Loading...
HomeMy WebLinkAboutCommittee Structure Consultation Info Sheet May 160 LT,- OTTAWA -GA ETON DISTRICT SCHOOL BOARD Open House Consultation Changes to Board's Committee Structure What changes are being proposed? On 08 May 2012 the Board approved a plan to seek input from stakeholders on a revised board and *committee structure for implementation 1 September 2012. *Committee structure includes Board and current Standing Committees of the Board being (Education, Human Resources, Strategic Planning and Priorities and Business Services). Why is this change being considered? Improved governance is one of the objectives of the District's strategic plan: "The District has a clear and commonly understood governance framework and an efficient and effective decision making process ". The key work under the leadership pillar (LD1) includes the following priority "Implement sound governance structures and practices ". The change in committee structure is intended to help move the work of the Board to a higher level of governance, with more focus on setting strategic direction, monitoring and providing oversight to the work of the District. What is the objective of the change? A new structure will assist the Board in improving its practice. Objectives that have been identified include: • Improve the strategic focus of the Board; • Hold fewer, but more purposeful meetings; • Reduce the number of ad hoc issues and motions consuming Board time; • Create more room for generative governance; and • Emphasize the monitoring and policy setting responsibilities of the Board. What will it look like? The Board will move away from many specialized standing committees and move toward a structure where it meets as Committee of the Whole twice a month and the Board meets one time per month. Regular Board Meetings: • Scheduled once a month; • Restructured to focus on strategic priorities, matters for decision and monitoring; • Composed of all twelve board members; and • Emphasis on Board as ultimate governing body (makes final decisions on any matter). Committee of the Whole: • Scheduled twice a month; • Structured to address in detail, reports relating to key areas of Board work such as education, finance /business, personnel and policy; • Composed of all twelve board members; and • Recommendations are made and flow to regular board for final approval. Changes to Committees: • The following standing committees would be consolidated into Committee of the Whole: Education, Human Resources and Business Services. • Strategic Planning and Priorities Committee to be discontinued in its current form and the strategic work of the committee would become part of a the regular Board meeting. • Policy development should become part of Committee of the Whole while policy review should be part of the regular Board meeting demonstrating the Board's attention to this responsibility. The policy review cycle should be planned through the agenda planning process. • A new Committee, Agenda Planning and Development, would be formed to address the important task of developing an agenda planning cycle for the year which ensures a link from one Board meeting to the next and is mindful of balancing Board responsibility and ensuring effective use of time. • Composition of the Agenda Planning and Development Committee often includes the Chair, Vice - Chair, a trustee elected at large and the past Chair, if applicable. This is called an Agenda Planning and Development Committee, a Coordinating Committee or Committee of Chairs in other boards. Suggested purposes include: • Facilitate the development of the annual agenda cycle and governance priorities; • Monitor application of board governing policies; • Review meeting agendas for compliance, timing and content; • Coordinate the annual performance review of the Director; • Review monthly meeting feedback and annual evaluation; and • Respond as necessary to emerging Board issues. Future consideration shall be given to incorporating the Budget Committee into the Committee of the Whole. How is this different? Current Structure Board meetings held 2nd and 4th Tuesday of the month - 12 member trustees Human Resources held the 1St Tuesday of the month - 3 member trustees (6 times per year) Strategic Planning and Priorities Committee held the 1St Wednesday of the month - 5 member trustees Business Services Committee held the 2nd Wednesday of the month - 3 member trustees Education Committee held the 3 `d Tuesday of the month - 4 member trustees How does this affect me? In the course of discussions about changes to the current structure, stakeholder participation /engagement, public participation and community input were identified as valuable elements of our current model. No decisions have been made about changes to stakeholder involvement. This is an area where community feedback will help to inform the recommendation. When would this change take effect? A further action report will go to Strategic Planning and Priorities Committee on 06 June 2012 outlining and seeking approval of a committee structure model. Assuming the change is approved by the Board on 12 June 2012 the change is to be implemented as of 01 September 2012. It is projected that the change will be a one year pilot to span the school year 2012 -2013. While the Board may make minor adjustments as they proceed to implement during the one year pilot confirmation of continuation and /or changes would be confirmed in June 2013 for September 2013 as the Board /Committee calendar is adopted by the Board in June for September. How will this change be assessed? An important part of this change will be the ongoing evaluation of meetings. After each meeting, the Board members will be asked to reflect on their meeting using the following questions: • How did we do as a board? • Did we accomplish what we wanted to? • What's one thing we are proud of? • What's one thing that could be improved? This will support the ongoing development of the process. What about the Board's other committees? In considering all of the committees of the Board, there was a sense that there are a number of committees which undertake work of interest, but the nature of the work is technical or tactical and may not require trustee involvement. Examples include committees such as the Trades and Technology Committee. Members also spoke about the need to manage the change into stages; for example, further consideration must be given to the role and work of advisory committees, but that could be done at a later stage. The immediate focus must be on the work of the Board and its Standing Committees. The Board has four statutory committees; (Special Education Advisory Committee — SEAC; Audit Committee; Supervised Alternative Learning - SAL; and Parent Involvement Committee — PIC). These committees are required by law and will continue. The manner in which they report to the Board /Committee of the Whole will be examined more carefully as we develop the new structure. How can I provide comment? • Attend the meeting on 16 May 2012; Send your comments to governanceconsultation (o)_ocdsb.ca; and /or Contact Michele Giroux at michele.giroux(o)ocdsb.ca or call 613- 596 -8211 ext. 8310.