Welcome
Getting started in
clerking
Pauline Williams
[email protected]
16 March 2017
Getting started in clerking 1
Introductions
 Networking and peer support
 Introduce yourself:
1) name
2) school(s) and whether Primary / Secondary, type of
school
3) how long been clerking
4) any other roles
5) clerking full governing body meetings and/or
committees
6) meetings clerked so far
7) handover from previous clerk
8) reasons for becoming a clerk
Getting started in clerking 2
Aim
Enable you to be able to produce a good
agenda and take basic minutes at your first
governor meetings – to provide
orientation so that you know what to
expect and go in prepared, giving you
confidence and awareness of the support
available.
Getting started in clerking 3
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11.00am coffee 
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1.00pm end
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9.30am start
Agenda
Introductions
Aim
Roles of governor and Clerk
Types of governor meeting
Key relationships
Before the meeting
Agenda and paperwork
Getting ready for a meeting
Taking minutes
Typing minutes
Storing paperwork
Where to get help, support and advice
Getting started in clerking 4
Pre-reading
 Role of a governor - discuss
 Role of a clerk - discuss
Getting started in clerking 5
Professional clerking
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Job description
Worklog
Timesheet
Analysis of duties
Annual appraisal
Types of governor meeting
1) Full Governing Board/Body (FGB) (or Local
Governing Board (LGB))
2) FGB Annual Planning Meeting (or Annual
Business Meeting)
3) Committee eg Resources, Standards
4) Panels eg Pay panel, Headteacher appraisal
panel
5) Extraordinary General Meeting (EGM)
Getting started in clerking 7
Key relationships
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Chair of Governors
Chairs of Committees
Governors
Headteacher
Senior Leadership Team (SLT)
School Business Manager (SBM)
Administration Manager / Headteacher’s PA
Local Authority
Getting started in clerking 8
Before the meeting
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Constitution of Governing Body
Terms of reference
Academic year cycle
Governor meeting calendar
Year Planner
Policies checklist
Who does what
Rules and regulations for meeting eg quorum
Distribution lists
Getting started in clerking 9
Agenda and paperwork
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Agenda checklist
Creating an agenda
Termly FGB agenda template
FGB Annual Planning Meeting and committee
agenda templates
 Part II business
 Paperwork and distribution
Getting started in clerking 10
Getting ready for a meeting
 Governor folders – meetings, governor
administration, clerk, Part II
 Preparation for governor meetings – what to
take with you
 Nameplates
 Room layout and refreshments
 Greeting upon arrival
Getting started in clerking 11
Taking minutes
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Minutes checklist
Minutes template
Apologies / absence
Signature
Part II minutes
Actions
Getting started in clerking 12
Typing minutes
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Typing up minutes procedure
Actions / actions for clerk
Bring-up items
Distribution
Password protection of Part II minutes
Getting started in clerking 13
Storing paperwork
 What goes where….
 Hard copy filing
 Electronic filing in folders
Getting started in clerking 14
Where to get help, support and advice
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Website references and links
RBWM Governor services
Key documents
Clerk briefings
Peer support
National Governors’ Association
Getting started in clerking 15
What next?
1.
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Set up peer support group and hold your first meeting
Clerk your termly cycle of governor meetings
Spend time looking through the RBWM websites
Attend the RBWM Clerks’ briefing each term
Become familiar with the DfE Governance Handbook
January 2017
6. Encourage your school to subscribe to the National
Governors’ Association and read their bi-monthly
magazine
Getting started in clerking 16