Discussion paper: 2GB meetings /No Committees - a different approach

Introduction

With the DCSF floating the possibility of smaller Governing Bodies and the current membership range starting at nine members, regular standing committees (which could include finance, premises, curriculum, pupil-matters, personnel, strategy, Every Child Matters and so on, are sometimes difficult to sustain.

This discussion paper looks at one possible alternative that a number of Governing Bodies are now using. This model is not recommended for all, but may be of interest for those looking for an alternative to the standard approach of 1 Governing Body and 3+ Committee meetings every ter. The 2GB/no committee  meetings model, is now used by a range of Governing Bodies from small Infant schools to large Primaries.

Advantages of the 2GB/No Committees model

• It removes a lot of duplication (committee discussion, report backs, approvals).
• Many Headteachers find it an advantage not to duplicate their contributions to a committee and then again to the Governing Body.
• It ensures every governor has an over-view of all Governing Body and school activities -essential for a knowledge and understanding of school self-evaluation.
• It removes a lot of procedural "clutter" such as annual review and approval of Terms of Reference and membership changes.
• The limited time (normally 4 hours per term) helps members to focus on strategic issues and avoid complex implementation/operational discussions.
• It reduces the number of scheduled termly meetings from 5+ to 2.
• Each termly GB meeting has a focus e.g. Meeting 1: Curriculum, standards and the SEF; Meeting 2: Resources (Finance, Personnel, Premises). The Headteacher usually provides a report to match the meetings focus.

Like any other method of school governance this approach requires good scheduling skills from the clerk and good communication between the Clerk, Chair and Headteacher. Technically the Governing Body is suspending its delegation powers to committees. Other powers may (and often should) continue to be delegated to individuals -normally the Headteacher.

Disadvantages of the termly Committees for a small Governing Body

• Meetings are cancelled or inquorate because of a shortage of governors willing or able to attend.
• Big decisions are taken by a small number of committee members.
• The Headteacher is obliged to duplicate his/her contributions to the committee and the Governing Body.
• Governors feel dissatisfied that major decisions are taken elsewhere and then are poorly reported back, leading to "rubber stamping" of decisions.
• Sometimes meetings are held because they are scheduled, but there is little new business to discuss.
• "Press ganged" volunteer committee clerks (usually governors) produce committee minutes late or not at all, and the minutes may be of variable quality.

If the GB currently has an unmanageable 4 or 5+ committees per term but is not keen on such a radical step as the GB only model, an alternative would be to stream-line its existing committees to encompass Learning and Teaching, and Resources.

Potential disadvantages of the 2GB model and practical solutions

• Major tasks like FMSIS need more time.- a separate working party should be established to tackle a one-off issue.
• Confidential issues can cause a problem if all the governors become "tainted" - it may require the Chair or Clerk to halt the discussion until a more appropriate time or ask members of the appeal committee to leave the room during a discussion.
• Meetings can overrun - It requires governors to be focused, usually backed by a standing order setting a meeting limit of two hours.
• It requires a good Chair to keep the agenda on track and encourage more vocal members to show restraint in their input, whilst ensuring that everyone has the opportunity to contribute.
• Losing committees means that there is less opportunity to develop chairing experience and skills - it is important to ensure that the chairing of the Governing Body is exemplary and that governors are given the opportunity to lead working groups.
• Urgent items may not match the focus of the agenda - the understanding is that urgent matters are usually considered as appropriate but other out of sequence matters are held over to the next meeting.

What it means for you and the Governing Body

Governing Bodies who are looking for an alternative to committees are encouraged to try this alternative.

However no one can be convinced this is the right way until they have tried it. Those willing to try need to suspend their termly committees for a period of 12 months and replace them with two termly GB meetings.

It is important that the Clerk, Chair and Headteacher agree ground rules at the start and these are approved by all governors. It is also suggested that at the end of each term of the pilot year the model is reviewed and changes made if required.

The statutory "appeal" committees are unaffected by these proposals.

Additional Skills Needed

Probably no additional skills are required outside good clerking and chairing skills and the openness of governors and the Headteacher to try an alternative.

Further information and references

Guide to the Law Chapters 2 and 3

School Governance (Procedures) (England) (Amendment) Regulations 2003

Model Standing Orders - available on the "Good practice" documents page of the ECA website   www.essexclerks.org

Clerk's Action

1.      If concerned about the ability of the Governing Body to cover its business the Clerk should suggest governors consider alternatives and give a range of options, including the above.

2.      If the 2GB/No Committee model is agreed, the Governing Body should vote to suspend termly committees and introduce 2 Governing Body meetings per term. Broad agreement needs to be reached on the purpose of each termly meeting and arrangements to cover emergency items out of sequence.

3.      A maximum meeting time should be considered for inclusion in the Standing Orders if not already present.

Standing orders and Delegation /Decision Planners may need to be reviewed and changed.