HomeMy WebLinkAboutMarilyn Gouthro Committee Structure Minutes 20 March 2012OTTAWA-CARLETON
DISTRICT SCHOOL BOARD
Developina a Revised Committee Structure Session 1
DATE: 20 March 2012
A meeting was held this evening in the (Committee Room), 133 Greenbank Road, Ottawa,
commencing at 6:50 p.m. with Marilyn Gouthro as the facilitator.
The following were in attendance: Trustees Donna Blackburn, Cathy Curry, Pam FitzGerald,
Katie Holtzhauer, Theresa Kavanagh, Jennifer McKenzie, Lynn Scott, Shirley Seward and John Shea.
STAFF: Director of Education and Secretary of the Board, Jennifer Adams, Associate Director
of Education, Walter Piovesan; Executive Officer, Corporate Services, Michele Giroux, Manager of
Board Services, Monica Ceschia; and Board /Committee Coordinator, Natasha Knight.
Director Adams welcomed everyone to the session. She noted that a memorandum was circulated
to trustees on 9 March 2012 regarding Board Governance and Committee Structure. Director Adams
advised that the Board Governance Task Force would continue and the next meeting would be held on 28
March 2012 to review the draft governance policy and if required an additional meeting would be held on
4 April 2012. The draft policy would then be brought forward to the Strategic Planning and Priorities
Committee meeting on 2 May 2012 and Director Adams encouraged trustees to attend. She added that the
draft policy would then go to Board on either 12 June or 25 June 2012.
In response to a query from Trustee Kavanagh regarding the timeframe of the revisions to the
draft policy, Executive Officer Giroux indicated that the draft policy would be circulated on 23 March
2012.
Director Adams noted that the intent of the sessions is to work collectively and provide feedback
in order to generate a recommendation to staff from Marliyn Gouthro. She noted that Ms. Gouthro
examined a variety of committee structures and she assured trustees that Ms. Gouthro does not have any
pre - planned ideas. Director Adams indicated that in discussion with Trustee McKenzie, it was suggested
that senior staff attend the next session on 18 April 2012, however, that would be a decision for trustees.
Trustee McKenzie advised that first of the three sessions is to examine committee structures, who
should attend, Board motions and the sort of information that is received. She added that she is hopeful
that trustees will work together in order to implement changes by September 2012.
Executive Officer Giroux advised that with the delay of Ms. Gouthro, she has asked that trustees
answer the following questions,
• What one question would you like answered'?
• What one change would you like to see as a result of this process'? (not
discussed)
Responses to the first question were divided into two main categories:
1) An understanding of different committees and how they would change them to be
more effective.
Developing a Revised Committee Structure - 1 - 20 March 2012
2) Is there a willingness to truly look at changing structures /a genuine commitment
to changing'?
The following concerns were noted:
• Difficulty in showing support due to the dual relationship with the Board and the
community,
• Obligation to the community to bring items forward if there are concerns,
• Difficult to please everyone with a diverse population,
• Trustees need to keep all students in mind and the effects on all communities
when making decisions,
Ms. Gouthro noted that decisions should be made because they tie into the strategic plan,
therefore, if questioned there is a significant reason for the decision.
Trustee FitzGerald noted that Committee meetings are a way of seeking information that she does
not have. She added that detail is required to allow trustees to make decisions.
Ms. Gouthro noted that a Board should be smart and healthy, providing an environment that has a
high level of trust and clarity of roles.
Trustees Curry, Holtzhauer and Scott responded that the Board was not yet there, however, it has
come a long way.
Ms. Gouthro indicated that a Board requires structure, clarity and behaviour in order to be
effective.
Ms. Gouthro noted the following principles for clarity:
Clarity
• Role of the Board,
• Role of the Director,
• Clear and Relevant Policy, and
• Clarity re: Governance and Decisions Making.
Trustee Scott indicated that the draft governance policy could be the base of clarity.
Ms. Gouthro noted the following principles for structure:
Structure
• Board agendas should reflect the business if the Board,
• Committee structure should be purposeful and effective and used sparingly, and
• Delegation should be clear.
Trustee Shea expressed concern regarding whether the committees should be reporting out on a
discussion or recommendation to the Board. He added that when he is unavailable for a meeting he gets
anxious because he is unsure of what the affect will be.
Trustee Scott noted that in her opinion committee meeting are an opportunity for rich discussion
since there are fewer rules then at the Board meetings.
Developing a Revised Committee Structure - 2 - 20 March 2012
Trustee McKenzie expressed her support for a committee structure that does not make decisions,
therefore, it can lead to a lot of debate.
Trustee Curry expressed the view that committees should be used to gather additional information
and review recommendation, and then sent back for revisions to staff or working group. She added that
another idea would be that motions are not brought to committee and only three trustees attend. If a
trustee would like to ask a question, it could be done through an attending trustee.
Ms. Gouthro noted the following guiding principles for behaviour:
Behaviour:
• Discipline,
• Purposeful,
• Team Approach,
• Respect for diverse opinion, and
• Respect for rules of order as a tool to effective discourse.
She noted a number of issues that affect Board performance such as, disorderly discourse,
disengaged Board members and Boards who do not know what their job is. She asked trustees to reflect
on the behaviour of the OCDSB Board.
Trustee Seward expressed the view that behaviour was the main issue. She noted that in her
opinion, the atmosphere at the retreat was hopeful and there was collective will. She expressed the view
that since then, in between meetings, trustees have been dysfunctional and there is a lack of trust.
Director Adams agreed that she left the retreat with a sense of positivity. She expressed the view
that everyone was engaged, however, since then her concern has risen on behaviour and she is hopeful
that the committee structure sessions will lead to a new structure and improvement in behaviour. She
noted that it would be a group effort and with the hard work of trustees, working for the better of the
students, she is confident it will build trust.
Trustee FitzGerald noted that there is a reason for the Board's policies. Often, decision making is
a battle of ideas in order to come to a collective decision. She expressed the view that there will always be
tension, however, there should be a level of respect.
Ms. Gouthro advised that with diverse personalities, there will be a variety of descriptions of
personal boundaries. She added that it is useful to have different perspectives provided there is a level of
respect.
Trustee Shea expressed the view that there will always be politics, however, it comes down to
respect. He indicated at times when a speaker has asked a number of questions and has been on the
speakers list several times, he is disengaged. He questioned whether trustees were gathering additional
information in order to determine their vote or whether it was to make a point.
Trustee Scott noted that if a trustee can provide feedback that will improve a motion, in her
opinion, it should not be seen as a personal attack. She expressed the view that trustees should not take it
personally.
Developing a Revised Committee Structure -3 - 20 March 2012
Trustee Curry suggested providing trustees with a set of critical questions that should guide
trustees at every meeting and help them to monitor and provide oversight. She noted that this approach
may lessen the sense of ownership of issues.
Ms. Gouthro noted the following principles of effective board governance that were from some
OCDSB documents:
Board.
Principles of Effective Board Governance
• The Board of Trustees is the steward of the District's educational outcomes and
resources;
• The Board of Trustees oversees the development of the vision, mission, values, strategy
and goal of the District, monitors its implementation and assesses its performance in
achieving the strategy;
• Four important roles; Policy Development; Decision - Making; Performance Monitoring;
and Innovative Thinking;
• The Board of trustees understands its key stakeholders and works with them to achieve its
vision,
• The Board of Trustees oversees the allocation of resources based on the Board's strategic
direction,
• The Board of Trustees supports and the models the Community of Character attributes
and fosters a culture of mutual respect, trust, candor and open dissent,
• The Board of Trustees recognizes the importance of the Board structure with respect to
helping it meet its governance responsibilities,
• The Board of Trustees recognizes the importance of both effective and efficient Board
and Committee meeting processes,
• The Board of Trustees understands the important role that the Chair of the Board plays in
guiding the Board and its ability to meet its governance responsibilities,
• The Board of Trustees understands the importance of having a robust process for
monitoring and evaluating the performance of the Director of Education,
• The Board of Trustees understands the importance of the evaluation of its own
effectiveness and of its own development initiatives, and
• The Board of Trustees values the importance of good governance as an essential process
for ensuring its focus on student achievement and well -being as it carries out its roles and
responsibilities.
She compared this list to samples from other districts, such as, Thames Valley District School
Ms. Gouthro suggested members reflect on the clarity that comes with simplifying language.
Ms. Gouthro noted that key Board functions should be linked to the work of the committees. The
key Board functions were noted as follows:
Covering the Basics
• The Boards Fiduciary role, To protect the interests, image and credibility of the
school board, to ensure its financial viability, and to act in accordance with all
applicable laws, regulations and policies.
Developing a Revised Committee Structure - 4 - 20 March 2012
Big Picture Thinking
• The Board's Strategic role, Vision and purposeful planning to ensure that the
children within the Board's jurisdiction have every opportunity to succeed in
school and in life, and give their parents confidence that schools provide a caring
and safe environment for their children.
Continuous Improvement
• The Board's Generative role, If a Board is operating in this mode governance,
they have, meaningful discussions outside of the regulated format of the
boardroom, a climate which is more accepting of robust, divergent discussions
more clarity about values, beliefs, more clarity about goals /priorities of the
Board, more knowledge about the art of governing and a climate which is
characterized by continuous self- evaluation of Board goals, processed and
relationships.
Promoting Public Education: The Board's Co- creative role
• Authentic commitment to collaboration, cooperation and ethics: among trustees
and within the community with other people and organizations that serve a
common purpose.
Director Adams expressed her support for the meaningful discussions at committee meetings,
however she noted her frustration at the inability to add professional learning opportunities because of the
volume of meetings on the calendar. She noted the value of professional learning opportunities for the
Board and senior staff.
Trustee Scott noted that several Boards have work sessions on one or more topics that are non -
structured and facilitated by staff, trustees or others.
Trustee McKenzie noted that her platform and promise to constituencies is what is important to
her. She added that the Board has come a long way and is reflective in the decision making. In her
opinion, trustees receive a number of reports from staff that are too operational.
In response to a query from Trustee Shea regarding how operational concerns should be
addressed, Ms. Gouthro advised that focusing on operational issues is not operating in a generative role.
Trustee Shea expressed concern regarding displaying public support for the OCDSB if he does
not agree with the recommendations from senior staff.
Trustee McKenzie noted that this was discussed during a Board Governance Task Force meeting
and a number of trustees support the opportunity to bring operational issues forward.
Trustee Fitzgerald suggested regular non - structured meetings /workshops, to discuss items or
questions as a group.
In response to a query from Trustee Kavanagh regarding the clarification on the governance role
and whether it is private or public, Ms. Gouthro advised that it is public and could be part of the Board
agenda.
Trustee Kavanagh expressed the view that motions are the right of the trustees and where ideas
derive from.
Developing a Revised Committee Structure - 5 - 20 March 2012
Trustee Seward encouraged additional retreat style meetings as important opportunities to
develop relationships and enrich learning and ideas.
Speaking in support of additional professional learning opportunities, Director Adams suggested
that time be cleared in order for the learning opportunities not be in addition to trustees current
responsibilities and topics should be chosen that would tie into decisions that are coming forward,
however, not decision making.
Trustee Curry suggested the addition of a "blue -sky" discussion on the agenda.
Ms. Gouthro requested trustees brainstorm the following and provide feedback by 5 April 2012,
As a Board what decisions would you as a trustee see being undertaken under the following roles
(this may lead to how agendas would be structured):
Covering the Basics: The Board's Fiduciary Role,
Big Picture Thinking: The Board's Strategic Role, and
Continuous Improvement: The Board's Generative Role.
Ms. Gouthro noted the following as the Business of the Board:
• Set direction,
• Approve,
• Deliberate,
• Decide,
• Consult,
• Allocate, and
• Set Policy.
Ms. Gouthro noted the following Business not of the Board:
• Write:
• Administer:
• Describe how, and
• Do.
Trustee Seward noted that the Board makes important policy decisions that require monitoring.
She added that many of the calls and emails she receives relate to operations. She expressed the view that
trustees should ensure that the work is completed and ensure that staff is sensitive to the feedback
received.
In response to a query from Trustee Shea regarding whether trustees are facilitators or advocates,
Ms. Gouthro responded that in her opinion, a facilitator is an advocate.
Trustee FitzGerald expressed concern regarding trustees responsibility for policy and the
frustration when revisions are suggested and not completed. She added that trustees are often writing
policy.
Ms. Gouthro indicated that every policy should have a purpose, collective understanding and be
monitored.
Developing a Revised Committee Structure - 6 - 20 March 2012
Ms. Gouthro noted the following:
Role of Committees
• Helps the Board do its job, reinforces the wholeness of the Board's job. Never
interferes with delegation from the Board to the CEO,
• Assists by preparing policy alternatives and implications for Board deliberation,
• Not connected to operations,
• May not speak or act for the Board except when formally given such authority for
specific and time - limited purposes,
• No authority over staff,
• Should be used sparingly and ordinarily in Ad -Hoc capacity, and
• Unless specifically defined, has no authority to commit funds or resources on behalf
of the Board.
Trustee Seward indicated that the OCDSB's committees go beyond assisting to prepare policy
alternatives and implications for Board deliberation as they bring forward motions that are the decision of
the committee.
Ms. Gouthro advised that the critical role of a committee is to be a creature of a Board and should
not take away from the wholeness of the Board.
In response to a query from Trustee Blackburn regarding if the "Role of Committees" list applies
to an elected Board, Ms. Gouthro advised that it does.
Ms. Gouthro requested that trustees review all OCDSB committees and indicate, in their opinion,
whether the committees are a must have, should have, may /could have and should not have. She
requested that the assignment be complete by 5 April 2012.
In response to a query from Trustee Curry regarding whether they should indicate if a trustee
should sit on the committees or if they should exist, Ms. Gouthro advised trustees to consider how the
committee directly relates to OCDSB governance.
Executive Officer Giroux agreed to provide trustees with a copy of Ms. Gouthro's PowerPoint
presentation, updated list of OCDSB committees and a follow up regarding the assignments.
Director Adams thanked all trustees for attending.
The meeting adjourned at 9:47
Developing a Revised Committee Structure - 7 - 20 March 2012