Council/Board Administration Relations and Functions Mike M. Lekic, Ph.D. General Conference Education Department.

Council/Board AdministrationRelations and Functions

Mike M. Lekic, Ph.D.

General Conference Education Department

Governance - Leadership

To lead means to go, travel, or guide. It implies movement, a venture into unexplored territory with unfamiliar destinations. A leader influences the direction and actions of a group of people – Strategy/Vision.

“Where there is no vision, the people perish…” (Prov. 29:18).

Governance - Leadership The main duties of the governing board/council of an

educational institution can be summarized as follows: 1. To refine, clarify, and define the mission of the

school. 2. To select and appoint the principal/president and his

or her associates in administration. 3. To provide guidance, counsel, and support to the

principal/president. 4. To approve policies for the operation of the

institution. 5. To approve institutional long-range plans and their

timely implementation. 6. To approve or discontinue educational programs, as

recommended by the administration.

Governance - Leadership 7. To select, upon recommendation of the administration,

new faculty and support staff. 8. To ensure the financial solvency of the institution,

approving and monitoring its budget. 9. To protect and enhance the good name of the institution. 10. To interpret for the school administration the needs and

expectations of the constituency. 11. To serve as the court of final appeal in institutional

matters. 12. To regularly assess its own performance.

(Humberto Rasi – Former GC Education Director)

Governance - Leadership

Best-practices research and the literature agree that successful boards/councils perform several critical roles: (1) they must establish vision, (2) find resources to support that vision, (3) value accountability as they assess progress toward their vision, and (4) be a credible advocate for the schools they serve.

Administration - ManagementThe root of the word “manage” is a

word meaning “hand.” As James Kouzes points out, managing is about “handling” crises, maintaining order, keeping things organized and in control. By handling activities or things, one brings things about; he or she is in charge of or responsible for the completion of an activity.

Administration - ManagementSchool boards/councils expect tasks

completed on time and on budget. These are manage ment tasks. Constituents expect predict ability and order. But they also expect the president and board to establish direction and to align people with the vision of the school. These are leadership tasks. Leaders motivate, inspire, and energize people.

Governance and Administration

In many countries, governance is confused with administration.

Many people who are invited to join a school/college/university board/council have firm conviction that their primary responsibility is to administer.

Board Member Orientation

It is extremely important for all board members to receive adequate orientation (education), regarding the role of the trustee.

When members of a governing board are unclear about their responsibilities, their functions, the built up frustration can cause them to loose interest and commitment to the task.

Purpose of Boards/Councils

So. What is the purpose of the governing board of an Adventist school/college/university?

Is it to manage the institution or to affirm the management decisions of the administration?

Purpose of Boards/CouncilsBoards can effectively serve three

major functions: (1) policy making and enforcement; (2) oversight of school/college/university operations; and (3) cheerleading for the institution.

Policy is nothing more than a statement of intentions about the major operating goals of the institution ranging from building projects to spiritual life.

Purpose of Boards/Councils

One such goal might be to operate within a balanced budget.

A wise principal, college/university president/vice chancellor/rector will do his or her best to function within the policies set by the board.

Purpose of Boards/Councils

An effective school/college/university board or council is knowledgeable about the institution’s operations to ensure that board decisions are being implemented and that the policies are accomplishing their intended purpose.

Purpose of Boards/Councils

The board/council should be proud of the school/college/university and the mission it carries out on behalf of the church. Individual board members should speak out publicly in support of the school (cheerlead) and should help recruit students. If they do not feel comfortable in this role, they will probably not be effective members of the board.

The Administration’s Role A successful principal, vice

chancellor/president or administration develops positive relationship with the board and its individual members by keeping them informed about school operations—and more specifically, how board policies are being implemented. The principal also plays a leadership role by recommending possible policy changes to the board.

The Administration’s Role

The principal/president/vice chancellor/ rector has two major functions in relation to the board/council.

First, to manage the school well within the policies of the board. When a school is poorly managed, the board and its individual members are tempted to involve themselves in its daily operations.

The Administration’s RoleSecond, the principal, president, vice

chancellor, rector also has a leadership role with the board. He or she should not only provide the information needed for the board to carry out its oversight function, but also inform the board about the effectiveness of its policies. This means proposing new policy or modifications to existing policies if they are not working well.

Governance and Administration

Dealing with the school/college/university board is a major function of the school/college/university administration, but how to do so effectively is seldom taught in education courses. The research related to the effectiveness of boards, as well as administrators’ methods of dealing with them is also limited.

Effective Boards/Councils

In sum, the following four roles are generally accepted as essential for effective boards/councils

Establish a vision (mission)

Establish and maintain an organizational

structure that supports the vision. Assess progress and ensure accountability to the

constituency. Be an advocate for students and Adventist

education.

Board/Council Member Mission

Board members are entrusted with the mission and the delivery of Adventist Education. They must be guardians, dreamers, salesmen, recruiters, encouragers, marketers, innovators, and Christian professionals.

Boards/Councils Should Avoid Extremes

The boards/councils should avoid the extremes of appearing too strong and thus becoming a watchdog, or being too weak, and thus becoming irrelevant.

Successful Boards/Councils

Best practices, research, and the literature agree that successful boards perform several critical roles: They must establish a vision, find resources to support that vision, value accountability as they assess progress toward their vision, and be a credible advocate for the school they serve.

Effective Leader

An effective leader needs vision, the ability to motivate people, empathy, the willingness to listen, a strong moral compass, the ability to collaborate to achieve shared goals, and the determination to earn the respect of the team.

Board/Council Service Not Always Easy

Board/Conmcil Service can be both frustrating and rewarding.

Frustrating for the long, unpaid hours searching for solutions.

Rewarding Because Of---

The satisfaction of watching students grow.

Rejoicing in their achievements.

Satisfaction knowing that you have been a part of making it happen.

Keys for a Successful Meeting

Start on time End on time Move through the agenda efficiently Be a good listener Don’t criticize the speaker - disagree with

ideas.

Remember that “the walls have ears”

Discussion Question

Whenever there is discussion on a motion,

two or three individuals dominate the

conversation. What should the chair do? Review parliamentary procedures with the entire

board

Talk with them privately to ask for their cooperation

Become more assertive

Possibly, all of the above

Discussion Question

You have had executive sessions the last two board meetings. Three days after each meeting someone not on the board has called you to talk about something discussed during the session. The information they volunteer is accurate.

What should you do??

What To Do? To the caller:

Listen, but don’t say anything. Do not verify or deny the information.

Inform the caller that the information in executive session is confidential, therefore, he/she should not know about the matter and you are not free to discuss it with him/her.

To the board/council:

Handle the matter privately if possible. Otherwise, discuss the breach of ethical principle in board meeting.

Board members should be reminded that they could be personally liable for revealing confidential information outside the board room.

Discussion Question

Which of the following leadership styles

would you like to be exhibited in

board/council meetings?

Authoritarian Style

Leader dominates the discussion Gives orders as if the boss Makes many personal remarks Often tells the board what they ought to do

Democratic Style

Encourages discussion from all of the members

Suggests alternatives to consider Encourages consensus within the group Moves the group toward a final decision

Laissez Faire Style

Minimal participation with others often “taking over” the meeting

No suggestions for alternatives Usually does not use parliamentary

procedures

Which Style is Desirable?

Authoritarian

Democratic

Laissez Faire

Suggestions for Conflict Avoidance

School/College/UniversityBoard/Council meetings have the potential for being places where people often disagree. To help yours go smoothly, the following suggestions by Attorney-Mediator Peter S. Chantilly's might be helpful.

Conflict Avoidance

Learn to disagree without being disagreeable. It’s alright to be assertive, but not aggressive, abusive, or abrasive.

When someone says something with which you disagree, try not to be judgmental.

Conflict Avoidance (continued)

Be kind and courteous to everyone. Remember that civility is a sign of strength,

not weakness. Speak in normal tones (people tune out

loud, angry voices.)

Conflict Avoidance (continued)

Your attitude is more important than your aptitude.

Mutual Respect is the key to avoiding conflict.

Give the other person a chance to be heard without interrupting.

…….and lastly

“The Shortest Distance Between Two People is a ---SMILE!

Our Standard

“ ‘Something better’ is the watchword of education, the law of all true living.”

“Lead them (the students) to behold the One altogether lovely.’’

• Education, pages 296, 297