Review Agenda Item

Meeting Date:

5/2/2024 - 6:30 PM

Category:

Old Business & Action Items

Type:

Info

Subject:

Ad Hoc School Board Advisory Support Committee Recommendations

ACPS 2025 Strategic Plan Goal:

Goal 1: Systemic Alignment

ACPS will build a culture of continuous improvement and design equitable systems for school and instructional improvement.

Goal 2: Instructional Excellence

ACPS will ensure that all students have access to and engagement with high-quality instruction.

Goal 3: Student Accessibility and Support

ACPS will ensure students have equitable access to and engagement with programs and supports that reduce barriers to learning.

Goal 4: Strategic Resource Allocation

ACPS will strategically provide differentiated resources and supports to schools and departments.

Goal 5: Family and Community Engagement

ACPS will ensure that all families and community members feel welcomed, respected, and valued.

Policy:

BCE - School Board Committees

Funding Source or Fiscal Impact (where applicable)

File Attachment:

240502_Memo_Ad Hoc SB Advisory Support Committee Update.pdf

240502_Presentation_Committee Report_v2.pdf

240502_Annual Calendar.pdf

240502_Annual Report Template.pdf

240502_Application Process RACI.pdf

240502_Application Process.pdf

240502_BCE - School Board Committees.pdf

240502_BCF - Advisory Committees to the School Board.pdf

240502_BCF-R - Regulations of Advisory Committees to the School Board.pdf

240502_BCF-R2 - Regulations of Electronic Participation in Advisory Committees to the School Board.pdf

240502_BCFB - Bylaws for School Board Advisory Committees.pdf

240502_BCFC- Roles of the Staff and Board Liaisons to Advisory Committees.pdf

Agenda Item Summary:

In March 2021, the Ad Hoc School Board Advisory Support Committee (“Ad Hoc Committee”) was formed to evaluate and strengthen the relationship between the School Board and its advisory committees. The Ad Hoc Committee reconvened last spring to continue its work reviewing the policies governing the Board’s advisory committees. The purpose of this memo is to provide an update to the Board on the committee’s work and proposed direction.

Through the review of advisory committee policies and structures, the Ad Hoc Committee discovered the need to review internal Board governance structures to support effectiveness and efficiency. The committee engaged in reflection and analysis of current Board functioning and reviewed best practices for Boards. The committee also conducted listening sessions with the current Board Advisory Committee Chairs, developed draft documents, and adjusted the drafts. As a result, the Ad Hoc Committee would like to recommend the following:

● Reorganize the policies around key functions:
○ Board committees (Policy BCE)
○ Advisory committees (Policy BCF)

● Establish a standard procedure around advisory committee recommendations, including an annual calendar

● Refine the process for advisory committee members appointments, including a RACI matrix

● Create a Board Manual

● Expand the concept of the Policy Subcommittee to other core Board functions:
○ Budget
○ Strategy
○ Board Operations

Background:

The School Board appoints parents, students, staff, and community members to its advisory committees to provide stakeholder input and expertise on school division policies and operations. The Board currently has six advisory committees: Athletic Hall of Fame, Budget Advisory Committee, Career and Technical Education, Talented and Gifted, School Health Advisory Board, and the Special Education Advisory Committee. Each advisory committee meets throughout the school year and provides a Scope of Work and Annual Report.

The School Board established the Ad Hoc School Board Advisory Support Committee in 2021 in an effort to assess the processes, goals and support required by its advisory committees to keep them functioning and thriving. The Ad Hoc Committee presented its recommendations to the School Board on December 16, 2021, which included a proposal to reconstitute the Ad Hoc Committee in 2022 to review the policies governing Board advisory committees. On February 10, 2022 the Board appointed Abdel-Rahman Elnoubi, Michelle Rief and Ashley Simpson Baird to the Ad Hoc Committee.

Recommendation:

The Ad Hoc School Board Advisory Support Committee recommends that the School Board review this update and share any feedback with Ad Hoc Committee members.

Approvals:

Recommended By:
Signed By:
	Final-Clerk of the Board - Proxy