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Effective meetings School Councils

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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 ... – PowerPoint PPT presentation

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Title: Effective meetings School Councils


1
Effective meetingsSchool Councils

2
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

3
Effective meetings (cont.)
  • Meeting processes
  • Controlling the meeting
  • Understanding roles
  • Keeping a record
  • Keeping notes from the meeting
  • What to do with action items (decisions)

4
Roles
  • Chairperson / Convenor
  • Prepares and runs the meeting
  • Ensures the meeting stays on track and on time
  • Secretary / recorder
  • Keeps notes during the meeting and writes them up
    after the meeting
  • Meeting participants
  • Have a say, stay involved, listen to each other

5
Quorum
  • A quorum is the number of people required before
    decisions can be made
  • A quorum is not less than one half of the total
    members of the school council, where total
    members means the maximum number of members that
    could be appointed under the schools
    constituting order
  • Also, the majority of members present cannot be
    DEECD employees
  • A parent member who is also a DEECD employee is
    counted as a DEECD representative for quorum
    purposes
  • A quorum must be maintained throughout the
    meeting
  • In the event of a tied vote, the Chairperson has
    the casting vote.

6
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

7
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
    role
  • Manage time

8
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

9
Structure of a discussion
  • State the issue or topic of discussion
  • Hear the facts
  • Listen to peoples arguments, experiences,
    opinions
  • Reach a conclusion on whats wanted
  • Make a decision
  • Record the decision

10
Keeping notes
  • Time and date of meeting, where held, who came,
    who chaired
  • All agenda items discussed
  • Main ideas put forward and any actions agreed on
  • Time the meeting ended
  • Date, time, place of next meeting

11
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 needed since last meeting

12
For more information
  • http//www.education.vic.gov.au/management/governa
    nce/schoolcouncils/role.htm
  • (What is a school council and what does it do?)
  • http//www.ourcommunity.com for Help Sheets on
    running a meeting
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