by Jack McKay
Attending meetings is a normal part of being school board member, but your initial impression of the quality of the meeting is observing the chair’s ability to conduct the meeting effectively.
The chair’ ability to balance the duties to lead the meeting while at the same time being an advocate for his or her position on issues is a fine line of diplomacy. It is the art of being an “Good” chair.
What does the chair do? Here is an essential list that defines the role of the school board chair:
- Assisting the superintendent in planning the board’s agendas;
- Representing the district and the board at official functions;
- Being responsible for the orderly conduct of all board meetings;
- Calling special meetings when required;
- Appointing all committees and serving as an ex-officio member of those committees, unless otherwise ordered by the board;
- Keeping the vice-chair informed on all pertinent matters in case the chair is absent;
- Acting as a resource to the superintendent on decisions that may require further information between board meetings;
- Signing the minutes and other official documents that require the signature of the chair;
- Assuming other duties authorized by the board. (1)
The typical policy statement about the school board chair’s responsibility would be:
- Presides at meetings of the board, signs papers and documents as required by law or as authorized by action of the board,
- Conducts meetings in the manner prescribed by the board’s policies,
- Has the full right to participate in all aspects of board action without relinquishing the chair, including the right to vote on all matters,
- Manage the board’s deliberation so that it will be clear, concise, and directed to the issue at hand,
- Summarize discussion and action before moving on to the next agenda item.
- Manage the meeting so that the agenda is followed expeditiously,
- Official recipient of correspondence directed to the board and will provide to other board members and the superintendent, copies of the correspondence received on behalf of the board.
- Consult with the superintendent on issues such as board meeting agenda, study session, and board retreat planning before presentation to the full board and perform tasks to facilitate board meetings.
- Serve as the spokesperson of the board.
- avoid speculating upon actions or decisions which the board may take. (2)
The subtleties of being a both school board member and chair seem to be easy to establish and reach an agreement. However, the chair of a school board is also a duly elected representative, therefore how does the chair perform the two roles?
You could say, “what’s the big deal about the difference between the board chair and the members?” The board chair is certainly a member of the board and can and should speak on the issue. But, being chair and being a member are two distinct roles. Therein lies the complexity of leadership as the board chair.
Most research on the topic tells us that a good chairperson will lead the other board members by keeping them on the topic and facilitate the process in making good decisions (1). What is the role of the chair in contributing to that decision, while at the same time facilitate the decision-making process?
Some see the chair’s role as a pure facilitator of the decision-making process and neutral, while others may see it as a position of influence and power. Both are ends of a continuum of the chair’s role. The chair’s role is a bit more complex and strategic. Patricia Wood, Consultant for the State School Directors’ Association, explains that
“The priority of the board chair is to make the school board successful as an operational team. Sometimes, a board member may want a louder voice and covet the position of the chair because they think it will give them a platform. Advice would that if the chair is doing a good job as chair, they give up their voice a little. Since the point is to run a productive and effective meeting while fostering a team, they show restraint and defer their voice at the expense of making the board successful. They shouldn’t be quiet, but not the loudest voice. A board chair’s real power lies in the agenda-setting.”
So, to avoid the duality and possible conflict of the role of school board chair and member, the following are suggested the “4 Rs” of the chair:
- Respecting and encouraging the input of the other members over their own as the chair.
- Resolving the issues is a higher priority than expressing an opinion, as the chair.
- Refereeing and facilitator of the impartial process is the higher priority as the chair
- Restraining opinions while facilitating the process of decision-making is a greater responsibility as the chair.
According to Robert’s Rules of Order, “The chairman sometimes calls a member to the chair and takes part in the debate. This should rarely be done. Nothing can justify it in a case where much feeling is shown and there is a liability to difficulty in preserving order. If the chairman has even the appearance of being a partisan, he loses much of his ability to control those who are on the opposite side of the question. There is nothing to justify the unfortunate habit some chairmen have of constantly speaking on questions before the assembly, even interrupting the member who has the floor. One who expects to take an active part in the debate should never accept the chair, or at least should not resume the chair, after having made his speech, until after the pending question is settled. The presiding officer of a large assembly should never be chosen for any reason except his ability to preside.” (2)
References:
- The Role of the School Board Chair on the Oregon School Boards Association website. http://www.osba.org/Resources/Article/Board_Operations/Board_Chair.aspx
- Board Officers and Duties of Board Members – The CHAIR (model policy) https://www.csd49.org/userfiles/74/my%20files/1220%20board%20officers%20and%20duties%20of%20board%20members.pdf?id=2819
- What is the Role of the Board Chair? In Board Effects. https://www.boardeffect.com/blog/role-of-the-board-chair/
- The Chairman or President in Robert’s Rules of Order Revised, Fourth Edition, Section 58. http://www.rulesonline.com/rror-10.htm