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CALLING A MEETING OF THE GOVERNING BODY AND WRITING AN AGENDA

6. Calling a meeting of the Governing Body and writing an agenda


6.1 Meeting Schedule

The full governing body must hold a meeting at least once every term. A meeting must also be held if any three members of a governing body ask for one. It is the duty of the clerk to convene meetings in accordance with directions by the governing body. The chair (or vice-chair in his or her absence) can also direct the clerk to arrange a meeting, but this must not conflict with any directions given by the full governing body. Meetings are to be convened by the clerk, giving 7 clear days written notice to governors and the Governor Support Team of both the meeting date and agenda. The Governor Support Team welcome this by post, the Green Bag or e mail. In exceptional circumstances meetings can be convened at shorter notice because "there are matters demanding urgent consideration" - DfES A Guide to the Law for School Governors Chapter 3 - 42. Papers should be left at or sent to governors usual home addresses. Meetings will still be valid even if any of the usual recipients fail to receive copies of the papers posted in good faith. Many governing bodies are now using e mail as a means of delivery.

6.2

Calling a meeting

It is the duty of the clerk to prepare and distribute the necessary paperwork in order to convene a meeting of the governing body. Many clerks, heads and chairs meet together to discuss the content of the agenda for the meeting, as each may have items to be included, and to decide which items may be confidential and therefore in Part 2 of the meeting. There should be a clear procedure in place for individual governors to put items on the agenda of any meeting. The agreed agenda must then be drawn up by the clerk and circulated with any relevant papers/letters in advance of the meeting. A sample agenda is included on page 2 of this section. In addition a short letter of invitation should be included, with a reminder of the date, time and venue of the meeting.

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CALLING A MEETING OF THE GOVERNING BODY AND WRITING AN AGENDA

Sample letter and agenda


Dear Governors The next full meeting of Governors is scheduled for xxxxxxx at xpm. The agenda is detailed below and supporting papers are enclosed, where indicated. If you are unable to attend the meeting please contact me so that your apologies can be considered. With kind regards

Agenda for Governors meeting to be held on xxxxxx 200x at xpm. Procedural 1. Apologies and Welcome 2. Minutes of the last meeting held on xxxxxx 3. Matters arising 4. Chairs Urgent business Monitoring and Accountability 5. Headteachers report enclosed 6. Committee minutes (list committees e.g.) Curriculum Premises Finance and Personnel 7. Correspondence 8. PANDA review/SATs results (when necessary) 9. Policy reviews School Development 10. School Development Plan update 11. SEF update

Governing Body development 12. Governors training 13. Governors visits 14. Link Governors report 15. Date of the next meeting - xxxx 200x

NB: any other business is not good practice


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CALLING A MEETING OF THE GOVERNING BODY AND WRITING AN AGENDA

Who has to have a copy of the agenda?


every governor the headteacher the Governor Support Team It is a good idea to take one or two spare copies of any papers to the meeting. Circulating papers at the meeting should be avoided it is not reasonable to expect anyone to digest and understand documents at such short notice. If it is unavoidable, time for reading should be allowed at the meeting.

Other items which need to be discussed at least once per year Autumn Term
election of chair and vice-chair (mandatory unless elected for more than one year) appointment of Special Educational Needs(SEN), Race Equality, Literacy, Numeracy and Child Protection, Link governors (and Religious Education(RE) in Voluntary Aided Schools) review of the committees and Terms of Reference including delegated powers review of results and target setting policy reviews

Spring Term
approval of next year's budget policy reviews

Summer Term
review of attendance - pupils and staff annual review of governors' work pay review policy reviews

6.3

Access to meetings

The headteacher, clerk and all members of the governing body have the right to attend all meetings of the governing body except when the regulations about withdrawal apply. It is part of their conditions of employment that headteachers attend governors' meetings when asked to do so by the governing body. The Director for Lifelong Learning, and in church schools, a representative of the Diocesan Authority, has rights to be represented at governing body meetings. Otherwise, the governing body decides whether anyone who is not
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CALLING A MEETING OF THE GOVERNING BODY AND WRITING AN AGENDA

a governor is to be present as an observer. Observers should be asked to leave before confidential items, unless they are needed for the discussion. Some governing bodies have a standing invitation to staff, pupil observers and parents. It is good practice to ask people who intend to come to let the clerk know in advance. If the governing body feels at any time that it would not be appropriate to have observers or the clerk present, it can always ask them to withdraw.

6.4

Withdrawal from meetings

The chair or the clerk should remind governors that they must declare a particular interest financial or other, in any of the items on the agenda at a meeting. The governing body should maintain a register that lists for each member of the governing body, any pecuniary interests held either personally or through a company or relative or partner. The clerk to the governors is responsible for the maintenance of the register by effecting changes as notified, conducting an annual review of all entries and making the register available for inspection by governors, staff, parents and the LA. A sample declaration form is contained on page 5 of this section. An 'interest' is a situation where a member of the governing body may be affected personally or financially, directly or indirectly, or in some other way by a decision made at a meeting where the governor is present. The School Government Regulations state, those members of the governing body with any such interest must declare it as soon as possible at the meeting; must not take part in the discussion, must not vote and should withdraw from the meeting. Their withdrawal and return should be minuted. For further guidance on the rules and regulations regarding withdrawal from meetings, please refer to the DfES A Guide to the Law for School Governors Chapter 3, 21-23 and 48-49.

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CALLING A MEETING OF THE GOVERNING BODY AND WRITING AN AGENDA

Annual Declaration of pecuniary interest for members of governing bodies


Name of school/college.... Name of governor:
Members of the Governing Body are asked to record, any pecuniary interests held either personally or through a company or relative or partner. An 'interest' is a situation where a member of the governing body may be affected personally or financially, directly or indirectly, or in some other way by a decision made at a meeting where the governor is present. The School Government Regulations state that members of the governing body with any such interest must declare it as soon as possible at any meeting of the full governing body or committee meeting, must not take part in the discussion, must not vote and should withdraw from the meeting. Their withdrawal and return should be minuted. For further guidance on the rules and regulations regarding withdrawal from meetings, please refer to the DfES "A Guide to the Law for School Governors" Chapter 3, 21-23 48-49. Please complete this form and return it to the Clerk to the Governing Body. If you have nothing to declare please mark the form None.

I wish to record the following interest(s): Nature of Interest

Signed: Date: ..
Governors are reminded that completion of this form does not remove the requirement upon them to disclose orally any interest at any specific meeting and to withdraw.

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