Building Sub-Committee Terms of Reference
1. Terms of Reference:
To provide effective stewardship of the school premises. To accomplish this the committee will be responsible for:
(a) Monitoring the structural and decorative state of the building. The
Committee shall make an annual tour of inspection and produce a written report to the full Governing Body.
(b) To draw up priorities for repairs and maintenance each financial year.
(c) To allocate funding from the structural repair budget.
(d) To approve all planned repair and maintenance work of a capital nature (deemed to be over £5000) having gone through the appropriate tendering procedures.
(e) To draw up submissions for capital grant.
2. Frequency of Meetings:
There should be a minimum of four meetings in each financial year. The first meeting of the Autumn Term should include the tour of inspection. Additional meetings can be arranged as necessary with the agreement of the Chairman of the Committee, or at the request of any three governors.
3. Management of Budget:
(a) The Head Teacher can authorise such expenditure as may be necessary from the emergency repairs and maintenance budget up to the amount of £5000.
(b) The Committee can authorise expenditure from the planned maintenance budget subject to the conditions:
(i) that expenditure remains within budget and
(ii) no more than 50% of the budget can be expended in the first term of the financial year.
(c) Unallocated funds cannot be carried over into the next financial year.
(d) Tendering
Due regard should be given to value for money considerations, that is, of quality or fitness for purpose and delivery against price, in all purchases of works, equipment and services. Except where there are good reasons to the contrary, contracts should normally be placed on a competitive basis, the lowest tender of three to be accepted; where a difference decision is taken the reasons for it should be documented. Contracts should also be reviewed and renegotiated at regular intervals, where appropriate.
(e) If it is felt necessary to exceed the allocated budget the Head Teacher is authorised to vire funds between budget headings up to the limit of £5000. Permission for overspends greater than this amount must be sought from the Finance Committee.
4. Reporting:
Minutes of meetings together with a summary report by the Chairman will be circulated to all members of the Governing Body before each meeting of the full Governing Body. The Chairman of the Committee shall report at these meetings.
Additionally a report to be issued by the Chairman of the sub-committee at the end of each term. This report to summarise the main issues covered by the committee since the last meeting of the Governing Body and identifying areas to be covered prior to the next meeting of Governors.
|
