Agenda and minutes

Councillor R Harker

Mrs S Knights – Parent

Ms P Hill – NHS Leeds Primary Health Care

Ms S Taylor – Prospect

Mrs A Nichol – York, Bradford, Ripon & Leeds CE Diocese (Substitute for

Mrs Beevers)

Mr J Daulby – High School

Mrs H Lewis – Jewish Aided

Mr I Garforth – Foundation School

Mr P Forbes – Academy

Mr J Fryett – Fair Access Project Director

Ms A Williamson – Choice Advice Service

In Attendance

Mrs L Armstrong – Colton Delegation

Mrs H Johnson – Colton Delegation

Mr R Whale – Colton Delegation

Mrs J Draycott  - Colton Delegation

Mrs V Buckland – Education Leeds

Mr G Turnbull – Education Leeds

Mrs D Leonard – Legal Service

Mr J Grieve – Governance Services

To receive any opening remarks from the Chair

In opening the meeting the Chair welcomed everyone in attendance and extended a special welcome to Governors, Parents and the Head teacher of Colton Primary School who were in attendance to raise concerns about the migration of children from the Colton area to Garforth Primary schools.

The Chair also introduced and welcomed Shelia Taylor (Prospect) Ian Garforth (Foundation Schools) and Anne Nichol (Diocesan Authorities) who were attending for the first time

The Chair announced that Forum Member Norris Pyke had recently passed away. In paying tribute the Chair said that Norris had been a Member of the Governors Forum and the Vice Chair of Hillcrest Primary School, his contributions to the work of the Forum would be sadly missed.

As a mark of respect  the Forum stood in silent tribute 

To receive apologies for absence (If any)

Apologies for absence were received from: Mrs L Bryan, Mrs F Beevers and Mr M Woods

To receive an update on the Membership of the Leeds Admission Forum: Appointments, Resignations and Outstanding Vacancies

The Chair reported that a number of vacancies were still outstanding in the following categories:

Local Community Representatives (2 vacancies)

Schools (3 vacancies)

Mr Garforth volunteered to serve as the Foundation representative

Mrs Nichol and Mrs S Brooke indicated their interest to serve as the Primary School representative

Officers pointed out that both Mrs Nichol and Mrs Brooke represented schools on the eastern side  of the City, an area  which was adequately covered, ideally a representative from the Western or Southern areas of the City was more preferable.

The Chair thanked Mrs Nichol and Brooke for their expressions of interest but said it was important  that all areas of the city be represented.

In respect of the vacancies for the local Community Representatives, it was reported that these were being actively pursued

RESOLVED –

(i)  That Mr Ian Garforth be appointed as the Foundation School Representative for a 4 year period

(ii)  Further efforts be made to obtain school representatives from  areas of the city currently not represented, ideally South or West 

(iii)  To continue to pursue all outstanding vacancies

To consider the minutes of the previous meeting held on 12^th May 2009 and also the Extraordinary Meeting held on 6^th July 2009

(Copies attached)

RESOLVED – That the Minutes of the meetings held on 12^th May 2009 and the Extraordinary Meeting held on 6^th July 2009 be accepted as a true and correct record

To consider any matters arising from the minutes

Challenging and Vulnerable Children’s Sub Committee (Minute 54 refers)

The Chair reported that following the last meting of the Leeds Admission Forum a small Working Group had been established to discuss the recording of decisions at Fair Access meetings. The Working Group had met and it was understood that ongoing consultation with schools was now taking place.

Mr Daulby said that in the past there had been some uncertainty about the decision made due to the complexity of some of the issues. Lessons had been learnt and progress was being made.

Mr Forbes said that he was unaware that such a meeting had taken place

Chair confirmed that the Group had met and he assumed that Mr Forbes had been invited.

Mr Daulby said that he was still not satisfied that all requested information was been supplied, a further resource was still required to provide data from the east wedge and until such time an appointment was made, gaps in the supply of information would continue.

In a related matter Mr Forbes referred to a meeting he had with the Director of Children’s Services at which he had provided a list of children’s names and requested information on their school status. To date no response had been received and could this be followed up.

The Chair asked officers to make the Director of Children’s Services aware of Mr Forbes comments to ensure a response would be supplied.

In terms of recording of decisions at Fair Access meetings the Chair said that he took comfort  in that “operationally things were moving on”

To consider correspondence from the Vice Chair of Colton Primary School expressing concern about the continued migration of children from the Colton area into Garforth Primary schools in order to improve their chances of getting into Garforth Community College.

(Correspondence attached)

(Prior to the commencement of this item Mr Garforth declared a personal interest as a Member of the Garforth School Partnership Trust)

In offering comment, Mrs Buckland, Head of Service, Admissions and Transport said the issue before Members was not connected to the School Partnership Trust but the Foundation status of the Garforth Community College, as it was an admissions issue.

The Chair invited the Colton Delegation to address the Forum.

Mrs L Armstrong, Vice Chair of Governors, Colton Primary School said that following the introduction of the Garforth School Partnership Trust the admissions policy of the college was amended. Priority 3 of the policy gives priority to children who attend Primary Schools in the Garforth area. As a consequence some parents in the Colton area were moving their children to Garforth Primary schools in an attempt to obtain a place at the College. In the past 18 months Colton Primary schools have lost 36 children and seen a reduction in school budgets of £250,000. Many Colton parents were worried that although Garforth Community College was their nearest school, they may not obtain a place because more places would be occupied by those children who attend Garforth Primary schools. 

In responding Mrs Buckland said that the Admission Code seeks to promote choice and diversity. Garforth Community College in offering an alternative policy, which includes choice and diversity is compliant with the admissions code and therefore entirely legal.

The Chair asked if some schools were suffering because of the policy adopted by the College, funding for example?

In providing a response Mrs Buckland said that in the short term some funding may be lost, but overtime the demographics may change and draw in pupils from other areas. The Trust would evolve and as a consequence may change it’s admission policy annually if it so wished.

In passing comment Mr Garforth said that in forming the School Partnership Trust the intention was to provide better outcomes for pupils. Previously there were 32 Primary Schools feeding into the College which makes transition work difficult. Mr Garforth expressed his sympathy to the Colton Parents, the College had an admission number of 300 and it was not intended to increase. Mr Garforth apologised for any difficulties that had arisen but the policy had been consulted upon and was compliant with the admissions code.

In drawing the debate to a conclusion the Chair suggested that the situation be monitored and a report be brought in 6 months time

RESOLVED –

(i)  To thank the Colton delegation for their attendance and drawing this issue to the attention of the Forum

(ii)  That officers from Education Leeds be requested to monitor the situation and provide a report back to the Forum in 6 months time

To consider a report by the Secretary to the Forum drawing Members attention to the Leeds Admission Forum’s Terms of Reference and Procedure

(Report attached)

The Secretary to the Forum submitted a report drawing Members attention to the final Terms of Reference and Procedure for the Leeds Admission Forum.

In highlighting the changes the Secretary to the Forum said that paragraphs 3 (Membership of the Forum) and 5 (Alternate Members) were the main areas of change

RESOLVED – To note the Forum’s revised Terms of Reference and Procedure

  To consider a report by the Secretary to the Forum inviting Members to consider amendments to the Terms of Reference for the Challenging and Vulnerable Children Sub Committee in response to statutory changes to the Leeds Admission Forum Terms of Reference and Procedure

  (Report attached)

The Secretary to the Forum submitted a report seeking Members views on the amendments to the Terms of Reference for the Challenging and Vulnerable Children’s Sub Committee in response to Statutory changes to the Leeds Admission Forum Terms of Reference and Procedure

In addressing the report the Secretary to the Forum said that the amendments were consequential  and followed recent changes to the Admissions Forum Terms of Reference

In passing comment the Chair said that section 2 of the report provided a checklist for the work of the Challenging and Vulnerable Children’s Sub Committee

RESOLVED – To approve the required amendments to the Sub Committee’s  Terms of Reference  

To receive a report by the Chief Executive Education Leeds setting out proposals for a review of the In Year Fair Access Protocols.

(Report attached)

The Chief Executive Education Leeds submitted a report setting out proposals for a review of the In Year Fair Access protocols

The Chair reported that there had been an issue around the circulation of information to Members of the Challenging and Children’s Sub Committee.

Mrs Buckland apologised for the late circulation of the report to Members of the Sub Committee.

In commenting on the report Mrs Knights said that the east wedge was still  operating without a Project Director but a recruitment process was ongoing.

Mrs Buckland said that following a review of processes there was significantly better data available now, with a secure reporting mechanism in place.

Mr Daulby referred to a School Admission Appeal Hearing that he had recently attended  for a pupil to be admitted to John Smeaton High School. The pupil demonstrated challenging behaviour and as a consequence had been transferred to a number of different schools, home tuition had also been tried. All attempts had been made to avoid permanent exclusion. In bringing the case before the Independent Appeals Panel, Panel Members were concerned to learn about high volume of transfers that take place.

Mr Daulby suggested that a Briefing Paper on In year Fair Access Protocols transfers may be of use to the Independent Appeal Panel Members

It was reported that John Fryett had delivered a similar Briefing Session to School Appeal Panel Members in February 2009 which had been well received

RESOLVED –

(i)  That Officers continue the consultation on changes to the current Fair Access Protocols

(ii)  That the statistics contained within the submitted report be   forwarded to the next Fair Access Panels for schools to review   and provide comment to the next Sub-Committee

(iii)  That Officers continue to work with the Fair Access Panels who   do not have a Project Director to find solutions to issues raised.

(iv)  That Officers continue to work with schools to realign resources   in order to facilitate multi agency assessment of needs and   individualised learning programmes.

(v)  That Officers continue to work with schools to resolve any   issues that exist around not putting a young person on roll which   is a health and safety and safeguarding issue.

To consider a report by the Chief Executive Education Leeds which provides an update on the September 2009 Admission Round.

(Report attached)

The Chief Executive Education Leeds submitted a report which provided an update on the September 2009 Admission Round.

Addressing the report Mrs Buckland said that over recent years there had been an increase in the birth rate, both nationally, and locally.  There were around 600 more allocations to primary school this year than at the same time last year.  Whilst some surplus places still exist, in a small number of primary schools, these are in a limited number of areas of the City.  It had been possible to allocate all parents who applied on time a place, however each year there were a significant number of parents who apply late and it was increasingly difficult to place these children within a reasonable distance.  These factors are adversely affecting the number of parents being offered their preferred school. 

The number of secondary school allocations on 1 March was approximately the same as last year.  There remain a small number of schools where children are unable to gain a place in their nearest school.  However all nearest children were offered a place in Roundhay school this year, following the changes to the admission policy reflecting the David Young Community Academy as a nearest school.

The on-line service had once again proved popular with parents, with 26% of on time applications using this method to apply for a school place.

Admission Round

Percentage of first preferences achieved

    2009  2008  2007  2006 

Secondary    83.7    86.7  86.6  86.9

Primary    83.2  88.6  94.5  93.3

Junior    96.9  95.3  94.6  97.4

Total    83.7  87.8  90.5  90.1

The admission policy within Leeds allows parents to try for a school out of their local area because they have the safety net of their local school if they are unsuccessful.  As an equal preference policy it allows parents to be as aspirational as possible.  It enables parents to ask for their favourite school, despite knowing their chances may not be high, without prejudicing their chance at obtaining a place in their nearest school, so long as they put it on the preference form. Given this is the agreed policy a further measure is the percentage of parents who received one of their three preferences.

Percentage of parents who achieved one of their three preferences

    2009  2008  2007  2006 

Secondary    95.5  97.0  97.5  96.9 

Primary    91.3  95.1  98.8   97.3

Junior    97.3  96.1  98.8  99.3

Total       93.5  96.1  98.2  97.2

School Appeals

Whenever a parent is refused entry to a school they have a right to appeal against the decision. The appeal is heard by an independent panel which is organised by Governance Services as the process needs to be fully independent.

The figures below are based on the period from National Offer day on March 1st to the end of July for secondary and primary appeals.  The in year appeals cover those appeals that have taken place within the academic year 08/09.

  Granted  Not Granted   Total  % Granted

Secondary    53    236  289    18.3%

Primary   13    298  311    4.2%

In year  177  185  ...  view the full minutes text for item 11.

To consider a report by the Chief Executive Education Leeds which provides information on demographic trends, including births and new arrivals. The report also provides future projections of primary and secondary populations and changes in school provision

(Report attaced)

The Chief Executive Education Leeds submitted a report which provided information on demographic trends, including births and new arrivals. The report also provides future projections of primary and secondary populations and changes in school provision

In providing background information Mr G Turnbull, Head of Service, School Organisation, Education Leeds reported that over recent years there has been an increase in the birth rate, both nationally and locally.  This had been reflected in an increase in the number of pupils entering Reception, which had risen by about 800 in two years.  Whilst some surplus places still exist in primary and it was possible to continue to offer places to all children, the population increase was affecting the number of parents who were offered one of their preferences.

The increase in numbers had been more pronounced in areas inside the boundary of the ring road, but population growth was becoming a widespread phenomenon in Leeds as a whole.  Rather than a small number of ‘hotspots’, most parts of the city were  affected to a greater or lesser degree. It should be viewed as a city-wide issue

The secondary sector had seen a slight fall in Year 7 numbers since 2004.  Projections for 2009/10 had forecast a fall, but the admissions process was indicating a slight increase on last year.  Generally Year 7 numbers are expected to be steady or slightly fall until 2015, after which time the current increase in births will feed through to the secondary sector, leading to a sharp rise from 2016 onwards.

Mr Turnbull said that reports had been submitted to the Executive Board over the past six months outlining recommended actions to increase primary provision. These include proposing an increase in the published admission numbers of various schools for 2010/11, resulting in a potential increase of more than 300 primary places. Fuller proposals to permanently expand a number of schools from 2010 would follow. There will be a need to increase primary places for 2011 and again for 2012.

Expansion schemes would be managed through the Education capital programme, although a bid had been submitted to the DCSF for additional funding to support these in 2010 and 2011.

In passing comment Mrs Knights said that in the past some Primary Schools had been closed, now a few years later Primary places are required, Education Leeds need to take a longer term view.

In responding Mr Turnbull said that schools had been closed in the past because of the significant number of surplus places also the schools which did close were in a poor condition. Any new schools which had been built were a result of population change, schools need to be provided where the communities are.

Mr Forbes referred to a large school building programme currently being piloted in Birmingham “Total Place Initiative” . Mr Forbes suggested it may be worthwhile contacting the City’s involved to find out further information.

Mr Turnbull said that more creative use of schools is required, Education Leeds need to work with  ...  view the full minutes text for item 12.

To consider a report by the Chief Executive Education Leeds which sets out the proposed Consultation Admission Arrangements for the September 2011 Round

(Report attached)

The Chief Executive Education Leeds submitted a report which set out the proposed consultation admission arrangements for the September 2011 Round

By way of background Mrs Buckland reported that Education Leeds were required to consult each year on the Council’s admission arrangements and prepare a report for the Executive Board meeting in April. The consultation process was prescribed for all admission authorities, including academies, foundation and voluntary-aided schools.

The consultation covers the coordinated scheme, relevant areas as well as the admission policy for community and voluntary controlled schools.  All other admission authorities would consult on their admission policies.  Education Leeds would publish a public notice advising parents of the consultation and where they can find information, and how they can make their views known. 

New legislation was introduced in December 2008 to accompany a new School Admissions Code which came into force in February 2009.  There were two significant changes relating to the coordinated scheme which will require local authorities to fully coordinate all applications for school places.

Leeds had been experiencing a rapidly increasing birth rate and there is a need to expand a number of primary schools.  The School Organisation Team would ensure that all statutory processes were followed in connection with these changes and any possible new schools in the future.  The consultation on admission arrangements is to consider the admission numbers proposed for entry in September 2011, whereas a full statutory consultation will be carried out with respect to any permanent expansion

RESOLVED –

(i)  To note the coordinated arrangements for both In year and Annual cycle admissions

(ii)  That a further meeting of the Leeds Admission Forum be scheduled for November 2009 when details of any variation to school admission numbers would be available 

To receive a report by the Chief Executive Education Leeds which details the efforts being made to improve the quality and scope of information provided to parents on Admissions.

(Report attached)

The Chief Executive Education Leeds submitted a report providing details of the efforts being made to improve the quality of information supplied to parents on Admissions.

Mrs Buckland reported that a number of key changes had been made including:

• In Year Fair Access Protocols
• Sustainable Travel

Site maps had been removed from the primary booklet but they were still available on the Education Leeds website. Site maps for Secondary School continued to be published within the Secondary School booklet

Forum Members received copies of the Booklets “Starting Primary School in Leeds” and “Starting Secondary School in Leeds” for information and comment.

Overall Members were very complementary with the submitted documentation commenting that they were comprehensive, easy to understand and up to date.

RESOLVED – To note the efforts being made to improve the quality of information supplied to parents on Admissions

To receive the Forum’s work programme for the period 2009/10 and consider if further adjustments are required to the programme

(Report attached)

Members received and considered the Forum’s Work Programme for the 2009/10

RESOLVED –

(i)  To note the Scheduled Work Programme for 2009/10

(ii)  To update the Work Programme to reflect decisions made at   today’s meeting

To consider any other business (If any)

Challenging and Vulnerable Children’s Sub Committee – Referring to the Membership of the Challenging and Vulnerable Children’s Sub Committee, the Chair reported that following the resignation of Mr Ian Faulkingham a vacancy had arisen.

The Chair sought expressions of interest to fill the vacancy

Ms Taylor, the representative from Prospect expressed an interest to serve on the Sub Committee

RESOLVED – That Ms S Taylor be appointed to the Challenging and Vulnerable Children’s Sub Committee

That future meetings of the Leeds Admission Forum be scheduled as follows:

(i)  November 2009 (Date to be confirmed)

(ii)  Tuesday 2^nd February 2010

All meetings to be held in the Civic Hall, Leeds commencing at 4.00pm

RESOLVED – To note that future meetings be arranged as follows:

(i)  Thursday 26^th November 2009

(ii)  Tuesday 2^nd February 2010

Meetings to be held in the Civic Hall, Leeds commencing at 4.00pm