Michigan Conference Office of Education School Board Orientation Larry Blackmer, Associate Superintendent of Schools, Michigan Conference of SDA Larry Blackmer, Associate Superintendent of Schools, Michigan Conference of SDA

 Why are we here?  What are our responsibilities?  Whom do we serve?  How do we manage?  Why are we here?  What are our responsibilities?  Whom do we serve?  How do we manage?

 The primary aim of SDA education is to provide opportunity for students to accept Christ as their Savior, to allow the Holy Spirit to transform their lives, and to fulfill the commission of preaching the gospel to all the world.  The education program is predicated on the belief that each student is unique and of inestimable value, and on the importance of the development of the whole person. Students are educated to accept service as a way of life, to be sensitive to the needs of the people in the home and society, and to become active members in the church.  The primary aim of SDA education is to provide opportunity for students to accept Christ as their Savior, to allow the Holy Spirit to transform their lives, and to fulfill the commission of preaching the gospel to all the world.  The education program is predicated on the belief that each student is unique and of inestimable value, and on the importance of the development of the whole person. Students are educated to accept service as a way of life, to be sensitive to the needs of the people in the home and society, and to become active members in the church. Mission of SDA Education

“ The greatest object of education is to enable us to use the powers which God has given us in such a manner as will best represent the religion of the Bible and to promote the glory of God.” Fund. of Education. 45

The board member will become the best he or she can be if the she can be if the cause of Christ is the cause that motivates all actions and decisions.

Organizational Structure

General Conference of SDA 5,404 Schools 906,755 Students 45,614 Teachers

North American Division 1155 Schools 95 Academies 95 Academies 150 Jr. Acad. 150 Jr. Acad. 909 Elem. 909 Elem. K-12 66,164 Students 50,464 K-8 50,464 K-8 15, , ,791 Teachers

Lake Union 121 Schools 95 Elem. 18 Junior Acad. 8 Academies 5,476 Students 315 Teachers

Michigan Conference 2,617 Students 1,896 Elem. 110 Junior Acad. 611 Academy 183 Teachers 55 Schools 40 Elementary 12 Junior Acad. 3 Academy

Organizational Structure NAD GC Union Exec Conf Exec NAD Educ Union Educ Conf Educ Union Bd of Ed Conf Bd of Ed School Constituency School Constituency School Board School Board Sch. Admin ParentsParentsTeachersTeachers StudentsStudents

Role of the School Board

School Board 2 Organization of the school should be designed to meet the needs of its constituency 2 The school board is the link between the constituency and the school administration 2 School administration is the link between the school board and the parents and students

Functions of the School Board u Develop a clear, practical set of objectives u Ensure implementation of policies & plans of the Office of Educ. u Keep official minutes of each meeting u Develop policies in areas of local concern such as: v use of school facility v purchasing procedures v tuition & methods of financial support v Admission requirements v textbook purchases v facilities, equipment, and maintenance v short- and long-range planning v dress and social behavior

Functions of the School Board-2 u Support the principal or head teacher in school admin. u Receive the recommendation of admin. in cases of serious discipline. Serve as ultimate authority in dismissal of students. Consideration of student dismissal must occur in executive session. u Support the Home & School Association u Consider appeals & answer questions regarding the operation of the school. u Coordinate the process of school evaluation as scheduled by the Union or conference office of education. u Adopt the recommended conference school calendar. Any modifications must receive prior approval from the conference.

Functions of the School Board-3 u In counsel with the supt. of schools, develop a proposed plan of school organization including a constitution and bylaws, and admin. organization, and a basic curriculum plan for the school. Present the proposed plan to the constituency for approval. u Authorize the preparation of a school bulletin, including: v Financial information v School regulations v Course offerings v Statement of nondiscrimination v Mission statement, school philosophy, and objectives.

Functions of the School Board-4 u Assume responsibility for the planning and funding of an annual operating budget including: v Capital expenditures v Operating expenses v Curriculum materials v Play equipment v Library/Media Center materials v School supplies v Insurance v Indebtedness v Others at the option of the school board

Functions of the School Board-5 u Consult the conference office of education regarding hiring, or concerns with the teachers, or principal. All discussions regarding the professional staff must be in executive session with a representative of the office of education in attendance. u Consult the conference regarding construction procedures. u Cooperate with the Union and conference offices of education in matters of curriculum development. u Appoint subcommittees as needed including personnel, finance, curriculum and instruction, and marketing.

Functions of the School Board Chairperson u Call and preside over board meetings u Serve as consultant to the secretary in preparing board meeting agendas. u Ensure that group decision-making efforts are clear, orderly, fair, and legal. u Help keep the board meeting focused on the agenda. u Ensure that the majority shall rule, while the rights of minorities are protected.

Functions of the School Board Chairperson-2 u Listen with an open mind. u Ensure that no action is taken without adequate information and preparation. u Help to clarify the board-principal relationship. u Display good manners. u Declare executive session when appropriate. u Become acquainted with the school program and confer with the administrator on items pertaining to the operation of the school

School Board Chairperson -what you are not responsible for u Personnel supervision and evaluation u Acting or speaking unilaterally for the board or the school. u Hiring, firing, or disciplining of teachers or staff. If there are problems, or concerns with the teacher(s), contact the office of education.

Functions of the Executive Secretary - Principal or Head Teacher u Prepare agendas for board meetings in consultation with board chairperson. u Keep accurate written record of each meeting in a permanent file. u Distribute copies of the board minutes following each meeting. Approved board minutes are to be sent to the office of education. u Generate the board’s necessary correspondence. u Notify the conference office of education of board meeting dates.

Functions of the Treasurer u To keep financial records in harmony with conference policies u To implement school board policy regarding tuition billing and collections. u To pay authorized bills. u To present a complete financial report at each board meeting. Copies to be sent to the office of education. u Present the financial records to the conference auditors when requested. u Present the recommendations of the auditors to the school board.

Functions of the Church Pastor u Positive leadership and support of Adventist education. u Church involvement in the financial support of the school. u Encouragement of effective parent/teacher/pupil relationship. u Assisting in establishing and maintaining the spiritual atmosphere of the school. u Involvement as a spiritual counselor and resource person. u Recognizing the school administrator and staff as educational leaders. u Fulfilling an advisory role to the school board and staff.

Positive Administration-Board Relationships u Perform your tasks as a board member and allow the admin. to manage the day-to-day operations of the school. u Recognize that the educational training and experience of the administrator has equipped him with the knowledge and skill to deal with most administrative matters. u Give careful consideration to all suggestions. u The administrator deserves prior knowledge of all concerns to be discussed at the board meetings. u Discuss improprieties in private. u When making evaluations, create a balance between strengths and weaknesses. Analyze the problem, not the person.

Who are you responsible to? u Conference Executive Committee u Conference K-12 Board of Education u Conference Office of Education u Local School Constituency

Who are you responsible to? u Conference Executive Committee u Conference K-12 Board of Education u Conference Office of Education u Local School Constituency Let’s look at each of these organizations

Conference Executive Committee u Has the final authority, as granted by the conference constituency to oversee all aspects of the conference program. u Has delegated selected functions relating to education to the Conference K-12 Board.

Conference K-12 Board u This board oversees all aspects of the educational program within the conference. u Has delegates selected functions to local school boards. u CAUTION!!!!

CAUTION!!! u Although the K-12 Board has delegated certain functions to the school board, u it can’t divest itself of its inherent legal obligations. u Inasmuch as the conference remains legally bound by school board actions, u it is imperative that close cooperation remain between the the school board and the conference K-12 Board in school operation and personnel actions.

Conference Office of Education u The Superintendent of Schools works with the local school boards on behalf of the K-12 Board. u The Office of Education ensures compliance with the policies, and procedures stated in Conf & Union Policy. u All personnel discussions or decisions must be made in the presence on Office of Education personnel. u Conducts NAD school evaluations of K-10 schools.

Local School Constituency u Reviews reports of the schools operations u Considers plans and policies for school operations u Provides adequate finances for school operating u Approving financial plans for major capital improvements as recommended by the conference board of education or the school board. u Encouraging the development and maintenance of a strong Home and School Association. u Establishing and adopting a constitution, in harmony with denominational policies, that defines the principles and guidance by which the school shall operate.

A school board member has no authority except when functioning as a part of the board at a properly convened school board meeting.

Code of Ethics u Maintain principles of honesty, trust, fairness and integrity. u Base decisions on the philosophy and mission of the SDA educational system. u Demonstrate attitudes and personal conduct that reflect the principles of the SDA church. u Diligently work to improve the understanding and support of Adventist education. u Learn and practice the art of comprise without sacrificing principle.

Code of Ethics-2 u Support and practice the civil rights of all members of the school community. u Recognize that the authority of the board is only expressed by its actions as a board. Individual member may speak or act on behalf of the board only when authorized to do so by the board. u Engage in no personal action that will compromise the school system, the board, or the administration. u Avoid all conflicts of interests. u Base your decisions on facts and your independent judgment.

Code of Ethics-3 u Work with the board members in a spirit of unity, cooperation, and Christian courtesy. u Uphold all board decisions, regardless of any personal disagreements. u Maintain confidentiality of all matters. u Recognize that your responsibility is not to run the school but, together with your fellow board members to see that it is run well.

Code of Ethics-4 u Refer all complaints to the school administration/head teacher. u Be supportive in school programs by attending u It is the expectation that each school board member, who has eligible children, should have them enrolled in the local SDA school. u A board member must be a member of the SDA church

Effective Board Membership

* Become familiar with board policies, budgets, curriculum, discipline procedures, school law, school calendar, grievance models, etc. * Know where to find information. Union & Conference Codes, school manuals, minutes from past meetings. * Maintain a notebook-school’s mission statement, budget, school constitution, Handbook for School Board Members * Be interested in ALL parts of the program-not only one area. * Do not allow your personal biases to evolve into prejudice or discrimination! * Be cautious of your own expertise. Listen with an open mind. Respect for others is Christian.

Effective Board Meetings Effective board meetings are properly organized and structured.

Effective Board Procedures âDesign a procedure for setting the agenda-How do things get placed on the agenda? By whom? âPull no surprises! Stick to the agenda, be prepared. âThe board chair and the principal should discuss the agenda prior to the meeting. âKeep administrative items off the agenda. âSend the agenda, and supporting information to board members before the meeting. âKeep meetings short! Cluster similar topics so members can focus their energy in one direction. âBoard meetings generally are considered to be open meetings, but certain issues should be dealt with in executive session.

The Board in Session ã Board meetings should begin and end on time. ã Board members have a responsibility to be prepared. ã An orderly method should be established when staff, constituents, and students request to be heard in the meeting ã Discussion should remain focused on the topic. Non-pertinent discussion should be ruled out of order. ã It’s the chair’s responsibility to prioritize the agenda. ã The chair should recognize members and give them the floor to speak to the issue. ã When presiding as the chair, recognize those who have not spoken previously and those with alternate points of view.

The Board in Session-2 u Avoid speaking a second time on the same motion if someone else wishes to speak for the first time u When speaking, address issues not personalities. Do not interrupt. Be brief. u The chair should keep the meeting moving, don’t let it drag out. u If you have a conflict of interest, tell the chair immediately. Do not participate in discussion, ask the recording secretary to note you abstained from the vote. You may need to leave the meeting temporarily so others may speak freely. u Create a cooperative, rather than competitive environment. u It is important for the chair to state the motion clearly before the vote.

Parliamentary Procedure u When making a motion or speaking to an issue, address the chair. u Only one motion is to be considered at a time. u The chair will ask for a second to the motion and, if granted, will proceed with the discussion. u School boards can entertain short introductory discussions before motions are made. u A motion may require amendment during the discussion phase. The amendment must be seconded and voted on before the motion may be voted. Reference-General Conference Rules of Order

Executive Session u When discussing any person, staff or student, the chair should declare executive session. u During executive session ALL non members MUST leave the room. If they will not leave, the meeting must be adjourned. u Any issues discussed in executive session may not be talked about out of the meeting. Board members may be personally responsible for liable if they break this confidence. u The board secretary must send copies of the executive session minutes to the conference office. u Whenever the board discusses teachers or staff, a member of the conference office education department must be present.

Boards set policy and leave matters of day-to-day implementation of policy to the administration.

Effective schools occur when the administration and board do excellent jobs in their respective roles and do not get involved in each other’s responsibilities.

Governance Model vs Management Model Management Styles u Deals with long term issues-enables productivity & engages in creating vs. approving u Deals with the future-force forward thinking u Cradles Vision-think the unthinkable and dream u Explicitly addresses fundamental values-be guardian of organizational values u Sets policy u Deals with issues u Lets the administration do its job-balances overcontrol and undercontrol u Defines board and administrative accountability u Be obsessed with effects on people-primary concern-benefits for people

Governance Model vs Management Model u Dare to be bigger than yourself-leaders lead-Empower others u Respect your words-make policies explicit, concise, and non- repetitive u Invest in selection and training-define board process policy u Monitor CEO performance-CEO can expect board to play by the rules u Surmount conventional wisdom-why do we do what we do u Develop board evaluation-What did we want to accomplish? Are we achieving it? How do we know? u Perpetually redefine quality –view past as inspiration not an impediment –pursue excellence more than solve problems –realize that good begets better –excellence begins in the board room Management Styles

Relationship Among Board Members u Effective members are continually learning. Never believe that you know it all. u Realize that not all problems are totally solvable. u When in the minority during board discussion, maintain your position without feeling guilty, but publicly support majority vote. u Recognize the difference between asking good questions and questioning every comment. u Support one another and act as a group.

Curriculum and Instruction u Board functions include: –funding a commitment to learning –reviewing administrative reports –adopting curriculum & instruction policies –establishing educational goals and providing for curriculum leadership –assisting in professional staff development –being aware of instructional innovations –overseeing adequate staff evaluations

Boards can support curriculum u Teacher input should be sought in curriculum or instructional improvement programs u Request reports on what is happening in curriculum u If a school contemplates a curriculum innovation-the superintendent must be consulted and conference policy followed. u The board should be aware of new curriculum and support its on-going development u Addressing needs of students beyond the regular program should be a concern of the board to assure quality education of all students u Adoption of materials other than listed in the Lake Union textbook list should follow Lake Union Conference guidelines

The End Designed and Produced for Michigan Conference of SDA by Larry Blackmer