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Effective meetings: School Councils


School Councils Conducting the actual meeting for the chair or convenor Open the meeting Start by welcoming everyone to the meeting. Check that everyone has ... – PowerPoint PPT presentation

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Title: Effective meetings: School Councils

Effective meetingsSchool 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 employees
  • A parent member who is also a DEECD employee is
    counted as a DEECD representative for quorum
  • 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
  • Dont speak for the sake of it
  • Be fair in your criticism
  • Make sure you understand whats 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 chairpersons
  • 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 peoples arguments, experiences,
  • Reach a conclusion on whats 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 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/governa
  • (What is a school council and what does it do?)
  • http//www.ourcommunity.com.au for Help Sheets on
    running a meeting
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