Documents and resources for governors - Agendas
The purpose of the agenda is to inform governors what will be
discussed and helps the Chair to conduct an orderly and structured
meeting. It should be focused on key roles and
responsibilities.
The Chair is responsible for finalising the agenda. The Governor
Support Service suggests the best practice is for the Chair,
Headteacher and Clerk to meet approximately 2-3 weeks before the
meeting to discuss possible items, finalise the agenda and agree
what supporting papers will be sent out to governors.
All governors are entitled to ask for an item to be considered for
inclusion on an agenda. Make sure that all governors are aware of
this, and also know how to do it - for example, by submitting the
item to the Clerk at a time agreed by the governors, (2-3 weeks
before is suggested as a guideline).
If there is to be a guest speaker it would be normal practice for
them to be invited to speak before the procedural items.
Each governing body will have a format and style of presentation,
which should be maintained for each meeting.
Agenda items
When all the agenda items have been received the Clerk will then
be able to prepare the agenda. As the public are entitled to access
to governing body papers and, if the governing body agree, may be
present at meetings, it is important that confidential items are
separated from other items. The easiest way to facilitate this is
by having the last item as ‘reserved’ or ‘confidential’ matters
(with a separate supporting agenda if necessary). This will enable
the Chair to ensure that any non-governors have left the meeting
before the consideration of the confidential items. Confidential
items are those which relate to a named individual or are of a
sensitive nature.
Each item on the agenda should have a clear self-explanatory title
and in most cases will be backed up with a written report.
It is good practice to place the more important items, which will
need a discussion, higher up on the agenda. Items for information
only can be placed lower down in the order.
Agendas and supporting papers must be distributed to governors and
associate members at least 7 days before the meeting (Guide to the
Law chapter 3 ‘convening governing body meetings').
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