Policy Title: 2.8. Communication & Support to the Board
MONITORING REPORT
This is my report on your Executive Limitation policy Communication and Support to the Board, presented in accordance with your monitoring schedule. I certify that the information in this report is true.
Brent Kay
Superintendent
August 6, 2010
This report will monitor the policy starting with its more detailed provisions and ending with the general provision.
The Superintendent shall not cause or allow the board to be uninformed or unsupported in its work.
Further, without limiting the scope of the foregoing by this enumeration, the Superintendent shall not
Provision # 1 : Neglect to submit monitoring data required by the board (see policy 3.4 on monitoring Superintendent performance) in a timely, accurate, and understandable fashion, directly addressing the provisions of board policies being monitored.
Superintendent Interpretation: I interpret this to mean the superintendent shall remit all monitoring reports on time with reasonable allowance for emergencies and unforeseen circumstances. Furthermore, all data, information, and Board materials will be presented in a manner acceptable to the Board.
Evidence: All monitoring reports have been submitted on time as established during agenda planning meetings and the Board’s annual plan.
I report compliance.
Provision # 2 : Allow the board to be unaware of any actual or anticipated noncompliance with any Ends or Executive limitations policy, regardless of the board’s monitoring schedule.
Superintendent Interpretation: I interpret this to mean the superintendent’s monitoring reports must truthfully and accurately inform the Board to any condition of current non-compliance or condition of non-compliance considered likely in the future, and should include a plan for improvement toward compliance within a reasonable time frame.
Evidence: All 2009/2010 monitoring reports showed compliance or non-compliance. To date, Policies 2.0, 2.1, 2.2, 2.4, 2.5, and 2.6 have been reported on. All were reported in compliance with the exception of the facilities management area of Policy 2.6. With regards to the facilities management area of Policy 2.6, the district has a detailed remedial plan in place and is waiting for the Vermont Legislature to remove its moratorium on capital improvement projects.
I report compliance
Provision # 3 : Neglect to submit unbiased decision information required periodically by the board or let the board be unaware of relevant trends.
Superintendent Interpretation: I interpret this to mean the superintendent shall periodically provide information, data, and evidence of trends necessary for the Board to make informed decisions with regards to OSSU ENDS and Executive Limitations policies, and areas of important incidental information.
Evidence: The superintendent reports to the Board based on its schedule for ENDS and Executive Limitation policies that are adjusted as needed at monthly agenda planning meetings. In addition, the superintendent and principals provide detailed monthly reports informing Boards of the general operations of the district. Finally, the superintendent communicates via email and telephone to Board members as needed.
I report compliance
Provision # 4 : Let the board be unaware of any significant incidental information it requires, including anticipated media coverage, threatened or pending lawsuits, and material internal and external changes.
Superintendent Interpretation: I interpret “incidental information” to mean information in regards to ENDS, Executive Limitations, or the general operations of the district that enhances the Board’s ability to complete its work efficiently and effectively without “surprises” to all possible extent.
Evidence: The superintendent’s routine communications (monthly reports, emails, telephone calls, unscheduled updates to Monitoring reports such as Maintenance developments or staff developments, etc.) and monitoring reports to the Board are designed to meet the “no surprise” standard.
I report compliance
Provision # 5 : Let the board be unaware if, in the Superintendent's opinion, the board is not in compliance with its own policies on Governance Process and Board-Management Delegation, particularly in the case of board behavior that is detrimental to the work relationship between the board and the Superintendent.
Superintendent Interpretation: I interpret this to mean the superintendent has the responsibility to bring matters to the Board’s attention of any Board behavior that is out of compliance with Board policies. The superintendent shall manage Board non-compliance in the same manner in which complaints are brought to staff and remedied, when and if possible, with the individual Board member(s) to which it applied. If a matter is of the entire Board, it shall be brought to the attention of the entire Board.
Evidence: There was one example of non-compliance in the area of Board objectivity/confidentiality in the past year. The superintendent and Board member met and took the necessary action to preserve the integrity of the Board.
I report compliance
Provision # 6 : Present information in unnecessarily complex or lengthy form or in a form that fails to differentiate among information of three types: monitoring, decision preparation, and incidental.
Superintendent Interpretation: I interpret this to mean the superintendent shall remit all written and verbal reports/information in a manner delineating whether it is monitoring, decision/preparation, or incidental in nature. Moreover, reports/information will be concise and clear.
Evidence: Superintendent monitoring reports are concise and to the point. To date, the superintendent has received no Board complaints regarding the reports/information it has received.
I report compliance
Provision # 7 : Allow the board to be deprived of a workable mechanism for official board, officer, or committee communications.
Superintendent Interpretation: I interpret this to mean the superintendent shall provide the Board access to resources (technology, personnel etc.) to facilitate effective and efficient communications as it carries out its work.
Evidence: The Board currently uses email, websites, and computer-based resources to facilitate its communication at Board meetings, and with the superintendent, community, staff, and students. In addition, the Board has access to the superintendent, central office staff, and administrative cabinet to assist the coordination of its work and communications.
I report compliance
Provision # 8 : Deal with the board in a way that favors or privileges certain board members over others except when responding to officers or committees duly charged by the board.
Superintendent Interpretation: I interpret this to mean the superintendent will communicate and interact with individual Board members in the same manner as the Board as a whole. As such, directives or instructions from one Board member will not be treated as a directive from the Board as a whole. Individual directives and instructions will be redirected to the Board for consideration.
Evidence: Board materials and information are provided and distributed to all Board members at the same time. Board files are maintained in the central office which contain correspondence, monitoring reports, and incidental reports. Information is provided to Board members electronically when requested.
I report compliance.
Provision # 9 : Allow the board to do its work without the necessary items on its consent agenda. Necessary items are those decisions delegated to the Superintendent yet required by law, regulation or contract to be board-approves, along with applicable monitoring information.
Superintendent Interpretation: I interpret this to mean the superintendent shall advise and include consent agenda items that fulfill the Board’s legal, contractual, and regulatory responsibilities. Furthermore, the superintendent shall provide the necessary support documents in advance to allow the Board to approve the consent agenda with minimal discussion.
Evidence: All Board legal, contractual, and regulatory responsibilities are routinely placed on the Consent Agenda for Board action. Sufficient support documents are provided in advance to prepare the Board for action.
I report compliance.
Provision # 10 : Allow the boards to be unaware of common concerns, needs, or issues and opportunities to collaborate.
Superintendent Interpretation: I interpret this to mean the superintendent shall advise the Board when common concerns, needs, issues, and opportunities to collaborate arise.
Evidence: The OSSU has a strong history of openly discussing and managing common concerns, needs, issues, and opportunities to collaborate. Brookfield, Braintree, and Randolph currently collaborate in the areas of technology, food services, maintenance, transportation, collective bargaining, and finance. Its most recent support to consolidate maintenance, K through 12, exemplifies this fact.
I report compliance.
Provision # 11 : Allow the board to be uninformed of all gifts accepted with an estimated value of more than $500.
Superintendent Interpretation: I interpret this to mean the superintendent will advise the Board of all accepted gifts of more than $500 in value.
Evidence: During the past fiscal year, two gifts were received by the RTCC Public Safety Program (a police cruiser and fire truck). The appropriate Boards (RUHS and RTCC) were advised of these gifts both verbally and in writing.
I report compliance.
Provision # 12 : Allow the board to be unsupported and uninformed in its role as a quasi-judicial hearing body.
Superintendent Interpretation: I interpret this to mean the superintendent shall ensure the Board maintains its objectivity when working as a quasi-judicial body. Moreover, the superintendent will support the Board in preparations for quasi-judicial hearings.
Evidence: During the past school year, one Board has held a quasi-judicial hearing. Upon review of the evidence, policies, and procedures, the Board expressed no concerns with the support it received by the superintendent nor its preparedness for the hearing itself.
I report compliance.
Policy Wording: The Superintendent shall not cause or allow the board to be uninformed or unsupported in its work.
Superintendent Interpretation: I interpret compliance with the overall policy to mean that all twelve policy provisions are in compliance.
Evidence: All provisions are in compliance.