09 November 2016, 5:30PM – 1160 N 645 West, Washington, Utah
|Agenda Item||Presenter||Questions to answer||Time|
|Review/Revise Policies||Chair||Lottery Policy
Board Job Description
|Board Meeting Call to Order||Chair||6:30|
|Read Vision and Mission Statement||Chair|
|Approve Minutes from Previous Meeting||Secretary|
||Business Manager||How do actual expenses compare to the school’s budget?||7:00|
||Chair||Are the reviewed policies clear and do they align with the DMA’s Mission and Vision?
Do we want to formalize the seating arrangements for board meetings?
| Closed Session
|Adjourn||Chair||What did you like about this meeting, what did you dislike, what needs to be changed for the next meeting?||7:30|
Board Approved 18 Mar 2014
Admission to Dixie Montessori Academy will be in accordance with the admission procedures approved by the Utah State Board of Education. Accordingly, admission at DMA is not limited based upon ethnicity, national origin, religion, gender, income level, disabling condition, proficiency in the English language or athletic ability. There is no tuition or fees charged for attending DMA except those allowed by law.
Enrollment preference to DMA is granted in the following order:
- First preference is given to students who have previously attended DMA.
- Second preference is given to siblings of pupils already enrolled in DMA.
- Third Preference is given to children of DMA teachers, staff members and members of the Founding and Working Board of Directors not included above (not to exceed 5% of the student population).
If the number of applications received by the application deadline exceeds the capacity of a grade level, class, or building, students will be selected for the available slots through a lottery, except those with preference allowed by law and outlined above. Once all classes have been filled, remaining names will be placed on the waiting list in the order drawn. If an accepted student decides not to attend DMA or leaves the school, their position will be offered to the next student on the waiting list for that grade level. Students with the above outlined preferences will be moved to the front of the wait list and accepted as there is room available.
After each application deadline, students for any remaining slots will be accepted in order of their lottery position. Applications received after a scheduled lottery drawing will be held and included in successive lottery drawings for that school year. If an opening in the school occurs while classes are in session and no students remain from the most recent lottery, a notice for applications and an enrollment time period will be announced and applicants will be enrolled on the same basis as outlined above.
The main lottery will be held in mid-February and will be widely publicized. The results will be made available at the school and online within 24 hours of the lottery. Lottery positions are only valid for the specified school year.
Board Job Descriptions
Board Approved 18 Mar 2014
Specific job outputs of the Board as an informed agent of the ownership are only those that ensure appropriate organizational performance.
- Provide the authoritative linkage between the ownership and the operational organization.
- Provide written governing policies that realistically address the broadest levels of all organizational decisions and situations.
- Ends: The organizational impacts, benefits, outcomes, recipients, beneficiaries, impacted groups; and their relative worth in cost or priority.
- Executive authority that establish the prudent and ethical boundaries within which all executive activity and decisions must take place.
- Governance Process: Specification of how the Board conceives, carries out, and monitors its own policies.
- Board-Management Delegation: How power is delegated and its proper use monitored; the Director’s role, authority, and accountability.
- Provide assurance of successful organizational performance on Ends and Executive Authority
- To accomplish it job outputs with a governance style consistent with Board policies, the Board will follow an annual agenda that:
- Completes a re-exploration of Ends policies, and
- Continually improves Board performance through Board education and enriched input and deliberation.
- The yearly cycle will conclude each year on the last day of February so that administrative planning and budgeting can be based on accomplishing a one-year segment of the Board’s most recent statement of long-term Ends.
- The Board will complete its annual agenda before the last day of February and the yearly cycle will start March 1. At a minimum, the annual agenda will identify the following:
- Gaining input from all stakeholder groups annually.
- Governance education and education related to the ends determination (presentation by futurists, demographers, advocacy groups, staff, and so on) will be arranged in the annual agenda, to be held during the balance of the year.
- Board recruitment meetings that may include Policy Governance trainings twice annually to identify potential Board Members.
- Set a specific date for strategic planning by the Board
- Nomination and ratification of new Board members.
- Nomination and ratification of the Chair, Vice Chair, Treasurer and Secretary.
- Director remuneration will be decided during the month of May based on the monitoring reports received during the current year.
- To accomplish its job outputs with a governance style consistent with Board policies, the Board will follow a Board Meeting agenda.
- Board members may recommend or request an item for Board discussion by submitting the item to the Chair no later than 5 calendar days prior to the Board meeting.
- Examine Ends policies.
- Examine and monitor Board performance.
- Contains time for Board trainings.
- Attend to consent agenda items as expeditiously as possible.
- Director monitoring from report received since the previous meeting.
- Plan for direct inspection monitoring or arrangements for third party monitoring when necessary.
- Provide opportunity for public input
- Provide public notice of meetings consistent with the requirements of The Open Meetings Act
Board Chair’s Role
The Board Chair, a specifically empowered member of the Board, ensures the integrity of the Board’s policies, and secondarily, occasionally represents the Board to outside parties.
- The assigned result of the Chair’s job is that the Board behaves consistently with its own rules and those legitimately imposed upon it from outside the organization.
- Meeting discussion content will consist solely of issues that clearly belong to the Board to decide or to monitor according to Board policy.
- Information that is neither for monitoring performance nor for Board decisions will be avoided or minimized and always noted as such.
- Deliberation will be fair, open, and thorough but also timely, orderly, and kept to the point.
- The authority of the Chair consists in making decisions that fall within topics covered by Board policies on governance processes and Board-Management Delegation, with the exception of employment or termination of the Director and areas where the Board specifically delegates portions of this authority to others. The chair is authorized to use any reasonable interpretation of the provisions in these policies.
- The Chair is empowered to chair Board meetings with all the commonly accepted powers of that position, such as ruling and recognizing.
- The Chair has no authority to make decisions about policies created by the Board within Ends and Executive Limitations policy areas. Therefore, the Chair has no authority to supervise or direct the Director.
- The Chair may represent the Board to outside parties in announcing Board-stated positions and in stating Chair decisions and interpretations within the area delegated to that role.
- The Chair may delegate this authority but remains accountable for its use.
- Nomination and ratification of the Chair will be done yearly.
Board Secretary’s Role
The Board secretary is an officer of the Board whose purpose is to ensure the integrity of the Board’s documents with the exception of areas where the Board specifically delegates portions of this authority to others.
- The assigned result of the secretary’s job is to see to it that all Board documents and filings are accurate and timely.
- Policies will be current in their reflection of Board decisions.
- Policies will rigorously follow Policy Governance principles.
- Bylaw elements necessary for legal compliance and for consistency with the principles of Policy Governance will be known to the Board.
- Requirements for format, brevity, and accuracy of Board minutes will be known to the secretary.
- The authority of the secretary is access to and control over Board documents.
- The secretary may delegate its authority but remains accountable for its use.
- Nomination and ratification of the secretary will be done yearly.