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Effective meetings
School Councils
Planning for effective meetings • Planning
What do you want from the meeting?What do you need to achieve?
• Notifying people
Who is invited? Set a date and time
• Preparation
Make an agenda
Decide what needs to be decided, what needs to be discussed, what needs to be advised
Allow time for each agenda item
Effective meetings (continued)• Meeting processes
Controlling the meeting
Understanding roles
• Keeping a record
Keeping notes from the meeting
What to do with action items (decisions)
Roles• Chairperson/convenor
Prepares and runs the meeting
Ensures the meeting stays on track and on time
• Secretary/recorder
Keeps notes (minutes) during the meeting and writes them up after the meeting
• Meeting participants
Have a say, stay involved, listen to each other
Quorum• A quorum is the number of people required to be present at a meeting
before a valid decision can be made
• A quorum is achieved at a school council meeting if not less than one half of the members of the school council currently holding office are present and a majority of the members present are not DEECD employees
• A parent member who is also a DEECD employee is counted as a DEECD representative for quorum purposes
• In the event of a tied vote, the presiding member has a second or a casting vote.
Members’ responsibilities
• Be on time or send an apology if you are unable to attend
• Listen without interrupting
• Listen to understand
• Think before you speak
• Don’t speak for the sake of it
• Be fair in your criticism
• Make sure you understand what’s been decided
More on the people side• Set and agree on the rules of how the meeting is to
work
What behaviour is allowed, what is not allowed
Open or closed meeting
• Be clear on roles - especially the chairperson’s role
• Manage time
The meeting itself• Open the meeting
Welcome everyone
Ensure people have received their papers
• Conduct the discussion
See next slide
• Summarise the meeting
Point out main discussions and any decisions made
• Close the meeting
Thank people for coming
Structure of a discussion• State the issue or topic of discussion
• Hear the facts
• Listen to people’s arguments, experiences, opinions
• Reach a conclusion on what’s wanted
• Make a decision
• Record the decision
Minutes of the meetingThe minutes of the meeting must record:
• date, time, place of meeting, attendees and chairperson and apologies received
• agenda items discussed
• all decisions including the names of the movers, seconders and if decision carried or rejected
• time the meeting ended
• date, time and place of next meeting
Meeting checklist• People notified - time, date, venue
• Agenda set and sent in advance
• Discussion papers sent in advance with a recommendation on what is required from the meeting – e.g.
For information
For a decision- that is, a recommendation
• Check any actions required following last meeting
For more information• http://www.education.vic.gov.au/management
/governance/schoolcouncils/role.htm
(What is a school council and what does it do?)
• http://www.ourcommunity.com.au for Help Sheets on running a meeting