Is My School Board Is My School Board Effective?Effective?

Robin Steely, DDSRobin Steely, DDSChairman, Battle Creek Academy Chairman, Battle Creek Academy

Board of TrusteesBoard of TrusteesAugust 7, 2006August 7, 2006

BoardsmanshipBoardsmanship

What is it?What is it? What does it do?What does it do? What is my role?What is my role? What is the boards relationship to What is the boards relationship to

the faculty and administration?the faculty and administration? What does an excellent board look What does an excellent board look

like?like?

What is it?What is it?

The ability to participate with other The ability to participate with other individuals for the good of the group, individuals for the good of the group, subordinating their own needs for the subordinating their own needs for the needs of the institution.needs of the institution.

Working towards a common cause Working towards a common cause staying on a governance plane, not staying on a governance plane, not operations.operations.

Fulfilling a common vision.Fulfilling a common vision.

AttributesAttributes

Boardmanship requires:Boardmanship requires:• AttendanceAttendance• PreparationPreparation• ParticipationParticipation• ConfidentialityConfidentiality• Understands the visionUnderstands the vision

VisionVision

VisionVision

Vision contains the power to reach Vision contains the power to reach the extraordinary.the extraordinary.

It organizes the actions.It organizes the actions. Puts focus on the values.Puts focus on the values. Allows you to clearly see what is Allows you to clearly see what is

relevant in your current reality.relevant in your current reality.

VisionVision

Always done with the board, listening Always done with the board, listening to the various stakeholders.to the various stakeholders.

Helps to see what is possible.Helps to see what is possible. Board and administrator need to be Board and administrator need to be

the artist – creating what they want, the artist – creating what they want, not limited to what they believe is not limited to what they believe is possiblepossible

VisionVision

Must clearly understand current Must clearly understand current reality, both and hard and soft data.reality, both and hard and soft data.

Look at it objectively.Look at it objectively. Accept good or bad newsAccept good or bad news It is just “What is”.It is just “What is”.

Vision to ConstitutionVision to Constitution

Once the vision is clear, a Once the vision is clear, a constitution is developed.constitution is developed.

Constitution – a general statement Constitution – a general statement about our school, what it is, what it about our school, what it is, what it does, etc.does, etc.

How do we operate it?How do we operate it?

Constitution and By-LawsConstitution and By-Laws

Must be voted by the constituencyMust be voted by the constituency Constituency is the only body that Constituency is the only body that

can amend these documents.can amend these documents. Serve as the basis for the entire Serve as the basis for the entire

operation of a school.operation of a school.

ConstitutionConstitution

Like America’s constitution, it gives Like America’s constitution, it gives direction to the values that we hold direction to the values that we hold closest to our hearts.closest to our hearts.

Leads to the development of By-laws.Leads to the development of By-laws.

By-lawsBy-laws

By-laws are the “rules” that we By-laws are the “rules” that we follow to operate by.follow to operate by.

They include:They include:• # of meetings# of meetings• Numbers of membersNumbers of members• What is the make-up of members from What is the make-up of members from

the representative churchesthe representative churches• What is the profile of the board member What is the profile of the board member

that is sought.that is sought.

By-LawsBy-Laws

• Officers and dutiesOfficers and duties• How they are electedHow they are elected• Committees – standing and ad hocCommittees – standing and ad hoc• Roles of the committeesRoles of the committees• Relationship and role of the Relationship and role of the

constituencyconstituency• Financial support of the schoolFinancial support of the school

ProfilesProfiles

ProfilesProfiles

Board members should have the Board members should have the following:following:• Should believe in the mission of school.Should believe in the mission of school.• Support for the SDA education systemSupport for the SDA education system• Has access to financial resourcesHas access to financial resources• Has a demonstrated philanthropic Has a demonstrated philanthropic

orientationorientation

ProfilesProfiles

• Able to commit the necessary timeAble to commit the necessary time• Have professional expertise and talents Have professional expertise and talents

that could be useful in the schools futurethat could be useful in the schools future• Depth of Christian commitmentDepth of Christian commitment• Understand the policy making role of the Understand the policy making role of the

boardboard• Willingness to be a team playerWillingness to be a team player

ProfilesProfiles

Respect for the confidentiality of Respect for the confidentiality of Board meetings (leaves Board meetings (leaves communications to Board communications to Board spokesmen)spokesmen)

Looks for long range impact of short Looks for long range impact of short term decisions.term decisions.

Makes sure the Board stays in the Makes sure the Board stays in the governance and planning role.governance and planning role.

What it doesWhat it does

The proper role of the board is five The proper role of the board is five fold.fold.

1.1. Policy making Policy making 2.2. Strategic planningStrategic planning3.3. Major gift development (with director)Major gift development (with director)4.4. Strategic financial planningStrategic financial planning5.5. Property and facilitiesProperty and facilities

The board has only one employeeThe board has only one employee

Policy makingPolicy making

Within the framework of the vision, Within the framework of the vision, constitution, and by-laws, and the constitution, and by-laws, and the strategic plan, policies are developed strategic plan, policies are developed to fulfill that vision. to fulfill that vision.

The vision is set by the constituency, The vision is set by the constituency, board, administration, and faculty.board, administration, and faculty.

It answers the question “What is it It answers the question “What is it that we are trying to create”, “Why that we are trying to create”, “Why are we here?”are we here?”

PoliciesPolicies

Policies are for specific itemsPolicies are for specific items Be careful to make them clear Be careful to make them clear

without being restrictive.without being restrictive. Develop policies that the Board Develop policies that the Board

controlscontrols Operations policies are developed by Operations policies are developed by

administration and staff and administration and staff and approved by Board.approved by Board.

PoliciesPolicies

Stay in your area of expertiseStay in your area of expertise DO NOT MICROMANAGEDO NOT MICROMANAGE!!!!!! Some examples:Some examples:

• Financial operationsFinancial operations• Physical plant operationsPhysical plant operations• SecuritySecurity• PersonnelPersonnel

Should be compiled in working Should be compiled in working manual(s).manual(s).

Strategic PlanningStrategic Planning

Must be based on the visionMust be based on the vision Should be looked at as an ongoing Should be looked at as an ongoing

processprocess Should be in the areas of:Should be in the areas of:

• FinancesFinances• StaffingStaffing• ProgramsPrograms• Capital improvements and developmentCapital improvements and development

What is my role?What is my role?

What is my Role?What is my Role?

You must be in harmony with the You must be in harmony with the vision of the school.vision of the school.

You must understand and work You must understand and work within the policies – local, within the policies – local, conference, union, and divisionconference, union, and division

AttendanceAttendance

Attendance – you must be present to Attendance – you must be present to have a voice and be clear about have a voice and be clear about current realitycurrent reality

You must have a working knowledge You must have a working knowledge of the Constitution and By-lawsof the Constitution and By-laws• All operations take place within that All operations take place within that

formatformat

PreparationPreparation

Obtain the necessary documents – policy Obtain the necessary documents – policy manual, constitution, by-laws, visionmanual, constitution, by-laws, vision

Should receive meeting packet 1 week Should receive meeting packet 1 week prior to the meeting.prior to the meeting.

Includes:Includes:• AgendaAgenda• Board minutesBoard minutes• Committee minutesCommittee minutes• Financial statementFinancial statement

PreparationPreparation

Review packetReview packet Contact committee chairs for Contact committee chairs for

clarification or further informationclarification or further information Be ready to discuss and vote on any Be ready to discuss and vote on any

issues.issues.

ParticipationParticipation

You represent the church that You represent the church that elected youelected you

Attend committee meetings as Attend committee meetings as assignedassigned

Give appropriate inputGive appropriate input

ConfidentialityConfidentiality

Ideal board members respect the Ideal board members respect the board meeting.board meeting.• Communications should be left to the Communications should be left to the

Board spokesperson.Board spokesperson.• Public discussion of “in-process” board Public discussion of “in-process” board

issues is damaging and is extraordinarily issues is damaging and is extraordinarily counterproductive. It makes sound counterproductive. It makes sound decisions impossible.decisions impossible.

What is the Boards role to the What is the Boards role to the Faculty and Administration?Faculty and Administration?

Board has only 1 employee.Board has only 1 employee. Head administrator is that employee.Head administrator is that employee. He / She must be allowed to do their He / She must be allowed to do their

job within the guidelines of the job within the guidelines of the vision, constitution, by-laws, and vision, constitution, by-laws, and policiespolicies

Deals with faculty only as parent of Deals with faculty only as parent of child – Board business goes through child – Board business goes through the administratorthe administrator

Board / Administrator RelationshipBoard / Administrator Relationship

Head administrator submits goals Head administrator submits goals and objectives (G & O) for the year at and objectives (G & O) for the year at the beginning of the yearthe beginning of the year

G & O is approved by the BoardG & O is approved by the Board Evaluation of the administrator is Evaluation of the administrator is

done at the end of the year based on done at the end of the year based on the G & Othe G & O

Boards primary roleBoards primary role

To make plans and set policies which To make plans and set policies which will ensure the survival of the will ensure the survival of the Academy’s mission in service Academy’s mission in service to the to the current students’ children … and current students’ children … and their children.their children.

The Board is a The Board is a TASK FORCETASK FORCE of people of people who are committed to the unborn who are committed to the unborn children of the schools future.children of the schools future.

It perpetuates and organizes itself to It perpetuates and organizes itself to serve them, and them onlyserve them, and them only

What does an Effective What does an Effective Board look like?Board look like?

Board make-upBoard make-up

1 representative / (X) # church 1 representative / (X) # church membershipmembership

Should consist of <18 membersShould consist of <18 members Pastoral representation (1 vote)Pastoral representation (1 vote) Conference representation (1 vote)Conference representation (1 vote) Union representation (1 vote)Union representation (1 vote) May want church treasurers or May want church treasurers or

finance committee chairsfinance committee chairs

OfficersOfficers

Chairman must have experience on Chairman must have experience on the Boardthe Board

Must be a lay person – not connected Must be a lay person – not connected to the church financiallyto the church financially

Has a specific relationship to the Has a specific relationship to the administrator as mentor, coach, administrator as mentor, coach, consultant, friend, partnerconsultant, friend, partner

Speaks for the BoardSpeaks for the Board

OfficersOfficers

Should have vice chair(s)Should have vice chair(s) Serve in the absence of the chair.Serve in the absence of the chair. Secretary / Treasurer – should be Secretary / Treasurer – should be

school administratorschool administrator• He / She is responsible for the finances He / She is responsible for the finances

of the school. of the school. • May delegate to school financial officerMay delegate to school financial officer• Can work with Boards finance Can work with Boards finance

committee chaircommittee chair

Effective meetingsEffective meetings

Committees meet regularly for Committees meet regularly for specific issues.specific issues.• Finance - monthlyFinance - monthly• Building and Grounds – as neededBuilding and Grounds – as needed• Scholarship – early in the fiscal yearScholarship – early in the fiscal year• Personnel – during the hiring seasonPersonnel – during the hiring season• Executive – in the absence of regular Executive – in the absence of regular

board meetingboard meeting

Each committee is composed of Each committee is composed of different board members and non-different board members and non-member “consultants” selected for member “consultants” selected for their expertise and experience.their expertise and experience.

Dictated by the Constitution and By-Dictated by the Constitution and By-laws.laws.

Effective meetingsEffective meetings

Packet is received by board members Packet is received by board members 1 week prior to meeting1 week prior to meeting

Contents:Contents:• AgendaAgenda• Committee minutesCommittee minutes• Most current financial statementMost current financial statement• Any other pertinent informationAny other pertinent information

Effective meetingsEffective meetings

Agenda:Agenda:• Done by Board chairman and head Done by Board chairman and head

administratoradministrator• Includes item, presenter, and time Includes item, presenter, and time

allowed.allowed.• Includes committee reportsIncludes committee reports• Includes short time of informal Includes short time of informal

discussion – allows board members to discussion – allows board members to voice issues that they feel are voice issues that they feel are important.important.

Effective meetingsEffective meetings

Should begin on timeShould begin on time Should last 60 -70 minutes maximumShould last 60 -70 minutes maximum Respect individuals timeRespect individuals time

Effective BoardsEffective Boards

Have a clear visionHave a clear vision Abide by constitution and by-lawsAbide by constitution and by-laws Deal with policy issuesDeal with policy issues Have one employeeHave one employee Respect individuals timeRespect individuals time Speak as one voiceSpeak as one voice Do not micromanageDo not micromanage

Thank you for the opportunity to share Thank you for the opportunity to share with you the ways that we operate in with you the ways that we operate in

Battle Creek. We believe that our Battle Creek. We believe that our school’s success depends on our school’s success depends on our administration, faculty, students, administration, faculty, students,

parents, churches, board and parents, churches, board and community relationships.community relationships.