1. All ordinary and special public schools are currently in the process of electing new school governing bodies (SGBs). All schools are reminded that the first meeting of the new SGB must be held within 14 days of the date of the election. At that meeting, the office bearers of the SGB must be elected.
2. The personal details of all members of the new SGB must be captured directly on the specially developed program on the CEMIS by 30 April 2012. In future, all information about the composition of SGBs or changes in its membership must be captured on the CEMIS. A user’s manual, giving the steps to be followed when capturing the SGB membership details, will soon be sent to schools.
3. After the constituting of the new SGB, the outgoing SGB must officially hand over all SGB files and other relevant documentation to the new SGB. The principal, as a member of both the outgoing and the new SGB, must ensure that the correct official handing-over process is followed. The appropriate hand-over documentation and certificate must be completed and signed by the relevant persons.
4. In terms of section 18 of the South African Schools Act, 1996, every school governing body must function according to a constitution which complies with the minimum requirements determined by the Provincial Minister for Education. Newly elected or appointed SGBs are reminded to either ratify the existing constitution or, if necessary, make amendments to it. If amendments are made to the constitution, a copy of the revised constitution must be submitted to the relevant education district office, for record purposes, within 90 days of the first meeting of the new SGB.
5. Kindly bring the contents of this minute to the attention of all concerned.


SIGNED: JH LYNERS
DEPUTY DIRECTOR-GENERAL: INSTITUTION DEVELOPMENT & CO-ORDINATION
DATE: 2012:03:23