Sample agenda and template - Department of Education and ...



Sample agenda & minutes template___________________________________School Council AgendaDate: Day / Month / Year Time: From hour - minute am/pm to hour: minute time am/pmVenue:AddressChair:Name and positionAttendees:NamesMinute taker: NameApologies:NamesVisitor:Name/sConflict of Interest:Name/sQuorum requirements:A school council meeting must operate with a quorum. A quorum requires not less than one half of school council members currently holding office to be present at the meeting and the majority of members present must not be Department employees. Any parent members on school council who also work for the Department are counted as Department employees for the purpose of a quorum.Conflict of interest:If a member of the council or their immediate family has a direct conflict of interest (including a pecuniary interest) in with a matter under discussion at a school council meeting that member:must not be present: during the discussion unless invited to do so by the ?person presiding at the meeting?when a vote is taken on the mattermay be included in the quorum for that meetingThe declaration of interest should be included in the minutes of the meeting.MINUTESItem DetailsActions/ Recommendations1. Welcome The Chair welcomed and introduced all members.DetailDetailDetail2. Apologies3. QuorumThe chairperson noted that a quorum was present. 4. Conflict of interest5. Minutes of the previous meetingMinutes of the meeting held on _________________________ were previously distributed.Motion:“That the Minutes of the meeting held on ___________________ be accepted”. Moved:Seconded:Carried / not carried6. Business arising from the minutes6.1What action is requiredWho is responsibleAction / Motion:Moved:Seconded:Carried / not carried6.2What action is requiredWho is responsibleAction / Motion:Moved:Seconded:Carried / not carried7. Priority Items7.1 Strategic Plan / Annual Implementation PlanWho is responsibleMotion:Moved:Seconded:Carried / not carried7.2Who is responsibleMotion:Moved:Seconded:Carried / not carried8. Reports Preferably in writing and sent with the agenda.8.1 Principal’s reportAttached to agendaMotion:“That the report as tabled is accepted and recommendations endorsed”.Moved:Seconded:Carried / not carried8.2 Finance sub -committeeIf a school doesn’t have a Finance sub-committee all reports must be tabled at school council. If a school has a Finance subcommittee, the school council need only receive the Balance Sheet and the Operating Statement. Budget Changes For further information see:School financial guidelinesFinance sub-committee minutes attached to school council agendaThe following reports were tabled at the Finance Committee meeting:Balance Sheet Operating StatementCash Receipts Cash Payments Cancelled Receipts Report Cancelled Payments ReportJournal Report Cash Flow Statement Bank Account Movement Annual Sub Program Budget ReportInvoices Awaiting Payment Family Credit Notes ReportSundry Debtors Credit Notes ReportBank Reconciliations for all bank accounts (copies) Explain the difference if there is oneSRP Budget Management Report – first page only reporting surplus/deficit (or similar information)Inform school council of significant changes as the budget is reviewed and monitored during the year. Also, include additional, unexpected revenue or expenditure.Each Finance sub-committee recommendation requires a separate motion to be passed at school council. For example:The school has moved two motions, one regarding the reports and the other is related to budget changes.Recommendation from Finance sub-committee:That school council move $xxxx payments be endorsed, $xxx transfers be ratified and all presented reports accepted as a true and correct depiction of the XXXXX school finances for the month of XXXX, 20XX. Moved:Seconded: Carried / not carriedRecommendation:“That School Council approve the additional revenue/adjustment/note over/under expenditure due to xxx reason Moved:Seconded:Carried./ not carried:For further information see: Guide to School Council Financial Motions 8.3 Building and Grounds sub-committeeAttached to agenda8.4 Sub-committee Attached to agenda9. General business9.19.210. Correspondence10.1 IncomingBrief details of each itemMotion:“That the Inwards Correspondence be received and actions endorsed. “Moved:Seconded:Carried / not carried10.1a10.1b10.2 Out-goingBrief details of each itemMotion:“That the Outwards Correspondence be endorsed”. Moved:Seconded:Carried / not carried10.2a10.2b11. Next Meeting:Next Council Meeting to be held on ____________________________12. Closure of meetingThe chairperson declared the meeting closed.Time :Signed by the Chairperson: ______________________________President or person who presided at the previous meeting to sign once minutes have been approved by school councilDate: ______________________Note: records and information managementSchool council minutes, agenda and correspondence are considered permanent records and are to be maintained in the school until such time as they can be transferred to the Public Record Office Victoria.Councils may use electronic copies of minutes, agenda and correspondence for distribution purposes, however hard copy versions must also be maintained. ................
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