a big hit so pupils can now exchange their ICC points for toys and pens. Arabella explained that they had done a lot of work on the Year 11 Prom as they had wanted to hold this at a different venue. This had not been possible this year, but the work undertaken would be passed on to the new Head Boy and Girl so they could develop the ideas next year.

Lewis and Neev the incoming Head Boy and Girl, then set out their plans for the coming year. They plan to look at ways to improve the Prom including themes and the venue building on Arabella and Arthur’s work this year. They will also look to organise more charity events as they feel this is good for the community and for well-being; work on care for the environment by litter picking; request fans are installed in the classrooms for use in hot weather and to use the outside classroom environment more often. In the Swan Cafe arrange for the menus to show food ingredients to help people with food preferences such as vegans. They would also like to share news more and are looking at re-starting the Swanmore Newsround. Lewis would like to find out if a google form could be made available for pupils to give feedback.

DM arrived 5.10

MT suggested that the local councils would be interested in the community events at the Community Committee and thanked the students for their ideas and hard work.

Q: (To Arabella) is there anything you wished you had been able to achieve during the year?
A: The changes we wanted for the Prom. We have done a lot of research on this and will be handing this over so hopefully changes can be made this year.

The Headteacher thanked Arabella and Arthur for their hard work especially for attending so many events and said he was looking forward to working with Lewis and Neev.

3. Pecuniary Interests

No Pecuniary interests were declared.

4. Minutes of the meetings held on 1^st December 2025

a) Approval - The minutes of the meeting were approved subject to two corrections (p6 and p11) and will be signed electronically on Governor Hub.

ACTION: Clerk to make amendments as discussed to p6 and p11 of the minutes of the 1/12/25.

Clerk

b) Matters arising and Actions carried forward from this meeting

Actions carried forward from 1^st December 2025

Reference	Action	When	Who
10/3/25 Item 3b	MT to speak to HR manager to set up access to the GDPR and Data protection training. 7/7/25 – MT has sources training from The Key and from the National College. The chosen training will be sent out to all governors to complete by the end of term. This is an item on the Safeguarding Audit, so it is important to complete it asap. 22/9/25 – MT has organised the GDPR training and has shared links to this with governors. Another course is also now available on Gov Hub, which takes 30 mins. Any governor who has not done this yet should ensure this is done and noted on their training profile on Governor hub by the end of this half term (24/20/25). On-going to check full compliance. 1/12/25 – Most governors have now completed the training and outstanding training is being chased up. There is also a need for all governors to complete the safeguarding training some have and a reminder has recently been circulated. ACTION ON-GOING to check full compliance 23/3/26 – ACTION COMPLETE	July 2025   August 2025             24th October 2025   By the end of December 2025	MT   MT   All Govs             Governors who have not yet completed the training
7/7/25 Item 5	HH and PHB to meet the nominated SLT member to review and recommend what data should be included in the HT report. 22/9/25 – HH and PHB are dealing with this and will arrange to meet GRS to identify KPIs for the HDT Report. At this stage it will not be a full set of KPIs, but these will develop from the initial set. On-going   1/12/25 – GRS, HH and PHB have met. The framework has been agreed and GRS is now preparing the first draft.   ACTION ONGOING document to be available for the WGBT on the 2nd March 2026.   ACTION COMPLETE	Sept’ 2025   By the end of half term 24/10/25         2/3/26	HH / PHB   HH, PHB GRS             PHB, GRS, HH
1/12/25 Item 7 d	IM to review with Michelle Smith what Policy approvals can be made in other committees. ACTION COMPLETE	End Dec 2025	IM
1/12/25 Item 11	IM and GRS to look for a suitable format for the SEF document. ACTION COMPLETE	End Dec 2025	IM, GRS
1/12/25 Item 12	IM to make the agreed adjustments to the Strategic Risk Register (down arrows to show improvement and also include a front summary sheet and consider links to the CIP). ACTION COMPLETE	End Dec 2025	IM
1/12/25 Item 14c	Clerk to send out the Governor Code of Conduct questionnaire to all governors to respond by mid-January 2026. ACTION COMPLETE	By 8/12/25	Clerk
1/12/25 Item 14d	Clerk to add TOR and protocol for link visits to March BoG agenda. ACTION COMPLETE	March 2026	Clerk
1/12/25 Item 15	Clerk to add future approach to PP Strategy to the Standards and Wellbeing agenda for February. ACTION COMPLETE	Feb’ 2026	Clerk

 

5. Policies and Procedures to Approve

a) Policy Schedule

IM shared an updated policy schedule. Some policies will now be approved by the designated committee without referral to BoG to avoid duplication. A discussion about policies ‘attached’ to link governors will be discussed at BoG in May. An additional column will also be added to the spreadsheet by the clerk to show the review date for the committee and BoG if the policy is designated to also be approved there. It was noted that the Provider Access Policy needs to be added to the policy schedule.

ACTION: Clerk to add review date columns to the Policy Schedule.	Clerk
ACTION: Clerk to add ‘discussion on policies to be ‘attached’ to link governors to May BoG agenda.	Clerk
ACTION: Clerk to add Provider Access Policy to the policy schedule.    b) Governor Services SLA (Res’ Com’) - Approved    c) Clerking Service agreement (Res’ Com’) - Approved    d) Code of Conduct for staff (Res’ Com’) – Approved subject to the amendment below	Clerk

A reference to the AI Policy needs to be added to Section 6 of the policy in the title and the paragraph dealing with use of IT and social media.

ACTION: HDT to arrange for a reference to the AI Policy to be included in section 6 (title and body of the section) of the Code of Conduct for Staff.    e) Induction of ECT Policy (Res’ Com’) - Approved    f) Use of AI Policy (Res’ Com’) - Approved    g) Data Protection/ GDPR Policy (Res’ Com) - Approved    h) Anti Bullying Policy (S&W) - Approved    i) Careers Education Information and Guidance Policy(S&W) - Approved    j)  Provider Access Policy (S&W) – Approved    k) Behaviour Policy (updated policy direct to BoG) -Approved subject to the discussion and amendments outlined below.

HDT

The Behaviour Policy had previously been reviewed by the S&W committee and had been changed to include the trial of the ‘Reset Room’ which is now complete. The Headteacher explained that there had been some ongoing adaptations as the trial had progressed. It was now felt that the reset room was a positive benefit to the Behaviour Policy arrangements as it gave children a second chance. It is being retained in the procedures, but review will continue as SLT listens to feedback from pupils and staff. The arrangement had good support from parents and helped staff when discussing infringements with parents. Numbers in the Learning Hub had reduced by 20% which is a positive impact. JP commented that it provided useful data to Heads of Year when reviewing patterns of disruptive behaviour.

Q: In the Policy (sec 5.4) it states that parents ‘where possible’ should support the policy. Is this strong enough?
This was discussed and it was agreed to re-word this to parents ‘should’ support the policy. The date also needs to be removed from the policy title on the front page and the footer.

ACTION: HDT to arrange for the sentence setting out parent responsibilities to say ‘should’ not ‘where possible’ in the Behaviour Policy and the date to be removed from the policy title and the footer.

HDT

6. Headteacher’s written Report

• The written report had been shared in advance with the meeting papers. The Headteacher explained he had focussed on pupil numbers as he had reached agreement with HCC Admissions that the Pupil Admission Number (PAN) would be increased to 280 (from 270) for offers for this September to ensure that the full 270 places are filled at the start of the year. This now seems to be some misunderstanding, so the Headteacher will go back to Admissions to resolve it. There are 6 appeals for places in Year 7 and 27 pupils on the waiting list, so it is important to have 270 pupils with places for September, so they get their first choice school.

ACTION: HDT to add the attendance data to the BoG meeting folder on Gov Hub.

HDT

• This item continued with a confidential matter which is recorded in a separate confidential minute.

• LLP Report – (Leading Learning Partner) The LLP was accompanied by a ‘challenge partner’ who is a headteacher from another Hampshire school. The visit lasted a full day and included learning walks, discussions with staff and SLT and pupils. The key outcomes were that ‘excellent governance’ was recognised and the need to improve attendance, which is already a priority, was noted. A lot of staff time and planning had gone into the visit, and it was felt that the report did not give as much help and direction for further improvement as would have been liked.

The Headteacher was thanked for his report.

7. Development of Staff/Governor Interactions (IM and HDT)

This discussion had come from comments made in the staff survey and also in the governor’s Code of Conduct survey. IM had met with the Headteacher and they had agreed on four ways of addressing this to increase opportunities for staff to meet and talk with governors whilst being mindful of not taking up too much staff time.

1. There are more sub-committees (e.g. Ofsted and SEND) being formed for governors to work on specific areas which will provide more opportunities for a greater number of staff to be involved.
2. The Link Visits protocol is being revised so that it includes meeting other staff during the visits not just the SLT contact.
3. Arrangements will be made to speak to all staff once a year (eg on an INSET day to outline governor matters such as the CIP, vision and finances.
4. Writing the new SEF will involve working with a range of staff to develop a response to all areas of the new Ofsted framework.

Q: (to JP) Do you have any ideas how governors could develop interactions with staff?
A: It would be useful for as many staff as possible to see how governors come up with tangible solutions to the issues staff raise and to be able to put a face to a name. Possibly one or two opportunities a year. The reputation of the governors is very positive among the staff. SB added that staff had felt positive about the opportunity to meet a governor as part of the staff survey process.

It was noted that a new link governor had been appointed to the Support Staff role and that governors being more visible during GCSE options evenings and taster sessions could be useful. Parent governors felt that conflict in roles could arise if they attended as a parent but were also there as a governor.

ACTION: IM will present the agreed ideas on improving staff/governor interactions at the next BoG meeting in May.

IM

8. Finance Report (PHB)

a) and b) Three documents had been shared with the meeting papers. The budget had been thoroughly reviewed at Resources the week before.

There is only one month remaining on this year’s budget the figures are in line with the planned budget set in May 2025 and is a slight improvement on the figures agreed at the November 2025 re-budget.

This has been a challenging year due to the increases in salary costs but positive decisions on spending relating to improvements from the CIP had still been possible due to the reserves held. This year an in-year deficit budget had been set but the information received so far indicates that it may be possible to set a balanced budget next year.

SB pointed out that in the ‘Y’ Code there is money held in a designated fund for the replacement of the artificial STP pitch. The balance should be £190K (one hundred and ninety thousand) at the start on the next financial year (2026/27).

PHB thanked SB for her strong financial management of the budget.

c) SFVS (Schools Financial Value Statement) – PHB gave a brief summary of the meeting on the SFVS which had been recommended for approval last week at Resources.

DECISION: The SFVS was approved for submission to HCC.

9. Review of TLR Structure – agree (HDT)

A brief overview of the TLR structure was given. There are no changes other than the separation of Media Studies from English. The new media studies role will be advertised.

Q: Does the TLR structure impact on the new leadership arrangements discussed earlier? 
A: No this is separate although staff with TLRs could apply for the ASL roles and would receive an additional uplift in pay.

DECISION: The TLR structure proposal was unanimously approved.

10. College Strategy and Vision (GRS)

1. IT Strategy - A paper providing an update had been shared with the meeting papers. GRS explained that they now have an idea of which provider could be a possible front runner, but this is still complicated by the fact that the systems are not ‘like for like’ and there is still limited information on the up-dated SIMs MIS (SIMs Next Generation). Bromcom is a comprehensive solution, but this is cloud based and research has revealed that they experience significant outages especially in September these can last several days. They are open about this and are working to address the issues. GRS has arranged to work alongside another school who use Bromcom to get a better idea about this.

No one system will solve all of the problems we have identified with our current MIS (SIMs). We have also become aware that if we remain as an LA maintained school we will need to continue with their payments system so those advantages and savings may not be available.

The recommendation will be presented at Resources Committee in July. It is most likely that any change would be introduced in 2027/28 although the decision would be made in the previous November so there would be a long run in. GRS has uncovered many inefficiencies with duplication etc. so these will be rationalised leading to workload benefits which is a positive outcome.

It was observed that a delay of two years for the implementation of a new MIS was not ideal and moving more quickly would be preferrable if possible. It was however recognised that the speed of implementation needs to be balanced against the credibility of the system adopted. It is the frequency of outages that is the greatest concern and this needs to be unpicked and understood better.

2. Progress on the CIP – The updated document had been shared on Gov Hub. A lot of the RAG is rated as green reflecting good progress. Staff understand the document and who is working on the different actions and priorities. In future the choice of targets could be improved and these need sharing more widely with staff. The inclusion of the data and finances on the plan was a very good step forward and thought is now being given to next year’s CIP.
3. Up-dated SEF Proposal – The Capability Model sample was shared. This is used in business and provides a method of measuring inputs. The suggested model includes an evaluation of all Ofsted areas as well as sustainability and communications. The LLP had given positive feedback on the proposed model for self-evaluation.

The process involves asking a set of questions with the responses determining the level given to that area. This is not a quick process, and progress is normally one level each year but will deliver on the Strategic Objectives for the end of the period in 2028. Staff will work on this and governors will contribute as well. It was noted that level 3 involves consistency and it can be difficult to ensure this is embedded in each area.

Q: When will our version be available?
A: Possibly by July but this is not a definite date at the moment as there is further work to do.

11. GDPR and Cyber Security (NF)

NF had worked with the Operations and Business Manager Brett Parker (PBR) on the audit earlier this term. A checklist had been sourced from The Key. This had shown the school processes to be really robust. A presentation was given to summarise the outcomes. A governor guidance policy now needs to be written and PHB is looking for a possible format for this. (Action in Resources). NF advised that it is likely governors will be recommended not to use personal email addresses and that it may be necessary to create school email addresses.

12. Safeguarding (JH)

JH was not at BoG so all governors were asked to read her Link Governor report. This will be followed up at BoG in May.

ACTION: All Governors to read the Safeguarding Link Visit report for March 2026. This to be followed up in May.

All Gov's

13. Governor Link Visits

IM has identified roles for the new governors which means some handovers need to be arranged with current Link Governors. The spreadsheet will be updated to reflect the new roles for the summer term 2026.

JG will take on Careers (from BP); AR will take on Support staff (currently vacant); TM will take on Behaviour and Attendance (from IM); AH will take on Able Pupils (currently PHB). In addition, AW will take on Ofsted (new role) and PHB will take on safeguarding as JH is leaving the board in July.

ACTION: GRS to provide the clerk an up-dated SLT contacts list for the Link areas.	GRS
ACTION: Clerk to up-date the governor names on the link visit spreadsheet for summer 2026.	Clerk

14. Governor Matters

1. Governor Code of Conduct – outcome of survey including training needs – The main area relates to governor workload and the visibility of governors both of which have been covered during this meeting.
2. Governor training 2025/26 & Governor Induction handbook – MT asked for any ideas for amendments to the induction handbook to be passed on to him. Governors should continue to look for opportunities for training, especially training aimed at specific roles and responsibilities.
3. Feedback on WGBT 2^nd March 2026 - thanks were given to people who presented at the WGBT. This had been a very useful session, especially as it was so focused on Swanmore.
4. Draft meeting dates for 2026/27 - IM advised that the date for BoG in July was to be changed as he is away on the original date. It was agreed to move BoG to Tuesday 14 July 2026. A list of dates for 2026/27 had been shared by this will be reviewed as it had been agreed at Steering to have 5 Resources and 5 S&W meetings to even up coverage. The clerk will share an up-dated list as soon as possible.

ACTION: Clerk to revise the list of meeting dates 2026/27 and share with SLT and Govs.

Clerk

e. Marketing & communications – Space up-date – (GRS) – There are two phases remaining of the work with SPACE on communications. They have a good understanding of the school and are producing a toolkit so that work can continue when the project ends. This has been very successful.
f. Resignations, vacancies, recruitment, (one co-opted vacancy) – the vacancy remains. JH will be leaving the board at the end of July.
g. Any changes to terms of office – IM re-election, HH term ends 4/6/26
Both agreed to be co-opted again IM for 4 years HH for 1 year.

DECISION: IM was unanimously co-opted for a further 4 years and HH for 1 year.

h. Correspondence – nothing further.

15. Matters Arising from Committee meetings

None

AOB

The meeting ended at 19.10

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Date of Next Meeting - Monday 18th May 2026 5.30 pm