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1 Board Business or Staff Business? An Agenda That Works Good Morning. Please read the American School Board Journal “Adviser” (handout)

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Presentation on theme: "1 Board Business or Staff Business? An Agenda That Works Good Morning. Please read the American School Board Journal “Adviser” (handout)"— Presentation transcript:

1 1 Board Business or Staff Business? An Agenda That Works Good Morning. Please read the American School Board Journal “Adviser” (handout)

2 2 Your Turn For the “Advisor” article… What’s the best course of action for the board?

3 3 Agenda A ‘short course’ in governance A ‘short course’ in governance What’s wrong with board meetings? What’s wrong with board meetings? What is board business? Staff business? What is board business? Staff business? What would a ‘board’ agenda look like? What would a ‘board’ agenda look like? How do we make the change? How do we make the change?

4 4 What Governance Is Board ‘stands in’ for ‘owners’ A community of ‘owners’ Board-staff relationship: command Board hires CEO CEO ‘runs’ organization Board acts as one selects represent- atives Board exercises owner authority - listens to community Board exercises command and ‘speaks’ via policy Board monitors and evaluates results and compliance with policy

5 5 The Appearance of Governance Board allegiance to interest groups ‘Stake- holder’ groups Board-staff relationship: advice CEO is already hired Organization is already in-place Board members act independently elect proxies District informs community Staff recommends, & Board takes part in management decisions, but portrays them as board decisions Board monitors and evaluates the CEO’s actions & attributes

6 6 Terms and Concepts steps Owner vs. Customer (and Stakeholder) Owner vs. Customer (and Stakeholder) Speaking with One Voice Speaking with One Voice Management vs. Governance Management vs. Governance Ends vs. Means Ends vs. Means Proscribe vs. Prescribe Proscribe vs. Prescribe Owner vs. Customer (and Stakeholder) Owner vs. Customer (and Stakeholder) Speaking with One Voice Speaking with One Voice Management vs. Governance Management vs. Governance Ends vs. Means Ends vs. Means Proscribe vs. Prescribe Proscribe vs. Prescribe

7 7 Management Governance vs. Board $ $$ $ $ $ $ vs Owner CEO $ Dollar Driven Owner Driven

8 8 Your Organization Board Owner vs customer Governance Management CEO Customers Owners Staff

9 9 Your Turn From your perspective… What’s wrong with board meetings?

10 10 Let’s Talk

11 11 Some Problems With Meetings Time Time Priorities Priorities Relevance Relevance Staff Staff Public Public Board Members Board Members Not enough (compared w/staff) Whose? Misplaced Unfocussed Pareto Urgent Trivial Prep agenda Staff focus Bd react Politics Problem solving Input Discipline

12 12 Time Not enough board time Not enough board time 1 3 hours/meeting = 36 hrs/yr 1 3 hours/meeting = 36 hrs/yr 2 mtgs a 4 hours/meeting = 96 hrs/yr 2 mtgs a 4 hours/meeting = 96 hrs/yr Compare with staff time Compare with staff time 40 hours/week x 50 weeks = 2,000 hrs 40 hours/week x 50 weeks = 2,000 hrs

13 13 Priorities Whose priorities? Whose priorities? Staff or Board Misplaced board priorities Misplaced board priorities Doing things right vs. Doing the right things Unfocussed agenda Unfocussed agenda Do agendas reflect board priorities?

14 14 Relevance Pareto principle Pareto principle 80% of time – 20% of work Urgent crowds out Important Urgent crowds out Important “By the time we got to important items on the agenda, we were too tired to do the work that was needed.” - Board member Trivial Pursuits Trivial Pursuits Dominated by routines and procedure and personal agenda items

15 15 Staff Whoever prepares agenda… Whoever prepares agenda… …directs the directors Staff work – staff reports Staff work – staff reports Board’s primary conversation is with staff Board work – reacting to staff Board work – reacting to staff Who’s setting priorities? Public input – focus on plans, programs, resources, activities Public input – focus on plans, programs, resources, activities Staff Work

16 16 The Public Expectations about boards: Politics and Politicians Politics and Politicians Meetings are for airing problems, and board members are problem solvers, but Meetings are for airing problems, and board members are problem solvers, but problems take time problems take time take staff time take staff time Every organization issue is a board issue Every organization issue is a board issue Every board issue is worked at board meetings Every board issue is worked at board meetings

17 17 Board Members Input to the agenda Input to the agenda Abdication to CEO Abdication to CEO Personal ‘agenda’ items Personal ‘agenda’ items Ill-disciplined Ill-disciplined Not easy to ‘think as one’ Not easy to ‘think as one’ Over-reliance on consensus Over-reliance on consensus Under-reliance on Robert’s Rules Under-reliance on Robert’s Rules

18 18 Agendas We’ve Seen Call to Order/Flag Salute Call to Order/Flag Salute Approval of Minutes Approval of Minutes Consent Agenda – Hiring, Resignations, Voucher Approval Consent Agenda – Hiring, Resignations, Voucher Approval Special People – Recognition Special People – Recognition Reports Reports Old Business Old Business New Business New Business Announcements Announcements Adjourn Adjourn Most Meeting Time

19 19 Agendas We’ve Seen Call to Order/Flag Salute Call to Order/Flag Salute Approval of Minutes Approval of Minutes Consent Agenda – Hiring, Resignations, Voucher Approval Consent Agenda – Hiring, Resignations, Voucher Approval Special People – Recognition Special People – Recognition Reports Reports Old Business Old Business New Business New Business Announcements – Board End-of-year Reception Announcements – Board End-of-year Reception Adjourn Adjourn Most Meeting Time

20 20 Agendas We’ve Seen Call to Order/Flag Salute Call to Order/Flag Salute Approval of Minutes Approval of Minutes Consent Agenda – Hiring, Resignations, Voucher Approval Consent Agenda – Hiring, Resignations, Voucher Approval Special People – Recognition Special People – Recognition Reports Reports 1. DECA Business Club 1. DECA Business Club 2. Host School Report 2. Host School Report 3. Affirmative Action Report 3. Affirmative Action Report New Business New Business 1. Course Approval 1. Course Approval Announcements Announcements Adjourn Adjourn Board Initiative Legal Mandate Staff Initiative

21 21 Agendas We’ve Seen Call to Order/Flag Salute Call to Order/Flag Salute Approval of Minutes Approval of Minutes Consent Agenda – Hiring, Resignations, Voucher Approval Consent Agenda – Hiring, Resignations, Voucher Approval Special People – Recognition Special People – Recognition Reports Reports 1. CEO’s Conference 1. CEO’s Conference 2. New Principal Evaluation Form 2. New Principal Evaluation Form 3. Budget Status 3. Budget Status New Business New Business 4. Facilities Use Agreement 4. Facilities Use Agreement 5. Food Services Contract 5. Food Services Contract 6. Textbook Adoptions 6. Textbook Adoptions 7. Salary Schedules 7. Salary Schedules Announcements Announcements Adjourn Adjourn Board Initiative Legal Mandate Staff Initiative

22 22 Your Turn From your perspective… What is “board business”? and what is “staff business”?

23 23 Let’s Talk

24 24 Board Business Set direction for the organization Set direction for the organization Monitor organization performance Monitor organization performance Concerned with WHAT… Concerned with WHAT… …is to be accomplished: Academic achievement Academic achievement Character Character Citizenship Citizenship END RESULTS

25 25 Staff Business Achieve results Achieve results Follow policy Follow policy Concerned with HOW…to get the Concerned with HOW…to get the organization where it must go: Curriculum/Instruction Curriculum/Instruction Schedules Schedules Bus routes Bus routes Facility constr/maint Facility constr/maint MEANS

26 26 Definition of Board Business Identify desired results Identify desired results ENDS the organization should achieve Monitor for results Monitor for results Set policy (LIMIT STAFF MEANS) Set policy (LIMIT STAFF MEANS) Monitor for compliance with policy Monitor for compliance with policy Link with the owners Link with the owners Board development Board development

27 27 Definition of Staff Business Means – Anything that isn’t an End Result Means – Anything that isn’t an End Result HOW the organization achieves its ENDS Means – ‘freedom with limitations’ Means – ‘freedom with limitations’ Means must comply with limits set in policy Do Ends justify the Means? Do Ends justify the Means? YES…define Means success – ENDS achievement YES…define Means success – ENDS achievement NO…POLICY identifies unacceptable Means NO…POLICY identifies unacceptable Means Any reasonable interpretation of policy is acceptable Any reasonable interpretation of policy is acceptable

28 28 Ends/Means Distinction Ends identify results for beneficiaries Ends identify results for beneficiaries What good…for Whom (at what Cost) What good…for Whom (at what Cost) “All Students will achieve level 3 on the state test” “All Students will achieve level 3 on the state test” “All Students will demonstrate successful job skills” “All Students will demonstrate successful job skills” BOARDS prioritize (obsess on) ENDS BOARDS prioritize (obsess on) ENDS Means are everything else Means are everything else “organization budget will maintain 5% reserve” “organization budget will maintain 5% reserve” “Instruction will not deviate from adopted curriculum” “Instruction will not deviate from adopted curriculum” “Transportation costs will not exceed state-funded amounts by more than 15%” “Transportation costs will not exceed state-funded amounts by more than 15%” BOARDS only set boundaries on STAFF MEANS BOARDS only set boundaries on STAFF MEANS

29 29 Focus on Board Business Agenda prepared by staff can reasonably be expected to orient on Staff business Agenda prepared by staff can reasonably be expected to orient on Staff business An Agenda prepared by the Board should be expected to orient on Board business An Agenda prepared by the Board should be expected to orient on Board business

30 30 Your Turn If the board prepared its own agenda… What would it look like?

31 31 Let’s Talk

32 32 Preparing the Board Agenda How can the board prepare its agenda? After all… How can the board prepare its agenda? After all… Part-time board, full-time staff Part-time board, full-time staff State-mandated agenda items State-mandated agenda items Limit the board’s scope Limit the board’s scope Expand the board’s vision Expand the board’s vision Annual (and longer-range) time frame Annual (and longer-range) time frame Each meeting – follow annual agenda Each meeting – follow annual agenda

33 33 Annual Agenda An Agenda a Board can plan An Agenda a Board can plan Plan Monitoring of Ends/Means Plan Monitoring of Ends/Means Plan Linkage with the owners Plan Linkage with the owners Plan Policy Review Plan Policy Review Policies that guide staff – ENDS, EXEC LIMITS Policies that guide staff – ENDS, EXEC LIMITS Policies that guide board – GP, B/SR Policies that guide board – GP, B/SR

34 34 Annual Agenda BoardBd/CEO RelEndsLimits July 1,2,3,42 August 81,3,4,7,8 September 119,10 October 218 November 1313,14 December 1,2,3,411,12 January 5 February 17 March 5,6,73 April 125,16 May 9,10115 June 56

35 35 Annual Agenda LinkageBoard DevelopmentOther July CEO Contract August w/ Citizen AssnBoard Retreat September Staff Day October Ends November State Conference December January Citizenship February w/ Students March w/ City Council April National Conference May w/ BusinessesAwards Dinner June Graduation

36 36 Strategy for Board Meetings That do the Board’s Business Use time to maximum advantage Use time to maximum advantage Obligations Obligations 1. Represent the Ownership 2. Accountability to the Ownership Means Means 3. Policy – for #1 and #2 How do meetings address these 3? How do meetings address these 3?

37 37 Strategy for Board Meetings That do the Board’s Business Owners – The real boss Owners – The real boss Board ‘stands in’ for owners Board ‘stands in’ for owners Listens to the owners Listens to the owners A board is only a board when it meets A board is only a board when it meets Accountability – Monitoring Accountability – Monitoring “Organization does things the boss checks” “Organization does things the boss checks” Monitor data as called for in policy Monitor data as called for in policy “Don’t ask how things are going until you’ve said how things ought to be” “Don’t ask how things are going until you’ve said how things ought to be” Evaluate data against criteria for success Evaluate data against criteria for success

38 38 Strategy for Board Meetings That do the Board’s Business Policy – Board’s Means – Gives direction Policy – Board’s Means – Gives direction Directs the CEO thru policy Directs the CEO thru policy Directs staff thru the CEO Directs staff thru the CEO Expectations Expectations Achieve policy result Achieve policy result Comply with policy boundaries Comply with policy boundaries Board gives as much guidance as needed – and not one word more Board gives as much guidance as needed – and not one word more

39 39 Board-Controlled vs Staff-Controlled Agenda Prepared by the Staff Agenda Prepared by the Staff Approval to repair a roof Approval to repair a roof Accept bids on a school remodel Accept bids on a school remodel Budget review and approval Budget review and approval Agenda Prepared by the Board Agenda Prepared by the Board How are students performing? How are students performing? What do ‘owners’ (taxpayers) think of our schools? What do ‘owners’ (taxpayers) think of our schools? Does the curriculum need to change due to advances in technology? (re: The World is Flat) Does the curriculum need to change due to advances in technology? (re: The World is Flat)

40 40 Board Meeting Agendas More time on key issues More time on key issues More time discussing owner’s opinions More time discussing owner’s opinions Improved focus on CEO monitoring reports Improved focus on CEO monitoring reports More time on key issues More time on key issues More time discussing owner’s opinions More time discussing owner’s opinions Improved focus on CEO monitoring reports Improved focus on CEO monitoring reports Before PG After PG Before PG After PG Issue #1 Issue #6 Issue #7 Issue #8 Issue #9 Issue #10 Issue #11 Issue #12 Issue #13 Issue #14 Issue #3 Issue #4 Issue #2 Issue #5 Minutes Issue #13 Monitoring / Linkage / Ends Development Issue #14 Consent Agenda (Issues #1 to #12) Consent Agenda (Issues #1 to #12) Random Q & A Minutes Structured Q & A GP 8

41 41 Agenda Prepared by Board Call to Order/Flag Salute Call to Order/Flag Salute Approval of Minutes Approval of Minutes Announcements/Comments Announcements/Comments Consent Agenda Consent Agenda Assurance of Organizational Performance Assurance of Organizational Performance 1. CEO Update 1. CEO Update 2. Ends Monitoring – E-3 Citizenship/Character 2. Ends Monitoring – E-3 Citizenship/Character 3. Board Response to Monitoring – EL Board Response to Monitoring – EL Board Self-Monitoring – GP-3 4. Board Self-Monitoring – GP-3 ownership Linkage ownership Linkage 5. Joint Meeting with City Council – E-3 Citizenship/Character 5. Joint Meeting with City Council – E-3 Citizenship/Character Policy Review Policy Review 6. Governing Style – GP-2 6. Governing Style – GP-2 Announcements Announcements Adjourn Adjourn Board InitiativeStaff Initiative Legal Mandate

42 42 Your Turn If we want our board meetings to focus on “board business”… How do we make the change?

43 43 Let’s Talk

44 44 Policy Governance (PG) A strategy for accomplishing board business by prioritizing board time/effort A strategy for accomplishing board business by prioritizing board time/effort PG distinguishes board business from staff business PG distinguishes board business from staff business PG principles support the board doing board business by systematically NOT doing staff business PG principles support the board doing board business by systematically NOT doing staff business

45 45 PG: Board’s Purpose The Board stands in for ‘owners’ The Board stands in for ‘owners’ It’s primary linkage is with ‘owners’ (not staff) It’s primary linkage is with ‘owners’ (not staff) In meetings… Board links with ‘owners’ to learn their values and priorities In meetings… Board links with ‘owners’ to learn their values and priorities

46 46 PG: Governing Style The Board speaks with one voice The Board speaks with one voice The Board directs only through policy The Board directs only through policy In meetings… Board acts by voting on policies – Board majority ‘speaks’ via policy In meetings… Board acts by voting on policies – Board majority ‘speaks’ via policy

47 47 PG: Board Self- Assessment The Board evaluates whether it complies with its own governance process policies The Board evaluates whether it complies with its own governance process policies In meetings… Board assesses its own performance at the end of each meeting In meetings… Board assesses its own performance at the end of each meeting

48 48 PG: Board Job Description The job of the Board is to ensure the organization achieves what it should and avoids doing what is unacceptable The job of the Board is to ensure the organization achieves what it should and avoids doing what is unacceptable In meetings… Board does its job by linking with the ownership, setting policy, and monitoring to ensure performance In meetings… Board does its job by linking with the ownership, setting policy, and monitoring to ensure performance

49 49 PG: Monitoring Performance The Board monitors organization performance: achievement of ends written in policy, and compliance with policy limitations The Board monitors organization performance: achievement of ends written in policy, and compliance with policy limitations In meetings… Board monitors organization performance and compares data against policy criteria In meetings… Board monitors organization performance and compares data against policy criteria

50 50 PG: The Chair’s Role Chair is responsible for ensuring the Board follows its own policies Chair is responsible for ensuring the Board follows its own policies In meetings… Chair ensures the Board follows its agenda In meetings… Chair ensures the Board follows its agenda

51 51 PG: Agenda Planning Contents of Board’s annual agenda: Contents of Board’s annual agenda: Linkages – Listen to the owners Linkages – Listen to the owners Monitoring – Judge organization performance Monitoring – Judge organization performance Policy Review – Entire set reviewed each year Policy Review – Entire set reviewed each year In meetings… Parts of meetings – planned linkages, scheduled monitoring, and policy review In meetings… Parts of meetings – planned linkages, scheduled monitoring, and policy review

52 52 PG: Annual Board Agenda Besides Linkage/Monitoring/Policy Besides Linkage/Monitoring/Policy Board development Board development In meetings… Board schedules opportunities to inform its members and to improve its capacity to govern In meetings… Board schedules opportunities to inform its members and to improve its capacity to govern

53 53 PG: Monitoring Documents Report of ends achievement… Report of ends achievement… Report of means compliance… Report of means compliance… …based on criteria written in policy …based on criteria written in policy In meetings… Board judges achievement/ compliance and prepares written responses that build an annual evaluation of the organization In meetings… Board judges achievement/ compliance and prepares written responses that build an annual evaluation of the organization

54 54 PG: Board Member Conduct Guided by Governance Process policies Guided by Governance Process policies In meetings… Chair is responsible for compliance, and is assessed at the end of each meeting In meetings… Chair is responsible for compliance, and is assessed at the end of each meeting

55 55 PG: CEO Evaluation The Board monitors organization (CEO) performance data against written policy criteria The Board monitors organization (CEO) performance data against written policy criteria The only measurement of success: The only measurement of success: Did the organization achieve desired Ends? Did the organization achieve desired Ends? Did the organization comply with Executive Limitations? Did the organization comply with Executive Limitations? In meetings… Valuable board-CEO performance discussion is extensive and lasts all year long In meetings… Valuable board-CEO performance discussion is extensive and lasts all year long

56 56 Policy Governance Ensuring Effective Meetings Time – More time for board business Time – More time for board business Priorities – On board’s work Priorities – On board’s work Relevance – What boards can do Relevance – What boards can do Staff – Focus on responding Staff – Focus on responding Public – Is represented & consulted Public – Is represented & consulted Board Members – Do what they are capable of doing Board Members – Do what they are capable of doing

57 57 Board Meetings: Board Business Old: Link with staff Link with staff Receive staff reports Receive staff reports Approve staff work Approve staff work Agenda prepared by staff, ad hoc items added by board Agenda prepared by staff, ad hoc items added by board Q: “What’s going on?” New: Link with ‘owners’ Monitor performance Revise policies Agenda prep by board in annual plan and written in policy Q: “What’s important?” or “How did we do?” Strategic

58 58 In Summary By taking control of the board agenda, you spend the board’s meeting time on board business, and… By taking control of the board agenda, you spend the board’s meeting time on board business, and… …you produce an agenda that WORKS …you produce an agenda that WORKS

59 59 Take Another Look ASBJ Adviser ASBJ Adviser Board Business… …or Staff Business?

60 60 Questions? Policy Governance Associates Policy Governance Associates Bob Hughes & Rick Maloney Bob Hughes & Rick Maloney Website: Website: Slides/Handouts/Reference Material Slides/Handouts/Reference Material


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