Eagle’s Nest Academy

Organizational MeetingDecember 2, 2013

The Organizational Meeting

First Public Meeting/Open Meetings Act/Public Posting

Swearing In/GVSU will provide oath of office to board members

First Public Board Meeting Agenda Constructed First Board Action: Election of Offices Other Agenda Topics: Articles of Incorporation,

By-Laws, Appointment of Legal Counsel, GVSU Contract, ESP Contract, Board Meeting Calendar…..

First official minutes of public meeting

Your Authorizer: GVSU

Provides your charter through the State of Michigan Defines your charter via the authorizer contract with

the Eagles Nest Academy board of trustees(BOT). Must meet all guidelines for public school.

Holds the the Eagles Nest Academy BOT accountable for the standards outlined in the contract via annual assessments

Compliance StandardsAcademic Performance Standards

The Eagles Nest Academy BOT holds the charter in trust….

Charter Board of Trustees

Organized group of volunteers,who collectively,

are legally and morally accountable

to the communityfor the health, vitality and

effectivenessof the organization.

Public Office

The Grand Valley State University Board of Trustees appoints charter board members

All members must clear the GVSU vetting process (background checks, conflicts of interests etc)

Terms of service/reappointments defined by GVSU

GVSU Appoints Board Members

Attributes Available (have time to serve) Voice opinions (disagree without being

disagreeable) Value diversity from others Committed to the school and its purpose Systems thinker (see the big picture, know the

areas of accountability) Critical thinker (review all sides of an issue) Collaborative (group skills, contributor) External/practical skills (legal, financial,

project mgmt, fund raising, real estate, education, etc.)

Board Members as Individuals

Behaviors – the 5 “P”s Presence▪ Attend all scheduled board meetings; add the dates to

your calendar Punctuality▪ Come on time, and stay for the whole meeting

Preparation▪ Read materials ahead of time; come with at least one

question to ask Participation▪ Add your voice to discussions; ask clarifying questions

Professionalism▪ Treat others well; make others look good

Board Members as Individuals

President Must be a member of the board Automatically a member of every board committee Presides over all board meetings/Facilitates the

agenda/Rules of Order/Protocol Makes sure all voices are heard, and all ideas are

surfaced Constructs the board agenda (coordinates with

ESP) Promotes a positive board culture Maintains focus on the school goals Holds other board members accountable

Board Officers

Vice-President Substitutes for the President when

necessary▪ When absent▪ When unavailable to perform duties▪ After resignation▪ Withdraws temporarily for conflict of interest

Study the President’s role to be ready

Board Officers

Secretary(Performs these duties, or causes them to happen) Record and keep minutes/coordinates with ESP Provide proper meeting notice and compliance

with the Open Meetings Act Monitor compliance with all other laws Keeps all board minutes, correspondence, and

other records Maintain accurate contacts of board members Corresponds when requested on behalf of the

board

Board Officers

Treasurer(Performs these duties, or causes them to happen) Monitor all board finances/Coordinates

with ESP Maintains record of receipts &

disbursements Sign the board audit report Assists the board in interpreting all

financial statements Helps the board manage financial risk

Board Officers

Representative You represent the people who are not

here—the owners You represent all of them, not just the

ones you agree with Note: board membership actually results

in less personal freedom than if you were not on the board

The Board Together

Trustee You hold a valuable item “in trust” for the owners That item is the mission and purpose of the

school. Your job is to make sure that valuable item is

safeguarded and grows for the next 25 years You also hold “in trust” the physical assets of the

school, and are charged with using them wisely to benefit children

Another name for this trust is “fiduciary responsibility”

The Board Together

Board Focus What good are we doing … For which people … At what cost …

Implications▪ Planning and data-gathering/understanding▪ Regular discussions of school direction▪ Balanced budget▪ Questioning to clarity

The Board Together

Board Focus – the 4 “M”s Maintain Direction▪ Keep the mission or goal of the school in mind. Evaluate

all activities, plans, and proposals as to whether or not they materially move the school closer to accomplishing its mission. Plan for the future; establish priorities.

Monitor Results▪ Learn to love data. Keep the focus on student

achievement (outputs) rather than numerous activities (inputs).

Manage Risk▪ Make sure the school is viable 25 years from now.

Make Each Meeting Better

The Board Together

Three Central Purposes

Three fundamental jobs of the board Control the school’s mission (know it,

refine it, believe it, use it, promote it) Oversee student achievement (ask

management for facts & data in formats that make sense to you and that demonstrate mission achievement)

Perform non-delegable duties (approve budget, deal with suspension/expulsion, legal items, etc.)

Board Culture Working together▪ Learn how to conduct a smooth meeting (see red

booklet on Parliamentary Procedure for standard meeting processes)

Learning together▪ Attending training together as a board; reserving a few

minutes at meetings to discuss what needs attention Understanding each others’ perspective▪ Taking the time to understand each others’ background

and interests

“Routine decisions are relatively simple, but complex or emotional decisions will test your culture”

The Board Together

“Now, the board's culture -- its unspoken norms of behavior -- are more critical than ever to a company's success. Are discussions relevant, rigorous, and penetrating? Do a few dominant directors commandeer the meeting? Are there factions? Does superficial knowledge go unchallenged? Is the chemistry collaborative?”

- Fortune Magazine, October 6, 2010

Board Culture

Board Oversight The board exercises its proper control over

management by limiting rather than by prescribing.

Example:▪ “Spend no more than $50,000 on computer lab

equipment”, rather than…..▪ “Purchase a Chromebook for every student.”

Create boundaries within which the school can operate freely

“Go until we say stop” … NOT … “Stop until we say go”

The Board Together

Board has a critical role in:Defining its Mission

Strategic PlanningSetting Policy

Holding and abiding by its written Charter…..read and know your Charter contract with GVSU.

Without getting involved in the day to day operations of the school.

Primary Role is Governance

Governance (Board) Sets a goal States an expectation Clarifies a direction Deals with HOW WELL!

Management (Education Service Provider) Acts in way to accomplish a goal Carries out an activity Day to day Deals with HOW!

Governance v. Management

Board Voice The board only has authority when

acting as a group. Individuals have no power to act.

Prior to a decision, all voices should be heard, and all ideas shared. Debate and discussion are valued.

After a decision, the board only has one position on that topic.

Thus, the board speaks with one voice or not at all

The Board Together

The Board in Context

Eagles Nest AcademyBoard of Directors

GVSUMission /

Purpose/Goal

North Flint Reinvestment Corporation, Inc.

State Law

Administration

Teachers

Students

Parents

Community

Successful Charter Schools have a strong balance of decision making power between the authorizer, board of trustees and management.

Quality decision making is necessary from all

three groups to ensure the success of the school.

It’s a team effort.

Teaming/Collaboration

School

Authorizer/Board/Management

Getting Organized

Public meeting postings? Where? Media?

Who will build your board meeting agenda/board packet of information?

How will agenda/packet be communicated to the board?

Meeting calendar? Monthly/Bi-Monthly?

Who will be responsible for meeting minutes?

Who will be responsible for GVSU Compliance Cabinet?

Next Steps

What will be your management structure?

Who will provide legal counsel? Charter By Laws and Articles of

Incorporation Authorizer Contract Management/Provider Contract(s) Facility Contract