The responsibility for many aspects of premises management is vested in the governing body. With increasing delegation of powers and responsibilities to the Governing Body, it now has many tasks to undertake. It can choose to delegate certain powers, although there are certain powers such as admissions and curriculum which it cannot delegate. Most can be delegated, however, including premises issues. This would normally be to a Premises Committee.

The Clerk to the Governing Body will advise on the requirements that must be met when setting up a Committee. It is essential that this initial constituting of the committee by the Governing Body be carried out properly, and takes place at a full meeting which is attended by no less than 2/3 of the current governors (rounded up to the nearest whole number). Other requirements include:

• The constitution, membership and proceedings for the Premises Committee must be clearly defined - it may take responsibility for spending the premises budget, or may just be given an investigative task.
  
  
• The Committee should have a named chairperson. As with the full governing body, no person who is employed to work at the school, or who is not a member of the governing body, shall be appointed, or shall act as, the chair of a governing body committee.
  
  
• The governing body is strongly advised to determine a quorum for the committee at the time it is established. A useful general rule for committee operation is that a quorum should be a majority of total membership, i.e. a quorum for a committee of five would be three. If a quorum has not been established, any decision taken by the committee without all members present must be referred to the next full governing body meeting for ratification.
  
  
• All decisions or actions taken by the Premises Committee must be reported back at the next governing body meeting - the full governing body remains responsible for the decisions.
  
  
• The Committee can now include as members, individuals who are not members of the full governing body. However, non-governors do not have voting rights as committee members unless this has been agreed by the full governing body. The membership of governing body committees must contain a majority of full governing body members.
  
  
• The Head Teacher has a right to attend Committee meetings but cant vote unless a member of it. Normal withdrawal requirements apply.
  
  
• Rules of conduct apply (as per GB meeting) including notice of meeting, keeping minutes, recording attendance, publishing minutes and or papers and rules for withdrawal. Committee minutes must be kept, including the names of those present.
  
  
• The Governing Body can abolish or amend terms of reference or withdraw powers if it wishes provided that correct numbers of governors attend the meeting. The Governing Body must review their committee structure (including membership terms of reference and constitution) at least once in every twelve months.

Summary

In property terms the role of the governing body can be summarised as:

• Acting as the responsible custodian of the premises.
  
  
• Planning, budgeting and managing projects for which they are responsible.
  
  
• Contributing to and co-operating with the development of the Education Service Asset Management Plan.

For further guidance on the operation of governing body committees contact the Governor Support Team on 0121 464 2222 or e-mail: governors@birmingham.gov.uk