THE CO-OPTED MEMBER
Co-opted member’ means a parent of a learner at the school or a member of the community invited onto the governing body (Gazette 70, Notice 592, 2012, p2)

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Click below to listen to Motlatsi taking you through the learning outcomes of this unit.
Unit 5: The Co-Opted Member
The Governing Body may co-opt a parent or parents, or a member of the community, to assist it in discharging its functions. These members often have specific skills, knowledge and networks that are not already present on the SGB.  A co-opted member do not have voting rights, except if he/she co-opted to replace a voting member until a by-election is held. Their term is for 1 year, but they may be co-opted again. No co-opted member may serve more than three terms of one year.
Click to listen to Mrs Mmadichelete taking you through the learning outcomes of this unit.
​The law says … (SASA, Chapter 2:16)
Do's
The Principal:
  • must be a member of the governing body in his or her official capacity, i.e.because they are principal
  • is responsible for the professional management of the school (under the authority of the Head of Department)
  • must give the governing body the help they need to perform their functions
  • must, when placing learners with special education needs, take the parents’ wishes into account
  • may not be the treasurer of the governing body
  • may not administer or allow the governing body to direct or authorise them (or the staff) to administer any admission test
What should we expect from the SGB Treasurer?
Audio
Click to listen to Mrs Mmadichelete talking about what is expected from the treasurer
Skills
To provide additional areas of expertise to the SGB
Tips
A co-opted member should also serve on a sub-committee that needs their skills or experience. (Sub-committees are useful because of time commitments. It is better to organise meetings with fewer members).
Tips
SASA does not say what sub committees are required. School circumstances (size, income, context) inform what sub committees will be formed. Note that sub committees are discussed in the booklet ‘Getting things done’.   A co-opted member does not have voting rights on the Governing Body unless the number of parents at any stage is not more than the combined total of other members with voting rights. In the latter case the governing body must temporarily co-opt parents with voting rights. If a parent is co-opted with voting rights as contemplated in Section 23(10) of the Act the co-option ceases when the vacancy has been filled through a by-election within 90 days after the vacancy has occurred.     The number of parent members must always comprise at least one more than the combined total of other members of the Governing Body who have voting rights.
MEETINGS
Before: Planning a meeting
The chairperson and secretary are usually the people who plan a meeting. Good planning helps to ensure that everyone sticks to the main topic of the meeting.
Step 1: Preparing the agenda
The chairperson and secretary draw this up. List the points that will be discussed at the meeting, taken from the Matters Arising of the previous meeting. The decisions made then should now be reported upon.
Step 2: Prioritising issues
The agenda is a list of the most important issues for the members to discuss, arranged points in order of priority. The chairperson should check the minutes of the previous meeting in order to have a clear memory of the issues raised. The matters arising from these minutes will be based on this and may include the following:
Tasks: these require a report-back
  • Matters for which further information was required
  • Matters that were deferred to this meeting
Step 3: Planning the timing
Tasks: these require a report-back
  • When? The meeting begins and ends
  • How much? Time to allocate for each agenda item, in order of priority.
  • When? The meeting begins and ends
Step 4: All the relevant people should be notified
They must be informed of the date, time and venue of the meeting, as well as the agenda.
This is a job for the secretary.
During the meeting
Tips
Running meetings – an important role of the chairperson

The chairperson plays an important role in meetings.

They must set the pace for the meeting, making sure that people stick to the topics and that democratic decisions are taken.
Dealing with difficult people at meetings
Audio
Click to listen to Mr Penny Processor
taking you through dealing with difficult people at meetings
After the meeting
The following is important for the Chairperson after the meeting:
  • Check the draft minutes are correct (as supplied by the Secretary)
  • Check
    Ensure that the minutes are sent out to members
  • Check
    Ask the secretary to follow up on tasks (use the minutes to assist with this)
Minutes Template
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The Co-opted Member

After reading the full version of the co-opted member’s roles and responsibilities, you can test your understanding by taking the quiz below.

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