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Category: Board/Superintendent Connection (BSC200 – BSC299)

Published on
  • Effective: 9/25/2012
  • Revision: 2/21/2017

The Business Administrator is appointed by the Board of Education per Utah Code 53A-3-302 and 53A-3-303 respectively. All duties and responsibilities are enumerated therein.

  1. In addition to the duties and responsibilities outlined in Utah Code, he/she shall be responsible for the following items:
    1. Presenting a balanced budget and maintaining the budget as directed by the Board.
    2. Maintaining a five percent (5%) General Fund reserve as allowed by Utah Code.
    3. Striving for an unqualified Audit Report with minimal management letter issues.
    4. Maintaining an Accounting Manual outlining school and District financial operations, procedures, and requirements.
    5. Executing purchases and contracts on behalf of the District and the Board of Education.
    6. Ensuring District compliance with the Utah Money Management Act.
    7. Representing the Board of Education and Superintendent as necessary and appropriate.
  2. Monitoring of the Business Administrator shall be done by items listed in section A.
  3. Evaluation of the Business Administrator’s performance will be accomplished as follows:
    1. Each December the Board will conduct a formal summative evaluation of the Business Administrator. The summative evaluation will be based upon data collected during the previous school year from monitoring Board policies on Ends and Executive Limitations. A written evaluation document will be prepared by the Board and will be reviewed by the Board and the Business Administrator at an open meeting.
    2. The evaluation instrument for the Business Administrator will consist of:
      1. The monitoring report data developed by the Business Administrator in section A. and submitted to the Board under the schedule included in Board policy BSC204 Monitoring Superintendent Performance.
      2. A summary of the monitoring report ratings for the current evaluation cycle, prepared by the leadership of the Board
  4. In an effort to resolve concerns and safeguard the reputation of the Business Administrator and the Board, should any difference of opinion arise between the Business Administrator and a member of the Board, the following steps will be applied before either of those parties make his or her difference of opinion a matter of public discussion.
    1. The Business Administrator and Board member agree to meet privately and commit to keeping efforts positive and constructive.
    2. The Business Administrator and Board member will provide sufficient time adequate to remedy any concern that is presented in the initial meeting.
    3. If either party does not feel that the concern has been addressed sufficiently the concern shall be brought to the attention of the Board of Education in closed session or study session, as allowed by the Utah Open and Public Meeting Act.
    4. If discussion with the entire Board of Education is not deemed to have resolved the issue by either the Business Administrator or a majority of the Board present, either party is allowed to request further exploration of the issue through continued discussion of the issue, requesting private recommendations from disinterested third parties, or creation of a committee selected by the Board.

The Business Administrator or any Board member has the right to invoke B/SC 205 section D. in closed session or study session and request that the Board instruct the affected parties to follow the steps as outlined.

  1. The Business Administrator and the Board president will sign and date the completed Business Administrator’s summative evaluation following the performance evaluation meeting.

Published on
  • Effective:    9/25/2012
  • Revision:    4/23/19

While the Superintendent is the Board’s primary link to operational achievement and conduct the Board also recognizes the value of teamwork and seeks to work in harmony with District personnel.

Accordingly:

  1. The Board will acknowledge that all authority and accountability of staff is derived from the authority and accountability of the Superintendent.
  2. An individual Board member may communicate with, but will not make extensive/excessive requests of staff.  As a courtesy, Board members shall make the Superintendent aware of requests.
  3. The Board will not evaluate, either formally or informally, any staff other than the Superintendent and Business Administrator.
  4. The Board will recognize the relationship between Superintendent performance and organizational performance. Organizational accomplishments of Board-stated Ends and adherence to other Board policies will be viewed as indicators of successful Superintendent performance.

Published on
  • Effective: 9/25/2012

Only official actions of the Board are binding on the Superintendent.

Accordingly:

      1. Decisions or instructions of individual Board members, officers, or committees are not binding on the Superintendent, except in rare instances when the Board has specifically authorized such exercise of authority.
      2. In the case of the Board members or committees requesting information or assistance without Board authority, the Superintendent shall obtain Board approval when such requests, in the Superintendent’s opinion, require a material amount of staff time or funds to fulfill.

Published on
  • Effective: 9/25/2012
  • Revision: 4/23/19

The Board will instruct the Superintendent through written policies that prescribe the organizational Ends to be achieved and describe organizational situations and actions to be avoided, allowing the Superintendent to use any reasonable interpretation of these policies.

Accordingly:

  1. The Board will develop policies instructing the Superintendent to achieve certain results for certain recipients at a specified cost. These policies will be developed systematically from the broadest, most general level to more defined levels, and will be called Ends policies.
  2. The Board will develop policies which limit the latitude the Superintendent may exercise in choosing the organizational means. These policies will be developed systematically from the broadest, most general level to more defined levels, and they will be called Executive Limitations policies.
  3. As long as the Superintendent uses any reasonable interpretation of the Board’s Ends and Executive Limitations policies, and specific action or instruction of the Board, the Superintendent is authorized to establish all further policies and procedures, make all decisions, take all actions, establish all practices, and/or develop all activities.
  4. The Board may change its Ends and Executive Limitations policies, thereby shifting the boundary between Board and Superintendent domains. By doing so, the Board changes the latitude of choice given to the Superintendent. However, as long as any particular Ends or Executive Limitations policies are in place, the Board will respect and support the Superintendent’s choices.
  5. The Superintendent will author policies to direct the operation of the District through staff and public input and the Board retains final approval.

Published on
  • Effective: 9/25/2012
  • Revision: 7/30/2019

Continuous monitoring of Superintendent job performance will ensure organizational accomplishment of Board policies on Ends, and organizational operation within the boundaries established in Board policies on Executive Limitations. The purpose of the monitoring is not to criticize or find fault with the Superintendent, but rather to facilitate the success of the Superintendent in accomplishing the Board’s goals.  A Board’s highest responsibility is to complete the evaluation and is the key role as a Board member.

Accordingly, monitoring will be accomplished as follows:

  1. After the conclusion of the school year and prior to the beginning of the following school year, the Superintendent will present to the Board a self-evaluation. This is an informal self-evaluation.
  2. In November/December, the Superintendent will present Executive Limitations and Ends policy interpretations and data showing compliance to each Ends policy.
  3. Each Board member will complete the Superintendent Monitoring Tool (see Appendix Superintendent’s Performance Monitoring Tool). This formative written evaluation document will include areas of strength/commendation as well as areas targeted for improvement/growth.
  4. The Board will meet in closed session to discuss each Board member’s evaluation of the Superintendent. The summative evaluation will be based upon data collected during the previous school year from monitoring Board policies on Ends and Executive Limitations.
  5. The President of the Board will prepare an evaluation summary and present it to the Board for approval.
  6. The Board President will present the approved evaluation summary to the Superintendent.
  7. The Superintendent will be given an opportunity to respond to the Board’s evaluation summary.
  8. The Board will publish a summary of the Superintendent’s compliance to the public. The formal summative evaluation will be included on the Board’s business meeting agenda as part of the open meeting.
  9. The Superintendent and the Board President will sign and date the completed formal summative evaluation following the meeting. (See Appendix Superintendent’s Performance Monitoring Tool)
  10. Any changes to Ends and Executive limitations by which the Superintendent’s performance will be judged for the upcoming year must have been completed by April in accordance with policy GP108, section B.
  11. In an effort to resolve concerns and safeguard the reputation of the Superintendent and the Board, should any difference of opinion arise between the Superintendent and a member of the Board, the following steps will be applied before either of those parties make his or her difference of opinion a matter of public discussion.
    1. The Superintendent and Board member agree to meet privately and commit to keeping efforts positive and constructive.
    2. The Superintendent and Board member will provide sufficient time adequate to remedy any concern that is presented in the initial meeting.
    3. If either party does not feel that the concern has been addressed sufficiently the concern shall be brought to the attention of the Board of Education in closed session or study session, as allowed by the Utah Open and Public Meeting Act.
    4. If discussion with the entire Board of Education is not deemed to have resolved the issue by either the Superintendent or a majority of the Board present, either party is allowed to request further exploration of the issue through continued discussion of the issue, requesting private recommendations from disinterested third parties, or creation of a committee selected by the Board.
    5. The Superintendent or any Board member has the right to invoke B/SC 204 section K. in closed session or study session and request that the Board instruct the affected parties to follow the steps as outlined.

Revision history:  4/23/13, 6/10/14, 3/31/15, 2/21/17