NAG 2:    Operations and Review

NAG 6:    Administration

DESCRIPTION:

The Board Secretary is the third member of the Board Executive, after Board Chair and Finance Officer.

TASKS:

¨          To maintain and store all official records of the BoT.

¨          To ensure responses are made and to file copies of all correspondence of the BoT.

¨          To monitor outward correspondence to ensure it reflects the intentions of the BoT.

¨          To ensure all inward and outward correspondence has been sorted, and the list sent to the board at least three days prior to the monthly board meeting. And that it is filed after the meeting  

¨          Before the monthly board meeting;

§  Ensure the agenda prepared uses the board plan, in consultation with the principal and chairperson.

§  Monitor that all relevant information and documentation has been distributed to all board members, at least three days prior to their meeting.  This includes:-

Ø  Agenda, including time date place of meeting

Ø  Correspondence list showing all inward/outward.

Ø  Copies of principal and portfolio reports.

Ø  Copies of relevant correspondence

¨          At the meeting:

§  Bring to the attention of the meeting any item of correspondence requiring discussion.

§  Names of those delegated to respond  to correspondence are documented in the minutes .and

§  Ensure that the intentions of the board are accurately conveyed in the responses.

¨          Follow up from meetings:

§  Ensure correspondence as approved by the meeting has been responded to. 

§  Between meetings ensure incoming letters are responded to as" received", Put aside those that need wider consideration, and send an interim reply if appropriate.

§  Make sure that all-important arrangements are confirmed in writing, with copies of all correspondence kept and filed.

§  The Board Secretary has a prime duty to keep everyone informed of decisions and happenings.  This is most often done outside of meeting times using email or phone.

¨          Annually archive board files/documents following the final board meeting of the year.

ANNUAL TIMETABLE:

¨          Attend all meetings of the board, and if Minute Secretary is not present, keep full and accurate minutes of meetings, write up and circulate minutes of the meeting.

¨          To record minutes of IN-COMMITTEE business.

¨          Before meeting, ensure relevant documentation has been sent to board members, 3 days prior to meeting.

¨          After meetings, ensure relevant notices have been placed in school newsletters or on the website advising community of BoT activities.

¨          End of year; archive board files/documents.

DELEGATED AUTHORITIES:

1. Minutes of monthly board meetings is delegated to Minute Secretary, who will also;

§  Ensure full and accurate minutes of the Board meeting are kept.

§  Ensure minutes of the Board meeting are circulated following the meeting.

§  Maintain an Official Minute file and ensure each page is signed or initialled by the board chair

§  Bind the minutes into a file at the end of the year.

2. Official documents of the board are organised and maintained at school, in a safe system.

·         Annual Correspondence file, Jan-Dec

·         Meeting documents  file, Jan -Dec