effective meetings school councils. planning for effective meetings planning what do you want from...
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Effective meetings
School Councils
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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
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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)
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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
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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.
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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
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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
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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
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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
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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
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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
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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