Board Meetings

Procedure for Board meetings

(a) Frequency of meetings

A Board shall hold such and so many meetings at such times as the Chairperson deems necessary but shall hold a minimum of one meeting per school term and shall hold not less than five meetings in any school year.

(b) First meeting

(i) Every member of the Board shall, at or before the first meeting of the said Board, sign a declaration of acceptance of membership of the Board and an undertaking that the Rules for National Schools, agreed procedures and relevant legislation shall be complied with, to be inserted in the minutes of the Board and, until such are completed he/she shall not be entitled to act as a member of the Board.

(ii) Where necessary, the Board shall elect a Recording Secretary from amongst its members. The Board shall also elect a Treasurer from amongst its members.

(c) Ordinary meetings

(i) The Chairperson may at any time call a meeting of the Board.

(ii) At least seven clear days before each ordinary meeting, a notice of the time and place of the intended meeting, together with an agenda for the meeting, shall be sent to every member of the Board. It should be clear that all members of the Board are entitled to be notified of all meetings – including meetings where issues may concern an individual member directly and he/she may be required to subsequently withdraw or decide not to attend if the meeting is solely for that purpose. Where exceptional circumstances warrant it, a meeting of the Board may be convened at less than seven days' notice and this fact should be recorded in the minutes.

(iii) The quorum of the Board shall be three members in the case of one teacher schools and five members in the case of all other schools.

(iv) Subject to (c) (iii) above, a Board may act notwithstanding one or more than one vacancy among its members.

(v) The proceedings of the Board shall not be invalidated by reason of any defect in the appointment or qualifications of any member thereof.

(vi) Where a matter is put to a vote, it shall be determined by a majority of votes of the members present and voting therein and, where there is an equal division of votes, the Chairperson of the meeting may exercise a second or casting vote. The numbers of those voting for and against a motion shall be recorded.

(vii) Minutes of the proceedings of the Board shall be recorded in an appropriate form and shall be signed by the Chairperson of the meeting of which they are a record, or by the Chairperson of the next meeting. Minutes are the property of the Board and shall be available on request to representatives of the Patron, the Trustees and the Department of Education and Skills.

(d) Requested meetings

(i) On receipt of a requisition signed by not less than one quarter of the members of the Board plus one, or on the requisition of the Patron, such requisition stating the business to be transacted, the Chairperson shall convene a special meeting of the Board within seven days and no business other than that specified in the notice shall be dealt with at such a special meeting.

(ii) In the event where a Chairperson fails to convene a meeting within seven days, either the Patron or one of the members requesting the meeting shall call such a meeting.

(e) Emergency meetings

(i) The Principal with the approval of the Chairperson shall have power to convene an emergency special meeting of the Board of Management should the need arise.

(ii) This meeting shall be held as soon as possible after notification of such meeting has been conveyed to all available members.

(iii) The usual quorum shall be required.