The Importance of Zones

Introduction

Communicating with each other, whether it be between boards, between Zones, or between ASBA and Zones, is critical to the success of our organization. The Alberta School Boards Association is just that: an association of all school boards in the province. In order to be successful in advocacy, lobbying or generally addressing concerns, there must be a flow of communication and dialogue so that each piece of the association is working in harmony with the others. We are only as strong as our parts. Zones are an established link, critical to the gathering of information from boards, funneling to the ASBA Board of Directors, and ensuring that information from the ASBA Board of Directors is shared and discussed with all boards.

This document is the result of a series of discussions held with Zone Chairs and ASBA Board of Directors representation, to clarify, communicate, and enhance the role of Zones within the structure of the Association.

Dialogue centered around and addressed specific priorities relating to Zones in the 1999 – 2002 ASBA Strategic Plan:

These statements with their accompanying strategies, formed the basis of discussions among Zone Chairs, an ASBA lead role trustee and ASBA staff.

The Importance of Zones is a document which speaks to the critical work carried out through Zones and of “grassroots” involvement, the essence of our organization, which helps shape policy and guide the ASBA on a provincial level.

Format

This document is organized under headings which appear in the ASBA 1999 – 2002 Strategic Plan as they relate to the priorities identified with the work of Zones. The Key Result, or goal, as stated in the Strategic Plan is:

“The Zone structure will be utilized to enhance effective, two-way communication between ASBA and the membership.”

Accompanying the Key Result is a series of strategies, and it is these verbatim headings under which each section of this document is organized.

Clarify and communicate the primary purposes and roles of the zones.

Strategy
The roles of the Zone are those of enabler, facilitator, issues identifier, information clearinghouse and action centre. The primary purpose of Zones is to bring together trustees from boards within a geographic area to:

  • Act as a forum for discussion of relevant, timely and emerging issues identified from individual boards, ASBA Board of Directors, Alberta Learning, and other sources
  • Discuss, and / or develop, policy issues for submission at the Fall General Meeting of ASBA
  • Facilitate the development of trustee skills and knowledge
  • Act on action requests from ASBA Board of Director

Suggested Enhancement

  • In Zone handbooks and the ASBA Policy Manual, include a “statement of purpose” for Zones showing Zones as a communication link from boards to ASBA and from ASBA to boards.

Review, and if necessary, modify zone structures, mechanisms and meeting processes to fulfill desired roles.

Strategy
Review of zone structures
Zones are governed by ASBA general bylaws, empowering and enabling existence, and by individual zone bylaws detailing their mode of operations. Presently zone structures (in terms of geographic membership) seem to be working well. Zones have the opportunity (through proposed bylaw changes) on an ongoing basis, to allow “reconfiguration” if boards desire and are mutually agreeable (e.g. amalgamation of Zones 2 & 3).

Zone “mechanisms” and “meeting processes”
A review of practices shows that currently Zones do things differently from each other depending on their needs. Mechanisms and meetings processes are tailored within Zones to suit their individuality. This works well and points to the uniqueness of boards across our province. Although some practices, mechanisms and meeting processes differ from Zone to Zone, there can be great benefits in sharing what works and what doesn’t, between Zones.

Suggested Enhancement

  • Develop a provincial map showing geographic zones with attendant boards to be distributed to each board in the province (enhancement of knowledge between zones). Provincial Zone Map could be included in individual Zones’ Handbooks and ASBA Policy Manual.
  • Develop a “resource list” of speakers available to Zones, ensuring timely and relevant speakers at Zone meetings
  • Invite ASBA President or Vice President and / or Executive Director to Zone meetings to enhance communications link
  • Encourage sharing of good practices among boards and between Zones
  • Provide “Zone Highlights” to Board Directors to Zone, and to ASBA to ensure up-to-date consistent information flowing from Zone back to boards and to ASBA
  • Develop a Zone “fan-out” system for contacting MLAs when requested by ASBA
  • Copy Zone correspondence to ASBA, ensure Zone speaks through ASBA
  • Encourage thorough discussion of policy issues by boards to develop a ”Zone perspective”
  • Encourage development of trustees’ leadership skills by appointing trustees to ad hoc or external committees
  • Ensure appropriate communications tools are in place to effect timely communication between Zone Chair and others

Clarify and communicate roles of the Zone Executive (cross reference: “review, refine and communicate the respective roles of the Zone Executive, member boards and trustees within the ASBA governance structure”.)

Strategy
Zone Executive Functions and Roles
Each Zone Executive is structured in a similar fashion to include a Chair, Vice Chair, ASBA Zone Director and individual boards’ Directors to Zone. A Secretary Treasurer, usually with the board of the presiding Chairman, takes care of the financial and secretarial arrangements of the Zone. Other members of the executive vary slightly according to the individual Zone’s needs and desires. For example: Zone 6 has a “Public Relations” position on the executive. This Zone encourages press attendance at meetings and sends out press releases. Labour Relations Coordinators and Regional Consortia representatives are two other examples of executive members within Zones. Some Zones have handbooks which outline the duties and powers of the Executive members. Zone 5 is currently in the process of handbook development, as is Zone 1.

Suggested Enhancement

  • Develop a provincial map showing geographic zones with attendant boards to be distributed to each board in the province (enhancement of knowledge between zones). Provincial Zone Map could be included in individual Zones’ Handbooks and ASBA Policy Manual.
  • Develop a “resource list” of speakers available to Zones, ensuring timely and relevant speakers at Zone meetings
  • Invite ASBA President or Vice President and / or Executive Director to Zone meetings to enhance communications link
  • Encourage sharing of good practices among boards and between Zones
  • Provide “Zone Highlights” to Board Directors to Zone, and to ASBA to ensure up-to-date consistent information flowing from Zone back to boards and to ASBA
  • Develop a Zone “fan-out” system for contacting MLAs when requested by ASBA
  • Copy Zone correspondence to ASBA, ensure Zone speaks through ASBA
  • Encourage thorough discussion of policy issues by boards to develop a ”Zone perspective”
  • Encourage development of trustees’ leadership skills by appointing trustees to ad hoc or external committees
  • Ensure appropriate communications tools are in place to effect timely communication between Zone Chair and others

For the purposes of this document, the Zone Executive is the Chairman, Vice Chairman, ASBA Director, and individual Directors from boards.

Chairman (taken from Zones’ handbooks)
Primary function: responsible for liaison among boards and smooth functioning of Zone business.

Roles:

  • Primary spokesman for Zone
  • Attend and chair all Zone meetings
  • Bring timely requests and suggestions from trustees or boards for discussion and / or action
  • Participate in the planning process of the Zone in order to reflect membership wishes and financial capabilities of the Zone
  • In conjunction with Zone (individual board) Directors, determine which issues will be dealt with by the directors and which should be put before the Zone membership for discussion
  • Encourage input and active participation by all board members in the Zone and the provincial organization
  • Guide progress of meetings according to the agenda, following timelines and proper meeting procedures
  • Work with the Executive in setting up agendas and direction the Zone is to take
  • Provide reports to the Zone Executive and Zone as to activities and meetings attended on their behalf
  • Act as communication link with ASBA Directors to Zones
  • Add statement under “Roles and Responsibilities of Chair”: “act as a liaison with other Zones by attending Council of Zone Chairs, and Board / Zone Chairs meetings when required”.
  • Visit other Zones from time to time for the purpose of information sharing.

Vice Chairman (taken from Zones’ handbooks)
Primary function: to provide support and assistance to the Chairman and the Zone Executive

Roles:

  • Introduce and thank guest speakers
  • Assume position of Chairman in his/her absence
  • Attend to any of the responsibilities as requested / directed by the Chairman from time to time
  • none

ASBA Zone Director (taken from Zones’ handbooks)
(note: only one handbook had Primary Function for this position)

Roles:

  • Attend Provincial Board of Directors meetings;
  • Represent all Zone concerns and issues to the Provincial Board of Directors;
  • Report relevant information from the Provincial Board of Directors to the Zone;
  • Attend and participate in all Zone meetings;
  • On emergent issues where the Zone Director must take a position on behalf of the Zone, he / she will be expected to use his / her best judgement based on his / her knowledge of the Zone and to convey action back to the Zone at the earliest possible time;
  • Assist the Zone Executive.
  • Stress the importance of the role as one of linkage to the ASBA and back to Zones by including in Zone Handbooks a “primary function” statement: “The ASBA Zone Director will act as the communication / information link between the Zone and the ASBA Board of Directors”
  • Substitute “ASBA” for “Provincial” when referring to Board of Directors in Zone Handbooks and ASBA Policy Manual

Director (taken from Zones’ handbooks)
Primary Function: (not stated in all zone handbooks) To act as a key communicator between the Zone and the board represented.

Role:

  • Attend all meetings of the Zone Executive and general membership;
  • Bring timely requests and suggestions from the sponsoring board for discussion and / or action;
  • Participate in the planning process of the Zone so as to reflect membership wishes and financial capabilities in the Zone;
  • Act as a liaison between the sponsoring board and the ASBA Zone Director reflecting the sponsoring board’s point of view;
  • Work with the Executive to determine which issues will be dealt with by the Directors and which should be put before the general Zone membership for discussion;
  • Communicate zone and provincial ASBA concerns and decisions to respective boards and request their input;
  • Encourage active participation by all board membership in the Zone and the provincial organization.
  • Reduce confusion between “ASBA Zone Director” and “Director”, by clarifying the title of position to reflect duties: “Board Representative to Zone”. This could be effected through a Bylaw change at an ASBA Spring General Meeting
  • Stress the importance of this position as a key communications link from an individual board to the Zone, and to the ASBA Board of Directors, by including a “Primary Function” statement “The Board Representative to Zone will act as a key communications link between the individual’s Board of Trustees, the Zone and the ASBA Board of Directors”
  • Update ASBA Policy Manual to include a statement of the importance of Zones and Zone Executive input from Board Representative to Zone, to ASBA Zone Director, to ASBA and back.

Conclusion

Strategy

“Establish protocols and utilize the Zone structure more effectively to obtain trustee input on emerging issues.”

Zones are structured to work effectively. They are the link between individual boards to the ASBA, and conversely the link which enables the ASBA to reach all boards in the province. Zones are the critical piece in the communication continuum for boards, not only to keep abreast of trends, but also to identify emerging issues so action may be taken at the provincial level by the Association. Zone Executives are constantly seeking ways and means to improve meetings, promote good idea exchange and discussion.

All issues, actions, requests and emerging trends identified or undertaken at the Zone level should be communicated to ASBA – memos, briefing notes, phone calls, email – format matters little as long as the communication takes place. Alignment with ASBA policy positions is critical, ensuring that we are all speaking with one voice on any issue.

As well, ASBA has an obligation to communicate initiatives, actions and requests to all boards in the province. With effective two-way communication occurring between all parties, our association of school boards becomes a strong, unified and powerful force
working for our province’s children.

Discussion participants

Chairs of:

Zone 1

Lynne Phillips, Peace Wapiti

Zone 23

Pat McLauchlan, Elk Island Public;
Dan Anderson, Northern Lights

Zone 4

Bill Milnthorp, Wetaskiwin

Zone 5

Pat Stutz, Canadian Rockies

Zone 6

Rod Sommerfeld, Medicine Hat Public

ASBA

Michele Mulder, Vice President

ASBA Staff

Donna Engel
Suzanne Lundrigan

Much thanks to these dynamic people who, through their involvement in education through zone leadership as Chairs of their Zones, put their words into action.