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Terms of Reference


1.      The Federation Governing Body (FGB) will operate at all times in accordance with the requirements of the Education Acts; the School Governance Regulations; the Local Authorities Scheme for Financing Schools and all other relevant legislation.

2.      The governance structures and operating arrangements set out in this document will be reviewed annually by the FGB.  They are underpinned by the specific policies; standing orders; codes of practice and other delegations of Ifield and King’s Farm Schools (I&KFSs).


Governance Structure and Membership

3.      Whilst the Federation Governing Body as a whole remains responsible for the Governance function of the Federation, in The Cedar Federation Model there are three distinct areas of work delegated by them.

The Governance structure and number of meetings each school year is set out in Appendix A.    

In addition to the main FGB are three committees:

  • Leadership, Strategy and School Improvement Committee
  • Finance & Resource Management Committee
  • Teaching, Learning & Assessment Committee

The proposal (in Appendix A) is that there are “up to” six meetings in a school year for the Finance & Resource Management and Teaching, Learning & Assessment Committees in recognition of the increased workload associated with covering two schools.    The reality of course may be that these Committees are able to effectively conduct business with less than six meetings.

In addition to the Teaching, Learning & Assessment Committee, The King’s Farm School Improvement Group will meet regularly to provide additional, focused scrutiny of progress at King’s Farm School.

4.      The key responsibilities of each committee are shown in Appendix B and membership of each committee in Appendix C


General Principles 

5.      All matters which can legally be delegated to Committees should be delegated.

6.      Governors should be able to indicate their preferences for Committee membership, as described in paragraphs 9-11 below, but agreement of membership will be a function of the FGB.  It is open to the FGB to co-opt additional members to individual committees.

7.      All Governors will, in liaison with the Executive Headteacher and Head of Schools of I&KFSs, develop a link with classes in each school.  The nature of the link to be agreed between the Governor and each Head of School.

8.         In addition to the School Plans for I&KFSs there should be an overarching Federation Strategy.     The Federation Strategy should be a high level document which sets out the Federation’s overall vision, aims, and objectives for both schools along with how and when these will be achieved and associated responsibilities for delivery.     Preparation of a Federation Strategy, for approval by the FGB, should be a first order priority for the Leadership, Strategy and Improvement Committee.    


Appointment of Governors to Committees

9.         Governors will be asked to indicate which individual responsibilities they are prepared to take on to be presented to the FGB for approval at the Autumn meeting.

10.       The Federation Executive Headteacher (FEH), and Leadership, Strategy and School Improvement Committee will produce a recommendation, based on overall FGB needs, for membership of individual Committees.  This is to be presented to the FGB for approval or amendment at the Autumn meeting.

11.       The Chair of Governors can appoint new Governors to Committees between annual meetings, after discussion on preferences.


Budgetary Timetable

12.    The budget is driven by the Federation Strategy and School Plans for I&KFSs and follows the Financial Year Planner :

  • Autumn and Spring Meetings

Committees consider areas of expenditure taking into account the relevant sections of the I&KFSs Plans. Costed proposals will be presented to the Finance & Resource Management Committee, who will recommend affordable proposals to the FGB.

  • Summer

Committees consider areas of expenditure taking into account the relevant sections of the I&KFs Plans.  When the Local Authority has informed the Schools of the funds delegated for the Current Year, the Finance and Resource Management Committee, at the Budget Meeting, consider areas of expenditure taking into account these and other items of recurrent income and expenditure for the preparation and approval of each Schools Budget for that Year and adoption by the FGB.

13.    Subsequent changes to funding or costed expenditure proposals will be taken into account by the Finance & Resource Management Committee by adjustments to the relevant (I or KF) School Budget by virement or other procedures authorised by the FGB.


Federation Governing Body – Operating Arrangements

The main responsibilities to be managed by the Federation Governing Body (FGB) are outlined below:

Responsibilities which cannot be delegated:

  • To draw up the Instrument of Government and any amendments thereafter.
  • To review the standing order for the election of the Chair and Vice Chair of Governors including the length of the term of office.
  • To elect (or remove) the Chair or Vice Chair of Governors
  • To appoint (or dismiss) the Clerk to the Governing Body
  • To hold at least three FGB meetings each school year
  • To appoint and remove Co-opted Governors and Associate Members of the Governing Body
  • To suspend a Governor
  • To decide which functions of the Governing Body will be delegated and to whom
  • To receive reports from any committee or individual Governor to whom a delegation has been made and to consider whether any further action by the Governing Body is necessary.
  • To review delegation arrangements annually.

Responsibilities which may be delegated:

  • To recruit Governors as vacancies arise
  • To maintain a register of Governors’ Business Interests
  • To regulate Governing Body procedures which are not set out in law and record these as Standing Orders
  • To assign individuals to monitor specific priorities of the School Plans
  • To appoint a SEND Governor to discharge duties in respect of pupils with Special Needs.


Committees – Operating Arrangements

14. The following arrangements will apply :

  • The Committees, except Leadership, Strategy and School Improvement, will meet up to six times a year, between FGB meetings
  • The Finance & Resource Management Committee will, where possible be the last in the cycle of Committee meetings to allow recommendations from other committees
  • Committee Chairs, as necessary, may call additional meetings
  • The Leadership, Strategy and School Improvement Committee will meet as required but not less than three times a year.     A representative from each of the other committees should attend each meeting of the Leadership, Strategy and School Improvement Committee
  • All Committee meetings should take place in good time for draft minutes to be provided in advance to the FGB meeting so as to allow decisions and recommendations to be reported
  • The Committee Chair, or in their absence another member, will report back to the FGB
  • The Chair of Governors and the Federation Executive Headteacher (FEH) are ex-officio voting members of all Committees.
  • If the FEH is unable to be present at a meeting, a member of the Leadership team will be nominated to attend
  • The quorum for any Committee meeting and for any vote is three Governors who are members of the Committee including the Chair of Governors and FEH.
  • Each Committee will elect a chair annually, at the Autumn meeting.
  • All Committee members who are Governors have voting rights
  • Associate Governors have no voting rights
  • The Committee has the right to co-opt up to two additional members on an annual basis.
  • Any Governor may attend any Committee meeting as an observer and, with the approval of the Committee, may contribute to discussion but not vote.    A Governor attending as an observer will be required to strictly honour the confidentiality and sensitivity of any issues discussed in a committee as specified by the chair of the committee.     
  • A senior member of the school staff (drawn from I&KF staff), and appointed by the FEH, will service each Committee
  • The clerk will minute all Committees
  • The Committee Chair and the servicing member of school staff, with the support of the clerk, will draft Committee agendas. The clerk will circulate the written agenda, in advance of meetings, together with all relevant papers.
  • Each Committee has a responsibility to ensure that all statutory matters, including review of policies, are carried out at the appropriate time.   The chair of each Committee will arrange for each Committee member to be provided with a list of the statutory matters relevant to the responsibilities of the Committee.
  • The School Plan for each school (I&KF) is managed by the Executive Headteacher and Head of School of each school.    Each section will be considered and approved by the appropriate Committee on an annual basis and taking account of the overarching Federation Strategy.
  • School Policies are allocated by the FGB to an individual Committee for monitoring and review  
  • All Committees will have a role in the work of the Nursery, Sixth Form Centre, Post 19, Woodland, and Off-site visits.


Specific Governor Responsibilities

15.       Will be as follows :


SEND Governor:                                          Paul Jackson                                               

Safeguarding & Child Protection:             Hazel Sheehan; Deputy: Andrew Sparks          

Children in Care:                                          Hazel Sheehan       

Early Years:                                                  Hazel Sheehan

Sixth Form:                                                   Tony Smith

Pupil Achievement:                                     Tony Smith                           

Pupil Premium:                                            Tony Smith

Health and Safety:                                      Rev Martin and Caroline McIntosh

Training and Development Governor:       Adel Haholt              

Induction of new Governors:                      To be confirmed                                        

Performance Management of Executive Headteacher:

                                                                        Adel Haholt, Andrew Sparks & David Williams



Monitoring Governors and Governors with Specific Responsibilities

16.       To monitor an identified target or statutory function of the Governing Body and report to the Governing Body. It is expected that at least one monitoring visit will be made during the year, with two other visits or discussions about a focused issue. Other forms of communication such as telephone calls emails, etc may be substituted for a visit.  A visit does not necessarily have to take place during the time when students/pupils are in school, and could be just as effective as a meeting between governor(s) and the lead professional at the end of the day as mutually agreed.

17.       The purpose will be to :

  • Gain an understanding of the scope of the activities the schools are conducting to achieve success.
  • Undertake any necessary training (in or out of school) to enable effective monitoring of the areas/subject.
  • Monitor the progress of school activities towards the target or duty.
  • Evaluate the extent of success at the end of the set timescale.

18.     A visit to the schools will be arranged with reference to the Executive Headteacher and Head of School and in accordance with the Governor Visits policy.   A report will be no more than 1 side of A4 in length (not including any data), be submitted for approval by the Head of School and/or any lead professional within the school within 2 weeks of the visit, and then be lodged with the clerk of governors for distribution as soon as possible.



Signed.............................................................   Date 30th November 2017

                                Chair of the Governing Body


Appendix A

The Cedar Federation

Ifield School & King’s Farm Primary School

Governance Structure

Full Governing Body

Minimum of 3 meetings each school year


Leadership, Strategy & School Improvement

Minimum of 3 meetings each school year

Finance & Resource Management

Up to 6 meetings each school year

Terms 1, 3 & 5 – Resources Focus

Terms 2, 4 & 6 – Finance Focu

Teaching, Learning & Assessment

Up to 6 meetings each school year


Meeting Dates

Full Governing Body

Thursday 30th November 2017

Thursday 22 March 2018

Tuesday 3 July 2018




Leadership, Strategy & School Improvement

Tuesday 10 October 2017

Thursday 18 January 2018

Thursday 26 April 2018


Teaching Learning & Assessment

Thursday 16 November 2018 includes KFSIG

Thursday 8 March 2018 includes KFSIG

Thursday 21 June 2018 includes KFSIG


Finance & Resource Management

Tuesday 21 November 2017

Tuesday 13 March 2018

Thursday 25 January 2018

Thursday 10 May 2018

Tuesday 26 June 2018


King’s Farm School Improvement Group

Tuesday 6 February 2018

Thursday 17 May 2018





Appendix B – key responsibilities of FGB Committees

Leadership, Strategy and School Improvement Committee

The Leadership, Strategy and School Improvement Committee is a small group of Governors including the Chair and Vice Chair working more closely with the senior management of the school who know the school well through school self-evaluation (SEF) and develop strategies and plans for Federation and School Improvement.

Key responsibilities

  • Preparation of a Federation Strategy for approval of the FGB – to include the vision, aims and objectives of the FGB and its Committees
  • Recommend and monitor the structure of the Governing Body (including its Committees)
  • Review the effectiveness of the Governing Body
  • Review and Update the School Improvement Plans for I&KFSs taking account of Ofsted recommendations; the KFS school improvement partner and acknowledged good practice
  • Have oversight of cross committee responsibilities in order to ensure effective join up and delivery
  • Ensure the dissemination of information to relevant committees
  • Determine the overall staff complement for I&KFSs for agreement by the FGB
  • In conjunction with the Executive Headteacher and Head of Schools of I&KFSs, contribute to agreeing the structure of the School Leadership Team in each school, taking account of and authorising any subsequent changes to costed expenditure with support from the Director of Finance and Resources.
  • In conjunction with the Executive Headteacher, be involved in the recruitment of senior staff at Head of School & Assistant Head Teacher level in each school.
  • Lead the Discipline Committees and Discipline Review Panels for I&KFSs
  • Determine the Complaints procedure for I&KFSs for approval of the FGB and dissemination to parents
  • Keep under review the admissions policies for I&KFSs
  • Actively look at links with other schools as part of continuous improvement (sharing best practice) and as a means of strengthening the I&KFSs Federation
  • To determine the timing of the Executive Headteacher appraisal review cycle and appoint two or three Governors to act as reviewers alongside an external advisor.


Teaching, Learning & Assessment Committee

The Teaching, Learning and Assessment Committee focus on the delivery of the annual School Plans, undertake monitoring and evaluation activities against School Plan priorities and report to the FGB as a whole.  In addition, members of the Teaching, Learning & Assessment Committee will form the King's Farm School Improvement Group to provide additional focussed scrutiny of progress and development at King's Farm Primary School.


Key responsibilities:

  • Support the Executive Headteacher and Head of Schools of I&KFSs and staff in their aim to enable all pupils to make good progress by providing a wide range of high quality, barrier-free challenging learning experiences and opportunities.  These include:
  1. Access to the full statutory National Curriculum,
  2. Religious Education in accordance with the Kent Agreed Syllabus,
  3. Relationships & Sex Education
  4. Learning and development requirements of the Early Years Foundation Stage, Sixth Form, Post 19 and Foundation Learning,
  5. - Woodland Teaching & Learning,
  6. - Resolving complaints about the curriculum.
  • Monitor pupil achievement & outcomes
  • Monitor Pupil Data including Statutory & Additional Target Setting, Children in Care, Bullying incidents, Racial incidents, Safeguarding, Exclusions, and PTFA
  • Evaluate and monitor Pupils’ Personal Development, Behaviour and Wellbeing
  • Monitor Pupil Attendance
  • Recognise the impact of others, such as families and relations with the world outside I&KFSs and, on the education and wellbeing of pupils at both schools – considering these as appropriate
  • Review policies in relation to statutory requirements to ensure they are fit for purpose
  • Review acknowledged good practice in other schools and consider whether and how this can be applied to I&KFSs – as part of driving continuous improvement in teaching, learning and assessment 


Finance & Resource Management

The Finance & Resource Management Committee focus on the delivery of the annual School Plans, undertake monitoring and evaluation activities against School Plan priorities and report to the FGB as a whole.


Key responsibilities:

  • Produce and approve, on behalf of the FGB, the Annual Budget in accordance with the Federation Strategy and I&KFSs School Plans
  • Review I&KFSs Financial Policies and Strategic Plans, and the management of resources and financial position as necessary
  • Monitor the Revenue and Capital budgets to ensure compliance under the I&KFSs internal financial controls
  • Be responsible for the write off of no longer required or serviceable assets above a specified value as delegated to the I&KFSs Head of Schools and Executive Headteacher from time to time
  • In collaboration with the I&KFSs Head of Schools and relevant School staff, be responsible for monitoring the upkeep and maintenance of the School’s assets and where required recommending appropriate measures to the FGB to rectify inadequacies
  • Undertake an inspection of I&KFSs assets 3 times a year in conjunction with a representative from the Teaching, Learning & Assessment Committee and make such recommendations as appropriate and necessary to the FGB
  • Consider recommendations from other Committees and submit comments to the FGB on financial feasibility of the recommendations
  • Monitor the School Governors Allowances Policy
  • Keep an overview of the I&KFSs  Voluntary Funds
  • Draw up a I&KFSs Best Value Statement for approval of the FGB
  • Monitor all aspects of Health and Safety within I&KFSs to ensure compliance with Health and Safety legislation and regulations
  • Review and implement the Ifield School’s Health and Safety and Lettings policies in line with all current legislation, to include:
  1. The Woodland
  2. The Smile Centre
  3. Nursery
  4. Post 16 provision  
  • Take regular measures as necessary to encourage the correct practice of Health and Safety regulations on the part of all school personnel
  • Undertake a Health and Safety inspection of I&KFSs school sites 3 times a year.
  • Consider, in cooperation with the Executive Headteacher and I&KFSs Head of Schools and relevant School staff, improvements and innovations to the school premises
  • Monitor all aspects of staffing within I&KFSs including the update of the relevant School policies
  • In conjunction with the Executive Headteacher and Head of Schools of I&KFSs, review pay and reward of staff, grievance procedures and the management of absence and special leave
  • Provide a summary report on finance and resource management to the FGB 3 times a year.
  • To benchmark school financial performance against similar schools and report to the governing body.
  • To monitor benchmarking both locally and nationally and report to the Governing Board.


Appendix C - Membership of FGB Committees

Leadership, Strategy & School Improvement Committee

Chair: Mrs Hazel Sheehan
Members: Mrs Abigail Birch
  Mr Chris Jackson
  Miss Maddy Jones
  Mrs Hazel Sheehan
  Mr Andrew Sparks
  Mr Tony Smith
  Rev Richard Martin

Teaching, Learning & Assessment Committee

Chair: Mr Tony Smith
Members: Mrs Hazel Sheehan
  Mr Tony Smith
  Mr Chris Jackson
  Mr Paul Jackson
  Miss Maddy Jones
  Mrs Caroline McIntosh

Finance & Resource Management

Chair: Mr Andrew Sparks
Members: Mr Andrew Sparks
  Mrs Adel Haholt
  Mr David Williams
  Mrs Debbie Todhunter

King's Farm School Improvement Group

Chair: Mr Tony Smith
Members: Mrs Hazel Sheehan
  Mrs Abigail Birch
  Mr Paul Jackson
  Mr Tony Smith
  Mr Chris Jackson

iSparc Project

Mrs Clare Stoddart


The Cedar Federation Governor Links September 2017/18

Chair of Governors          Hazel Sheehan

Key Stage





Ifield School

King’s Farm School

Early Years

Hazel Sheehan


Ifield Nursery

Cedar Class





Key Stage 1

Caroline McIntosh



Barn Owl




Key Stage 2

Andrew Sparks

Clare Stoddart

















Key Stage 3

Adel Haholt

Rev. Martin






Key Stage 4

Tony Smith






Key Stage 5

David Williams




Post 19



Other Governor Responsibilities


Safeguarding & Children in Care       

Hazel Sheehan

Deputy: Andrew Sparks

Pupil Premium                                 

Tony Smith

Pupil Achievement                       

Tony Smith


Paul Jackson

Health & Safety                               

Rev Martin & Caroline McIntosh

Training Governor                          

Adel Haholt

Early Years                                     

Hazel Sheehan

Sixth Form                                       

Tony Smith            

Performance Management of Executive Headteacher:

Adel Haholt, Andrew Sparks & David Williams


Staff Governors without specific Governor Responsibilities in School


Mrs Abigail Birch


Mr Chris Jackson


Miss Maddy Jones


Mrs Debbie Todhunter



  • Ofsted Outstanding
  • Ofsted Outstanding 2012/2013
  • Ofsted Outstanding 2010/2011
  • The Cedar Federation
  • SEN Specialist Schools
  • Sport England
  • Healthy Schools
  • International School Award
  • Thames Teaching Alliance
  • Kent County Council
  • Ifield Smile
  • iNet
  • Financial Management Standard in Schools
  • Olympic & Paralympic Values
  • RFS