Introduction to School Governance - GMSA

Chaired -SGB Action points Action Points followed up
No Yes No Yes No Yes No Date

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Assets Available
Yes
Maintenance Plan Available
Procurement Plan Yes
Asset Register
4
Financial Management

Minute book
Copy of assets register of school
Annual Budget for current financial year
Audited Financial Statements for previous year
Bank Deposit Book
Bank Account
Bank Statements
Cheque book - current
Cheque book - used
Cheque Requisition Forms
Receipt books - current
Receipt books - completed
Used cheques

e Implemented Consultation Reviewed

No Yes No Yes No Yes No Date

e Accessible Consultation Reviewed
No Yes No Yes No Yes No Date

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Receipts Has
Record of quotations 5
Invoices
Journals/Cash Books
Petty Cash Vouchers
Petty Cash box
Petty Cash journal
Monthly Income and Expenditure Statements
Monthly reconciliation statements
Signatories to the bank account
Record of Exemption of school fees
Documentary proof of investment(s) (if any)
List of NGOs/partners approved by district and operating in
schools
Copy of 10th school day statistics
Copies of contracts of all staff employed by the SGB
School’s financial policy

Training, Development and Information sharing

Disciplinary matters (learners only)

the principal given the SGB a report and assistance on the following Date
Yes No

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Policy and Legislation
Professional management matters
Annual Academic Report
Academic Improvement plan
Progress Academic Report

Planning Available

Yes

Copies of analysis of results of previous three years (grades 1 to
12)

Strategy to improve learner performance

School Development Plan

School Improvement Plan

General Comments:

NAME OF SCHOOL PRINCIPAL: _____________________SIGN

NAME OF SCHOOL SGB CHAIRPERSON: ____________________

5

Accessible Consultation Reviewed Com
No Yes Yes No
No Yes No Date

NATURE:_______________________ DATE:_____________________
__SIGNATURE:_______________________

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7. FINANCIAL RESPONSIBILITIES OF THE SGB

7.1. Financial responsibilities according to Chapter 4 of
SASA

According to SASA the SGB must

 Supplement the resources provided by the State,
 Establish and administer a school fund,
 Open and maintain a school bank account – which must be a

current (cheque) account. If this is not possible, then written
approval by the Head of Department must be requested.

 Prepare a budget every year,
 Keep records of funds received and spent,
 Keep records of the school’s assets,
 Draw up annual financial statements,
 Submit the audited annual financial statements to the

department.

7.2. Compliance with Departmental financial requirements

Check whether your school’s financial system complies with the South
African School’s Act, 84 of 1996.

CHECK YOUR SCHOOL’S FINANCE SYSTEMS Compliant Not yet
compliant

1 The SGB administers the school fund.

2 A finance committee consisting of the SGB
Chairperson, treasurer and principal is
functional.

3 The Treasurer is the chairperson of the Finance
Committee.

4 A Finance Officer has been delegated this duty in
writing ( normally an educator in the school).

5 The Finance Officer keeps records of funds
received and spent and of the assets, liabilities
and financial transactions of the school.

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6 The Finance Committee must ensure that the
school draws up an income and expenditure
budget before November each year.

7 The Finance Committee must consult with the
SMT and SGB during the budgeting process.

8 The SGB must be consulted when establishing
what school fees should be paid by the parents

9 30 day’s notice is given for the Budget Meeting.
10 School Fees and the exemption policies are

adopted through voting at the Budget Meeting.
11 Minutes of the Budget Meeting are recorded and

filed.
12 The school financial books to be submitted for

auditing the latest by end of January the
following year.
13 The school has a single current account at the
bank, which is used to manage its school funds.
14 The school does not have overdraft facilities.
15 The Governing Body satisfies itself that all
expenditure is in accordance with the approved
budget.
16 Cheques may only be signed when a cheque
requisition has been completed and signed by all
the relevant officials.
17 All cheques are signed by at least two
signatories.
18 No cash cheques are issued.
19 All monies received are receipted.
20 Stock registers are maintained.

TOTALS

N.B. IF YOUR SCHOOL DOES NOT HAVE ALL THESE
REQUIREMENTS IN PLACE THEN IT IS THE RESPONSIBILITY OF
THE FINANCE COMMITTEE TO PUT THEM IN PLACE. THE FINANCE
COMMITTEE CAN USE THE ABOVE LIST TO CONTINUALLY REMIND
THEMSELVES OF WHAT IMPORTANT SYSTEMS SHOULD BE IN
PLACE IN THEIR SCHOOL.

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7.3. School funds and assets of public schools

To monitor and supervise school funds and assets, the SGB needs to do
the following:

 Establish committees, such as the
o Finance committee
o Procurement committee.

 Develop and monitor the implementation of policies such as the
o School finance policy which should provide guidelines for the
following,
 Appointment of the Finance Officer
 Duties of the Finance Officer
 Collection of funds by the financial officer
 Collection of funds by educators
 Banking of school funds
 Withdrawals from school funds
 Government allocations
o Accessing Government Allocations
o The use of Government allocations
 Petty cash
 Control and monitoring of school stock and assets
 Financial recording and reporting
o School procurement policy
o School fee and exemption policy

7.4. Collection of school fees

SGB members need to monitor
 Levying of school fees at public schools except for No Fee schools,
 Enforcement of payment of school fees (focus on parents and not
learners).

7.5. Financial records and statements of public schools

 The School Governing Body of a public school must keep all
financial records.

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 The finance committee must monitor
o Recording of all financial transactions in Cash
books/Journals, or relevant financial documents,
o Petty Cash usage,
o Stock Item Registers/ Asset Registers and liabilities,
o Annual Budget.

7.6. Reporting
The Finance Committee needs to prepare and submit a
 Monthly Report
 Quarterly Report
 Annual Report.

7.7. Prohibition of payment of unauthorised remuneration
School governing bodies need to adhere to SASA requirements. SASA
prohibits payment of an unauthorised remuneration, or giving a financial
benefit or a benefit in kind to certain employees.

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8. DUTIES & RESPONSIBILITIES OF SGB OFFICE BEARERS1

8.1. What are the duties and responsibilities of the
chairperson?

The chairperson
 presides at meetings of the governing body;
 calls meetings after consultation with the principal;
 determines the agenda of meetings after consultation with the
principal;
 presides at meetings of parents, educators, learners and non-
educators called by the governing body.

The chairperson is seen by most people as the representative of the
governing body. He or she is seen as the official mouthpiece and any
statement that he/she makes is regarded as coming from the governing
body as a whole.

The chairperson conducts meetings and is therefore responsible for their
proper management. This includes

 Calling the meeting to order and making sure that there is a
quorum.

 Obtaining the meeting's approval before signing as correct the
minutes of the previous meeting.

 Ensuring that the members keep to the rules and procedures.
 Presenting matters in the order in which they appear on the

agenda.
 Deciding whether any proposals, motions and counter motions

presented at the meeting are in order and within the functions of the
governing body.
 Maintaining order.

1 Information obtained from the KwaZulu-Natal Department of Education and Culture

Manual 3: Conducting Meetings and Keeping Records. Materials developed by the
Media in Education Trust (MiET),.(pp 20 – 25).

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 Ensuring correct voting procedure.
 Decisively ruling on points of order.
 Cutting down on unnecessary discussion.
 Ensuring that all members have a chance to speak in any

discussion.
 Protecting a speaker from unacceptable interruption.
 Using a casting vote to decide an issue.

Some golden rules for chairpersons
 Be brief
 Be a leader
 Listen attentively
 Speak with authority
 Stand above petty differences - be impartial
 Maintain an orderly meeting
 To control others, control yourself
 Keep the members informed
 Be modest
 Be trustworthy

8.2. What are the duties and responsibilities of the deputy-
chairperson?

The vice-chairperson is there to support the chairperson and to stand in
for the chairperson in meetings in some circumstances.

 If for any reason the chairperson is absent, the vice-chairperson
takes over his or her responsibilities at the meeting.

 If the chairperson is late, then arrives, it is customary for the vice-
chairperson to continue in the chair, at least until the item under
discussion has been dealt with.

 In the rare event of the chairperson having to vacate the chair and
absent him or herself, the vice-chairperson takes over while that
item is dealt with.

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 During the time that the vice-chairperson is in the chair he or she
has all the powers of the chairperson. This includes having a
decisive vote as well as a deliberative vote.

8.3. What are the duties and responsibilities of the treasurer?

Who can be appointed treasurer of the SGB?
 Section 29 of the South African Schools Act on office bearers of

governing bodies only reflects on the chairpersonship and is
silent on other office bearers including who must be a treasurer.
 Principal of a school as an ex-officio member who represents the
HOD, automatically is a member of the executive committee and
therefore cannot be an office bearer, but can sit on SGB sub
committees.
 The SGB members need to keep in mind Section 32 of SASA
(the status of minors) when undertaking their responsibility of
electing from amongst themselves a treasurer.

The duties and responsibilities of the treasurer often vary according to the
size of the school.

A treasurer looks after the finances of the school. This may include
 managing the collection of school fees,
 ensuring that bills are paid,
 monitoring expenditure,
 ensuring that sound financial books are kept.

The treasurer should also keep the members informed of the school's
current financial position. This is usually done at meetings.

The treasurer has the following responsibilities at meetings of the
governing body.

 Presenting the ‘Treasurer's Report’ at each regular meeting. This
report outlines current income and expenditure, and the present
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balance, and compares the actual position with the position
anticipated by the budget. The report is in written form and is
retained by the secretary as a permanent record.
 Preparing detailed financial statements for the AGM, and
presenting them.
 Preparing the budget with the chairperson.
 Presenting the budget at the Annual General Meeting.
 Answering questions related to finance at the AGM.
 Advising the members on raising funds.
 Leading discussion on setting the school fees to be recommended
to the parents.

In a public school today, the treasurer plays a key role. He or she has to
have a thorough understanding of the school's finances and ensure that all
other role-players share this understanding. The treasurer should not only
be aware of the current position with school finances, but also be able to
compare it with what happened in the past. He or she should also be able
to forecast future trends to some degree.

The members tend to rely on the treasurer not only to keep them informed,
but also to advise them if there is any problem that should cause concern.
It is essential that the treasurer works closely with the chairperson (and
the principal) and that there is a free flow of information and ideas.

If there is an administration clerk tasked with recording the school's
finances, the treasurer should make a point of getting to know that clerk
well and having frequent discussions with him or her.

On the school's finance committee, the treasurer is obviously a key role-
player and would probably be the chairperson. In presenting information to
the school governing body the treasurer has to remember that very few
members will be expert with finance, so the information should be
presented as simply as possible. The use of simple illustrations such as
bar graphs might assist.

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Above all, the honesty and integrity of the treasurer must be beyond
question.

8.4. What are the responsibilities and duties of the secretary?

The secretary has the following duties:
 Keeping up-to-date records of all members' details such as
addresses, telephone (and fax) numbers, etc.
 Keeping in close contact with the chairperson and assisting him or
her wherever possible.
 Compiling notices of meetings in conjunction with the chairperson,
and circulating the notices.
 Ensuring that the venue is available.
 Making arrangements for suitable refreshments.
 Preparing the agenda, in conjunction with the chairperson.
 Assisting the chairperson with the ‘chairperson's agenda’, if
required.
 Making enough copies of the agenda, the previous minutes, and
important reports.
 Ensuring that the attendance register, the minute book and any
other records that need to be referred to, are available at meetings.
 Ensuring that any equipment that is to be used, is available.
 Reading the minutes of the previous meeting, when requested to do
so by the chairperson.
 Recording accurately the outcome of any voting.
 Recording the minutes.
 Preparing a draft of the minutes, checking them with the
chairperson and sending out the final version to the members.
 Attending to the school governing body's correspondence.
 Being responsible for the school governing body's documents and
records.
 Carrying out the instructions of the school governing body.
 Giving information and help to every committee member as
required.

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The secretary should be a good organiser, methodical, calm and clear-
headed, tactful and approachable. During a meeting it is usual for the
secretary to sit near to or next to the chairperson in order to record
proceedings accurately and assist the chairperson with the technical
details of running the meeting. This diagram will show you how a
governing body secretary could organise his or her tasks. NICE
diagramme!

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Appendix 1: Ubuntu Secondary School Case Study

THE SITUATION AT UBUNTU SECONDARY SCHOOL

In a Whole School Evaluation session attended by all staff members of
this school, some strange or interesting (depending on your point of view)
practices were unearthed.

This school has an enrolment of almost 700 learners, which places it in the
category of a big school.

When asked to produce the SGB minute book, it could not be found
immediately. After a lengthy search by the secretary, it was discovered to
be in a box among other documents on an open shelf. The book had
unreliable minutes of SGB meetings, all of them unsigned.

Although schools had re-opened two weeks previously, the school time-
table was not in operation yet, as it could not be finalised as a result of
disputes over salaries of SGB appointed educators.

The principal then reported that the school does not have an SGB
constitution and has never been asked by any departmental official to
produce one. Educators complained about being ill-informed in matters
pertaining to the SGB.

Furthermore, there was no finance policy: the finance officer, school
secretary and principal handles all school monies. Unfortunately, the
school finances are in disarray, with the school reneging on the
photocopier contract. The company is now threatening to sue.

Some educators complained that when the principal meets with the SGB
chairperson, he reports that he has met with the whole SGB. The
educators are reluctant to raise their dissatisfaction with the principal.
Instead they speak about their problems to SGB members.

A issues raised in this Whole School Evaluation session is the fact that the
SGB chairperson has not relinquished his post even though he no longer
had a child at the school, his child having left after completing matric the
previous year.
Not surprisingly, relations within the school community are at a low ebb.
What can be done to the effectiveness of this SGB?

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Appendix 2: SGB Constitution Template

CONSTITUTION OF THE SCHOOL GOVERNING
BODY OF NELSON PRIMARY

INTRODUCTION

In terms of the South African Schools Act (SASA), NELSON PRIMARY SCHOOL
has been declared a public school. This Act requires that each public school has a
School Governing Body (SGB) constitution that defines the basic principles and
rules by which the school will operate. In other words, this document defines how
the SGB will operate.

1. LEGAL PERSONALITY
The school is a juristic person with legal capacity to perform its functions in
terms of the South African Schools Act, 1996.

2. LIABILITY OF MEMBERS
A member of the governing body does not incur personal liability for lawful
acts of the governing body.

3. COMPOSITION
The governing body consists of
a. the principal in his / her official capacity ,
b. educators elected by the educators employed at the school,
c. one non-educator elected by non-educators employed at the school,
d. parents elected by parents,
f. learner representatives (RCL) where applicable,
e. up to five members co-opted by the governing body. Co-opted
members must fall in one of the following categories :
i. community members (including donors),
iii. persons with expertise in a specific field.

4. VOTING RIGHTS OF MEMBERS
a. The principal and elected members have voting rights.
b. In the case of a stay of votes, the chairperson has a casting vote.
c. Co-opted members have no voting rights.

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5. TERM OF OFFICE OF SCHOOL GOVERNING BODY MEMBERS
a. The term of office of elected members is three years.
b. Members of the governing body remain in office after the expiry of their
term of office until the election of a new governing body.
c. A member of the governing body may be re-elected or co-opted, as the
case may be, after the expiration of his / her term of office.

6. ELIGIBILITY AS MEMBERS OF A GOVERNING BODY
A member vacates his / her office if he / she
a. no longer serves the best interest of the school,
b. resigns,
c. his / her son / daughter leaves the school,
d. Is no longer employed as an educator or non-educator at the school,
e. has been absent without leave from three consecutive ordinary
meetings of the governing body.

7. POWERS OF THE GOVERNING BODY

The governance of the school in terms of SASA is vested in the SGB of the
school. In terms of SASA the SGB shall:

a. Determine the admissions policy of the school.

b. Determine the language policy of the school.

c. Determine the policy for religious observance.
d. Determine the school’s Code of Conduct for Learners.

e. Determine, change and enforce the payment of school fees payable by
parents and learners.

f. Join voluntary associations representing governing bodies of public
schools.

8. FUNCTIONS OF THE GOVERNING BODY

8.1 In terms of the SASA, the governing body must

a. A promote the best interests of the school and strive to ensure its
development through the provision of quality education for all learners at the
school;

b. adopt a constitution;
c. develop the mission statement of the school;
d. adopt a code of conduct for learners at the school;

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e. support the principal, educators and other staff of the school in the
performance of their professional functions;

f. determine times of the school day consistent with any applicable conditions
of employment of staff at the school;

g. administer and control the school's property, and the buildings and grounds
occupied by the school;

h. encourage parents, learners, educators and other staff at the school to render
voluntary services to the school

i. recommend to the Head of Department the appointment of educators at the
school, subject to the Employment of Educators Act, 1998 (Act 76 of 1998),
and the Labour Relations Act, 1995 (Act 66 of 1995);

j. recommend to the Head of Department the appointment of non- educator staff
at the school, subject to the Public Service Act, 1994 (Proclamation 103 of
1994), and the Labour Relations Act, 1995 (Act 66 of 1995);

k. at the request of the Head of Department, allow the reasonable use under fair
conditions determined by the Head of Department of the facilities of the
school for educational programmes not conducted by the school;

(2) The governing body may allow the reasonable use of the facilities of the
school for community, social and school fund-raising purposes, subject to such
reasonable and equitable conditions as the governing body maydetermine, which
includes the charging of a fee or tariff which accrues to the school.

(3) The governing body may join a voluntary association representing governing
bodies of public schools.

(4) Subject to this Act, the Labour Relations Act, 1995 (Act 66 of 1995), and any
other applicable law, a public school may establish posts for educators and employ
educators additional to the establishment.
(5) Subject to this Act, the Labour Relations Act, 1995 (Act 66 of 1995), and any
other applicable law, a public school may establish posts for non-educators and
employ non-educator staff additional to the establishment.

9. FINANCIAL DUTIES OF THE GOVERNING BODY
The governing body must
a. take all reasonable measures within its means to supplement the
resources supplied by the State in order to improve the quality of
education provided by the school to all learners at the school
b. .establish a school fund;
c. open and maintain a banking account;
d. that all money received by the school including school fees and voluntary
contributions must be paid into the school fund;

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e. ensure that all money and other goods donated or bequeathed to or
received in trust by the school is applied in accordance with the conditions
of such donation, bequest or trust;

f. that the school fund and proceeds of any other asset of the school is used
only for
1. educational purposes at or in connection with the school;
2. educational purposes at or in connection with another public
school, by agreement with such other public school, and with the consent
of the Head of Department;
3. the performance of the functions of the governing body;,
4. another educational purpose agreed between the governing
body and the Head of Department.

g. prepare a budget for each year according to guidelines determined by the
Minister showing the estimated income and expenditure of the school for
the following financial year;

h. call a parents’ meeting giving at least 30 days notice for
1. the consideration and approval of the budget referred to in the

preceding paragraph by a majority of parents present and voting, and
2. the adoption of a resolution on
3. the amount of school fees to be charged, and
4. equitable criteria and procedures for the total, partial or

conditional exemption of parents from payment of the above school fees.
i. implement any resolution adopted by the parents in terms of clause h.1

above
j. appoint an auditor in terms of section 43 of the S A Schools Act, 1996 to

audit the records and financial statements of the governing body;
k. keep records of funds received and spent by the school;
l. records of the school’s assets and liabilities;
m. annual financial statements after the end of each financial year as required

by section 42(b) of the S A Schools Act, 1996;
n. submit a copy of the above financial statements to the Head of

Department in terms of section 43(5) of the S A Schools Act, 1996.
o. by process of law enforce the payment of school fees by parents who are
liable to pay such fees.

10. MEETINGS OF THE SCHOOL GOVERNING BODY
10.1 ORDINARY MEETINGS OF THE GOVERNING BODY

a. The governing body meets at least once during a school term. When
necessary, the governing body may meet more often.

b. Fourteen days written notice must be given of meetings.

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10.2 URGENT MEETINGS
a. Meetings may be called on 24 hours written or verbal notice to discuss
urgent matters.
b. The only business which may be discussed at an urgent meeting is the
business for which the meeting was called.

10.3 EXTRAORDINARY MEETINGS
a. The chairperson may call extraordinary meetings.
b. The chairperson is obliged to call an extraordinary meeting on receipt of a
written request signed by at least three elected members of the governing
body setting out the business to be transacted at the meeting.
c. The only business which may be transacted at an extraordinary meeting is
the business for which the meeting is called.

10.4 MEETINGS - GENERAL

a. Any meeting may be held at shorter notice than stipulated in the

constitution, provided that

i all members agree to a particular meeting being held despite the lack of

sufficient notice in terms of the constitution, or

ii all members are present at a meeting called on short notice and pass a

motion condoning the lack of adequate notice in terms of the constitution.

b. A member of the governing body must withdraw from a meeting for the
duration of the discussion and decision-making on any issue in which
he/she has a personal interest.

c. The meeting may invite any person to be present at its meetings and to
take part in its discussion, but the person may not vote and shall leave
the meeting when the governing body so decides.

d. The non-receipt of a notice, duly dispatched, and the consequent
absence of a member from a meeting does not affect the validity of the
proceedings of such a meeting provided there is a quorum present.

e. the chairperson decides on speaking turns and on matters of standing
orders and procedure. Should a member raise an objection to such a
decision, without further discussion the decision shall be voted on and the
decision of the meeting shall be final.

10.5 QUORUM
a. The majority of the members of the governing body form a quorum.
b. If a quorum is not present at a properly constituted meeting, the meeting
shall be adjourned and must take place within 14 days.
c. The secretary must give notice of the adjourned meeting.

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d. The governing body is entitled to deal with all business on the agenda of an
adjourned meeting on the day to which the meeting was adjourned,
irrespective of whether a quorum is present or not.

10.6 MINUTES OF MEETINGS
a. The secretary records the minutes of every meeting.
b. The secretary must record the following in the minutes of every meeting:
i. the names of the members who are present and who are absent stating
whether such absence is with or without leave.
ii. the decisions taken by the meeting.
iii. discussions which took place at the meeting if required to do so by the
meeting.
c. The secretary shall circulate copies of the minutes to all members present at
the meeting within 7 days prior to the next meeting. This will afford members
the opportunity to scrutinize the minutes and to make any corrections to the
minutes.
d. A meeting adopts the minutes after they have been corrected as decided by
the meeting, following any amendments which may have been made.
e. The approved minutes are confirmed by the signature of the chairperson and
the date of confirmation.
f. The minutes must at all times be open for inspection.

10.7 ANNUAL GENERAL MEETING OF PARENTS, EDUCATORS AND
NON-EDUCATORS

The chairperson calls an annual general meeting of parents, educators and non-
educators for the purpose of considering th:
a. annual financial statements of the governing body, and
b. the chairperson’s report on activities of the governing body during the

preceding year.

10.8 PROCEDURES OF MEETINGS

a. All apologies and non attendance must be recorded and dealt with in terms of
the conditions as set out under section 9.9 below.

b. The School Governing Body will deal with matters of which prior notice has
been given, and with other matters (matters arising) provided that approval of
the meeting is obtained.

c. Any person may attend and speak at an SGB meeting provided that approval
of the meeting is obtained.

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d. Each member of the SGB has one vote. At the conclusion of voting, the
Chairperson will exercise a casting vote if necessary. No member shall be
allowed to nominate a proxy to vote on his/her behalf.

e. The minutes of any meeting will be read or taken as read at the opening of the
next meeting, and if approved will be signed by the Chairperson and the
Secretary.

f. When the SGB convenes parent meetings it must report on and discuss
matters relating to the school. The Secretary must prepare and distribute to
parents and educators at the school written reports on its activities.

10.9 NON ATTENDANCE OF MEETINGS BY SGB MEMBERS

A member of the SGB who fails to attend three consecutive meetings of the
Governing Body without notifying the Chairperson of his or her absence from the
meeting and without a good and proper reason shall be deemed to have resigned
from office.

11. OFFICE BEARERS
a. At the first meeting of the governing body, or at the first meeting after the end
of the terms of office of office bearers, the meeting elects a :
i. Chairperson
ii. Vice-chairperson
iii. Treasurer
iv. Secretary
v. Assistant-secretary.
b. Whenever, for any reason, the office of one of the office bearers becomes
vacant, the governing body, at the first meeting after the vacancy has
occurred, elects one of its members to fill the vacancy for the unexpired
period of office of his/her predecessor.
c. Office bearers are elected for one year.
d. Only parent members of the governing body not employed at the school may
serve as Chairperson.
e. An office bearer may be re-elected after the expiration of his/her term of
office.
f. The principal (or any delegated authority) presides at any meeting convened
for the purpose of electing a chairperson.

11.1 DUTIES OF THE CHAIRPERSON
a. The chairperson
i. presides at meetings;
ii. calls meetings after consultation with the principal;

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iii. determines the agenda of meetings after consultation with the
principal;

iv. presides at the meetings of parents, educators, learners and non-
educators called by the governing body.

b. The meeting elects a chairperson from its members if both the chairperson
and the vice-chairperson are absent from that meeting.

11.2 DUTIES OF THE SECRETARY
a. The secretary must give written notice of all meetings called by the chairperson
b. .The secretary takes minutes of every meeting.
c. The secretary attends to the correspondence of the governing body.
d. The secretary must make sure that the proper records pertaining to the affairs
of the governing body are kept in order.
e. The secretary must keep minutes of all meetings of the governing body
with parents, educators and non-educators.

11.3 DUTIES OF THE TREASURER
a. .The treasurer must report on the finances of the governing body at each
ordinary meeting.
b. The treasurer must present the annual financial statement and the proposed
budget for the ensuing year at the annual general meeting of parents, and at
any other meeting of parents called to discuss the annual financial statements
of the governing body, the proposed budget and proposed school fee
structure for the ensuing year.
Other Duties include:
c. Ongoing support and assistance to the Finance Officer.
d. Scrutinizing monthly income and expenditure.
e. Holding responsibility for the payment of the School’s accounts.
f. Ensuring the preparation and presentation of the monthly financial statement.

11.4 DUTIES OF THE FINANCE OFFICER
The SGB will appoint, in writing, a Finance Officer to look after the day-day
administration of money. Duties determined as per finance policy.

12. COMMITTEES
The governing body may
a. Establish committees including an executive committee.
b. Appoint persons who are not members of the body to such committees on
grounds of expertise, but an SGB member must chair each committee.
c. The school will establish the following standing committees,
i. Executive Committee (EXCO)

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 The executive of the SGB shall consist of the chairperson, principal,
secretary and treasurer.

 The primary function of the EXCO is to be available to co-assist the
Principal with any urgent matter affecting the day to day running of the
school.

 The matter(s) must be reported on and ratified at the next SGB
meeting.
ii. Finance Committee
iii. Maintenance Committee
iv. Fund-Raising Committee
v. Education, Culture and Sports Committee
vi. Disciplinary Committee
vii Constitutional Committee

d. The chairperson of any standing committee must be a member of the
governing body.

e. if there is more than one governing body member on a standing committee a
chairperson is elected at the first meeting.

f. each committee reports to each ordinary meeting of the governing body on its
activities.

13. VACANCIES
Vacancies and subsequent election of replacement members will be determined and
dealt with in accordance with the procedure prescribed in terms of the Act.

14. AMENDMENTS TO THE CONSTITUTION
a. A decision to amend the constitution will require a two-thirds majority vote in

favour of the amendment by the members of the SGB after all members have
been informed of such proposed amendment in writing at least two months in
advance.
b. If a quorum is not present at the meeting convened for this purpose, a second
meeting will be called exclusively for this purpose at least two weeks after the first
meeting. If two-thirds of the members are not present at this second meeting,
proposed amendments may be effected by two-thirds of the members present.

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15. EFFECTIVE DATE
This Constitution shall become operative and effective on the
__________( Day) _______________ (Month) ____________________ (Year)

Signatures of school governing body members indicating adoption of the constitution:
1. CHAIRPERSON
2. DEPUTY-CHAIRPERSON
3. SECRETARY
4. TREASURER
5. PRINCIPAL
6. OTHER
7. OTHER
8. OTHER
9. OTHER
10. OTHER
11. OTHER

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