Archived decisions

EXPLANATION OF FORMULA FOR REIMBURSING SCHOOLS FOR ADDITIONAL COSTS ARISING FROM YOUTH SERVICE FACILITIES ON SCHOOL SITES

1. Introduction:

1.1 The purpose of this appendix is to provide an explanation of the reimbursement formula contained in the protocol for use in instances where there is a youth centre, managed by the Youth Service, on a school site.

1.2 Schools are not permitted to use their own budgets to subsidise non-school activities and it is expected that school budgets will be reimbursed for any direct or indirect additional costs arising from use of the shared premises and facilities by the County Youth Service. Equally, in reimbursing schools for shared costs, the Youth Service cannot pay the school more than the additional extra expenditure which the school has incurred. To do so would constitute differential funding of the school budget by the LEA and amount to a hidden subsidy outside the funding formula agreed by the Secretary of State.

1.3 For this reason, the Youth Service and Schools Working Group asked that an equitable reimbursement formula be established for use between schools and the Youth Service, where these services occupy the same site and additional costs are incurred by schools as a result.

1.4 To aid schools to calculate the reimbursement due to them from the Youth Service, a spreadsheet calculation model has been designed by the County Treasurer's Department, based on the formula/actual cost-based approach detailed at Section 2.

2. Formula:

2.1 The basis of the calculation for reimbursement to schools by the Youth Service will be:

(a) where additional direct expenditure is incurred and is easily identifiable, the additional amount will be wholly reimbursed

(b) where additional expenditure is incurred and is not easily identifiable, the reimbursement is determined by apportionment of floor area used.

2.1 Premises/utility costs:

2.1.1 Costs incurred on:

(a) Electricity

(b) Gas

(d) Sewerage and environmental charges

(e) Contract cleaning/cleaning materials

(f) Refuse collection.

2.1.2 Where such costs cannot be directly attributed to the Youth Service through metering or a specific member of staff, then a proportion of the total floor area occupied by the Youth Service will be applied as an equitable basis of apportionment.

2.1.3 The costs that should reasonably be paid by the Youth Service are calculated by:

(a) Identifying the percentage of the total site floor area occupied by the Youth Service

(b) Applying the percentage to the total premises/utility costs incurred by the school on the services supplied to the Youth Service.

NB Information on total site floor areas and proportions occupied by the Youth Service are already included in the spreadsheet calculation model.

2.2 Maintenance of grounds:

2.2.1 Costs of grounds maintenance will be apportioned on the basis of floor area, less an allowance for grounds facilities not used by the Youth Service (for example, sports facilities).

2.3 Telephones:

2.3.1 All telephone costs incurred by the Youth Service must be paid directly by the Youth Service.

2.4 Out of standard hours activity:

2.4.1 Costs incurred on (shared where appropriate):

(a) Caretaking (overtime/enhanced payments)

(b) Additional security/staffing

2.4.2 These costs will be reimbursed based on the actual additional payment incurred by the school in supporting the Youth Services' use of their facilities out of standard hours.

2.4.3 Additional caretaking costs will be based on the actual hourly rate paid, plus enhanced payments and on costs x the number of hours of caretaking services required.

2.4.4 Other additional costs incurred by the school due to use of the site by the Youth Service, out of standard hours, will be reimbursed by the Youth Service on an actual cost basis. Such costs could include, for example:

(a) Security

(b) Additional lighting

2.4.5 Where the school/other groups hold concurrent activities with the Youth Service, then the total additional costs will be shared equally between the number of concurrent activities.

2.4.6 Use of school facilities by the Youth Service, in addition to their own premises and which is concurrent with use by the school or other groups, will be reimbursed at the hourly rate normally charged to Community Groups.

2.4.7 Sole use of school facilities by the Youth Service, in addition to their own premises, will be reimbursed at the additional cost incurred by the school.

2.5 Other costs:

2.5.1 Where other additional costs, not detailed above, are incurred by the school, reimbursement must be negotiated locally. This could include, for example, improvements to site access.

3 Accounting arrangements:

3.1 All reimbursements should be made into the school's community management budget (Y cost code). This, where all expenditure made on behalf of the Youth Service (and other Community Groups), should be charged by the school to ensure it is kept separate from that related to the education of their pupils.

3.2 Copies of the spreadsheet calculation model (as paragraph 1.4) can be obtained from the Youth Service Resource Manager.

This content is archived