JCAA Decision Making Policy and Process

Statement of Policy:

The JCAA Board of Directors is the official governing and decision making body of the Jefferson County Administrators Association (JCAA). JCAA's mission is:

The mission statement, bylaws and current JCAA policies and procedures shape all decision making and Association actions, whether taken by the Board of Directors or persons representing JCAA.

Board decisions include:

• voting and/or consensus items dealing with general operations or points of order,
• acting on issues, and
• taking positions on issues.

The Board may decide not to act or take a position on an issue, but instead to communicate information and/or remain neutral on an issue.

Members representing JCAA on committees and other JCAA representatives make decisions on behalf of the membership outside the realm of the Board of Directors.

Communication is a key component throughout the decision making process, ensuring that the membership and all stakeholders are kept accurately informed about the process and results of JCAA decisions and actions.

JCAA members are leaders in the Jefferson County School District who, by nature of their position, support the District’s strategic plan and the Board of Education. Therefore, every effort is made to ensure that JCAA decision making complies with District policies.

Since JCAA operates as a professional association and is a separate entity from the District, JCAA essentially serves as a checks and balances arm of the District. In the event the JCAA Board determines that the District's direction is not in line with the JCAA mission statement or is not in the best interest of our members, the JCAA Board will take action to positively influence the District's direction.

The JCAA Board of Directors, executive director, and committee representatives are accountable to members. We support administrator members through representation, networking, and professional growth and we support non-administrator members through networking and professional growth. JCAA communicates actions and results through the email News Briefs, Board Mnutes, and through reports from area representatives to their constituents.

General Decision Making Process Steps:

1. Issue Awareness: Issues are raised by members voicing interest, questions, or concerns to representatives on the Board of Directors and through Fall and Spring Issues Forums.
2. Filter Questions: Before making any types of decisions, the Board will consider the decision by asking the decision making filter criteria questions.
3. Making a Decision: The Board or designated group will make a decision based on the filter criteria and any recommendations from stakeholders. The decision may involve general operations, points of order, taking action, taking a position on an issue, or simply communicating information and/or alternatives.
4. Decision Implementation or Action: After a decision is reached, the Board will design an implementation plan or adopt recommendations for acting on the decision and keeping members and stakeholders informed.
5. Assessment and Follow Up: After a decision has been implemented, the Board will follow up by assessing the decision and the implementation and considering changes that would improve the decision or implementation. In order to maintain accountability to our members, the results of the decision and implementation / action will be communicated to the membership and other stakeholders.

General Decision Making Filter Criteria:

The following filter questions should be considered prior to making all decisions:

1. What decision is being made?
2. What type of decision is being made? (general operations, issue related, committee work)
3. Does this fit with the JCAA mission and strategic plan?
4. Is this in compliance with the JCAA bylaws and current policies and procedures?
5. Is this in compliance with the District’s strategic plan, Board policies, and cabinet decisions?
6. What is the expected goal/purpose/concern/outcome?
7. Who will be impacted by this decision and who are the stakeholders?
8. What are the resource implications, both human and financial?
9. What is the time frame?
10. What information should be gathered?
11. What group(s) or individual(s) should make the decision?
12. How will the results of the decision be communicated?

Decisions fall into three broad categories - General Operations and Points of Order, Issues Related, and Committee Work.

Decisions about General Operations and Points of Order involve normal operations and points of order which are not contentious or issue related. These decisions can be made by the Board of Directors or JCAA officers. Committee representatives can make recommendations.

Issues Related decisions arise where action may need to be taken on an issue or where the Board decides whether or not to take a position on an issue. These decisions can only be made by a vote of the Board of Directors. The Board can choose support the issue, oppose the issue, remain neutral, table the decision to act, to communicate information to the membership but take no position, or to gather more information.

Committee Work decisions are made during the work of a District or JCAA committee. These decisions can be made by the JCAA committee representative on behalf of JCAA. Committee representatives are expected to follow the JCAA Decision Making Policy in general and specifically as written under the "Decision Making Guidelines for JCAA Committee Representatives." (see below)

Process for General Operations and Points of Order Decision Making:

Follow general decision making guidelines with the following considerations:

1. Decide when an official vote is necessary or when a decision can be reached by consensus. A filter criteria question for deciding when to vote and when to take consensus is: Is the issue a matter of conscience or a matter of choice? In the matter of conscience, when people feel strongly about an issue or the issue deals with personal values, a vote should occur. If it is a matter of choice, consensus is appropriate.

1. Vote: Voting is conducted using Roberts Rules. Voting is used for the following decision making: elections, selection of representatives, procedural decisions, bylaws, designation of funds, adoption of strategic plan or official policies and procedures, and other such points of order.
2. Consensus: A consensus is an informal process. The assumption is that silence or absence during Board consensus taking means agreement. Consensus is used for all general operation decisions which do not require a vote.

2. Action or implementation may not necessarily follow decision making regarding general operations or points of order, other than changing or adding the policy or procedure. In the event the decision deals with taking action or taking a position, the type of decision becomes issue related, and Section B of this document should be followed.
3. All changes in policies and procedures should be communicated to the membership.

Process for Issues Related Decision Making:

Follow general decision making guidelines with the following considerations:

This type of decision making results specifically in living JCAA's mission: influencing the direction of the district and supporting administrators through representation, networking, and professional growth.

1. Process for Taking Action:
   1. Definition of Board Action: The Board decides whether or not to act on an issue, to table the decision to act, or to gather more information. Action is taken, but no official stand is determined.
   2. In addition to following the general decision making guidelines, the Board must decide what the action will be, who will be responsible, and how the action and results will be communicated to the membership.

1. Definition of JCAA Taking a Position: The Board makes a decision to either officially support or oppose an issue on behalf of the membership or decides to remain neutral.
2. The Board can decide to take a position if the answer to the following two criteria questions is yes:
   1. Is the issue within our circle of influence?
   2. Is the position representative of our membership?
3. The Board cannot take a position on an issue without first polling the membership and ensuring consensus.
4. In addition to following the general decision making guidelines, the Board should seriously consider the impact on JCAA and its organization and membership if the Board decides to take a position.
   1. If further action is needed beyond taking a position, the Board will follow the process for taking action defined above.
   2. When the Board decides not to take a position, this decision will be communicated to members and stakeholders. In this case, alternatives or options to taking a position should be considered, such as:
   • Monitor the development of the issue as it relates to JCAA concerns and gather additional data or input.
   • Review the issue again at a later date.
   • Meet with appropriate stakeholders to consider alternatives.
   • Select representatives to study the issue.
   • Continue to communicate developments as they take place to members and other stakeholders.

 

3. Process for Communicating or Clarifying Information:
   1. Definition of JCAA Communicating Information: The Board decides not to either take action or take a position on an issue, and instead, proactively communicates and clarifies information on an issue to the membership.
   2. The Board should ensure that information on the issue is disseminated in a consistent, accurate, and timely manner through the methods of communication used by JCAA.

Decision Making Guidelines for JCAA Committee Representatives:

JCAA committee representatives are selected by the Board, following the "JCAA Selection Process for Committee Representation." The guidelines for representatives are provided to all representatives prior to the start of their committee work, and are as follows:

1. Issue Awareness: JCAA representatives on committees should have a degree of expertise in the area for which they are working and be willing to gather research or information about the subject, understand the background or history, and solicit appropriate input from all stakeholders.
2. Filter Questions: Representatives should consider the general filter criteria questions (shown above) before making any decisions.
3. Making a Decision: Representatives will make decisions based on answering the filter criteria questions and by considering input from all stakeholders. In the event that the decision may greatly impact JCAA members, committee
4. Decision Implementation or Action: After a decision is reached, the committee will design an implementation plan or adopt recommendations for acting on the decision and JCAA representatives will keep members and stakeholders informed.
5. Assessment and Follow Up: After a decision has been implemented, the JCAA representative will follow up by assessing the decision and the implementation and considering changes that would improve the decision or implementation. In order to maintain accountability to our members, the results of the decision and implementation / action will be communicated to the membership and other stakeholders.

When a JCAA representative needs to gather input from the JCAA Board, he/she should request time on the Board meeting agenda by calling the Executive Director before the agenda is set. The agenda is set one to two weeks prior to each meeting. The JCAA Board meets on the first Friday of every month. If time does not allow for this process, the representative can request time on the officers meeting agenda. Officers meet one to two weeks prior to Board meetings. Ideal input occurs when members on the Board are allowed time to seek feedback from the constituents in their areas.

Representatives have the option of submitting a written report to the Board to inform them of decisions and outcomes of the committee meetings. Representatives can also request to write an article for a JCAA News Brief to help keep members informed of the progress of the committee work.

The JCAA Board is expected to stay in touch with committee representatives to ensure the decision making process is being followed and to offer support where needed. If the JCAA representative requests confidential input, the Board or officers have the option to meet in executive session.

JCAA representatives on committees represent JCAA members at the general level of membership (administrators). If a representative is selected to represent a specific level, such as elementary, then that person represents all elementary level administrator members. Decisions made during the work of the committee may affect all administrators (JCAA members and nonmembers) or other employee groups. However, JCAA representatives do not represent any groups outside the general level membership.

JCAA committee representatives are selected by the JCAA Board of Directors using the following selection process.

1. When JCAA is asked to assist with finding representatives, every attempt will be made to learn the full extent of the position criteria, purpose of the work, and the planned time commitment.
2. The request will be presented at the next Board meeting, at which time the Board of Directors will determine whether the task force or committee work falls within the scope of the JCAA mission statement.
3. If the position criteria dictates and the Board decides that a Board member should serve as the representative, the Board will choose a representative at that time.
4. If it is determined that the position should be open to all general members or a specific level, the opportunity will be announced to those eligible, with all available information about the work to be stated at that time. Members will be asked to call the JCAA office if interested in the position.
5. All volunteers will be asked to submit a brief paragraph describing their expertise and interest in that particular area. Their answers will be distributed to all Board members for consideration and discussion at the next Board meeting.
6. The Board will make a final selection by voting if there is more than one member interested, and all volunteers will be notified of the outcome.