These notes have been provided by the Diocesan Schools Commission to assist Clerks to Governors in preparing the agenda for the spring term full Governors' meeting.
Summary of Possible Agenda Items
1. Apologies for Absence
2. Membership
3. Minutes of the Last Meeting
4. Matters Arising
5. Reports from Committees
6. Headteacher's Report
7. School Improvement Plan
8. Reports From Nominated Governors
9. Governor Training
10. School Budget
11. The PANDA Report
12. SEN Update
13. Confidentiality
14. Date and Time of Next Meeting
1. Apologies for Absence
The Clerk should read out the apologies and record whether they are accepted. Remember Governors who are absent from full Governors' meetings without consent for more than six months (in effect two meetings) are disqualified.
It is important, therefore, that Clerks inform absent Governors whether or not their absence has been accepted in order to avoid disqualification by default.
2. Membership
The Clerk should report on any changes to the membership of the Governing Body since it last met; and draw attention to any Governors' terms of office which will expire before the summer term meeting. In the case of Foundation Governors, the Clerk should inform the Schools Commission office of any forthcoming vacancies 0161 736 1421 as soon as possible.
3. Minutes of the Last Meeting
The Clerk should request that the minutes of the last meeting be formally accepted, make any minor changes that need to be made and ensure that the Chairman signs them.
4. Matters Arising not Appearing Elsewhere on the Agenda
The Clerk should remind Governors that only brief reports should be given. Issues arising from the last meeting requiring further discussion ought to have been included as a full agenda item.
5. Reports from Committees
The Clerk should remind Governors that all Committees to which the functions of the Governing Body have been delegated must report their actions at the termly Governors' meeting. This includes the Committee of Appointed Governors responsible for the Headteacher's performance management.
The Clerk should draw attention to any minutes from any of the Committee's reports that require a decision to be made by the full Governing Body.
6. The Headteacher's Report
The Clerk should ensure that the Headteacher's report is circulated with the agenda. In this way there should be no need for the report to be read out in full. The Chairman can invite the Headteacher to speak to those points that particularly need to be drawn to the attention of the Governors. Acceptance of the Report then needs to be minuted.
7. The School Improvement Plan
The Clerk should remind the Governing Body that the School Improvement Plan should be approved at the summer term meeting and its implementation monitored at the other termly meetings. The Headteacher should present a progress report on the implementation of the plan.
8. Reports from the Nominated Governors
The Clerk should remind the Nominated Governors eg Child Protection, Literacy or Numeracy that they should take the opportunity to report to the full Governing Body on any issues with which they have been involved. This report should be circulated with the agenda papers.
9. Governor Training
Governor training is available to individuals or to the whole Governing Body through the Diocese and the LEA. Once again this term funding for governor training is available through a Standards Fund Grant. Diocesan governor training this term will include the regular meetings for Chairmen of Governors and Headteachers. The information on these has already been sent to Clerks and to schools.
In response to my letter last term a number of individual Governing Bodies and local clusters have requested training and we are doing our best to fit them in during what is in fact a very short spring term. In addition we are planning a further course for those Governors who are involved in any way in admission appeals panels. Details will follow soon. If you have any queries about Governor training please contact Ted Delaney on 0161 726 1421.
10. The Budget
The Clerk should remind the Governors that School Government Regulations require the Governing Body to approve the first formal budget of the financial year. Normal good practice would involve the Finance Committee considering and recommending a budget for 2002/2003 to the full Governing Body for approval. Under new regulations approval of the first formal budget plan cannot be delegated to a committee.
The Governing Body should be aware of Standards Fund monies as they are there to help the school with school improvement and staff development. Once allocated, management of the funds should be delegated to the Headteacher.
11. The PANDA Report
The PANDA report, summarising the school's performance compared with all schools and with similar schools, was sent to all schools towards the end of last term.
The Clerk should ask the Governing Body if they wish to request that the school sends a copy of the PANDA to all Governors or that the Headteacher prepares a summary of them.
12. SEN Update
The Clerk should remind Governors that over the last few months there have been a number of publications issued by the DfES in relation to Special Educational Needs. The Special Educational Needs Governors, in particular, should be aware of these.
New duties not to discriminate against pupils with a disability already attending school or prospective pupils (particularly in relation to admissions).
Ensuring accessibility to school buildings for uses other than education.
13. Confidentiality
The Clerk, as always, should remind the Governing Body that they must identify any items on the agenda which are required to be recorded in the minutes as confidential items.
14. Date of Next Meeting
It is always useful to remind Governors of the date of the next meeting.
My thanks go to Lancashire
Governor Training Unit for the information used to help prepare
these notes. For any further information contact Ted Delaney
on 0161 736 1421.