Governance FAQs 

What is the Association?
The Association is the group of parents, teachers and administrators in the ICS community. All members of the Association have a right to vote to elect school Board Members. At ICS, there are two Association General Meetings (AGMs), one held in November and one held in April. At the November AGM, the Board and the Administration brief the Association regarding such issues as curriculum, student progress, instructional activities, student assessments, facilities improvements and the financial status and activities of the school. At the April AGM, new Board members are elected if there are positions open on the Board. Again in the spring the school year’s milestones are summarized and reported to the Association.

What is the role of the Administration?
The Administration is responsible for the day to day operation of the school. They are the technical directors of the school, who are hired for their expertise in the areas of management and education. They provide academic, financial, facility and safety oversight, provide professional development, recruit instructional and support staff, design and implement curricula and monitor evaluation and assessment of student progress. They interface with the larger ICS community and city officials in Addis Ababa. If there are questions about class size, lunch programs, curriculum and instruction or what is happening in your child’s class your point of contact is the school teacher and then Administration who will help you understand and negotiate the learning community at ICS.

What is the role of the Board?
The Board strives to make decisions at a policy level that we collectively feel are best for the school and the wider ICS community. We are responsible for the creation of policy, we assist the Director with the formulation of organizational/personal goals and the determination of ends or quantifiable outcomes we would like to see for the betterment of the school community. We make sure that the bylaws of ICS are respected and enforced. The Board speaks with one voice. We invite all members of the Association to provide feedback and in turn we give that feedback to the Director. It is solely through the Director that we have linkage to the Administration and the faculty and staff of ICS.

What is the Board’s relationship to the Association?
The ICS Board of Governors is an elected group of parents who serve as the governing body of the school. The Board voluntarily serves at the request of the Association. The Board has a major obligation to the Association to represent their views and needs to the best of our abilities. The Board is obligated to set the organizational goals pending feedback from the Association and through a study of trends, and we have fiduciary oversight and responsibility.

What is the model of Governance used at ICS?
The ICS Board of Governors adopted the Carver Model of Governance five years ago. The Carver Model is one of the few comprehensive governance models that have been developed to date. The model enables the Board to focus on larger issues (direction and organizational goals setting), to delegate with clarity, to control management’s job without engaging in the daytoday minutia of running the organization, to rigorously evaluate the accomplishments of the organization as the primary importance  is placed on ends (organizational purpose and results) not means; how to get there. The Director of ICS is our CEO; he is the Board’s sole employee. As such, he and the outcomes of the organization are viewed as the same and this is for what he is held exclusively accountable. The Board can choose to monitor and evaluate the CEO either directly or indirectly; through both external and internal processes. The evaluation of the Director is nothing more than seeking the answer to the question, “Have our expectations been met? The Board does not tell other staff members how to perform their duties or evaluate their performance. Further, this model encourages the use of any committees to accomplish the Board’s work. Hence, at ICS we have several committees which meet often and serve in an advisory capacity to the Board as a whole. Parents are also able to join committees if they have an area of expertise that can be of value to the committee’s work. There are some standing committees of the Board that are required by the By Laws of the school.

What are Board Meetings?
Board meetings are open, working meetings of the Board, held in public. This is the time when the Board comes together to vote on or receive information. Information is usually given by the Director or other designees in the form of presentations about the agreed upon organizational goals of the school or other information that the Board requests. Because the meetings are public, all Association members are invited at anytime. The Board’s agenda is posted one week in advance in both the Yezare Samint, the school’s newsletter and on the bulletin Board near the cafeteria. At the beginning of each Board meeting, the Association is invited to comment on anything that may be important to them or on a particular agenda item. After the Board meeting, minutes are generated by the Board’s recording secretary and posted on the bulletin board near the cafeteria.

What are Executive Board Meetings?
These are private meetings of the Board and any invitees of the Board. They are held to discuss sensitive issues and topics. An example, of such a topic would be a staff member’s contractual issues or the review of the Director’s evaluation.

What is the AGM?
In November and April the Association General Meeting (AGM), takes place. This meeting is an opportunity for both the Board and the Administration to brief the Members of the Association on the state of the school’s academic, social, extracurricular and financial statuses. This is also a chance for the Association to ask questions to the Board or the Director. At each AGM in the spring, the Association has the opportunity to elect new Board members to fill vacant seats on the Board.

How does one become a Board Member?
Board Members must be current parents of the school. The Director writes a “Call to Service” letter to the ICS Community, inviting any parent interested in Board service to submit a Letter of Intent and their CV. CVs and Letters of Intent may be given to members of the Elections Committee or to the Chair or Vice-Chair. On the evening of the AGM, candidates for the Board will make brief speeches to the Association. Voting happens two different ways: In person only, for one week before the AGM meeting (April 20, 2010); Votes may also be cast in person at the AGM. There is no voting by proxy allowed per the by-laws. Only members of the Association are eligible to vote.

How can I assist in the work of the Board without being a Board member?
The Board has two established committees that are required as a function of the Governance Model, Finance and Elections. There is always financial oversight and monitoring by the Board. We also must ensure that the Board continues to exist and that all people who show interest can run for a Board position through the Elections Committee. The other remaining committees are developed to perform the background work around issues and organizational goals that the Board is considering. The following are a list of the other working committees: Communications, Policy, Academic (Ad-hoc), and Facilities. If a parent has interest and expertise in a particular area, they can contact the Chair or Vice Chair of the Board to learn how to help.

What is the PTA at ICS?
The PTA (Parent Teacher Association) is comprised of Association members. All parents and teachers are automatically members of the PTA. The PTA is a value-added organization that strives to enhance the learning, social, service and extracurricular objectives of the school. Any parent or teacher can assist in the development of one or all activities of the PTA. You determine your area of interest and how much you want to be involved in upcoming projects. PTA notices are placed in the Yezare on the PTA page. Please contact Sherry Sewall, President of the PTA.

Where can I find the School’s By-Laws and the Board’s Policy Manual?
They are both found on the school’s website. Copies can also be obtained from any sitting Board member and from the Director’s secretary, Bethel Borrou.