FINANCE, AUDIT & RISK / AGM, ACCOUNTS & ANNUAL REPORT
MINUTES OF THE AGMADVANTAGE MATTRADING AS'BERKELEY ACADEMY'HELD ON THURSDAY, 7 DECEMBER 2023 |
1. MINUTES OF THE PREVIOUS AGM (DECEMBER 2023)
The AGM NOTED that the minutes of the previous AGM held in December 2022, had been UNANIMOUSLY AGREED at the March 2023 meeting and the AGM UNANIMOUSLY RATIFIED them as an accurate record with no matter arising (that will not be covered in this agenda).
For the record, the ATB NOTED that the CFO and Accounting Officer are not the same person in accordance with the requirement added to the Trust Handbook 2023.
2. ANNUAL REPORT AND COMPANY ACCOUNTS (previous FY, 2022-23)
These were presented by the CFO, following an online post-audit meeting held on 1 DECEMBER 2023 attended by Alliots, the Chair of the MATB, the CFO, and the Accounting Officer/Chief Executive.
Annual Reports and Financial Statements (ARFS)
The meeting NOTED that Academy Trusts are independent charitable companies and are required to prepare an annual report and financial statements covering the financial period to the 31 August each year.
The meeting NOTED that the academy financial year mirrors the academic year (i.e., from 1 September to 31 August) and that the ARFS must be submitted to the ESFA by 31 December each year.
The meeting NOTED that at various points during the year (in at least two visits), the Responsible Officer (Williams Giles) tests the financial controls through independent internal scrutiny. The meeting NOTED that the audit methodology can be found within the Internal Scrutiny Report (which had already been posted on the website).
The meeting NOTED that, after the financial year end, the annual accounts are audited by independent registered auditors (ALLIOTTS).
The meeting NOTED that the webpage is updated once the accounts have been agreed at the AGM and this would be completed at the end of the meeting.
The meeting NOTED that the accounts must be submitted to the ESFA by 31 December 2023 and that the CFO envisaged this being completed before the Christmas 2023 closure.
The meeting NOTED that the accounts and annual report (submitted to the ESFA) must be signed by the Chair of the Academy Trust, the academy's Accounting Officer and the academy's independent, external auditors (ALLIOTTS) along with the Letter of Representation (LOR) following the AGM. The meeting NOTED that the signing would be completed electronically this year and in future.
The meeting NOTED that the annual report contains a summary of trustee attendance for each whole financial year.
The meeting NOTED that meeting attendance in the current year is published, normally once minutes have been agreed at a subsequent meeting (in person, or via communications media), on the 'Trustees and Key Staff' page of the website.
The meeting NOTED the MANAGEMENT LETTER 2022-23 (External Audit Report) for ADMAT / BERKELEY ACADEMY, which was reviewed through an oral report by the CFO, following an online post-audit meeting attended by ALLIOTTS, the Chair of the ATB, the CFO, and the Accounting Officer.
The meeting NOTED the audit methodology, which can be found within the final management letter.
The Management Letter contains NO ISSUES that auditors needed to draw to the attention of Trustees and NO RECOMMENDATIONS.
The AGM NOTED that there were no recommendations carried forward from 2022-23.
The Annual Report and Accounts for 2022-23 were received and UNANIMOUSLY ENDORSED for ADMAT / BERKELEY ACADEMY.
The meeting NOTED that the next confirmation statement for ADMAT / BERKELEY ACADEMY will need to be submitted between 10 March 2024 and 31 March 2024. The accounts for ADMAT / BERKELEY ACADEMY up to the previous 31 August will also filed be with Companies House by 31 May each year.
The meeting NOTED that the annual reports and financial statements for at least the previous two financial years (September - August) are also always available on the academy’s website.
3. REVIEW & APPOINTMENT OF AUDITORS (current FY, 2023-24)
ALLIOTTS was UNANIMOUSLY RE-APPOINTED for 2023-24 as the academy's and the Trading Company's Independent, External Auditors.
WILLIAMS GILES was UNANIMOUSLY RE-APPOINTED for 2023-24 as the academy's Independent, 'Responsible Officer' (Internal Scrutineers).
4. DISCLOSURE OF AUDITORS’ REMUNERATION (2022-23)
The meeting NOTED that the auditor remuneration for the year covered by the audit of the previous financial year as follows:
ALLIOTTS, £16,000
WILLIAMS GILES £2,400
and NOTED the fees for:
Legal services contracted to Winckworth Sherwood, £
HR/Finance Advisory Services from CEFM (£) and its subsidiary OHP, Medigold (£)
HR Support Services from Hounslow Council’s Schools HR and CAS (£) and
Finance Support Services from JDEFS (£).
5. APPOINTMENT OF TRUSTEES
NONE
6. MEMBER PROPOSED RESOLUTIONS 2023
The AGM NOTED that there were NO RESOLUTIONS PROPOSED for ADMAT / BERKELEY ACADEMY and hence no corresponding Member Votes, and there was no other business.
7. NOTICE OF NEXT AGM MEETING (2024)
The meeting UNANIMOUSLY AGREED that notice of the next AGM be posted on the academy website as follows:
NOTICE OF THE ANNUAL GENERAL MEETING (AGM) 2024The 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. Notice is hereby given that the Annual General Meeting for ADMAT / BERKELEY ACADEMY The meeting will be held with the public and externals attending in person in accordance with any necessary community health precautions in winter 2024/25. 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@berkeley.hounslow.sch.uk (Company Secretary & Governance Professional) The date, time, location, and agenda for the next AGM is advertised in advance on this website: DATE: THURSDAY, 19 DECEMBER 2024 TIME: 4.30PM LOCATION: PROFESSIONAL LEARNING CENTRE, CONFERENCE ROOM 1. CRANFORD COMMUNITY COLLEGE, TW5 9PD Visitors must report to Reception and sign-in electronically there by selecting their name on the Inventry machine. Their photo ID much be always visible whilst on-site and will be checked prior to admission to the AGM. PROPOSING RESOLUTIONS Please notify the Company Secretary if you wish to propose a resolution: By email to clerking@berkeley.hounslow.sch.uk OR By letter to The Clerk (AGM MATTERS), Berkeley Academy, Cranford Lane, Heston, Hounslow TW5 9HQ Proposed resolutions MUST be correctly received by 12 noon on Thursday, 21 November 2024 Important Note: Members are entitled to appoint a proxy to attend and vote on their behalf at the AGM. AGM 2024 AGENDA 1. Minutes of previous meeting(s) 2. Reports and Accounts 2023-2024 DRAFT Annual Accounts & Annual Reports 2023-24 will be presented at the meeting by the Chair / CFO 3. Appointment of Auditors 2024-2025 To review, re-appoint or agree to procure external auditors (Currently Alliotts) / Internal Scrutineers (Currently Williams Giles) 4. Disclosure of Auditors’ Remuneration for the audit of the Financial Year 2023-24 Confirmation of auditors’ fees (presented at the meeting by the CFO) 5. Appointment of Charity trustees 2023-2024 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 2024 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, at least, the previous two financial years (September - August) will always be available on this web page (see above). |
Annual Reports and Financial Statements2023-24 (By 31 December 2024) |
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. |
Signed Documents Received by the Clerk 2023-24 (CURRENT)
2023-2024 |
Annual Declaration of Interest(s) |
Disqualification from Serving on a GB/AT |
Protocol for the Academy Trust |
Financial management Competencies |
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Phil Dobison (Chair) |
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Veronique Gerber (Resigned 17 April 2024) |
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Peter Stumpf |
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Mudassir Sarwar |
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Jonathan (Mike) Rose (resigned 17 April 2024) |
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Oscar Johnson (appointed 18 April 2024) |
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Mahavir Ladva (appointed 18 April 2024) |
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Academies Financial Handbook (AFH), Advantage Multi Academy Trust's Local Financial Procedures & Guidance (LFPG), Internal Scrutiny and External Audit (Management Letter).
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 AFH is designed to help Academy Trusts to understand and comply with public standards of financial accountability.
The AFH sets out the financial management, controls and reporting requirements which apply to Academy Trusts.
The annually updated AFH takes effect from 1 September each year and is normally posted on the website on or before that date.
The updated version is reviewed and ratified by the Academy Trust along with Advantage Multi Academy Trust's Local Financial Procedures and Guidance (LFPG), normally in October or November as confirmation that the changes have been noted and understood.
Together, the AFH 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 Advantage Multi Academy Trust's local vision, objects, aims, and ambitions.
Advantage Multi Academy Trust's local financial procedures and guidance (LFPG) determines the practical detail necessary to complement the strategic and broad content set out in the Academies Financial / Trust Handbook and to achieve the academy's local vision and objects.
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2024-25 Click here for the Academy Trust Handbook 2024 The ATH 2023 should be read with ADMAT’s LFPG 2023-24 (NOVEMBER 2024) Internal Audit Report 2023-24 may be found HERE (NOVEMBER 2025) External Audit Report (FY 2023-24) may be found HERE (circa December 2025) 2023-24 Click here for the Academy Trust Handbook 2023 The ATH 2023 should be read with ADMAT’s LFPG 2023-24 Internal Audit Report 2023-24 may be found HERE (NOVEMBER 2024) External Audit Report (FY 2023-24) may be found HERE (circa December 2024) 2022-23 Click here for the Academy Trust Handbook 2022 The ATH 2022 should be read with ADMAT's LFPG 2022-23 The Internal Audit Report for 2022-23 may be found HERE The External Audit Report for FY 2022-23 may be found HERE ARCHIVE 2021-22 Click here for the Academy Trust Handbook 2021 The ATH 2021 should be read with ADMAT's LFPG 2021-22 |
STRATEGIC DOCUMENTS
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The Academy Trust maintains other strategic documentation in the Trustee's Secure Area of this website such as the academy's: ADMAT MASTER Funding Agreement |
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The ATB UNANIMOUSLY AGREED THAT 'NO CHANGES' ARE REQUIRED TO THESE DOCUMENTS FOR 2023-24 AND 2024-25. They will roll forward from previous years without amendment and be denoted 2022-2024 with the next envisaged review due in late Autumn 2024, unless stated otherwise or required earlier. 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 HERE ESFA 'Musts' Questionnaire. The ESFA 'Musts' questionnaire can be found HERE The Current Scheme of Delegation. The scheme of delegation may be found HERE All the above documents were last reviewed: October 2023 |
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 2023-24 The full Whistleblowing Policy 2022-2025 can be found HERE Other Trust Policies may be found on the Key Policies page and/or the relevant page (e.g., Admissions) |
RISK REGISTERRisks and risk assessments may change throughout the year by agreement between the Chair and Accounting Officer. NEXT REVIEW: LATE AUTUMN TERM 2024 Risk Register: The contemporary risk register is found HERE REM: The AT is researching investing in a commercial risk assessment tool. |
OTHER FINANCE DOCUMENTSThe academy general annual grant allocation guide sets out a detailed explanation of each aspect of the allocation statement:
More information on academies revenue funding, including information on funding paid outside of GAG is found HERE |
Executive Pay 2023-24 (> £100,000): ZERO EMPLOYEES
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EMPLOYEE |
SALARY |
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NONE |
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