1. ANNUAL GENERAL MEETING
21/06/2017
Preparing for your
School Representative Body
ANNUAL GENERAL MEETING
Welcome and AoC
Although there are no set protocols or phrasing for an Acknowledgement of Country, it will commonly involve something along the following lines: “I would like to acknowledge that this meeting is being held on the traditional lands of the (appropriate group) people, and pay my respect to Elders both past and present.”
Personalising and localising an acknowledgment will help to make it as meaningful as possible. 
I would also like to pay respect to the elders past and present of the Larrakia nation and extend that respect to any other Aboriginal people present.
Housekeeping:
The Toilets are
In the event of an Emergency
Throughout tonight we will be seeking your ideas for your Education Wish List – over the next 12 months we’ll be putting together a wish list from schools
Please feel to get up and add things to the list as they come to you through the night.
Has everyone got a water? coffee? Are all mobiles on silent?
Docs you have in your pack:
Presentation
Education Act Part 9 – this part relates to the School Representative Bodys
School Representative Bodys Regulations
Current Model Constitution
AGM checklist – we know you know how to run an AGM because you’ve just done it. But it’s a good checklist for next year 
Other governance checklists

2. 21/06/2017
For a School Representative Body to function effectively there must be a good working relationship between the Principal and Members based on mutual respect and a shared vision for the school
INTRODUCTION

3. 21/06/2017
The School Representative Body Annual General Meeting (AGM) is an important meeting
The AGM should be informative and brief
The AGM agenda must be set and followed
No other business should be discussed
INTRODUCTION
Our 2nd document that governs our work as a School Representative Body. The first one was your constitution.

4. 21/06/2017
The purpose of an AGM is for parents, staff and your school community to be informed of the progress of the school in the last 12 months, as well as the activities of the School Representative Body
The Audited Financial Report is presented for acceptance
Nominations and elections are held for positions vacant
The auditor is appointed (The same auditor/firm of auditors may not be used for more than three (3) consecutive years)
PURPOSE
Our 2nd document that governs our work as a School Representative Body. The first one was your constitution.

5. NOTICE OF AGM Who can attend the AGM?
21/06/2017
Who can attend the AGM?
All parents, families, school staff and members of the school community
AGM’s must be transparent and open to all members of the school community
NOTICE OF AGM
Our 2nd document that governs our work as a School Representative Body. The first one was your constitution.

6. 21/06/2017
The School Representative Body must hold their AGM on or before 15 March each year
(If this is not possible, permission must be sought from the Department of Education (DoE) Chief Executive to hold the meeting after this date)
An AGM may NOT take place without the Audited Financial Report
NOTICE OF AGM
Our 2nd document that governs our work as a School Representative Body. The first one was your constitution.

7. 21/06/2017
A School Representative Body must give notice of their AGM to the public at least 14 days prior to the date of the AGM
(The school Principal will ensure appropriate notice is given to the community)
Notice should include:
Date
Time
Location of the AGM (Be specific)
Information on the requirement to hold or be able to obtain a Working With Children Clearance (Ochre card)
NOTICE OF AGM
Our 2nd document that governs our work as a School Representative Body. The first one was your constitution.

8. 21/06/2017
Information should be made available that clearly outlines
Positions vacant
Nomination process
Election process
Suggested methods of advertising your AGM:
School Newsletter
School Website
Social Media
Community Notice Board
Classroom Door
School Gate
Face to Face
Newspaper
(Remember you know how to best reach your school community)
NOTICE OF AGM
Our 2nd document that governs our work as a School Representative Body. The first one was your constitution.

9. 21/06/2017
A School Representative Body must have between 5 and 19 members
Membership and composition will be detailed in your Constitution and must have a definitive number of members
A School Representative Body MUST include:
Parent Members
(50% of the total membership MUST be parents)
Principal
(MUST always be a Member)
Teacher Member (MUST have at least 1 Teacher)
KNOW YOUR MEMBERSHIP
Our 2nd document that governs our work as a School Representative Body. The first one was your constitution.

10. KNOW YOUR MEMBERSHIP A School Representative Body MAY include:
21/06/2017
A School Representative Body
MAY include:
Student Members Where secondary education is provided and the Constitution allows there MAY be up to two (2) Student Members elected
Invited Members One or more Invited Members MAY be elected provided the Constitution allows
(The number of Student Members and Invited Members must be included in your total membership number)
Membership of your School Representative Body should reflect and recognise the culture, history, ethnicity, uniqueness and diversity of the school community
KNOW YOUR MEMBERSHIP
Our 2nd document that governs our work as a School Representative Body. The first one was your constitution.

11. MEMBER TERMS How many vacant positions do you have? MEMBER TERM
21/06/2017
MEMBER
TERM
TOTAL YEARS
Parent
2 years
6 consecutive years (3 terms)
Teacher
Principal
Ongoing
Student
Invited Member
Up to 2 years
Invited MLA
MEMBER TERMS
Our 2nd document that governs our work as a School Representative Body. The first one was your constitution.
How many vacant positions do you have?
(Get to know your members, membership composition and terms)

12. A Member Register will help you monitor your positions type, members, election and resignation dates, terms and Ochre card details
Position Type
Position Filled by
Date Elected
Term
Other
Term Expiry
Vacant Filled
Ochre Card # Expiry
MEMBER TERMS
(Template available from NT COGSO)

13. The processes for holding your AGM and meeting proceedings may be set by your Constitution A typical AGM will proceed as follows:
The Chair welcomes everyone and thanks them for attending Individuals are asked to record their name on the attendance list Secretary records the meeting opening time, attendees and any apologies for the AGM minutes.
MEETING PROCEEDINGS
The minutes of the previous year’s Annual General Meeting (AGM) are circulated and read A motion that these be accepted is moved and carried Secretary records the decision in AGM minutes (Only members who attended the previous AGM may accept the minutes).
Reports are presented These may be contained in the school Annual Report.

14. The Chair should present their report to the school community followed by the Principal report The Audited financial report is to be presented and explained by the Treasurer Copies of each report are to be maintained in the School Representative Body records A motion to accept the Audited financial report must be moved and carried Secretary records in AGM minutes.
A Returning Officer is elected and will take over the role of the Chair for the remainder of the meeting. (A Returning Officer is an independent person who overseas the election of members).
MEETING PROCEEDINGS
The Returning Officer will announce the number of positions vacant, the term of each position and their duties as per the Constitution.
The Returning Officer will call for member nominations consistent with the nomination process in your Constitution or previously agreed AGM guidelines If nominations are requested prior to the meeting the Returning Officer will call for the election of members Nominated and nominating members names can be written and displayed.

15. Parents of students, including current members, may elect new members
Parents of students, including current members, may elect new members Where a vote is required it is best practice to conduct a secret ballot Votes are counted and the Returning Officer announces the new members Secretary records in AGM minutes.
The Chair motions to appoint the Auditor The same Auditor can be appointed for a maximum of three (3) consecutive years. Secretary records in AGM minutes.
MEETING PROCEEDINGS
Chair thanks everyone for attending and closes the AGM Secretary records closing time in AGM minutes.
The Office Bearer positions of Chair, Treasurer and Secretary, if vacant, are elected at the first General Meeting following the AGM.
Officer Bearer positions MUST be elected and filled.

16. AGENDA (Template available from NT COGSO) 21/06/2017
Our 2nd document that governs our work as a School Representative Body. The first one was your constitution.
(Template available from NT COGSO)

17. At the first General Meeting after the AGM it is useful to provide copies of any approved School Representative Body Documents
For example:
Constitution
Code of Conduct
Confidentiality Agreement
Standing Orders
Education Act Part 6
Education Regulations Part 5
School Council Guidelines
School Policies
(Newly elected Members must provide a copy of their Ochre card to be stored on file by the Secretary)
DOCUMETNS

18. 21/06/2017
NT Council of Government School Organisations (NT COGSO)
Your Constitution
Department of Education
Education Act (Part 6 Parent and community involvement in Government Schools)
Education Regulations (Part 5 Parent and community involvement in Government Schools
MORE INFORMATION

19. Request further training or support
21/06/2017
Request further training or support
MORE INFORMATION
Contact us any time. Some School Representative Bodys we hear from often, which is great. I say that to encourage all of you to contact us for any information or clarification.
This is the time where we get an idea of who’s brand new and who’s brushing up.
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