1. Is My School Board Effective? Robin Steely, DDS Chairman, Battle Creek Academy Board of Trustees August 7, 2006

2. Boardsmanship 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 the faculty and administration? What is the boards relationship to the faculty and administration? What does an excellent board look like? What does an excellent board look like?

3. What is it? The ability to participate with other individuals for the good of the group, subordinating their own needs for the needs of the institution. The ability to participate with other individuals for the good of the group, subordinating their own needs for the needs of the institution. Working towards a common cause staying on a governance plane, not operations. Working towards a common cause staying on a governance plane, not operations. Fulfilling a common vision. Fulfilling a common vision.

4. Attributes Boardmanship requires: Boardmanship requires: AttendanceAttendance PreparationPreparation ParticipationParticipation ConfidentialityConfidentiality Understands the visionUnderstands the vision

5. Vision

7. Vision Vision contains the power to reach the extraordinary. Vision contains the power to reach 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 relevant in your current reality. Allows you to clearly see what is relevant in your current reality.

8. Vision Always done with the board, listening to the various stakeholders. Always done with the board, listening to the various stakeholders. Helps to see what is possible. Helps to see what is possible. Board and administrator need to be the artist – creating what they want, not limited to what they believe is possible Board and administrator need to be the artist – creating what they want, not limited to what they believe is possible

9. Vision Must clearly understand current reality, both and hard and soft data. Must clearly understand current reality, both and hard and soft data. Look at it objectively. Look at it objectively. Accept good or bad news Accept good or bad news It is just “What is”. It is just “What is”.

10. Vision to Constitution Once the vision is clear, a constitution is developed. Once the vision is clear, a constitution is developed. Constitution – a general statement about our school, what it is, what it does, etc. Constitution – a general statement about our school, what it is, what it does, etc. How do we operate it? How do we operate it?

11. Constitution and By-Laws Must be voted by the constituency Must be voted by the constituency Constituency is the only body that can amend these documents. Constituency is the only body that can amend these documents. Serve as the basis for the entire operation of a school. Serve as the basis for the entire operation of a school.

12. Constitution Like America’s constitution, it gives direction to the values that we hold closest to our hearts. Like America’s constitution, it gives direction to the values that we hold closest to our hearts. Leads to the development of By- laws. Leads to the development of By- laws.

13. By-laws By-laws are the “rules” that we follow to operate by. By-laws are the “rules” that we 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 the representative churchesWhat is the make-up of members from the representative churches What is the profile of the board member that is sought.What is the profile of the board member that is sought.

14. By-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 constituencyRelationship and role of the constituency Financial support of the schoolFinancial support of the school

15. Profiles

17. Profiles Board members should have the following: Board members should have the 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 orientationHas a demonstrated philanthropic orientation

18. Profiles Able to commit the necessary timeAble to commit the necessary time Have professional expertise and talents that could be useful in the schools futureHave professional expertise and talents that could be useful in the schools future Depth of Christian commitmentDepth of Christian commitment Understand the policy making role of the boardUnderstand the policy making role of the board Willingness to be a team playerWillingness to be a team player

19. Profiles Respect for the confidentiality of Board meetings (leaves communications to Board spokesmen) Respect for the confidentiality of Board meetings (leaves communications to Board spokesmen) Looks for long range impact of short term decisions. Looks for long range impact of short term decisions. Makes sure the Board stays in the governance and planning role. Makes sure the Board stays in the governance and planning role.

20. What it does The proper role of the board is five fold. The proper role of the board is five fold. 1.Policy making 2.Strategic planning 3.Major gift development (with director) 4.Strategic financial planning 5.Property and facilities The board has only one employee The board has only one employee

21. Policy making Within the framework of the vision, constitution, and by-laws, and the strategic plan, policies are developed to fulfill that vision. Within the framework of the vision, constitution, and by-laws, and the strategic plan, policies are developed to fulfill that vision. The vision is set by the constituency, board, administration, and faculty. The vision is set by the constituency, board, administration, and faculty. It answers the question “What is it that we are trying to create”, “Why are we here?” It answers the question “What is it that we are trying to create”, “Why are we here?”

22. Policies Policies are for specific items Policies are for specific items Be careful to make them clear without being restrictive. Be careful to make them clear without being restrictive. Develop policies that the Board controls Develop policies that the Board controls Operations policies are developed by administration and staff and approved by Board. Operations policies are developed by administration and staff and approved by Board.

23. Policies Stay in your area of expertise Stay in your area of expertise DO NOT MICROMANAGE!!! DO NOT MICROMANAGE!!! Some examples: Some examples: Financial operationsFinancial operations Physical plant operationsPhysical plant operations SecuritySecurity PersonnelPersonnel Should be compiled in working manual(s). Should be compiled in working manual(s).

24. Strategic Planning Must be based on the vision Must be based on the vision Should be looked at as an ongoing process Should be looked at as an ongoing process Should be in the areas of: Should be in the areas of: FinancesFinances StaffingStaffing ProgramsPrograms Capital improvements and developmentCapital improvements and development

25. What is my role?

27. What is my Role? You must be in harmony with the vision of the school. You must be in harmony with the vision of the school. You must understand and work within the policies – local, conference, union, and division You must understand and work within the policies – local, conference, union, and division

28. Attendance Attendance – you must be present to have a voice and be clear about current reality Attendance – you must be present to have a voice and be clear about current reality You must have a working knowledge of the Constitution and By-laws You must have a working knowledge of the Constitution and By-laws All operations take place within that formatAll operations take place within that format

29. Preparation Obtain the necessary documents – policy manual, constitution, by-laws, vision Obtain the necessary documents – policy manual, constitution, by-laws, vision Should receive meeting packet 1 week prior to the meeting. Should receive meeting packet 1 week prior to the meeting. Includes: Includes: AgendaAgenda Board minutesBoard minutes Committee minutesCommittee minutes Financial statementFinancial statement

30. Preparation Review packet Review packet Contact committee chairs for clarification or further information Contact committee chairs for clarification or further information Be ready to discuss and vote on any issues. Be ready to discuss and vote on any issues.

31. Participation You represent the church that elected you You represent the church that elected you Attend committee meetings as assigned Attend committee meetings as assigned Give appropriate input Give appropriate input

32. Confidentiality Ideal board members respect the board meeting. Ideal board members respect the board meeting. Communications should be left to the Board spokesperson.Communications should be left to the Board spokesperson. Public discussion of “in-process” board issues is damaging and is extraordinarily counterproductive. It makes sound decisions impossible.Public discussion of “in-process” board issues is damaging and is extraordinarily counterproductive. It makes sound decisions impossible.

33. What is the Boards role to the 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 job within the guidelines of the vision, constitution, by-laws, and policies He / She must be allowed to do their job within the guidelines of the vision, constitution, by-laws, and policies Deals with faculty only as parent of child – Board business goes through the administrator Deals with faculty only as parent of child – Board business goes through the administrator

34. Board / Administrator Relationship Head administrator submits goals and objectives (G & O) for the year at the beginning of the year Head administrator submits goals and objectives (G & O) for the year at the beginning of the year G & O is approved by the Board G & O is approved by the Board Evaluation of the administrator is done at the end of the year based on the G & O Evaluation of the administrator is done at the end of the year based on the G & O

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

36. The Board is a TASK FORCE of people who are committed to the unborn children of the schools future. It perpetuates and organizes itself to serve them, and them only

37. What does an Effective Board look like?

39. Board make-up 1 representative / (X) # church membership 1 representative / (X) # church membership Should consist of <18 members Should 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 finance committee chairs May want church treasurers or finance committee chairs

40. Officers Chairman must have experience on the Board Chairman must have experience on the Board Must be a lay person – not connected to the church financially Must be a lay person – not connected to the church financially Has a specific relationship to the administrator as mentor, coach, consultant, friend, partner Has a specific relationship to the administrator as mentor, coach, consultant, friend, partner Speaks for the Board Speaks for the Board

41. Officers 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 school administrator Secretary / Treasurer – should be school administrator He / She is responsible for the finances of the school.He / She is responsible for the finances of the school. May delegate to school financial officerMay delegate to school financial officer Can work with Boards finance committee chairCan work with Boards finance committee chair

42. Effective meetings Committees meet regularly for specific issues. Committees meet regularly for 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 board meetingExecutive – in the absence of regular board meeting

43. Each committee is composed of different board members and non- member “consultants” selected for their expertise and experience. Each committee is composed of different board members and non- member “consultants” selected for their expertise and experience. Dictated by the Constitution and By- laws. Dictated by the Constitution and By- laws.

44. Effective meetings Packet is received by board members 1 week prior to meeting Packet is received by board members 1 week prior to meeting Contents: Contents: AgendaAgenda Committee minutesCommittee minutes Most current financial statementMost current financial statement Any other pertinent informationAny other pertinent information

45. Effective meetings Agenda: Agenda: Done by Board chairman and head administratorDone by Board chairman and head administrator Includes item, presenter, and time allowed.Includes item, presenter, and time allowed. Includes committee reportsIncludes committee reports Includes short time of informal discussion – allows board members to voice issues that they feel are important.Includes short time of informal discussion – allows board members to voice issues that they feel are important.

46. Effective meetings Should begin on time Should begin on time Should last 60 -70 minutes maximum Should last 60 -70 minutes maximum Respect individuals time Respect individuals time

48. Effective Boards Have a clear vision Have a clear vision Abide by constitution and by-laws Abide by constitution and by-laws Deal with policy issues Deal with policy issues Have one employee Have one employee Respect individuals time Respect individuals time Speak as one voice Speak as one voice Do not micromanage Do not micromanage

49. Thank you for the opportunity to share with you the ways that we operate in Battle Creek. We believe that our school’s success depends on our administration, faculty, students, parents, churches, board and community relationships.