Useful documents and resources for governors - Top tips for
meetings
Before the meeting
Chair or Clerk
- Set a clear agenda
and have all relevant documents.
- Issue the agenda and all supporting papers prior to the
meeting (at least 7 days before).
- Arrange adequate room and appropriate seating.
All Governors
- Read all documents and note any items that you wish to comment
on.
- Take papers and notes to the meeting.
- Be punctual for the meeting.
- Attend regularly – if you are unable to attend, apologies and
the reason must be given to the Clerk prior to the meeting.
During the meeting
Chair
- Keep to the agenda.
- Pace the meeting so that time given to each matter is
proportionate to its importance.
- Draw on all members for contributions.
- Keep discussions to the point.
- Ensure the decision making process is clear and understood by
all governors.
Clerk
Remember to take with you spare copies of agenda, membership
list, Instrument of Government, attendance list for signing,
pecuniary interest file for updating and ensure you are well placed
to hear all that is being said, usually next to Chair.
- Minute brief summaries of discussions and decisions rather than
verbatim reports.
- Ensure notes are accurate, giving a true record of what
occurred.
- Ensure action points are recorded with person or committee
responsible identified.
- Use your knowledge of the law and relevant regulations to
advise.
- Where necessary, advise governing bodies to seek legal,
professional and other assistance to ensure they have the
information they need to take sound decisions.
- Remind governing bodies of previous decisions taken, note
follow up decisions and actions to keep a track of progress.
All Governors
- Tolerate all views and opinions.
- Listen to and consider what others say.
- Speak one at a time.
- Allow others to contribute to the discussion.
- Make relevant contributions.
- Stick to the point.
- Respect the code of confidentiality and code of conduct.
- Respect the position of the Chair.
- Learn from each other.
- Take collective responsibility for decisions made.
After the meeting
Clerk
- Send draft minutes to the Chair (and Headteacher, if agreed)
for checking as soon as possible after the meeting
- Ensure governors who were not present receive copies of any
papers distributed at the meeting.
- If draft minutes are not sent out until the agenda for the next
meeting, circulate an action sheet reminding governors of anything
they agreed to do.
- Update records such as governor details, pecuniary
interest.
- Advice the Governor Support Service of any changes to
membership.
- Once the minutes are formally approved and signed, make
available (excluding confidential items) for inspection in the
school.
- Send a copy of the minutes and Headteacher’s Report to the
Governor Support Service.
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