May 31, 2007 Draft Board Retreat Minutes

MONTGOMERY COUNTY BOARD OF EDUCATION RETREAT

On January 18, 2007, the Board of Education directed the Communications and Public Engagement Committee to review Board meeting processes and issues that need to be addressed and make recommendations to the Board. The Board of Education of Montgomery County met at the Carver Educational Services Center, Rockville, Maryland, on May 31, 2007, at 9:00 a.m. Present:

Ms. Nancy Navarro, President in the Chair Mr. Steve Abrams Mr. Christopher Barclay Ms. Shirley Brandman Ms. Sharon Cox Dr. Judith Docca Ms. Sarah Horvitz Mrs. Patricia O’Neill Dr. Jerry Weast, Secretary/Treasurer

Absent:

None

Other staff members present were: Roland Ikheloa, Suzann King, Glenda Rose, Joe Lavorgna, Brian Porter, and Aggie Alvez. What follows is a summary of the discussions and recommendations that members of the committee made at its May 14, 2007, meeting regarding the above resolution. The committee’s deliberations are presented in the order of the retreat’s agenda. The decisions of the Board are denoted in blue/bold. REVIEW OF BOARD BUSINESS PROCESSES AND MEETINGS Time, format, and content of Board meetings Committee Discussion: There was a consensus by the committee that the Board needed to restructure its Board meetings in order to make the meetings more efficient and provide more time for substantive in-depth discussions before taking appropriate action. The committee discussed creating more time for in-depth BOE discussions by limiting the number of discussion topics at regular Board meetings. The committee proposed creating worksessions throughout the year devoted to key issues. The following options for achieving these objectives are laid out for the full Board’s deliberation and action. •

Should the Board start evening meetings earlier?

It was decided that the evening meeting will start one hour earlier beginning in September (closed session at 5:30 p.m., open session at 6:00 p.m., and adjournment no later than 9:30 p.m.). •

Should worksessions be added to the existing calendar or should the Board convert all or some evening meetings? Strategic plans will be included with the budget worksessions in January. The agenda will include a substantial block of time for in-depth discussion on items this fulfill the board’s role, such as policy, strategic planning, accountability.

•

Should capacity be created for Board mini-retreats in the calendar every year By motion, the Board agreed to schedule/calendar several mini-retreats every year.

Adding structure to Board ceremonies—sticking with a presentation plan Committee Discussion: The committee expressed a desire to streamline the length of presentations of the Board’s recognitions and ceremonies and the discussion centered on creating a presentation plan that: • • • •

Sets a maximum number of ceremonies per meeting. Provides for not more than 2 speakers presenting at the table—one staff to present an overview and one community representative to speak (e.g., 3 minutes each) after the superintendent or Board president has introduced item. Allows time for the Board president or one Board member to speak on behalf of the Board. Allows for a photo opportunity if necessary. The Board decided to take proclamations to the event, and they will not recognize them at the Board table. Also, the recognitions for “months” will be in the form of a proclamation or resolution that will be read and voted on by the Board. If there is a photo opportunity, it will be done before or after the meeting. The Communications and Public Engagement Committee will review using a grid and make recommendations on the broad categories of recognitions. All changes to the format of Board meetings will be communicated to the public. The operating budget worksessions will be aligned with the strategic plan with discussions on both. Agenda setting will use 10 hours a month to guide decision making on items and the time allotted.

Board Retreat

Page 3

May 31, 2007

All changes will begin in September. Board member comments Committee Discussion: Committee members expressed interest in the amount of time devoted to Board/Superintendent Comments. There was some discussion as to the desirability of placing it at the end of every Board meeting, rather than immediately after Public Comments: Should this be moved to the end of the business meeting? Should Board members be timed to a 2-minute limit? After a lengthy discussion, the Board agreed that the placement of the comments should not be changed, and there should be no time limits. However, the members agreed that they should be mindful of the time and self-limit comments. Public comments Committee Discussion: The committee noted that different jurisdictions around the state structure their Public Comments section differently. Some restrict the comments to only items on the meeting’s agenda; some, like MCPS, allow comments on any topic; and some do a mix of both. The Board would need to decide whether to: Allow comments on any items as is current practice? Restrict public comments to only items on the day’s agenda? Do a mix of both? After a great deal of discussion and suggestions, the Board agreed to use the following format: At 3:00 p.m., the first 10 slots will be filled on a first come, first served basis and will relate to items on the agenda (only six slots will be on the same subject). At 3:45 p.m., the last five slots will be filled on a first come, first served basis and will be open comments not related to the agenda. Board papers: Defining expectations for format and content Committee Discussion: The committee appreciated improvements that have been made to the Board paper presentations over the years, including the executive summaries; however, there was consensus that the Board papers could be restructured to provide more information to the Board in a more user-friendly manner and allow for easier decision making on the part of the Board. • The committee expressed interest in a format for Board papers structured with the following pieces: executive summary; issues; alignment with the

Board Retreat

Page 4

May 31, 2007

strategic plan; recommended option; if appropriate, other options considered (including pros and cons); and legal implications of option(s). •

The committee expressed interest in receiving the Board packets sooner than the Wednesday before the Board meetings.

To be addressed in a future retreat. TOWN HALL MEETING CONCEPT—Structuring the Board’s Meetings with the Community to Get More Community Participation Committee Discussion: The committee’s deliberations on this issue were consistent with views previously expressed by individual Board members and at prior retreats. The intent is to broaden community access to the Board at different geographic locations and to provide an opportunity for community members to speak to the Board on a variety of topics in a less structured environment. The following points address the issues raised at the meeting and also reflect ideas from individual Board members outside of the committee meeting: • Should the town hall meeting(s) be in addition to or in lieu of the Strategic Planning Forums? • Should we make town hall meetings a permanent part of the Board’s annual calendar? • Should the Board offer the public an open, unstructured “town hall” component at the beginning of other community meetings, like PTA cluster meetings? • Should the Board consider changes to cluster meetings to include more community participation? For instance, instead of 4–5 cluster meetings a year, the Board could have six multi-cluster meetings—one for each community superintendent’s area. • To be addressed in a future retreat. BOARD STAFFING UPDATE Mr. Ikheloa will provide more details on the filling of the Staff Assistant position. The following items were placed in the parking lot for future retreats: 1. Committees 2. Board papers 3. “Town hall” meetings 4. Board staffing