70 Washington Street, Suite 205

Oakland, CA 94607
Main: 510-550-8200 Fax: 510-550-8211
Terilyn Finders

MEMORANDUM
Director of Communications and
Legislative Affairs
Direct Dial: (310) 903-7895
tfinders@f3law.com

Via E-Mail
avanngardner@ogusd.org

TO: Dr. Alan Vann Gardner

Superintendent
Oak Grove Union School District
5299 Hall Road
Santa Rosa, CA 95401

FROM: Terilyn Finders

DATE: May 3, 2018

RE: Oak Grove Union School District April 30, 2018 Governance Team Retreat Summary

The following input came from the recent governance team discussion and is intended to guide the
creation of a Governance Team Handbook and/or give direction for next steps regarding meeting
management.

Setting the Agenda
1. Add item to the close of regular meetings that allows board members to ask for items to be
placed on future agendas.
a. Superintendent may suggest information provided to the board before placing an item
on the agenda.
2. Board members may notify in person, via phone or electronically, the board president that they
would like an item placed on the agenda.
a. In the context of the Brown Act, board members should be careful to avoid editorial
comments that may indicate a position before the board has deliberated in public.
3. Agendas will be provided to the board on the Friday preceding board meetings. Board members
will strive to provide the superintendent with questions on the agenda on or before the Monday
preceding the meeting.

Board Meetings
1. Room Configuration: Revisit the layout of the room to be facilitate a meeting of the board; add a
podium.
2. Speakers: Cards should be created that will provide information on time limits and protocols for
addressing the board. Review speaker policies, i.e. amount of time per speaker. Add language
Dr. Alan Vann Gardner
May 3, 2018
Page 2

that the board president has the authority to modify public comments to accommodate a
productive meeting and to be responsive to the public.
3. Culture of Engagement: Board president to open meetings with clarification on addressing the
board on items both on/not on the agenda.
4. Board Direction: The board president will work in earnest to guide the board to give direction to
the superintendent clarifying the "what and why," and will refer to how (tactical) to share
thoughts from the community.
Example:
• What – examine XX for instructional fidelity;
• Why – to ensure we maximize instructional time to benefit student achievement;
• How – the community would like to know that we have taken a look at XX, and we
appreciate this being addressed in your report and recommendations to the board.
5. Align Meetings to Goals: The board president will work with the superintendent to maximize
board meetings to drive district goals. When outlining each agenda, the superintendent and
board president will:
a. Ensure that staff reports are contextualized, so it is clear to the board and public what is
being discussed and why.
b. Align all reports to goals or compliance.
c. Purposeful Discussions: Clarify what the board is being asked to do. Does staff need
direction? Is a decision required?

Governance Team Operational Calendars
The superintendent will create for board review the following (3) calendars:
1. All legally required reports, i.e. AB 1200.
2. District Goals:
a. Reports on items related to district goals and key initiatives.
b. The board members will encourage community engagement at meetings during the
information and discussion stages, to help ensure that stakeholder voices are included
in discussions.
3. Community Engagement.
4. The board and superintendent will create a community engagement calendar that will address:
a. Board member attendance at school and district events.
b. Board member presence at key community events, including meetings of civic and
community groups.
c. Inviting residents to school events to build awareness of and support for the district’s
excellent work.

Setting and Maintaining Direction and Focus
1. The governance team will meet in July to set and/or reaffirm priorities for the school year.
a. All board members agree to help the organize maintain focus, so when new ideas come
up, the board will agree to place them in the “idea box.”
b. The superintendent will maintain the idea box, and will present it to the board for its
annual meeting in July, when priorities are set.

Dr. Alan Vann Gardner
May 3, 2018
Page 3

Board of Trustee
Board Governance Study Session
May 1, 2018

What do you hope to achieve as Trustee?

• Find ways to make OGUSD a destination district; where out-of-district families continue wanting
to come
• Be fiscally sound in service of our students

What do you want to get out of today’s meeting?

• A Governance Handbook
• A Governance Calendar
• Processes, policies, procedures in place

Board Roles and Responsibilities

• Set direction
• Structure: hire and evaluate the Superintendent
• Set Policy
• Fiduciary
• Community Engagement

Board is responsible for the Why and What; Superintendent for the How

Board is a “five-headed” boss:

What makes a great boss?
• Listens
• Empowers and teaches
• Decisive (can say yes and no)
• Sees big picture; connects topic to larger context and relevance
• Provides clear measurements and feedback
• Leads by example
• Visionary