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Strategic Planning Group - Somerset County Council

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BLUE BOOK 2011-2012<br />

(NOTE: With effect from 1 April 2011, the <strong>Planning</strong> and Admissions function<br />

will be subsumed within the <strong>Strategic</strong> <strong>Planning</strong> <strong>Group</strong>, to be headed by Julia<br />

Ridge.)<br />

Contact:<br />

Mike Lewis, <strong>Group</strong> Manager<br />

01823 355760<br />

mwlewis@somerset.gov.uk<br />

(For individual teams see contact<br />

details below)<br />

• Introduction<br />

• Capital and Asset Strategy (which includes School Site Development and<br />

Integrated Services)<br />

• Commissioning of School Places and School Organisation and Review<br />

• Commissioning of Early Years Places<br />

• Placements and Entitlements (which includes School Admissions,<br />

Transport Policy and Entitlement and Free School Meals)<br />

• Client Monitoring (which includes Contract Support and the Futures for<br />

<strong>Somerset</strong> Client Team)<br />

The Local Authority (LA) has many statutory duties relating to the planning, provision<br />

and allocation of school places. This <strong>Group</strong> ensures that those duties are met on behalf<br />

of the LA.<br />

CAPITAL AND ASSET STRATEGY<br />

Contact:<br />

Mike Lewis<br />

01823 355760<br />

mwlewis@somerset.gov.uk<br />

• Capital Funding Policy<br />

• School Site and Property Requirements for CYPD<br />

• Integrated Services<br />

Capital Funding Policy<br />

Responsible for:<br />

- Developing the capital strategy and policy, integrating funding streams to meet<br />

and identify the capital investment needs of Children and Young People's<br />

Directorate (CYPD); linking to CAMP (Corporate Asset Management Plan) and<br />

Corporate Capital Programme processes.<br />

- Integrating capital planning across the Directorate and monitoring capital<br />

expenditure and controls in other areas including Early Years, Extended Schools,<br />

Social Care and Localities.


- Identifying sources of funding and securing funding to support the EAMP<br />

(Education Asset Management Plan) and CAMP. Agree prioritisation and funding<br />

of projects either on an individual basis or in conjunction with other Teams.<br />

- Improving the capacity of the Directorate and schools to make decisions based<br />

on appropriate Option Appraisals.<br />

- Submitting bids for Targeted Capital Fund and other external funding streams<br />

including the National Lottery, European Fund, etc.<br />

- Developing with Southwest One Property & FM a process for corporate<br />

agreement to Section 106 requests for developer contributions to support<br />

additional school places.<br />

- Reviewing funding policies, for example use of Basic Need and Modernisation<br />

funds.<br />

- Liaison with the Diocesan Education Authorities to agree capital investment in<br />

Voluntary Aided schools.<br />

School Site and Property Requirements for CYPD<br />

Contact:<br />

Mike Lewis<br />

01823 355760<br />

mwlewis@somerset.gov.uk<br />

- Preparing, maintaining and developing the EAMP (and associated policies) which<br />

identifies the condition, suitability and sufficiency of schools and other educational<br />

and social care establishments.<br />

- Providing support for foundation schools so that they understand the LA’s EAMP<br />

requirements.<br />

- Maintaining up-to-date accommodation schedules in order to assess the net<br />

capacity of schools.<br />

- Managing the process by which schools gain approval for investment proposals.<br />

- Identifying school accommodation issues.<br />

- Moderating and recording schools’ suitability issues.<br />

- Agreeing benchmark standards for schools and other educational<br />

establishments.<br />

- Identifying a school’s floor area to be included in its funding allocation.<br />

- Undertaking curriculum analysis for secondary/middle schools.<br />

- Interpreting accommodation needs to support the emerging 14-19 curriculum.<br />

- Providing information relating to energy/water usage in schools.<br />

- Managing the Service Level Agreement between CYPD and SouthWest One<br />

Property.


- Preparing architectural briefs.<br />

- Project management for various projects.<br />

- Dealing with site issues including third parties.<br />

- Providing AMP (Asset Management Plan) training for Headteachers and<br />

Governors.<br />

- Providing specialist advice relating to property and accommodation issues in<br />

schools and other educational establishments.<br />

- Developing school concept plans showing development potential.<br />

- Advising and arranging adaptations to buildings to suit the needs of pupils and<br />

those members of the community with disability.<br />

Integrated Services<br />

Contact:<br />

Mike Lewis<br />

01823 355760<br />

mwlewis@somerset.gov.uk<br />

Extended Schools (Facilities)<br />

- Policy for hiring and leasing of land and building by third parties, liaising<br />

between schools, third parties, Property and Legal to ensure proper legal<br />

agreements are reached.<br />

- Considering the effects of Extended Schools and third parties on school sites.<br />

- Facilitating other users on school sites to ensure efficiency of assets and develop<br />

integrated children's facilities.<br />

Premises Development<br />

- Preparing briefs for major and minor projects for Integrated Services activities.<br />

- Providing specialist advice relating to property and accommodation issues, and<br />

commissioning ‘concept’ plans.<br />

- Developing and agreeing benchmarks for Children’s Centres, Extended Schools<br />

facilities, Youth provision, Children’s Residential Units and Local Service Delivery<br />

Teams.<br />

COMMISSIONING OF SCHOOL PLACES AND SCHOOL ORGANISATION AND<br />

REVIEW<br />

Contact:<br />

Elizabeth Smith<br />

(01823) 356260<br />

ecsmith@somerset.gov.uk<br />

- <strong>Planning</strong> and managing the provision of school places through the production<br />

and analysis of school organisation data.


- Reviewing the organisation of school provision and the exploration of different<br />

options.<br />

- Supporting schools and governing bodies in relation to school organisation<br />

changes, including federation, amalgamation of infant and junior schools, etc.<br />

- Implementing the Small Schools Strategy and statutory proposals when<br />

required.<br />

- Developing area based planning with schools and governors and the production<br />

of area plans to underpin School Organisation <strong>Planning</strong> and AMP and secure<br />

sustainable provision.<br />

- Reviewing falling rolls and management of surplus places strategy; setting of<br />

Admission Limits for admissions to schools.<br />

- School terms and holidays; consultation with all schools, including VA and<br />

Foundation.<br />

- Providing information and support to schools wishing to consider a change of<br />

category to foundation or Academy.<br />

- Providing information and advice to free schools wishing to consider setting up<br />

in <strong>Somerset</strong>.<br />

COMMISSIONING OF EARLY YEARS PLACES<br />

Contact:<br />

Lorraine Davey<br />

(01823) 357416<br />

ldavey@somerset.gov.uk<br />

- <strong>Planning</strong> and managing the provision of Early Years and Childcare places<br />

through the production and analysis of early years sufficiency reports.<br />

- Supporting early years settings in relation to sustainability.<br />

- Reviewing falling rolls and developing the market to deliver additional places.<br />

PLACEMENTS AND ENTITLEMENTS (INCLUDING TRANSPORT POLICY)<br />

Contact:<br />

Tim Pollock<br />

(01823) 355615<br />

tpollock@somerset.gov.uk<br />

The Placements and Entitlements Team fulfils a statutory service for parents and schools<br />

in response to the national School Admissions and Admission Appeals Codes of Practice.<br />

Its key areas of responsibility are:<br />

- First Admissions to schools.<br />

- Transfers between schools.<br />

- Additional (in year) Admissions to schools.


- School admission appeals.<br />

- Information for parents via the statutory published composite prospectus<br />

(Starting and Transferring School booklets).<br />

- School Transport - entitlement and allocation.<br />

- Annual review and publication of admission arrangements.<br />

- The determination of 'relevant area'.<br />

- Management of the Key Stage 1 Infant Class Size Plan.<br />

- Support and data provision for Choice (Preference) Advice Service.<br />

These statutory functions are discharged in conjunction with Voluntary Aided and<br />

Foundation schools, through the following co-ordinated activities:<br />

- Traded support service Voluntary Aided and Foundation Governing Bodies.<br />

- Central coordination of admissions.<br />

- Central clearing house.<br />

- Admissions Forums.<br />

- School Appeals Hearings.<br />

School Transport<br />

The Placements and Entitlements Team is responsible for policy, procedure and eligibility<br />

testing for the LA's statutory and discretionary home to school transport, for<br />

mainstream, special educational needs and early years, which it commissions from<br />

Transporting <strong>Somerset</strong>.<br />

Please see also School Admissions and Appeals Service Traded Service.<br />

Health and Safety<br />

Contact:<br />

Emma Kennedy<br />

(01823) 355759<br />

elkennedy@somerset.gov.uk<br />

Responsible for:<br />

- Health and Safety for CYPD, including development of policies, monitoring<br />

procedures to ensure compliance and ensuring that Health and Safety continues<br />

to be improved in all schools and that all schools are undertaking key Risk<br />

Assessments using the EEC Safety Suite or an equivalent system.<br />

- Ensuring that the Health and Safety Management system is implemented and<br />

performing to the <strong>Council</strong>'s standards in all CYPD establishments.<br />

- Formulating Health and Safety Action Plans, including setting priorities in<br />

consultation with the Risk Advisory <strong>Group</strong>.


- Ensuring that Communication and Consultation arrangements are effective for<br />

Health and Safety.<br />

- Developing performance indicators for Health and Safety.<br />

- In conjunction with the Civil Contingencies Unit, for the Emergency Plan,<br />

detailing the contribution of CYPD to the corporate response.<br />

- In conjunction with the Civil Contingencies Unit, for Emergency <strong>Planning</strong>: to<br />

assist in dealing with major civil emergencies through use of school and other<br />

CYPD facilities.<br />

- Managing the Service Level Agreement with the <strong>County</strong> Health and Safety Unit.<br />

- Health and Safety, Fire Precautions, Traffic Hazards, Security of Premises and<br />

Grounds in CYPD establishments. Implementing agreed programmes in<br />

consultation with the <strong>County</strong> Health and Safety Unit (see Health and Safety<br />

Management), Fire Officers and Road Safety Highway Officers. Liaising with the<br />

Risk Management <strong>Group</strong> over security improvement works.<br />

CLIENT MONITORING<br />

Contact:<br />

Sian Gandley<br />

(01278) 411786<br />

sgandley@somerset.gov.uk<br />

Futures for <strong>Somerset</strong><br />

- Managing the contract with Futures for <strong>Somerset</strong> for the delivery of their<br />

contract with <strong>Somerset</strong> <strong>County</strong> <strong>Council</strong>.<br />

Management of the Free School Meals Contract<br />

- Managing the Service Level Agreement with Catering and Cleaning Service,<br />

ensuring the delivery of safe meals in a school environment and ensuring the<br />

implementation of “Transforming School Meals”.<br />

Catering and Cleaning<br />

- Managing the Catering and Cleaning Service Level Agreements with the<br />

Contract Support Team, from whom the LA's statutory and discretionary provision<br />

of Free School Meals and Catering and Cleaning is commissioned.<br />

(See also the Contract Support Traded service and Core service provided by the<br />

Contract Support Team.)

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