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Board of Governors Training for Youth Polytechnics

Date post: 28-Nov-2014
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The presentation spells out the roles of the chair and the polytechnic manager. It provokes the members of the board to reflect on their roles, how they have been working, and how they can improve their performance. It is a good training for all youth polytechnic boards as it addresses a common challenge in youth polytechnics.
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BOARD OF GOVERNORS TRAINING FOR YOUTH POLYTECHNICS IN KENYA CHARLES K MALOBA -LEADERSHIP INTERNATIONAL LEADERSHIP INTERNATIONAL
Transcript
Page 1: Board of Governors Training for Youth Polytechnics

BOARD OF GOVERNORS

TRAINING FOR YOUTH

POLYTECHNICS IN KENYA

CHARLES K MALOBA -LEADERSHIP INTERNATIONAL

LEADERSHIP INTERNATIONAL

Page 2: Board of Governors Training for Youth Polytechnics

Board Functions/ Meetings

LEADERSHIP INTERNATIONAL

Objectives:

At the end of the session, participants should be

able to:

To understand the importance of meetings

To understand the role of the chair and the

manager in running YPs

To have a framework of running effective

meetings for YP boards

Page 3: Board of Governors Training for Youth Polytechnics

Introduction

LEADERSHIP INTERNATIONAL

• Boards carry out their role mainly through

meetings

• It is therefore important that meetings are

effective, regular and consistent

• Each person on the board must understand their

role and be ready to carry it out well

• Meetings must be well organized and allow for

full participation of members

Page 4: Board of Governors Training for Youth Polytechnics

The Role of Meetings

LEADERSHIP INTERNATIONAL

• The BoG is able to plan ahead

• The BoG members are reminded of what is important for the YP.

• The BoG documents and keeps track of the matters affecting the YP.

• The BoG is able to track the commitment of its members.

• The members get to learn from each other

• The members get an opportunity to ‘team.’

• An opportunity to resolve conflicts within the team

Page 5: Board of Governors Training for Youth Polytechnics

BOARD MEETINGS AND FREQUENCY

LEADERSHIP INTERNATIONAL

• The board should meet regularly, at least once a

quarter, if not more frequently as circumstances

require.

• The use of impromptu meetings emphasizes the

desirability of flexible and proactive board

activity.

However, board meetings should be ‘event –

driven’ rather than ‘calendar-driven.’

Page 6: Board of Governors Training for Youth Polytechnics

BOARD MEETINGS AND RELEVANT

INFORMATION

LEADERSHIP INTERNATIONAL

To ensure adequate contribution at board meetings, members should have all the relevant information and have had time to apply their minds to it. There should be efficient and timely methods for informing and briefing board members prior to meetings.

This will be the responsibility of the secretary.

Each board member has a responsibility ‘to be satisfied that, objectively, they have been furnished with all the material facts before making a decision.’

Page 7: Board of Governors Training for Youth Polytechnics

Guidelines for meetings

LEADERSHIP INTERNATIONAL

• A notice should be sent out giving adequate time for all

members to attend.

• The notice should include the agenda, venue, time and

date.

• The minutes of the last meeting should be sent in

advance, preferably with the notice

Page 8: Board of Governors Training for Youth Polytechnics

THE MEETING

LEADERSHIP INTERNATIONAL

• Note attendance:

• Those present

• Those in attendance

• Those absent with apologies

• Read the agenda for the day

• Confirm minutes of previous meeting

• Go through matters arising from the previous minutes

• It is recommended that there should be standing agenda items that should appear in all meetings

• Responsibilities and action points must be SMART

• The date for the next meeting must be given at the end of the meeting

Page 9: Board of Governors Training for Youth Polytechnics

STANDING AGENDA ITEMS

LEADERSHIP INTERNATIONAL

• IN YOUR VIEW WHAT AGENDA ITEMS

SHOULD APPEAR IN ALL BOARD

MEETINGS?

• HOW LONG SHOULD MEETINGS TAKE?

WHY?

• HOW OFTEN SHOULD MEETINGS BE

HELD?

Page 10: Board of Governors Training for Youth Polytechnics

ROCKS VIDEO

LEADERSHIP INTERNATIONAL

• What was the video about?

• Give examples of when this happens when the board is

doing its work?

• From the video, what do we learn about our work?

Page 11: Board of Governors Training for Youth Polytechnics

DISCUSSION

LEADERSHIP INTERNATIONAL

Give examples of information that board

members should have before meetings

What would happen if members do not have

sufficient information?

What happens when some members of the

board have information which others do not

have?

Page 12: Board of Governors Training for Youth Polytechnics

NATURE OF INFORMATION

LEADERSHIP INTERNATIONAL

The information which the Board receives should

include:

Relevant financial information

Non-financial information

The board should go beyond assessing purely

financial and quantitative performance. It should

look at other qualitative performance factors that

involve broader stakeholder interests

Page 13: Board of Governors Training for Youth Polytechnics

ROLE OF CHAIRPERSON

LEADERSHIP INTERNATIONAL

The Chairperson should be independent and non-executive.

The main role of chairperson is to provide leadership for the board.

The role should not be one of dominating the board, but rather of seeking to achieve maximum participation from board members, so that it can function as effectively as possible.

Page 14: Board of Governors Training for Youth Polytechnics

SPECIFIC FUNCTIONS OF CHAIR

LEADERSHIP INTERNATIONAL

The chairperson performs the following specific functions:

Call for meetings

Ensure active participation of all members

Sign the minutes

Ensure adequate succession plan exists

Ensuring new members are properly inducted and oriented

Page 15: Board of Governors Training for Youth Polytechnics

CHAIRPERSON

LEADERSHIP INTERNATIONAL

Lead in monitoring and evaluating the board’s performance

Establishing an annual work plan for the board against agreed objectives and goals (in conjunction with the manager).

Playing an active role in setting the agenda for board meetings;

Page 16: Board of Governors Training for Youth Polytechnics

CHAIRPERSON

LEADERSHIP INTERNATIONAL

Act as the main informal link between the board

and management (particularly the manager)

Maintaining relations with the YPs owners and

stakeholders;

Taking a lead in removing under-performing or

unsuitable board members.

The chairperson therefore carries responsibility

should anything go amiss.

Page 17: Board of Governors Training for Youth Polytechnics

THE MANAGER

LEADERSHIP INTERNATIONAL

The manager is the Executive Officer of the

institution

The important functions the manager will fulfill

include:

Development of long-term strategy and vision for the

institution;

Development of annual business plans and budgets in

support of the long-term strategy.

Page 18: Board of Governors Training for Youth Polytechnics

THE MANAGER

LEADERSHIP INTERNATIONAL

Ensuring that the day-to-day business affairs

are properly monitored and managed;

Ensuring continuous improvement in the quality

and value of the YP’s products and services and

maintenance of its competitive position;

Ensuring an effective management team

Page 19: Board of Governors Training for Youth Polytechnics

THE MANAGER

LEADERSHIP INTERNATIONAL

Formulation and overseeing the implementation of major YP policies;

Acting as chief spokesperson and representative for the YP;

Fostering An organisational culture which promotes ethical practices and individual integrity, and fulfills a social responsibility objective.

Page 20: Board of Governors Training for Youth Polytechnics

BOARD APPRAISAL

LEADERSHIP INTERNATIONAL

It is recommended that:

The board should appraise the performance of its chairperson annually. The procedure should be built into the operating procedures for the board.

In corporate situations the performance of the manager should be appraised, either by the chairperson or by a subcommittee appointed by the board.

In YPs, the ministry does the appraisal

Page 21: Board of Governors Training for Youth Polytechnics

APPRAISAL

LEADERSHIP INTERNATIONAL

• An annual review process is

clearly an integral element of the

operations of the board of

governors.

• How can the appraisal be done in

your YPs?

Page 22: Board of Governors Training for Youth Polytechnics

DISCUSSION GROUPS

LEADERSHIP INTERNATIONAL

The systems our board should establish to ensure

proper meetings are…

• I would like our board meetings to include more/less…

• Our board meetings are most satisfying when…

• Our board meetings are frustrating and unproductive

when…

• In order to align to our unique vision and mission,

subcommittee reports to the board should include…

• I feel our YP would benefit from a subcommittee

structure that…


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