Saginaw Valley State University

School/University Partnerships

Presents

Board Member Training Workshop

Board of Directors

Legally constituted

Public entity Appointed vs.

elected Relationship

with SVSU

Types of Meeting

Annual Organizational Meeting

Regular Scheduled Meeting Special Meeting Emergency Meeting

Organizational Meeting (see Tab 1)

Call to order Roll call Nominate temporary chairperson Administer Oath/Acceptance of Office

(see Tab 2) Election of officers Resolution indicating the Board will

comply with all laws, rules, and regulations (see Tab 3)

Organizational Meeting Resolution setting date, time, and place of

regular board meetings and the location of official posting for meeting notices

Resolution designating depositories for various funds and authorized signature(s) for various funds and accounts

Resolution to bond Board Treasurer and others as designated by the Board

Organizational Meeting Resolution appointing legal

counsel Resolution appointing auditors Resolution appointing

designated (AHERA) contact Resolution to adopt school

calendar for ensuing year

Organizational Meeting Resolution designating

Freedom of Information Act (FOIA) contact; Sexual Harassment contact; Title VI, Title IX, and Section 504 contact

Adjournment

Record minutes Prepare minutes (8

days) Send approved minutes

to SVSU (each meeting) Approved minutes

available to public within five (5) days

After A Meeting

Regular Scheduled Meeting

Procedures Set time and place (done at annual

meeting) Agenda (sent to board members at least

5 days in advance) (see Tab 4) Rules of order in board policy Quorum Voting method (roll call) Minutes (see Tab 5) Public participation

Regular Scheduled Meeting

Conditions for Closed Session* Dismissal, suspension, discipline, or complaint against

board member or employee Dismissal, suspension, discipline of a student Strategy session for negotiations Purchase/lease of property Consultation with legal counsel in connection with

litigation Review application for employment Consider material exempt from disclosure by another law

* Separate notes will be taken in closed sessions. No votes may be taken during closed sessions.

Attorney General OpinionWhere a committee or subcommittee . . . is empowered to act on the matters in such a fashion as to deprive the full body of the opportunity to vote on the matter, the committee’s decision is an exercise of governmental authority which effectuates public policy and the committee proceedings are therefore subject to the OMA. (Open Meetings Act – see Tab 6, Attorney General Opinion – see Tab 7)

Special Meeting Purpose 24 hour notice Called by the

president of the board or per Bylaws or board policy

If notified by mail, a 72 hour notice is required

Notice Requirements/Special Meetings (see Tab 8)

Board Notice Public Notice Board Notice Affidavit Public Notice Affidavit

Emergency Meeting Conditions

Threat to health, safety, or welfare

Two-thirds of members must agree

Action cannot wait No notice

necessary

Public Comments in Meetings

How to handle public comments at a board meeting

Make sure board policy is followed

Response before investigation could be dangerous

Community Responsibility

Legislative Body

Legal Powers

The Importance of Budgeting

Aid to management Responsibility for

budgeting Legislation concerning

budgeting

Budget Preparation Process (see Tab 9)

Basic considerations

Budget formulation

Execution

Responsibility for execution Duties of school officials Control techniques

Purchasing Designee Budget system Bids Based on board

policy and state law

Insurance Coverage (see Tab 10)

General Liability Automotive Liability Errors & Omissions Employee Dishonesty Employee Crime Workers’ Compensation

Financial Documentation(see Tab 11)

General Fund Cash Forecast Statement School Service Fund Student Activity Fund

Fiscal Year Actual ThruJul Aug Sep Oct Nov Dec

Beginning BalanceEstimated Receipts: Collection of Taxes Collection of State Aid Collection of Other Grants Proceeds from Loans and Interest Other Revenue and ReceiptsTotal Available FundsLess Estimated Disbursement: Salaries and Benefits Services, Supplies, and Materials Repayment of Debt Other DisbursementsESTIMATED ENDING BALANCE

(Academy)Cash Forecast Statement

Interim Statement General Fund

Equal Opportunity Employment Education Non-

discrimination

(see Board Policies)

Sexual Harassment/Intimidation

Shall maintain a working environment free from discriminatory insult, intimidation, or harassment due to sex

Incidents must be reported and investigated

Employees found guilty shall receive progressive discipline

(see Board Policies)

Tobacco-Free Environment

No one shall smoke or use tobacco products on school property, at school events, or while using school equipment or facilities

Exceptions after 6:00 p.m.(see Board Policies)

Principle I (see Tab 12)

The ethic of responsibility is to elicit trust.

Principle II (see Tab 12)

Commitment to the educational mission, purposes, and goals.

Principle III (see Tab 12)

Commitment to be responsible - Members of the board must be committed to be responsible in order to cause the best possible decisions to be made.

Principle IV (see Tab 12)

Commitment to a profession - Board members must be committed to improving the status and conditions of mankind by serving others.

Board Roles (see Tab 13)

Legislative or policymaking Educational planning and appraisal Staffing and appraisal Financial resources School facilities Communication with public

5 Essentials for an Effective Management Team (see Tab 13)

An atmosphere of trust and understanding exists between the board and director.

The director supports the management team concept.

The board’s expectations are clearly communicated to the director.

The director’s expectations are clearly communicated to the board.

The management team has special planning sessions, besides regular monthly meetings.

Board Policy (see Tab 14)

Why have written policies? Must have minimal policies to

ensure administrative and staff direction

Policies must be in place prior to SVSU contract signing

What Is Policy? (see Tab 14)

Dictionary Definition “A definite course of action or method of

action to guide and determine present and future decisions . . .”

A Guide to Action State of purpose or goal Express what the board desires to achieve

or wants to see happen Provide a rationale and framework for

specific requirements

The Board’s Role Concerning Policies (see Tab 14)

The most effective means available to a Board of Education in exercising leadership for better schools is development of policy that expresses the Board’s goals and desires for school improvement

Employee Handbook Must have minimal employee

policies and procedures to assist staff

Handbook must be in place prior to SVSU contract signing

(SVSU Requirement)

Student Handbook Must have minimal student

policies and procedures to assist in the direction of students

Handbook must be in place prior to SVSU contract signing

(SVSU Requirement)

Destructive Team Strategies

Conflict in School Governance

(see Tab 15)

Productive Team Strategies

Harmony in School Governance

(see Tab 15)