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Cruinnithe:Leading and Managing MeetingsMISNEACH 1 2016

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• To familiarise participants with norms, protocols and helpful practices relating to various types of meetings

• To enable participants to conduct their first meetings with Staff, Board of Management and Parents’ Association

• To equip participants with strategies to address incidental meetings and their availability in this regard

Key Messages

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• Staff Meetings• ISM• BOM• SEN• PA• PT• Incidentals• Reps

Types of Meetings

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Nósanna: Norms for Meetings

• Pre Meeting

• During Meeting

• End of Meeting

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Cruinniú Foirne: Staff Meeting

• Agreed agenda• Agreed norms for all

meetings• Chairperson and

recording secretary• Agreed decisions,

timely actions and those responsible

• AOB

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An Bord Bainistíochta:Board of Management

IPPN BOARD OF MANAGEMENT RESOURCE PACK

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Roles on BOM ❖Chairperson❖Principal / Secretary❖Treasurer❖Ethos and Chaplaincy

Officer❖Capital Projects

Officer❖Maintenance Officer❖Safety Officer❖ School Premises

Officer

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Chairperson • Responsible for efficient and effective

management of meetings• Acts as correspondent on behalf of BOM

with various agencies• Agrees agenda of meetings in advance with

Principal• Regular consultation meetings with

Principal

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Recording Secretary• Communicate with Board members in

advance of meetings• Keep accurate minutes of meetings• Ensure that these are kept safe for the

proper functioning of the school and inspection by DES or Patron (usually in the school)

• Decisions only are usually minuted

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Treasurer • Provision of statement of accounts at each

meeting• Involvement in budget planning• The Treasurer acts on behalf of the board

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• Agree agenda in advance with chairperson• Agenda and invitation circulated to

members; a week’s notice• Read previous minutes to get up to speed• Good practice to have regular meetings

with chairperson (once a month to keep appraised of current issues)

First BOM MeetingAdvance Preparation

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• Hard copies of agenda for each member• Principal signs Membership Declaration• Agreed norms• Clarify roles• Minutes • Matters arising• Correspondence• Treasurer’s report

The Meeting Itself

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• Principal’s report• Child Protection• Anti-Bullying• Policies review and ratification• Specific Items: e.g. building project/

employment matter/ SEN• Agreed Report• AOB? (not listed on agenda)

The Meeting Itself Cont’d

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Rúndacht / Confidentiality • Essential to the proper functioning of the

board• Board should agree on the report to be

made to staff/Parents’ Association at the end of each meeting

• The conduct of the business of the Board, other than this report, must remain confidential

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• Venue• Time and date• Members present and apologies

received• Action Plan: issue/ decision or action/

by whom and when?

Sample of Minutes

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• All members should contribute to the business of the board, at meetings and between meetings

• Participate in the work of sub-committees• Act as chairperson, or secretary, to a sub-

committee when required.

Rannpháirtíocht: Participation

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• Class allocation, attendance, enrolment issues.• Child Protection: confidential• Anti-Bullying Report • Staffing: career breaks/ secondments/ appointments• Curriculum issues• SEN: staffing and hours• Extra Curricular Activities• Buildings• Parental Involvement• Health and Safety Issues• Current Issues• Upcoming events and activities

Tuairisc an Phríomhoide: Principal’s Report

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• In-school SEN Meetings• SENO• Outside Agencies• Case Conferences• Minute/record the meetings• Parents

SEN

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• Meet with Chairperson of PA re AGM• AGM of PA: Attend for opening of meeting

only to introduce self and update re upcoming events (good practice)

Parents’ Associations

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• Bí réidh!• Formal and informal• Both parents?• Reports, IEPs, test results• SEN team

Parent Teacher Meetings

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• Clear notice on door• Lunchtime or Croke Park time?• Generic email to all companies• Specific times?

Incidentals, Callers and Reps

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• Listen to understand• Ask good questions• Acknowledge the other side• Buy time• Build trust• Deal with the issue; not personal• Focus on feelings not behaviour• What’s beneath the iceberg?• Explore ways forward; stay connected• The role of emotional intelligence Dr. Séan Ruth, 2015

Managing a Difficult Meeting

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