Rockville, Maryland

October 6, 2008

The Board of Education of Montgomery County met in retreat at the Carver Educational
Services Center, Rockville, Maryland, on Monday, October 6, 2008, at 9:00 a.m.

Present: Ms. Shirley Brandman, Vice President

in the Chair
Mr. Christopher Barclay
Ms. Sharon W. Cox
Dr. Judith Docca
Mrs. Patricia O=Neill
Ms. Quratul-Ann Malik, Student Board Member
Dr. Jerry Weast, Secretary/Treasurer

Absent: Mr. Steve Abrams

Ms. Nancy Navarro, President

Others attending the retreat: Mr. Larry Bowers, Dr. Frieda Lacey, Dr. Stacey Scott, Mr. Brian
Edwards, Mr. Roland Ikheloa, Ms. Suzann King, Ms. Laura Steinberg, Mrs. Glenda Rose
(recorder), and Mr. Moore (reporter).

The Board met to:

T Identify best practices for managing committee work

T Establish protocols and processes for ensuring a proper alignment of
committee assignments and work plans with the work of the Board and the
strategic plan
T Outline appropriate structures and staff resources for the efficient operation of
committee meetings
T Establish processes for creating and adopting a committee=s annual work plan

T Establish guidelines for dates, times, and frequencies of committee meetings

Re: Best Practices for Creating Alignment with the

Board=s Work and Strategic Plan

The facilitator, Dr. Stacy Scott, associate superintendent for shared accountability, led the
Board in discussions to answer the following questions:

What is the proper relationship between the full Board and the committees?

The purpose of a Board committee is to vet material, focus and refine documents, set the
direction of the material coming to the Board, and make recommendations. However, a
committee does not make decisions on behalf of the Board.
The committees and Board relations are determined by work plan, review of critical issues,
subject charged by the Board, flexibility in keeping with the strategic plan, with the full Board
retaining the power to make decisions.

How do the strategic plan and the Board=s priorities help create the work plan? Are the items
in the work plans properly Board work and what is the connection to the work of the full
Board?

There is a need to ensure the committee=s direction is related to the strategic plan. At the
present time, there is variation in how a typical committee connects its work plan, and
sometimes it seems that committees get busy with issues of questionable value, and politics
(individual priorities) can get in the way. Also, chairs may assume the role without
perspective and unclear mandates, especially new chairs who have varying experience and
skill.

How are the work plan items determined and what is the full Board=s role in determining
committee work plans?

There needs to be a clear alignment and connection between the strategic plan and
committee agendas. Committees also should avoid conflicts of interest (who chairs a
committee and for how long). There is a need to clarify the Board=s purpose in setting policy,
adopting budgets, and approving the curriculum.

Re: Best Practices for Committee Meetings

The current practice produces variation between committees depending on the chair. The
desired process would depend on the full board=s work plan that should drive committee
agendas. In response to the strategic plan, the Board needs to ask “what is the necessary
work of the Board for the year”.

Establishing the timing of meetings, as well as defining priorities, outcomes, parameters,

roles, and responsibilities of committee chairs

It was determined that the agenda setting group (made up of the Board officers, the
superintendent, and appropriate Board and MCPS staff) would set the direction for the
coming year by responding to system issues and setting immediate and long-term goals.
They need to focus on immediate top priorities and how to accomplish the work of the
strategic plan for the coming year.

Establishing expectations for the work of the committees

In designing committee work (use for a work plan/agenda), the committee needs to answer
the following questions:

How does your agenda respond to current/long-term needs?

Board Minutes -3- October 6, 2008

Are items included on your agenda truly Board work? How is this reflected in the
strategic plan/priorities?
What is the scope and capacity for the work in question?
What are you asking the Board to do as a committee?
What will you ask staff to do to support/recommend decisions?
What does staff need from the committee?
What is the timeline and work, including seasonal priorities?
How does your schedule of meetings serve your agenda/work plan?
What is the nature of the reporting that is sought?

Establishing expectations for communicating the work of the committee to the full Board and
the community

Committees will report to the full Board and/or make recommendations, such as fiscal
resolutions or policy adoption.

Establishing expectations for staff support of committees

Board members expressed concern about the use of staff and the amount of staff support
needed for each committee meeting. They also agreed that expectations should be
discussed with staff so that the Board and committees communicate clear definitions and
needs.

Re: Followups and Timelines

1. By December the agenda setting group begins analysis of agenda and relation to
strategic plan.

2. Starting in July, dialogue on FY10 strategic plan, committees will begin to develop a
template for review of agendas which can support seasonal needs and building
legislative agenda.

The meeting was adjourned at 12:00 p.m.

PRESIDENT

SECRETARY

JDW:gr