Top Tips for Clerks

Some useful top tips for Governing Body Clerks regarding production of minutes and procedures at meetings etc.

Minutes and meetings

Minutes must be in a good clear font, not too small. Include details of venue, date and time of meeting. Each document produced must be clearly identified in the minutes.
Minutes must include a list of governors that have sent their apologies, and should note whether or not the governing body has accepted the apologies.
Minutes must have clear headings in bold and underlined. Each topic discussed must have a clear resolution (if any) and a timescale or date for completing the action.
Format of minutes should mirror points set out in the agenda. Keep to the same items number as the agenda so discussions are easily traced in the future. It is also useful to be precise and to the point when writing minutes:
– Set a brief background to the issue under discussion
– Report that a decision took place and note details appropriately
– Highlight the overall views together with the important and relevant topics
– Note the discussion in bold print
– Make sure you minute governor’s questions – this evidences their challenge and support role
– It is best to not just say that the headteacher’s report was noted or accepted, the clerk should include some level of discussion e.g. questions raised etc and any action points arising.
Convey points/minutes clearly so that absent governors are able to follow and contribute to the topic should a follow on discussion take place at the next meeting. Clearly note who is responsible for implementing any decision / action point. Keep governors informed. Dates of meetings should be given well in advance. It is good to get into the habit of producing an annual calendar (September – August) and send it out to the governing body at the end of the summer term.
As there can be a gap between meetings, governing bodies will often receive draft minutes or a summary of action and discussion points relatively quickly after every meeting. This is good practice and provides governing bodies with a good overview of what has been discussed and agreed previously.
Keep a library (hard copy or electronic file) of all termly meetings handouts which should include all sub meetings of the same term.
Build up a good working relationship with the governing body, invite them to school INSET days, skills days etc. (as appropriate). Governors appreciate being able to see more of the school and learn more about it, rather than just attending meetings. This helps to build up the confidence of new members who then also get to know the staff of the school during these visits. This is beneficial for both the school and the governors.
Agenda – specifics of the meeting only. Governors can ask for an item to be added to the programme by contacting the Clerk / Chair. This ensures that the Chair / Headteacher are aware of the discussion before the meeting.
It is essential to keep a good filing system, whether hard copy or electronic!
Produce an action plan following meetings which could look like this:

Meeting date Agreed Action Responsibility Progress / update

Support and challenge

We have been working on a series of articles for clerks with tips on how to prepare minutes and how to minute challenge and support which can be found in the Clerks Area section of the website.

Training

Relay all information and details of training courses to members and keep and up to date register on all training sessions attended. This is very important due to the mandatory governor training requirements.
Induction of new governors – invite the new member to an induction meeting in school so that they are aware of the school and its organisation. We have some information that could be useful for new governors
It would be helpful for clerks to attend relevant governor training also, this ensures that clerks are up to date with the latest developments and will help when recording discussions in meetings.

General

Keep up to date as far as possible with any developments to do with the work of the Governing Body – be those national or local – and be ready to advise members when the need arises.
Be proactive, along with the governing body, in ensuring that the governing body has developed and contributed to the range of skills which mould a successful governing body.

Published: 12/09/2014