“A governing body can only be truly effective when it has an effective clerk in post”
The Department for Education (DfE) recognises that the clerk to governing bodies is a key contributor to the effectiveness of the governing body. A fully effective clerk to governors can support governing bodies in meeting their statutory obligations. The clerk is the person responsible for providing procedural and legislative advice, administrative and organisational support both in and outside meetings to ensure the governing body works in accordance with the legal framework.
Please find our document on the qualities of an effective Clerk on our downloads page
The Department for Education (DfE) recognises that the clerk to governing bodies is a key contributor to the effectiveness of the governing body. A fully effective clerk to governors can support governing bodies in meeting their statutory obligations. The clerk is the person responsible for providing procedural and legislative advice, administrative and organisational support both in and outside meetings to ensure the governing body works in accordance with the legal framework.
Please find our document on the qualities of an effective Clerk on our downloads page
Our service provision for Cumbria Clerking Advisory Service
The following service is provided to all governing bodies registering with Cumbria Clerking Advisory Service for the contracted number of full governing body and committee meetings per year.
For all meetings
- Prepare an agenda, with the chair and headteacher, that takes account of national and local government issues (and church authority issues), and is focused on school improvement
- Encourage the headteacher and others to produce agenda papers which are submitted on time for circulation
- Produce, collate and distribute the agenda and papers so that recipients receive them at least seven clear days before the meeting
- Record the attendance of governors at the meeting and take appropriate action re: absences
- Take notes of the governing body meetings to prepare minutes, including indicating who is responsible for any agreed action
- Record all decisions accurately and objectively with timescales for actions
- Send drafts of minutes to the chair and headteacher for amendment/approval by the chair
- Copy and circulate the approved draft minutes to all governors within the timescale agreed with the governing body
- Advise absent governors of the date of the next meeting
- Keep a file of signed minutes, as an archive record
- Advise the governing body on governance legislation and procedural matters where necessary before, during and after the meeting
- Chair the governing body meeting during the election of the chair
Membership
- Retain a copy of the Instrument of Government
- Maintain a database of names, addresses and category of governing body members, and their term of office
- Inform the Local Authority of changes of membership and of post holders
- Initiate a welcome pack/letter being sent to newly appointed governors including details of terms of office
- Advise governors and appointing bodies of expiry of the term of office before the term expires, so elections or appointments can be organised in a timely manner
- Inform the governing body of any changes to its membership
- Maintain governors meeting attendance records and advise the governing body of non-attendance of governors
- Advise that a register of governing body pecuniary interests is maintained, reviewed annually and lodged within the school
- Assist with the elections of parent and staff governors
- Maintain copies of current terms of reference and membership of committee and working parties and nominated governors
Advice and Information
- Ensure that new governors are informed how to access the DfE ‘Governors Handbook’
- Keep up to date with current educational developments and legislation affecting school governance
- Ensure that statutory policies are in place, and that a file is kept in the school of policies and other documents approved by the governing body
- Access appropriate legal advice, support and guidance when necessary
- Advise the governing body on procedural issues
- Follow the governing body’s agreed policy, provide/arrange support for new governors
- Help to produce a Governing Body Year Planner, which includes an annual calendar of meetings and the cycle of agenda items for meetings of the governing body and its committees