2.15 Agenda for Meeting of Board of Management

Normally, the Secretary, in consultation with the Chairperson, draws up an agenda for a Board meeting.

The following is a sample agenda for regular Board of Management meetings.
a) Minutes of previous meeting.
b) Matters arising from minutes.
c) Correspondence.
d) Financial report.
e) Purchases approval.
f) ACCS business.
g) Personnel matters.
h) Principal’s report.
i) Scheduling of next meeting.

2.15.1 Minutes of Previous Meeting

In practice it is more efficient to circulate the draft minutes in advance of the meeting. This allows the proposal that they be taken "as read", and, either adopted "as a true and accurate account of the previous meeting", or amended and duly adopted as such.

2.15.2 Matters Arising from Minutes

The Chairperson normally invites queries, but only in relation to items which are not recurring on the agenda for the day.

2.15.3 Correspondence

All correspondence addressed to the Board and any other correspondence arriving at the school which relates to the general direction and government of the school must be brought to the notice of the Board. It is open to Board members to request sight of any correspondence, subject to the limitations of confidentiality. (See. 2.17).

To expedite this item at Board meetings, it is suggested that all correspondence be summarised and that the summary be tabled or circulated in advance. Routine matters for noting only should be marked and grouped for quick disposal, thus allowing more time for consideration of the more important items of correspondence.

2.15.4 Financial Report

The Department of Education and Science has published Administrative and Financial Guidelines for Community and Comprehensive Schools to assist Boards of Management to fulfil their obligations regarding the financial management of their schools. These guidelines became effective as and from 1st January 2003.
The implementation of these guidelines is considered extensively in Chapter 5 of this publication.

2.15.5 ACCS Business

Correspondence and Reports, Info bulletins, Newsletters, Annual Convention arrangements and the Annual Convention Handbook from ACCS should be brought to the notice of the Board.

2.15.6 Personnel Matters

It is advisable to include this as a regular item on the agenda to facilitate Board attention to such matters as the allocation and appointment of teaching staff, requests for career breaks and job sharing, requests for special and personal leave, absenteeism, approval for substitution and appointment of secretarial and maintenance staff. The appointment and management of staff is considered in Chapters 3 and 4 of this publication.

2.15.7 Principal’s Report

The Principal’s Report provides a vehicle for reporting on varied and miscellaneous matters relating to the school. It may range over such items as student and staff attainments, school achievements, disciplinary matters, minor maintenance issues, distinguished visitors to the school and school events. It should not be used to deal with matters of substance which should always appear on the agenda as separate items.

2.15.8 Scheduling of Next Meeting

Before concluding the business of a meeting, the Board normally sets the date of its next meeting. If this is not done, it is a matter for the Secretary to arrange the date.