1 Board Business or Staff Business? An Agenda That Works Good Morning. Please read the American...

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Board Business or Board Business or Staff Business?Staff Business?

An Agenda That WorksAn Agenda That Works

Good Morning. Please read the American School Board Journal “Adviser” (handout)

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Your TurnYour Turn

For the “Advisor” For the “Advisor” article…article…

What’s the best What’s the best course of action course of action for the board?for the board?

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AgendaAgenda

A ‘short course’ in governanceA ‘short course’ in governance What’s wrong with board meetings?What’s wrong with board meetings? What is board business? Staff What is board business? Staff

business?business? What would a ‘board’ agenda look What would a ‘board’ agenda look

like?like? How do we make the change?How do we make the change?

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What Governance IsWhat Governance Is

Board ‘stands in’ for ‘owners’

Acommunity of ‘owners’

Board-staff relationship: commandBoard hires CEO

CEO ‘runs’ organization

Board acts as one

selectsrepresent-atives

Board exercises owner authority - listens to community

Board exercises command and ‘speaks’ via policy

Board monitors and evaluates results and compliance with policy

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The Appearance of The Appearance of GovernanceGovernance

Board allegiance to interest groups

‘Stake-holder’ groups

Board-staff relationship: adviceCEO is already hired

Organization is already in-place

Board members act independently

electproxies

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

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Terms and ConceptsTerms and ConceptsTerms and ConceptsTerms and Concepts

steps

Owner vs. Customer Owner vs. Customer (and Stakeholder)(and Stakeholder)

Speaking with One VoiceSpeaking with One Voice Management vs. GovernanceManagement vs. Governance Ends vs. MeansEnds vs. Means Proscribe vs. PrescribeProscribe vs. Prescribe

Owner vs. Customer Owner vs. Customer (and Stakeholder)(and Stakeholder)

Speaking with One VoiceSpeaking with One Voice Management vs. GovernanceManagement vs. Governance Ends vs. MeansEnds vs. Means Proscribe vs. PrescribeProscribe vs. Prescribe

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Management Management GovernanceGovernance

vs.vs.

Management Management GovernanceGovernance

vs.vs.

BoardBoard

$$ $ $ $ $

$ vs Owner

CEOCEO

$

Dollar DrivenDollar Driven Owner DrivenOwner Driven

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Your OrganizationYour OrganizationYour OrganizationYour Organization

Board

Owner vs customer

GovernanceGovernance

ManagementManagement

CEOCEO

CustomersCustomers

OwnersOwners

StaffStaff

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Your TurnYour Turn

From your From your perspective…perspective…

What’s wrong What’s wrong with board with board meetings?meetings?

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Let’s TalkLet’s Talk

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Some Problems With Some Problems With MeetingsMeetings

TimeTime PrioritiesPriorities RelevanceRelevance StaffStaff PublicPublic Board MembersBoard Members

Not enough (compared w/staff)

Whose? Misplaced UnfocussedPareto Urgent Trivial

Prep agenda Staff focus Bd react

Politics Problem solving Input Discipline

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Agendas We’ve SeenAgendas We’ve Seen Call to Order/Flag SaluteCall to Order/Flag Salute Approval of MinutesApproval of Minutes Consent AgendaConsent Agenda – Hiring, Resignations, Voucher – Hiring, Resignations, Voucher

ApprovalApproval Special PeopleSpecial People – Recognition – Recognition ReportsReports Old BusinessOld Business New BusinessNew Business AnnouncementsAnnouncements AdjournAdjourn

Most Meeting Time

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ApprovalApproval Special PeopleSpecial People – Recognition – Recognition ReportsReports

1. 1. 2.2.

Old BusinessOld Business 3. 3. 4.4.

New BusinessNew Business 4.4. 5.5.

AnnouncementsAnnouncements – Board End-of-year Reception – Board End-of-year Reception AdjournAdjourn

Most Meeting Time

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1. DECA Business Club1. DECA Business Club 2. Host School Report2. Host School Report 3. Affirmative Action Report3. Affirmative Action Report

New BusinessNew Business 1. Course Approval1. Course Approval

AnnouncementsAnnouncements AdjournAdjourn

Board Initiative Legal MandateStaff Initiative

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1. CEO’s Conference1. CEO’s Conference 2. New Principal Evaluation Form2. New Principal Evaluation Form 3. Budget Status3. Budget Status

New BusinessNew Business 4. Facilities Use Agreement4. Facilities Use Agreement 5. Food Services Contract5. Food Services Contract 6. Textbook Adoptions6. Textbook Adoptions 7. Salary Schedules7. Salary Schedules

AnnouncementsAnnouncements AdjournAdjourn

Board Initiative Legal MandateStaff Initiative

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Your TurnYour Turn

From your perspective…From your perspective…

What is What is “board business”?“board business”?

and what is and what is “staff business”?“staff business”?

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Board BusinessBoard Business

Set direction for the organizationSet direction for the organization Monitor organization Monitor organization

performanceperformance Concerned with WHAT…Concerned with WHAT…

……is to be accomplished:is to be accomplished: Academic achievementAcademic achievement CharacterCharacter CitizenshipCitizenship

ENDRESULTS

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Staff BusinessStaff Business

Achieve resultsAchieve results Follow policyFollow policy Concerned with HOW…to get theConcerned with HOW…to get the

organization where it must go:organization where it must go: Curriculum/InstructionCurriculum/Instruction SchedulesSchedules Bus routesBus routes Facility constr/maintFacility constr/maint

MEANS

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Definition of Board Definition of Board BusinessBusiness

Identify desired resultsIdentify desired resultsENDS the organization should achieveENDS the organization should achieve

Monitor for resultsMonitor for results Set policy Set policy (LIMIT STAFF MEANS)(LIMIT STAFF MEANS) Monitor for compliance with policyMonitor for compliance with policy Link with the ownersLink with the owners Board developmentBoard development

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Definition of Staff Definition of Staff BusinessBusiness

Means – Anything that isn’t an End Means – Anything that isn’t an End ResultResultHOW the organization achieves its ENDSHOW the organization achieves its ENDS

Means – ‘freedom with limitations’Means – ‘freedom with limitations’Means must comply with limits set in policyMeans must comply with limits set in policy

Do Ends justify the Means?Do Ends justify the Means? YES…define Means YES…define Means successsuccess – ENDS achievement – ENDS achievement NO…POLICY identifies NO…POLICY identifies unacceptableunacceptable Means Means Any Any reasonablereasonable interpretation of policy is interpretation of policy is

acceptableacceptable

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Ends/Means DistinctionEnds/Means Distinction Ends identify results for beneficiariesEnds 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) ENDSBOARDS prioritize (obsess on) ENDS

Means are everything elseMeans are everything else ““organization budget will maintain 5% reserve”organization budget will maintain 5% reserve” ““Instruction will not deviate from adopted Instruction will not deviate from adopted

curriculum”curriculum” ““Transportation costs will not exceed state-funded Transportation costs will not exceed state-funded

amounts by more than 15%”amounts by more than 15%” BOARDS only set boundaries on STAFF MEANSBOARDS only set boundaries on STAFF MEANS

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Focus on Board BusinessFocus on Board Business

Agenda prepared by staff can Agenda prepared by staff can reasonably be expected to orient reasonably be expected to orient on on StaffStaff business business

An Agenda prepared by the An Agenda prepared by the Board should be expected to Board should be expected to orient on orient on BoardBoard business business

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Your TurnYour Turn

If the board If the board prepared prepared its ownits own agenda…agenda…

What would it What would it look like?look like?

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Preparing the Board Preparing the Board AgendaAgenda

How can the board prepare its How can the board prepare its agenda?agenda?After all…After all… Part-time board, full-time staffPart-time board, full-time staff State-mandated agenda itemsState-mandated agenda items

Limit the board’s scopeLimit the board’s scope Expand the board’s visionExpand the board’s vision

Annual (and longer-range) time frameAnnual (and longer-range) time frame

Each meeting – follow annual agendaEach meeting – follow annual agenda

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Annual AgendaAnnual Agenda

An Agenda a Board can planAn Agenda a Board can plan Plan Monitoring of Ends/MeansPlan Monitoring of Ends/Means Plan Linkage with the ownersPlan Linkage with the owners Plan Policy ReviewPlan Policy Review

Policies that guide staff – ENDS, EXEC Policies that guide staff – ENDS, EXEC LIMITSLIMITS

Policies that guide board – GP, B/SRPolicies that guide board – GP, B/SR

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Annual AgendaAnnual AgendaBoard Bd/CEO Rel Ends Limits

July 1,2,3,4 2

August 8 1,3,4,7,8

September 11 9,10

October 2 18

November 13 13,14

December 1,2,3,4 11,12

January 5

February 17

March 5,6,7 3

April 12 5,16

May 9,10 1 15

June 5 6

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Annual AgendaAnnual AgendaLinkage Board Development Other

July CEO Contract

August w/ Citizen Assn

Board Retreat

September Staff Day

October Ends

November State Conference

December

January Citizenship

February w/ Students

March w/ City Council

April National Conference

May w/ Businesses

Awards Dinner

June Graduation

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Strategy for Board Strategy for Board MeetingsMeetings

That do the Board’s BusinessThat do the Board’s Business Use time to maximum advantageUse time to maximum advantage ObligationsObligations

1.1. Represent the OwnershipRepresent the Ownership

2.2. Accountability to the OwnershipAccountability to the Ownership MeansMeans

3.3. Policy – for #1 and #2Policy – for #1 and #2 How do meetings address these How do meetings address these

3?3?

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That do the Board’s BusinessThat do the Board’s Business Owners – The real bossOwners – The real boss

Board ‘stands in’ for ownersBoard ‘stands in’ for owners Listens to the ownersListens to the owners A board is only a board when it meetsA board is only a board when it meets

Accountability – MonitoringAccountability – Monitoring ““Organization does things the boss Organization does things the boss

checks”checks” Monitor data as called for in policyMonitor data as called for in policy ““Don’t ask how things are going until Don’t ask how things are going until

you’ve said how things ought to be”you’ve said how things ought to be” Evaluate data against criteria for success Evaluate data against criteria for success

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That do the Board’s BusinessThat do the Board’s Business Policy – Board’s Means – Gives Policy – Board’s Means – Gives

directiondirection Directs the CEO thru policyDirects the CEO thru policy Directs staff thru the CEODirects staff thru the CEO ExpectationsExpectations

Achieve policy resultAchieve policy result Comply with policy boundariesComply with policy boundaries

Board gives as much guidance as needed Board gives as much guidance as needed – and not one word more– and not one word more

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Board-Controlled vs Board-Controlled vs Staff-ControlledStaff-Controlled

Agenda Prepared by the StaffAgenda Prepared by the Staff Approval to repair a roofApproval to repair a roof Accept bids on a school remodelAccept bids on a school remodel Budget review and approvalBudget review and approval

Agenda Prepared by the BoardAgenda Prepared by the Board How are students performing?How are students performing? What do ‘owners’ (taxpayers) think of our What do ‘owners’ (taxpayers) think of our

schools?schools? Does the curriculum need to change due to Does the curriculum need to change due to

advances in technology? (re: advances in technology? (re: The World is FlatThe World is Flat))

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Board Meeting Agendas Board Meeting Agendas Board Meeting Agendas Board Meeting Agendas

More time on key issuesMore time on key issues More time discussing owner’s opinionsMore time discussing owner’s opinions Improved focus on CEO monitoring Improved focus on CEO monitoring

reportsreports

More time on key issuesMore time on key issues More time discussing owner’s opinionsMore time discussing owner’s opinions Improved focus on CEO monitoring Improved focus on CEO monitoring

reportsreports

Before PG

After PG

Before PG

After PG

Issue #

1

Issue #

1

Issue #

6

Issue #

6

Issue #

7

Issue #

7

Issue #

8

Issue #

8

Issue #

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Issue #

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Issue #

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Issue #

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Issue #

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Issue #

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Issue #

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Issue #

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Issue #

13

Issue #

13

Issue #

14

Issue #

14

Issue #

3

Issue #

3

Issue #

4

Issue #

4

Issue #

2

Issue #

2

Issue #

5

Issue #

5

Minutes

Minutes

Issue #

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Issue #

13

Monitoring / Linkage / Ends DevelopmentMonitoring / Linkage / Ends DevelopmentIss

ue #14

Issue #

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Consent Agenda(Issues #1 to #12)Consent Agenda(Issues #1 to #12)

Random Q & ARandom Q & A

Minutes

Minutes

Structured Q & AStructured Q & A

GP 8

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Agenda Prepared by Agenda Prepared by BoardBoard

Call to Order/Flag SaluteCall to Order/Flag Salute Approval of MinutesApproval of Minutes Announcements/CommentsAnnouncements/Comments Consent AgendaConsent Agenda

Assurance of Organizational PerformanceAssurance of Organizational Performance 1. CEO Update1. CEO Update 2. Ends Monitoring – E-3 Citizenship/Character2. Ends Monitoring – E-3 Citizenship/Character 3. Board Response to Monitoring – EL-173. Board Response to Monitoring – EL-17 4. Board Self-Monitoring – GP-34. Board Self-Monitoring – GP-3

ownership Linkageownership Linkage 5. Joint Meeting with City Council – E-3 5. Joint Meeting with City Council – E-3

Citizenship/Character Citizenship/Character Policy ReviewPolicy Review

6. Governing Style – GP-2 6. Governing Style – GP-2 AnnouncementsAnnouncements AdjournAdjourn

Board Initiative Staff Initiative Legal Mandate

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Your TurnYour Turn

If we want our board If we want our board meetings to focus onmeetings to focus on“board business”…“board business”…

How do we How do we make themake thechange?change?

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Policy Governance Policy Governance (PG)(PG)

A strategy for accomplishing board A strategy for accomplishing board business by prioritizing board business by prioritizing board time/efforttime/effort

PG distinguishes board business from PG distinguishes board business from

staff businessstaff business PG principles support the board PG principles support the board

doing board business by doing board business by systematically systematically NOT doing staff businessNOT doing staff business

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PG: Board’s PurposePG: Board’s Purpose

The Board stands in for ‘owners’The Board stands in for ‘owners’ It’s primary linkage is with ‘owners’ It’s primary linkage is with ‘owners’

(not staff)(not staff)

In meetings…In meetings…Board links with ‘owners’ to learn Board links with ‘owners’ to learn their values and prioritiestheir values and priorities

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PG: Governing StylePG: Governing Style

The Board speaks with one voiceThe Board speaks with one voice The Board directs only through The Board directs only through

policypolicy

In meetings…In meetings…Board acts by voting on policies –Board acts by voting on policies –Board majority ‘speaks’ via policyBoard majority ‘speaks’ via policy

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PG: Board Self-PG: Board Self-AssessmentAssessment

The Board evaluates whether it The Board evaluates whether it complies with its own complies with its own governance process policiesgovernance process policies

In meetings…In meetings…Board assesses its own Board assesses its own performance at the end of each performance at the end of each meetingmeeting

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PG: Board Job PG: Board Job DescriptionDescription

The job of the Board is to ensure The job of the Board is to ensure the organization achieves what it the organization achieves what it should and avoids doing what is should and avoids doing what is unacceptableunacceptable

In meetings…In meetings…Board does its job by Board does its job by linkinglinking with with the ownership, setting the ownership, setting policypolicy, and , and monitoringmonitoring to ensure performance to ensure performance

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PG: Monitoring PG: Monitoring PerformancePerformance

The Board monitors organization The Board monitors organization performance: achievement of performance: achievement of ends written in policy, and ends written in policy, and compliance with policy limitationscompliance with policy limitations

In meetings…In meetings…Board monitors organization Board monitors organization performance and compares data performance and compares data against policy criteriaagainst policy criteria

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PG: The Chair’s RolePG: The Chair’s Role

Chair is responsible for ensuring Chair is responsible for ensuring the Board follows its own policiesthe Board follows its own policies

In meetings…In meetings…Chair ensures the Board follows Chair ensures the Board follows its agendaits agenda

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PG: Agenda PlanningPG: Agenda Planning Contents of Board’s annual agenda:Contents of Board’s annual agenda:

LinkagesLinkages – Listen to the owners – Listen to the owners MonitoringMonitoring – Judge organization performance – Judge organization performance Policy ReviewPolicy Review – Entire set reviewed each – Entire set reviewed each

yearyear

In meetings…In meetings…Parts of meetings – planned linkages, Parts of meetings – planned linkages, scheduled monitoring, and policy reviewscheduled monitoring, and policy review

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PG: Annual Board PG: Annual Board AgendaAgenda

Besides Besides Linkage/Monitoring/PolicyLinkage/Monitoring/Policy Board developmentBoard development

In meetings…In meetings…Board schedules opportunities to Board schedules opportunities to inform its members and to inform its members and to improve its capacity to governimprove its capacity to govern

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PG: Monitoring PG: Monitoring DocumentsDocuments

Report of ends achievement…Report of ends achievement… Report of means compliance…Report of means compliance…

……based on criteria written in policybased on criteria written in policy

In meetings…In meetings…Board judges achievement/ Board judges achievement/ compliance and prepares written compliance and prepares written responses that build an annual responses that build an annual evaluation of the organizationevaluation of the organization

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PG: Board Member PG: Board Member ConductConduct

Guided by Governance Process Guided by Governance Process policiespolicies

In meetings…In meetings…Chair is responsible for Chair is responsible for compliance, and is assessed at compliance, and is assessed at the end of each meetingthe end of each meeting

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PG: CEO EvaluationPG: CEO Evaluation The Board monitors organization The Board monitors organization

(CEO) performance data against (CEO) performance data against written policy criteriawritten policy criteria

The only measurement of success:The only measurement of success: Did the organization achieve desired Did the organization achieve desired

Ends?Ends? Did the organization comply with Did the organization comply with

Executive Limitations?Executive Limitations? In meetings…In meetings…

Valuable board-CEO performance Valuable board-CEO performance discussion is extensive and lasts all discussion is extensive and lasts all year longyear long

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Policy GovernancePolicy GovernanceEnsuring Effective MeetingsEnsuring Effective Meetings

Time – More time for board businessTime – More time for board business Priorities – On board’s workPriorities – On board’s work Relevance – What boards can doRelevance – What boards can do Staff – Focus on respondingStaff – Focus on responding Public – Is represented & consultedPublic – Is represented & consulted Board Members – Do what they are Board Members – Do what they are

capable of doingcapable of doing

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Board Meetings: Board Board Meetings: Board BusinessBusiness

Old:Old: Link with staffLink with staff Receive staff reportsReceive staff reports Approve staff workApprove staff work Agenda prepared by Agenda prepared by

staff, ad hoc items staff, ad hoc items added by boardadded by board

Q: “What’s going on?”Q: “What’s going on?”

New:New: Link with ‘owners’Link with ‘owners’ Monitor Monitor

performanceperformance Revise policiesRevise policies Agenda prep by Agenda prep by

board in annual plan board in annual plan and written in policyand written in policy

Q: “What’s Q: “What’s important?”important?”or “How did we do?”or “How did we do?”

Strategic

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In SummaryIn Summary By taking control of the board By taking control of the board

agenda, you spend the board’s agenda, you spend the board’s meeting time on board business, meeting time on board business, and…and…

……you produce an agenda that you produce an agenda that WORKSWORKS

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Take Another LookTake Another Look

ASBJ AdviserASBJ Adviser

Board Business……or Staff Business?

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Questions?Questions?

Policy Governance AssociatesPolicy Governance Associates Bob Hughes & Rick MaloneyBob Hughes & Rick Maloney

Website:Website: http://www.policygov.comhttp://www.policygov.com Slides/Handouts/Reference MaterialSlides/Handouts/Reference Material

Email:Email: [email protected]@policygov.com [email protected]@policygov.com

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