Making the Most of Meetings
Meetings are where governance happens. They are where you ask questions, scrutinise performance, make decisions and hold leaders to account. Getting the most out of them is one of the most important things you can do in your role.
How meetings are organised
At the start of each year, Trustees and Local Governors agree an annual agenda plan and a calendar of meeting dates. Most boards meet four times a year. The Chair works with the CEO or Headteacher and the clerk before each meeting to shape the agenda and make sure it covers everything it needs to.
Papers are published on GovernorHub seven days before each meeting. You will get an email when they are ready. Read them before you arrive — papers are taken as read in the meeting itself and will not be presented to you on the day.
Getting the most out of meetings
Before meetings
- Read the papers and make a note of questions you want to raise
- You can share questions or comments via GovernorHub in advance if you prefer
- If you cannot attend, send your apologies to the Chair and clerk as early as possible — and still read the papers so you can pass on any questions you would like raised on your behalf
On the day
Try to arrive 15 minutes early so you can get settled and catch up with fellow governors before you start. You will need to access papers on a laptop, tablet or smartphone, or print them yourself. There is no dress code.
As well as governors, meetings are attended by a clerk, a small number of school or Trust staff presenting on specific agenda items, and Trust staff supporting on areas like finance, HR or governance. The Chair leads the meeting and keeps things moving.
The meeting will open with housekeeping — apologies, declarations of interest and any matters arising from the previous meeting. Some agenda items will include short presentations from staff.
Your role in the room
Speak up. Your questions and observations matter, even if you are new to the role. You do not need to be an expert — you just need to be curious, prepared and honest.
Let others speak too. The best meetings are conversations, not performances.
If the Chair asks to take something offline, it usually means the discussion has gone beyond the agenda. Note it down and raise it another way.
Understanding the agenda
Strategic leadership
Which decisions about vision, values and direction are reserved for the Trust Board, and which elements are delegated to LGBs.
For approval
Read the document beforehand, raise any questions, and confirm your approval. These items might include proposals to spend funds or adopt a policy.
To discuss
You will have the opportunity to explore these items in detail, draw on your own knowledge and experience, and suggest future actions to school leaders.
To review
Read a document or report carefully so you are up to date on developments, changes or variances. This includes financial monitoring reports and risk registers.
To evaluate or scrutinise
Consider whether the work described in the papers represents sufficient progress, whether further action is needed, and whether the right next steps are in place.
After the meeting
Minutes are published on GovernorHub within a couple of weeks of the meeting. They are the official record of what was discussed and agreed, and include an action log. Check the log and follow up on anything you committed to.
If you disagree with anything recorded in the minutes, raise it with the Chair and clerk promptly so it can be corrected before the minutes are formally agreed.
If you cannot attend in person
Let your clerk and Chair know as soon as possible. It may be possible to join virtually depending on the equipment available. Some meetings are held entirely online where urgent decisions are needed. Instructions for joining remotely will be shared via GovernorHub.
If you regularly miss meetings without sending apologies, the Chair may ask you to step down. Attendance matters — not just procedurally, but because the board works best when everyone is around the table.
