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IAAEA’s New Policy Manual A presentation to the IAAEA Board of Directors April 10, 2014 West Des Moines Marriott Troyce Fisher, Ed. D.

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Presentation on theme: "IAAEA’s New Policy Manual A presentation to the IAAEA Board of Directors April 10, 2014 West Des Moines Marriott Troyce Fisher, Ed. D."— Presentation transcript:

1 IAAEA’s New Policy Manual A presentation to the IAAEA Board of Directors April 10, 2014 West Des Moines Marriott Troyce Fisher, Ed. D.

2 What Does the Board Need to Do at the End of the Presentation?  (1) Assess its satisfaction with the general direction of the Policy Manual and (2) Make a decision about whether or not to proceed with finalizing three documents: The By-laws (written by legal counsel) The 28 E Agreement (written by legal counsel) The proposed policy manual (agreed to by chiefs and the executive director)

3 Organization of the Presentation  Purpose for re-writing the manual  Assumptions under-girding the new Manual  Highlights of major policy changes by Series  Implications for the board  Review of recommendations made by legal council in her review of the policy manual  Questions/Comments (Hold until we’ve reviewed the entire document)  Decision

4 Why Was It Necessary to Write a New Policy Manual?  Need to reflect the new realities created by the re-design efforts of the previous two years: I.Change in how the AEA Chiefs function as a system II.Change in relationships and responsibilities of chiefs and joint directors and director groups III.The New Compact IV.Collaborating for Kids(C4K) Structure and Process

5 Upon What Assumptions is the Policy Manual Based?  The AEA system collectively shares accountability for student learning results with the LEAs they serve  The Board of the IAAEA’s sets direction, approves policy, provides fiduciary oversight, and hires and dismisses the executive director  The chief administrators recommend policy, execute policy and evaluate efforts to accomplish goals.  The expertise for enacting many policies rests with the intellectual capital of directors and staff.

6 Organizational Chart and Locus of Authority Chart  See hard copy of the policy manual for a “balcony view” of how the system is now organized.

7 What are the Major Changes in Each Series?  Series 100: IAAEA Philosophy and Purpose  Series 200: Governance  Series 300: Executive Director of the IAAEA  Series 400: Chief Administrators’ Committee of the IAAEA  Series 500: Student Services  Series 600: Relationships of the Chiefs with other system entities and within the AEA structure  Series 700: Ancillary, non-profit state-wide services  Series 800: Partner Organizations and Relationships with Other Entities  Series 900: Financial and Budgetary Operations

8 Series 100: IAAEA Philosophy  Articulates a new Vision, Mission and Guiding Principles (Values)  Changed policy review cycle from five years to three years  Added equal opportunity language

9 Series 200: Governance  203: More specific articulation of board responsibilities, including policy approval, fiduciary responsibilities for oversight of unified budget and approval of ancillary services.  205A: Requires quarterly meetings of the board annually. Represents good board practice as a function of a democratic government.  205D: Expanded documentation of meeting minutes  207: Code of Ethics added  208: Conflict of Interest added  209: Dismissal of Board Member protocol added

10 Series 300: Executive Director  301: Provides a revised job description with delineation of responsibilities in four areas and an objective way to evaluate performance  302: Delineates board responsibilities when a vacancy occurs in Exec. Dir. position  304: Adds the responsibility of Exec. Dir. to ensure system coherence (with individual chiefs)  305: Evaluation of Exec. Dir. done by chiefs and board representation via executive committee input  307: Notes ability of board to appoint an interim director added

11 Series 400: Chief Administrators Committee  401: Sets expectations for acting as a Community of Practice  401: Requires setting annual goals in June of each year  403: Delineates duties of chiefs (including evaluating the Executive Director)  404: Expands the duties of the Executive Committee of the Chiefs  405E and 405F: Specifies meeting agenda template and meeting minutes distribution protocol  406: Adds “Contracting for Services” guidelines (Major delineation of decision levels) *****  406J: Authorizes chiefs to be able to allocate a maximum of $45,000 without board approval

12 Series 500: Student Services  502: Notes funding proportionality to Special Education and non-wavering commitment to Special Education  503: Adds mutual accountability language for all learners related to The New Compact and Collaborating for Kids (C4K) (Perhaps the boldest re-design of the AEA System)

13 Series 600: Relationship between Chiefs and Other System Entities  602B: Requires monthly meetings of chiefs and IAAEA leadership groups  604: Establishes protocols for improved communication loops between chiefs and director groups

14 Series 700: Ancillary Services  700: Umbrella 28 E agreement now includes all ancillary services operating outside the unified budget, thus eliminating separate 28E’s. All contracts for personnel will be “held” by the Association, not by individual AEAs.  702: Establishes criteria through which new ancillary services must be vetted  703: Establishes organizational structure (see Org Chart) and hiring and evaluation responsibilities for any ancillary service ***  704 and 705: Outlines specific operating requirements for AEA Purchasing and AEA PD Online  709: Transfer of funds from Ancillary Services to Unified Budget set at maximum of $25,000.

15 Series 800: Partner Organizations and Relationships with Other Entities (All New)  801: Requires documentation of goals and accountability for collaboration of a non-financial nature  802: Specifies required documentation of goals and accountability as well as a budget for collaboration of a financial nature  803: Affirms Collaborating for Kids (C4K) relationship with Department  804: Affirms commitment to mutual accountability for student success with LEAs and DE (The New Compact)  805: Requires legislative platform priorities be developed by August and approved by each AEA board in September.

16 Series 900: Financial and Budgetary Operations  902B: Designates business manager of the fiscal agent AEA to be the treasurer of the Board.  906: Sets $45,000 threshold for changes in the unified budget by chiefs without board approval  909: Establishes criteria for how compensation for contracted services will be determined

17 Recommendations from Legal Council  Approve all three documents (28 E, Bylaws, and Policy manual at the same time)  Use the policies as reviewed on April 10 to write the 28E and bylaws  Remove the board, committee and officer provisions from the policies and place in the bylaws.****  Anticipate that the 28E and bylaws will seldom need revision and that the policy manual is a living document that will be revised as needed.

18 What are the Major Implications for the Board?  More responsibility for setting policy and providing oversight to the AEA System  Two additional meetings per year (can be done through distance technologies)  The New Compact and C4K commitments could mean questions from LEA constituents who want the AEAs to be “all things to all learners” and AEA staff who have a vested interest in past practice.  Ancillary Services restructure is significant

19 What Questions Do You Have?

20 What is the Will of the Board?  Recommendation: Proceed as recommended by legal council with request to include recommendation to keep board, committee and officer provisions in both the bylaws and policies

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