Whilst it may be possible to have some discussions relatively informally by email exchanges or phone calls, there will be times when it is important to have a formal Governing Board resolution because the subject matter of the decision demands it.
In the case of a maintained school, Governing Bodies have some flexibility to make alternative arrangements; for example, the governing body may approve alternative arrangements for governors to participate in or vote at meetings, including, but not limited to, via telephone or video conference.
You should therefore, check what alternative arrangements, if any, are already in place and if they remain appropriate. If arrangements are not in place or are not appropriate, then you may want to ensure that the Governing Board adopts arrangements to allow for meetings by telephone or video conference.
On a practical note, you should also make sure that all relevant contact details are up to date and can be accessed without visiting the school site.
For academy trusts, you should check your Articles of Association for the exact requirements, but there are likely to be two relevant provisions relating to meetings by telephone or video conference and written board resolutions.
First, the Department for Education’s current Model Articles, Article 126 provides for Trustees to participate in meetings by telephone or video conference provided that certain rules are followed as set out in the Articles. Second, Article 123 allows for written board resolutions. To be valid under the Model Articles, the resolution must be “signed by all the Trustees entitled to receive notice of a meeting of Trustees or of a committee of Trustees”. The inclusion of ‘signed’ in the Article does remove some flexibility but we can help with the format of resolutions if you are unsure.