Board of Directors Links

2. Insures the financial viability and stability of CVA, including reviewing and approving the annual budget and major contracts for facilities and bonds.

3. Determines, with input from the Executive Director and his or her staff, CVA’s broad long term goals and programs.

4. Approves or modifies the annual goals recommended to the Board by the CVA Accountability Committee.

5. Monitors the performance of CVA in achieving annual goals and in achieving the mission and vision of the school.

6. Clearly defines the separate roles and functions of the Board of Directors and the Executive Director and how they will be linked.

7. Hires and then monitors the work performance of the Executive Director.

8. Determines and then monitors the nature of communication with and involvement of CVA stakeholders.

9. Insures that the Executive Director and his or her staff meet all district, state, and federal legal and reporting requirements.

10. Monitors and improves the effectiveness and efficiency of the Board’s internal operations.

[top of page]

How does the CVA Board accomplish its work?

The Board has authority to do its work ONLY by official action of the whole Board.

Board members as individuals have no authority to act or speak for the Board.

The only exception to this rule is when the Board, by a specific motion or policy approved by the Board, gives an individual or committee the authority to act for the Board.

The CVA Board as a whole accomplishes its work in five ways:

1. Passing Motions: Board motions which are passed at a regular or special meeting become official actions of the Board. More information is available here.

2. Establishing Policy: Board motions to adopt or amend a policy passed at a regular or special meeting become official actions of the Board.

Official policies must be followed as if they were law. The Board and the Executive Director must act within the limits established by a Board policy until it is amended or revoked.

3. Establishing Bylaws: The original CVA bylaws were filed with the state when the school was formed. Revisions of the bylaws may be made and filed at any time by official action of the Board (by passing a motion at an official meeting).

The bylaws define the powers (authority) of the Board. They also establish the structure of the Board and the framework within which it will govern. More information is available here.

4. Approving the Job Description of the Executive Director: The Executive Director is the only position over which the Board has authority. All other staff positions are supervised by the Executive Director or his or her designee, not the Board. More information is available here.

5. Monitoring Performance: The Board monitors the performance of three things:

the school and its programs,
the Executive Director, and
the Board, Board committees, and Board consultants (if contracted to work directly for the Board).

More information is available here.

[top of page]

What is the difference between the CVA Board and other school boards, like the St. Vrain Public School Board?

CVA is a charter school. As such, it is both a public school and a business which must generate revenue by attracting clients. Colorado charter school law and rules recognize this and allow charter school boards to be more like the board of a business than district school boards (such as the Board of the St. Vrain Schools, which is used in the examples below). Some major differences are:

1. School Boards: Colorado charter school law allows CVA to define its board membership, eligibility, and methods of becoming a director differently from what Colorado law requires of school district like the St. Vrain Schools. Four major differences are:

How board members get on the board
- All St. Vrain Board members must be elected.
- CVA Bylaws provide for the election of some members and the appointment of others. The appointments may be made by the Board so that it has persons with special background or skills needed for the Board to accomplish its work. This is similar to what boards of businesses do.

How elections are conducted
- All legal voters residing in the St. Vrain district may vote for board members.
- Only parents of students enrolled in CVA may vote in an election.

Who may serve on the board
- In the St. Vrain Schools, any legal resident over 18 filing forms with the required signatures by the set date may be on the ballot.
- For CVA, any person living in Boulder or Weld counties may serve on the Board.

How a candidate gets on the ballot
- In the St. Vrain Schools, any person who may serve on the board will be placed on the ballot if he or she files the proper papers with the required number of signatures by the set date.
- At CVA, the Board determines its own election process, including when to hold the election and how a person gets on the ballot.

More information is available here.

2. Additional Funds and Raising Taxes: Colorado charter school law allows CVA the authority to act without voter approval in certain areas in which school districts like St. Vrain must hold an election. One significant area is in securing funds for facilities and operations:

The St. Vrain Schools must get voter approval through a referendum to raise taxes for additional funds for facilities or operations.
CVA may not raise taxes. However, the CVA Board may act on its own to secure bonds through a partner organization for facilities. No voter approval is needed.
CVA may receive additional revenue for operations from a St. Vrain School bond referendum if it is negotiated in CVA’s annual contract with the district.

3. Accountability: The St. Vrain Board is accountable to voters. The CVA Board is not:

CVA is not a member organization. Consequently, the CVA Board is not directly accountable to the voters in its elections.
CVA is accountable to the St. Vrain School District by its charter and annual contract.
CVA parents and other stakeholders’ rights for involvement and input are defined by CVA’s Bylaws, policies, Board actions, and the Executive Director and his or her staff.
The ultimate CVA parents’ accountability tool: as clients, they enroll by choice.
The ultimate accountability tool for St. Vrain voters: electing new board members or even recalling a board member.
Constitutional and federally defined rights apply equally to all schools, including CVA.

[top of page]

What is the organizational structure of CVA and how does the Board of Directors fit into the structure?

CVA Organizational Chart

Stakeholder: Any person with a stake in CVA’s success and operation. This includes parents, the St. Vrain School District, local city and county government boards and staff, local business owners, local civic organizations such as the Chamber of Commerce, boards and staff of cooperating charter schools in the area, and local citizens concerned about quality options in education. Students are often considered a special stakeholder, although they are dealt with separately in communication, involvement, and decision making processes.

[top of page]

How are Board of Director members elected?

The CVA Board of Directors consists of not less than five nor more than seven directors. Board members have either relevant business or academic experience that enables the Board to effectively oversee the operations of Carbon Valley Academy.

Any individual or other individual living or working within Boulder or Weld County, Colorado may declare their candidacy for the Board after completing the necessary paperwork (signed petition, application, and Candidate Statement).

A nominating committee may be established by the Board to oversee the election process and identify individuals that will be encouraged to seek election to the Board. The nominating committee is responsible for providing recommendations to the Board of Directors regarding the final slate of candidates.

A notice of election is mailed to the homes of students in attendance at CVA with information for voting. Ballots are tallied and winning nominees are sworn in as members of the CVA Board of Directors.

For more detailed explanation of the election process, click here. In the spring of 2010, two elected board positions will be filled using this election process.

[top of page]

When and how often does the Board of Directors meet?

The Board holds meetings at least once per month, usually on the third Monday of each month unless that day is a holiday in which case the meeting will be held on the fourth Monday of the month.

How are the Board of Directors meetings run?

In order to conduct fair and orderly meetings, the CVA Board uses Robert's Rules of Order.

What does a typical BOD meeting agenda look like?

Click here to view a typical meeting agenda.

How can I get an item on the BOD meeting agenda?

The Board of Directors meets monthly. The public is welcome to attend and address the Board on issues before the school during the public comments on non-agenda items part of the meeting. Alternatively, if you would like to have an item added to the agenda, please email us at least 1 week before the next meeting at wilsonb@cvamail.com. There is a selection process for requests that will be added to the agenda. If your request is denied, you may appeal the decision during the public comments on non-agenda items part of the BOD meeting.

[top of page]

If I have a concern, idea, or positive feedback for CVA, who should I talk to?

The general rule for whom to contact with a concern, idea, or feedback for CVA:

Contact the Executive Director or other CVA staff for anything in their area of responsibility; contact the board for anything in its area of responsibility.

How do you know what is in the Executive Director/staff’s domain of responsibility and what is in the Board’s domain of responsibility? View a graphic of the domains of responsibility here.

Staff Domain: The Executive Director and staff are responsible for:

Goals of CVA education and extracurricular programs;
Design of CVA education and extracurricular programs;
Objectives of the CVA curriculum and extracurricular programs;
Activities within CVA classrooms, buildings, grounds, and off-campus programs; and
Tasks performed by CVA staff, volunteers, and students.

Board Domain: The Board is responsible for:

Core values and beliefs endorsed by CVA;
Philosophy guiding CVA programs and approaches;
CVA vision and mission
CVA long term goals
CVA annual goals

Executive Director’s Unique Role: The Executive Director has the unique responsibilities to:

Link and align the implementation of programs by staff to the Board’s decisions, and
Inform the Board about the performance of CVA and of the staff’s implementation of programs as the Board makes decisions within the Board’s domain.

What response should I expect if I contact a board member with a concern, idea, or feedback?

If you contact a director of the CVA Board about something in the Board’s domain of responsibility, he or she should:

Listen to your concern, idea, or feedback;
Make sure you understand that they must bring concerns, ideas, or feedback to the whole board during an open meeting in order for it to be considered by the whole board. (The individual director has no authority to respond or act on his or her own.)
Inform you whether he or she will bring your concern, idea, or feedback to the Board as a whole.
Inform you how you may bring the concern, idea, or feedback to the Board as a whole yourself, if you care to do so.
THE BOARD MEMBER SHOULD NOT IN ANY WAY TRY TO TAKE CARE OF YOUR CONCERN, IDEA, OR FEEDBACK ON HIS OR HER OWN.

If you contact a director of the CVA Board about something in the Staff’s domain of responsibility, he or she should:

Listen to your concern, idea, or feedback.
Ask you whether or not you have shared this with the proper staff person.
If you don’t know who the proper staff person would be, he or she may offer to ask the Executive Director to get back to you regarding the appropriate staff person with whom you should share your concern, idea, or feedback.

Make sure you know the avenues for making known to the proper staff your concerns, ideas, or feedback (These include person-to-person conversations, email, making phone calls, serving on committees, responding to CVA website surveys, and participating in annual surveys and focus groups).

THE BOARD MEMBER SHOULD NOT IN ANY WAY TRY TO TAKE CARE OF YOUR CONCERN, IDEA, OR FEEDBACK ON HIS OR HER OWN.

What is a work session?

Work, or study, sessions, are more informal meetings or roundtable discussions that function to educate the Board, in depth, regarding particular issues. Work sessions are not run by the Robert's Rules of Order and no decisions are made. Work Sessions are open to the public.

[top of page]

Additional Information:

1. Motions may be specific to a one time event, such as approving the annual budget or approving the contract with the Executive Director. Motions may also be broad, such as approving a revision in the vision and mission of CVA.

2. The bylaws include such things as the:

Number, categories, and length of terms of directors of the Board,
Officers of the Board, their general duties and length of terms,
Broad framework for electing and appointing directors to the Board,
Reasons for which the Board may remove a director from the Board,
Authority to remove an officer from his or her office on the Board,
Types and frequency of Board meetings, and
Legal relationship between the Board, parents, and other stakeholders.

3. The Board defines the job of the Executive Director in two ways:

Establishing Governance Policies which define the parameters limiting the authority of the Executive Director in general areas of responsibility, and

Establishing a Position Description defining the Executive Director’s responsibilities, tasks, and accountability.

4. Depending on the area being monitored, the Board receives monitoring reports at Board meetings from:

the Executive Director and his or her staff,
independent consultants,
a Board committee, or
members of the Board.

After reviewing the monitoring report, the Board may take one of four actions regarding the subject being monitored:

Accept the report and its findings and/or recommendations,
Accept the report but delay action on its recommendations to allow further deliberation before acting,
Accept the report but modify or reject its recommendations, or
Reject the report and its recommendations (this is usually accompanied by a motion to have the Executive Director, consultant, committee, or Board members involved to do further work leading to different recommendations to be presented to the Board at a future meeting).

[top of page]

The official statement of CVA which expresses the values, philosophy, culture, communication, decision making, operation, and nature of the education experience for CVA students and their families, staff, and stakeholders.

The rules used by nearly all governing bodies for conducting meetings. The rules insure an orderly meeting, insure the right of the majority of members to make decisions, and protect the rights of the minority of members to be heard and be part of deliberations before a decision by the majority is made.

Board Internal Operations The role and responsibilities of the Board, expectations of directors, Board and joint committees, and the manner in which the Board will conduct its business.

The statement made by a director of the board to get an item “on the floor” to be considered by the board. The statement begins, “I move that…” with the item to be considered then named. Most motions need another director to say “I second the motion” in order for it to be considered by the whole board. This is to insure that no one board member brings up items the rest of the board does not want to consider.

The official statement adopted by the CVA Board identifying broadly the results to be achieved by the school. The mission guides all decisions made by the Board and all decisions and actions by the Executive Director and staff.

Work Session: A specific type of special meeting during which the board openly explores and develops possible approaches to one or more complex challenging area in which the Board must take action art a future meeting. No decisions are made in a work session. Work sessions are intended to increase the directors’ understanding of factors to be considered in making a good decision, and to develop the best plan of action for consideration at a future Board meeting.

The official gathering of a quorum of members of a governing body to deliberate and make decisions in its areas of responsibility, following an approved agenda. CVA’s bylaws and policies provide the framework which must be followed in announcing (calling), conducting, and recording the minutes of CVA Board meetings. The bylaws also establish the number of members needed to have a quorum necessary to hold a meeting

Open Meeting: A meeting which is open to the public. All CVA Board meetings with a quorum of members must be open meetings. An open meeting may go into Executive Session during which time the public may not view the deliberations.

Regular Meeting: An official board meeting set for the same day and time of each month for conducting the regular business involved in governing CVA. Presently, the CVA Board holds its regular meetings once a month, usually on the third Monday of every month except July

Special Meeting: An official board meeting called to handle special board business. The CVA Board holds several special meetings each year. These include planning retreats, meetings dedicated to special topics (such as facilities or long term goals), and emergency meetings for business that can’t wait until the next regular meeting. Special meetings must meet the requirements established in the bylaws and policies regarding the announcement of the meeting, having a quorum, and recording in minutes the actions of the decisions made during the meeting. Special meetings must be open meetings, although the Board may go into executive session the same as in a regular meeting.

A statement of results to be accomplished. The CVA Board sets two types of goals:

Annual Goals: Results to be accomplished in one school year.

Long Term Goals: Results to be accomplished in three or more years.

A statement of results to be accomplished. The CVA Board sets two types of goals:

Annual Goals: Results to be accomplished in one school year.

Long Term Goals: Results to be accomplished in three or more years.

The one administrator hired and supervised by the Board and responsible for the operation of CVA and its staff.

The official title of a member of the Board.

A group formed to assist the organization which authorized its formation in a defined and specific area of the organization’s overall responsibilities. The Board is still accountable for the work done by a committee it has formed. Committees may not replace the Board, have no authority to act for the Board, and must have its recommendations approved by the Board.

The CVA Board may form three types of committees:

Standing Committee A committee authorized in policy which “stands” in place, continuing its work for the Board until the policy is amended or revoked. Standing committees may be either board committees or joint committees. The CVA Board presently has three standing committees: Finance, School Accountability, and Nominating

Board Committee: A committee which reports to the Board and has been given its “charge” and authority by the Board. A standing committee may be a board committee. However, the board may also form board committees which are time limited, going out of existence when they finish their work.

Joint Committee: A committee which reports equally to the Board and to the Executive Director. Both the Board and the Executive Director give joint committees their “charge” and. A standing committee may be a board committee. However, the board and Executive Director may form joint committees which are time limited, going out of existence when they finish their work.

The CVA Board may form three types of committees:

The document submitted to the authorizing district (St. Vrain Schools for CVA) and State of Colorado outlining the philosophy, vision, mission, need for the school within the options already offered by the district, governance structure, founding board members, curriculum, grade levels served, academic emphasis and goals, staff, support systems, financial oversight and systems, parent communication and involvement, connections with the district and community, and other operational details which the proposed charter school is committed to follow. The authorizing district reviews the proposed charter and may: 1) ask for changes or clarifications, 2) approve the charter (for up to three years for the initial charter application), or 3) reject the charter. Once approved, the charter is used to evaluate the charter school’s success. CVA’s present charter was approved for 15 years before it must be renewed.

The official document filed with the state which defines the structure of an organization, its board, and the parameters in which it will operate. A charter school’s bylaws must be filed and approved before it may officially begin operations. Bylaws may be amended by the board and these amendments must be filed with the state.

Authorizing District: The school district which approves the application of a prospective charter school. In Colorado, the authorizing district may be either the home district within which the prospective charter school is located or a district which borders the home district. CVA’s authorizing district is the St. Vrain Schools.

The list of items to be considered in a meeting and the order in which they will be considered. The agenda must be approved by a majority vote of the board before it becomes the official agenda for a meeting. The agenda may be modified by a vote of the board.