Sample agenda & minutes template

___________________________________School Council Agenda

Date: Day / Month / Year

Time: From hour - minute am/pm to hour: minute time am/pm
Venue: Address
Chair: Name and position
Attendees: Names
Minute taker: Name
Apologies: Names
Visitor: Name/s
Conflict of Interest: Name/s

Quorum 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:

o during the discussion unless invited to do so by the  person presiding at the meeting 
o when a vote is taken on the matter
 may be included in the quorum for that meeting

The declaration of interest should be included in the minutes of the meeting.

MINUTES
Item Details Actions/ Recommendations
 The Chair welcomed and introduced all
1. Welcome members.
o Detail
o Detail
o Detail


2. Apologies

 The chairperson noted that a quorum was

3. Quorum present.


4. Conflict of
interest

 Minutes of the meeting held on Motion:

5. Minutes of the _________________________ were
“That the Minutes of the meeting held on
previous meeting previously distributed.
___________________ be accepted”.

Moved:

Seconded:

Carried / not carried

 What action is required Action / Motion:

6. Business arising
from the minutes
6.1

Moved:
 Who is responsible
Seconded:

Carried / not carried

 What action is required Action / Motion:

6.2

Moved:
 Who is responsible
Seconded:

Carried / not carried

  Who is responsible Motion:
7. Priority Items

7.1 Strategic Plan /

Annual
Implementation Plan Moved:

Seconded:

Carried / not carried

 Who is responsible Motion:

7.2

Moved:

Seconded:

Carried / not carried

 Attached to agenda Motion:

8. Reports
“That the report as tabled is accepted and
recommendations endorsed”.
Preferably in writing
and sent with the Moved:
agenda.
Seconded:
8.1 Carried / not carried

Principal’s report
8.2

Finance sub -  Finance sub-committee minutes attached to Each Finance sub-committee

committee school council agenda recommendation requires a separate
 The following reports were tabled at the Finance motion to be passed at school council.
If a school doesn’t Committee meeting:
For example:
have a Finance sub- - Balance Sheet
committee all reports - Operating Statement The school has moved two motions, one
must be tabled at - Cash Receipts regarding the reports and the other is
school council. - Cash Payments related to budget changes.
- Cancelled Receipts Report
Recommendation from Finance sub-
If a school has a - Cancelled Payments Report
committee:
Finance - Journal Report
subcommittee, the - Cash Flow Statement That school council move $xxxx payments
school council need - Bank Account Movement be endorsed, $xxx transfers be ratified
only receive the - Annual Sub Program Budget Report and all presented reports accepted as a
Balance Sheet and - Invoices Awaiting Payment true and correct depiction of the XXXXX
the Operating - Family Credit Notes Report school finances for the month of XXXX,
Statement. - Sundry Debtors Credit Notes Report 20XX.
- Bank Reconciliations for all bank accounts
Moved:
(copies) Explain the difference if there is
one Seconded:
- SRP Budget Management Report – first
page only reporting surplus/deficit (or similar Carried / not carried
information)

Budget Changes  Inform school council of significant changes as
the budget is reviewed and monitored during the
year. Also, include additional, unexpected
revenue or expenditure.
Recommendation:
“That School Council approve the
additional revenue/adjustment/note
over/under expenditure due to xxx reason

Moved:

Seconded:

Carried./ not carried:

For further For further information see: Guide to

information see: School Council Financial Motions
School financial
guidelines

 Attached to agenda
8.3

Building and
Grounds sub-
committee
  Attached to agenda
8.4

Sub-committee

9. General business

9.1


9.2
 Brief details of each item Motion:
10. 
“That the Inwards Correspondence be
Correspondence
received and actions endorsed. “
10.1 Incoming Moved:

Seconded:

Carried / not carried


10.1a

10.1b
 Brief details of each item Motion:
10.2 Out-going 
“That the Outwards Correspondence be
endorsed”.

Moved:

Seconded:

Carried / not carried


10.2a

10.2b
 Next Council Meeting to be held on
11. Next Meeting: ____________________________

 The chairperson declared the meeting Time :

12. Closure of closed.
meeting
Signed by the Chairperson: ______________________________
President or person who presided at the previous meeting to sign once minutes have been approved by school
council

Date: ______________________

Note: records and information management

School 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.