Meetings and minutes
- How much notice must be given to governors for a
meeting?
- Can an additional agenda item be introduced at a
meeting?
- Can
governors other than the Chair request a meeting?
- Who can attend governors’ meetings?
- Are apologies automatically accepted?
- What are ‘delegated powers’?
- How long should schools keep minutes of
governing body meetings?
- Who has access to governing body minutes?
- Where should confidential (reserved) minutes be
held?
- What is a
quorum?
- What are the procedures for voting at
meetings?
- What are the voting rights of associate
members?
1. How much notice must be given to governors for a
meeting?
Every governor, associate member (and the headteacher if not a
governor) should be given written notice of a meeting, a copy of
the agenda and all supporting documents at least 7 days before the
meeting. If the Chair considers there are matters that require
urgent consideration a shorter period of notice may be
determined.
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2. Can an additional agenda item be introduced at a
meeting?
If an item is not on the agenda previously sent to governors,
then an extra item can be offered for inclusion at the meeting
under any other business or notified items. Governors may decide to
include the item at that meeting, refer the item to a committee or
be included on the next agenda.
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3. Can governors other than the Chair request a
meeting?
Any three governors can request a meeting by writing to the
Clerk. The Clerk must convene such a meeting as soon as reasonably
practicable. A minimum of seven days notice must be given.
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4. Who can
attend governors’ meetings?
Governors, associate members, the Headteacher and the Clerk have
the right to attend governing body meetings. It is the decision of
the governing body to allow any other persons to attend. Associate
members may be excluded from any part of the meeting where the item
under discussion refers to an individual pupil or member of staff.
Associate members do not have voting rights at full meetings.
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5. Are apologies automatically accepted?
Apologies received should always be recorded in the minutes,
additionally governors should consider the reason for the apologies
for acceptance and this should also be recorded. If apologies are
not accepted the Clerk must write to the governor concerned
enclosing a copy of the minutes. The School Governance
(Constitution) (England) Regulations state that ‘A governor
who, without the consent of the governing body, has failed to
attend the meetings thereof for a continuous period of 6 months
beginning with the date of the first such meeting he failed to
attend, is, on the expiry of that period, disqualified from
continuing to hold office as a governor of that school’. It is
therefore important that a governor who is unable to attend a
meeting informs the Clerk by phone or in writing in advance, with a
reason for the apology.
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6. What are ‘delegated powers’?
These are the powers that the governing body has and designates
to particular committee. A committee with delegated powers can make
a relevant decision without having to refer the proposal to the
full governing body. Decisions made by the committee must be
reported to the next full governing body meeting. See Guide to the
Law for list of powers that can not be delegated. The full
governing body remains accountable for all decisions taken at
committees.
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7. How long should schools keep minutes of governing
body meetings?
There is no rule on the length of time minutes should be kept.
It is recommended that the minutes are kept for a minimum of 6
years in line with Knowsley’s current procedures on retaining
financial records. If space allows minutes could be kept
indefinitely. As a minimum period records should be kept to allow
inspections by auditors and Ofsted inspectors. Copies of minutes of
the full governing body should be forwarded to the Governor Support
Service at the Local Authority following approval.
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8. Who has access to governing body
minutes?
Minutes must be made available for inspection by any interested
party once they have been agreed by the Chair. This also applies to
committee minutes. Information relating to any named person or any
other matter the governing body has deemed to be confidential do
not have to be made available for inspection. Copies of approved
minutes should be forwarded to the Governor Support Service.
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9. Where should confidential (reserved) minutes be
held?
Confidential minutes should be kept separately in a secure place
and are not public documents.
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10. What is a quorum?
A quorum is the minimum number of governors necessary to conduct
the business of the governing body. Under current regulations the
quorum for governing body meetings is 50% of the governors
currently in post. The quorum for committee meetings is a minimum
of 3 governors however the governing body can stipulate a higher
number. Associate members do not count towards quorums.
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11. What are the procedures for voting at
meetings?
Every matter that requires a decision to be minuted by the
governing body must be determined by a majority of votes of those
governors present. If there is an equal number of votes the Chair
(or person acting as Chair) - providing they are a governor – has a
casting vote. Associate members do not have voting rights at full
governors meetings.
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12. What are the voting rights of associate
members?
It is for the governing body to decide on the voting rights of
associate members on committees at the time of their appointment
(providing they are 18 at the time of appointment). A committee can
only vote if the majority of the committee members present are
governors. Associate members may not vote on any matter concerning
admissions, pupil discipline, election or appointment of governors
and the budget and financial commitments of the governing body.
Associate members do not have voting rights at full meetings.
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