Nuts and bolts of clerking – the basics and beyond

Chris Orme

Nuts and bolts of clerking – the basics and beyond

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Programme

1. Responsibilities of governing bodies.2. The clerk’s role.3. Making a successful meeting.4. What Ofsted will expect to see.5. School governance regulations.6. Delegation of functions.7. Agenda for meetings.8. Preparing minutes.

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The clerks role• Ensure school has current instrument of government.• To prepare and despatch the agenda.• To ensure governors have the opportunity to fulfil their statutory

responsibilities.• To liaise with the chair and headteacher.• To attend the meeting.• To offer advice on procedures.• To take notes at the meeting.• To prepare minutes of the meeting.• To maintain records of membership.• Ensure all governors have current term of office.• To write letters on behalf of the governing body.

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What makes a successfulmeeting?• Early preparation.• Consult on draft agenda.• Have names, addresses and contact details for all governors.• Send agenda to all governors at least seven days before a meeting.• Ask Head to produce report and ensure this is sent to all governors.• Ensure minutes of committee meetings are sent to all governors.• Ensure that matters arising from previous meetings are picked up.• Arrive at meeting venue in good time and speak to Chair and Head.• Sit next to Chair and Head to aid communication during meeting.• Take good clear notes at the meeting.• Note what action is to be taken and by whom.• Write minutes as soon as possible.

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What Ofsted will expect• Knowledge of the school’s child protection procedures and policies.• Governors have undertaken training in safer recruitment.• Evidence that the governing body hold the headteacher and staff to account

for the effectiveness of safeguarding arrangements.• Governors know the strengths and weaknesses of the school.• Governors know areas for development.• Impact of policies and procedures agreed by governors.• Evidence of governor involvement with production of SEF.• Evidence of contribution governors have made to school improvement and

other plans.• Evidence of governors challenging the school on its’ performance.• Evidence of governors involvement in the life of the school.• Governors with specific areas of responsibility.• Evidence of governors seeking views of parents and community with

examples.• How governors training needs are identified and met.• Impact of any training undertaken.

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School governanceprocedures regulations 2003

10 most used regulations

1. Election of chairman and Vice Chairman (paragraph 5).2. Delegation to Chair in urgent cases (paragraph 6).3. Delegation to committee or individual governor (paragraphs 16 & 17).4. Reporting on delegated functions (paragraph 18).5. Functions of Clerk (paragraph 9).6. Right of persons to attend meetings (paragraph 10).7. Restrictions on persons taking part in meetings (paragraph 14 &

schedule).8. Convening of meetings – minimum 3 per year (paragraph 11).9. Proceedings of governing body including quorum (paragraph 12).10.Minutes and papers (paragraph 13).