Effective meetings: School Councils

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)
• 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
• 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
• 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
 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,
• Reach a conclusion on what’s wanted
• Make a decision
• Record the decision
Minutes of the meeting
The 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 –
 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/
(What is a school council and what does it
• http://www.ourcommunity.com.au for Help
Sheets on running a meeting

similar documents