1. Getting started in clerking
Welcome
Getting started in clerking
Pauline Williams
16 March 2017
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2. Introductions Networking and peer support Introduce yourself: name
school(s) and whether Primary / Secondary, type of school
how long been clerking
any other roles
clerking full governing body meetings and/or committees
meetings clerked so far
handover from previous clerk
reasons for becoming a clerk
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3. Aim
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.
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4. Agenda 9.30am start 11.00am coffee 1.00pm 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
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5. Pre-reading Role of a governor - discuss Role of a clerk - discuss
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6. Professional clerking
Job description
Worklog
Timesheet
Analysis of duties
Annual appraisal

7. Types of governor meeting
Full Governing Board/Body (FGB) (or Local Governing Board (LGB))
FGB Annual Planning Meeting (or Annual Business Meeting)
Committee eg Resources, Standards
Panels eg Pay panel, Headteacher appraisal panel
Extraordinary General Meeting (EGM)
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8. 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
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9. 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
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10. 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
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11. 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
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12. Taking minutes Minutes checklist Minutes template Apologies / absence
Signature
Part II minutes
Actions
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13. Typing minutes Typing up minutes procedure Actions / actions for clerk
Bring-up items
Distribution
Password protection of Part II minutes
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14. Storing paperwork What goes where…. Hard copy filing
Electronic filing in folders
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15. Where to get help, support and advice
Website references and links
RBWM Governor services
Key documents
Clerk briefings
Peer support
National Governors’ Association
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16. What next? Set up peer support group and hold your first meeting
Clerk your termly cycle of governor meetings
Spend time looking through the RBWM websites
Attend the RBWM Clerks’ briefing each term
Become familiar with the DfE Governance Handbook January 2017
Encourage your school to subscribe to the National Governors’ Association and read their bi-monthly magazine
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