CSDC Procedures Draft

DRAFT: Revision 2008

The goals of CSDC will be to provide and influence high quality professional learning opportunities for educators in the state of Colorado. The Board of Directors (which includes the elected trustees and chairs of action teams) plan, co-ordinate and facilitate these opportunities.  The Trustees (elected officials) are the leaders who conduct the business of CSDC by establishing action teams, making recommendations to the Board and making decisions according to the budget.

Officers

Trustees (Officers) Terms of Service
The elected offices are President and Secretary. Officers serve from June 1 through May 31.  The term for each position is as follows:

• President serves a three-year term:   
  • Co - president year 1 (new to the position)
  • Co - president year 2 (experienced/mentors new co – president)
  • Past president year 3 (keeper of the procedures, bylaws)
• Secretary serves a two-year term with the option to be reelected for an additional term of one year.

Guidelines for Trustee (Officer) Nominees
Nominees must be members in CSDC and should have been actively involved in CSDC for at least 2 years. 

Officer Selection Process
Nomination:

• Year 1 Co-president organizes and leads a nominating committee convened by November.
• Nominating committee develops a slate of officers to be submitted to the Trustees by the January trustee meeting.
• Trustees confirm the slate of officers to be presented to Board of Directors at the February meeting.

Election:

• The Board of Directors confirms the slate of officers at the February meeting.
• Election of officers is held in March.
• Members are notified by email that the slate of officers is on the website.
• Voting must be completed by March 31.

Validation and Notification of Results:

• The administrative coordinator validates the ballot results of the online election and notifies the Year 2 Co - president of the results.

• She/he first notifies the nominees of the results by telephone, second notifies the CSDC Board by email and last, notifies the webmaster to put the results on the Home Page of the CSDC website.

Board of Trustees Roles and responsibilities:
Co- President – Year 1

• Co-plan / facilitate with the co-president year 2, the Board of Directors and Trustee meetings.
• Distribute agenda for the Board of Director and Trustee meetings one week prior to said meetings. 
• Act as liaison and advocate for one specific action team with whom they have been aligned.
• Share responsibility with co – president 2 to introduce presenters at professional learning events.
• Chair and coordinate the nominating committee.

Co President - Year 2

• Co-plan / facilitate with the Co-president year 1, the Board of Directors and Trustee meetings.
• Act as liaison and advocate for one specific action team with whom they have been aligned.
• Share responsibility with Co – president year 1 to introduce presenters at professional leaning opportunities.
• Act as a mentor for Co – president year 1.
• Act as primary contact for the organization.
• Take primary responsibility for developing future budget projections based on past expenditures and future needs.
• Take the lead on facilitating discussions on the budget with the trustees at the January meeting.
• Notify newly elected officers and newly appointed co- chairs of action teams; next notify board members of results and finally, notify CSDC membership.

Past President

• Act as liaison and advocate for one specific action team with whom they have been aligned.
• Act as “gate keeper” of CSDC operations:
  • procedures and by – laws 
  • time-lines for officer term limits and appointments 
  • yearly schedule of meetings / outcome of events that need to occur at a specific time during the year.

Secretary

• Act as a liaison and advocate for one specific action team with whom they have been aligned.
• Take minutes at all Board Of Directors and Trustee meetings.
• Email all minutes to Board Of Directors and Trustees for revision and approvals.

Budget

Budgeting Guidelines

• The CSDC Board retains approximately $25,000 contingency funds in the budget for purposes of covering the cost of a conference if the conference fails to attract the number of participants needed to break even.
• The board of trustees provides support to the organization in budgeting for two support positions: *Administrative Coordinator *Webmaster

Action Teams

• Appointees must be active members of CSDC.
• Two co-chairs are selected for each of the action teams.
• The term of each action team chair is two years.
• Terms are staggered so that at least one new chair is selected each year for each action team.
• Co-chairs serve from June 1 through May 31.
• Co-chairs may volunteer and serve two terms with the approval of the Trustees.

Process for Action Team Co - Chair Appointments

• At the February Board of Directors’ meeting, Trustees along with current co-chairs, recommend names for replacement of outgoing co - chair positions.
• Co – president 2 announces the appointment of the action team co – chairs at the same time as the elected officer positions are announced.

Action Team Co – Chair Roles and Responsibilities

• Both co - chairs of each action team are considered members of the Board of Directors.
• At least one co - chair must attend Board of Directors’ meetings.
• All co – chairs have voting rights.
• Their primary responsibility is to facilitate the accomplishment of the goals of the action team.
• Co – chairs are expected to report the status of their team’s work to the Board of Directors in a 5-minute maximum presentation to the Board of Directors as a standing agenda item.
• If a team needs more time on the Board of Directors’ meeting agenda, the co – chair must request that time through their assigned trustee liaison.  The purpose and desired outcome of the agenda item must be identified.

Four Action Teams

1. Policy Action Team — The purpose of the Policy Action Team is to:
   
   • Increase awareness of high quality professional learning in Colorado,
   • Influence practice in providing high quality professional learning in Colorado,
   • Institutionalize support and resources for high quality professional learning in Colorado.
     

Goal I.

• CSDC members will be knowledgeable and confident in advocating high quality professional learning in their schools, districts, and communities.

Goal II

• CSDC fosters a learning community and a norm of sharing resources and best practices in professional learning programs and practice.

2. Communications Action Team — The purpose of the Communications Action Team is to:
   • Identify targeted audiences (based on learning and membership in CSDS)
   • Develop and follow through with strategies to increase membership and attendance.
   • Contribute to the website.
   • Identify new and/or additional contacts.
   • Be proactive at meetings to connect with new attendees.

Goal I

• Increase and retain membership in CSDC.

Goal II

• Inform our targeted public about staff development opportunities provided by CSDC.
  

Goal III

• Identify and inform key communicators of professional learning opportunities provided by CSDC.

Goal IV

• Work collaboratively with other Action Teams and members to provide accurate information regarding professional learning offerings.

3. Professional Learning Action Team — The purpose of the Professional Learning Action Team is to:
   • Determine the focus and goal(s) for professional learning in the following year.
   • Plan and prepare learning around the topic.
   • Implement the plan for professional learning.
     

Goal I:

• Provide professional learning opportunities around a common theme that is a focus for at least one year.
  

Goal II:

• Provide professional learning opportunities utilizing national / international expertise.
  

Goal III:

• Provide professional learning opportunities utilizing the expertise of local expertise across the state of Colorado.

4. Professional Outreach Action Team — The purpose of the Professional Outreach Action Team is to:
   • Support and promote the Center Project,
   • Support and promote the use of the CSDC Framework,
   • Support and promote the O’Rourke prize.
   • Explore additional opportunities for outreach.
     

Goal I - Center Project:

• Serve on the Center Board of Directors; Educate the CSDC Board on the Center work and budget implications; Explore opportunities to promote the Center and its resources.

Goal II - CSDC Framework:

• Promote the Framework by expanding visibility and documenting and sharing its implementation.

Goal III –The O’Rourke Prize:

• Work with Ann O’Rourke to coordinate the selection and presentation of the O’Rourke prize recipient.

The Administrator Coordinator position is a paid position hired by the Board of Trustees through an application process.  Responsibilities include the following:

• Attend all Board of Directors’ meetings, Trustee meetings and Professional Learning Action Team meetings.
• Share responsibility (along with the Webmaster) for updating and maintenance of the website.
• Manage the yearly conference and provide support for professional learning opportunities.
• Manage the financial responsibilities of CSDC.
• Serve as the affiliate representative for NSDC.
• Carry out additional responsibilities under the direction of the Trustees.