Welcome Getting started in clerking Pauline Williams 10 February 2016 Getting started in clerking 1

Introductions  Networking and peer support  Introduce yourself: 1)name 2)school(s) and whether Primary / Secondary, type of school 3)how long been clerking 4)any other roles 5)clerking full governing body meetings and/or committees 6) meetings clerked so far 7)handover from previous clerk 8)Reasons for becoming a clerk Getting started in clerking 2

Aim Getting started in clerking 3 Enable you to be able to produce a good agenda and take basic minutes at your first governor meetings – to provide orientation so that you know what to expect and go in prepared, giving you confidence and awareness of the support available.

Agenda 9.30am start 11.00am coffee 12.30pm end  Introductions  Aim  Roles of governor and Clerk  Types of governor meeting  Key relationships  Before the meeting  Agenda and paperwork  Getting ready for a meeting  Taking minutes  Typing minutes  Storing paperwork  Where to get help, support and advice Getting started in clerking 4

Pre-reading  Role of a governor - discuss  Role of a clerk - discuss Getting started in clerking 5

Types of governor meeting 1)Full Governing Board/Body (FGB) (or Local Governing Board (LGB)) 2)FGB Annual Planning Meeting (or Annual Business Meeting) 3)Committee eg Resources, Curriculum 4)Panels eg Pay panel, Headteacher appraisal panel 5)Extraordinary General Meeting (EGM) Getting started in clerking 6

Key relationships  Chair of Governors  Chairs of Committees  Governors  Headteacher  Senior Leadership Team (SLT)  School Business Manager (SBM)  Administration Manager / Headteacher’s PA  Local Authority Getting started in clerking 7

Before the meeting  Constitution of Governing Body  Terms of reference  Academic year cycle  Governor meeting calendar  Year Planner  Policies checklist  Who does what  Rules and regulations for meeting eg quorum  Distribution lists Getting started in clerking 8

Agenda and paperwork  Agenda checklist  Creating an agenda  Termly FGB agenda template  FGB Annual Planning Meeting and committee agenda templates  Part II business  Paperwork and distribution Getting started in clerking 9

Getting ready for a meeting  Governor folders – meetings, governor administration, clerk, Part II  Preparation for governor meetings – what to take with you  Nameplates  Room layout and refreshments  Greeting upon arrival Getting started in clerking 10

Taking minutes  Minutes checklist  Minutes template  Apologies / absence  Signature  Part II minutes  Actions Getting started in clerking 11

Typing minutes  Typing up minutes procedure  Actions / actions for clerk  Bring-up items  Distribution  Password protection of Part II minutes Getting started in clerking 12

Storing paperwork  What goes where  Hard copy filing  Electronic filing in folders Getting started in clerking 13

Where to get help, support and advice  Website references and links  RBWM Governor services  Key documents  Clerk briefings  Peer support  RBWM mentoring Getting started in clerking 14

What next? 1.Set up peer support group and hold your first meeting 2.Clerk your termly cycle of governor meetings 3.Contact each other, RBWM governor services and Pauline Williams if you have queries 4.Organise your 1:1 mentoring 1 hour support session with Pauline Williams when you have identified specific questions/needs 5.Spend time looking through the RBWM websites 6.Attend the Clerks’ briefings each term 7.Scan through the DfE Governance Handbook Nov Encourage your school to subscribe to the National Governors Assocation and read their bi-monthly magazine Getting started in clerking 15