THE STATE EDUCATION DEPARTMENT / THE UNIVERSITY OF THE STATE OF NEW YORK / ALBANY, NY 12234

 

TO:

The Honorable the Members of the Board of Regents

Cultural Education Committee

 

FROM:

 

Carole Huxley

 

SUBJECT:

 

Trusteeship Plans

DATE:

November 10, 2005

STRATEGIC GOAL:

Goals 2, 4 and 5

AUTHORIZATION(S):

 

 

SUMMARY

 

Issue for Discussion

 

What issues should come before the Trusteeship Committee?

 

Reason(s) for Consideration: Review of Policy

 

At the Regents Retreat in July, you decided that the Regents could better exercise their trusteeship over the institutions directly administered through the Office of Cultural Education with two major changes in the Regents schedule and organizational structure.  Those changes were:

       Establishing a Trusteeship Committee of the Board, and

       Extending the meeting time spent on trustee responsibilities three or four times a year.

 

Proposed Handling

 

At your December meeting, the Cultural Education Committee will review the attached draft 24-month agenda for the Trusteeship Committee, based on two extended meetings during the Regents scheduled meetings and a one-day meeting separate from the Regents meeting.  Regents will provide guidance in putting together a final 24-month calendar.  Also in December, in accordance with the Regents request at the Retreat, the Quality Committee will discuss and make recommendations to the Board for scheduling and membership of the Trustee Committee.

 

 

 

 

Procedural History

 

Constraints of the Regents schedule have made it difficult for members to review the operations of the State Archives, the State Library and the State Museum to the degree of oversight that they wish to achieve.  Onsite inspections of the institutions; review of the research, educational and public programs and services; adequacy of the physical plant; and priorities for greater access through electronic innovations and more effective statewide outreach are a few of the central issues that Regents would like to evaluate.

 

 

Background Information

 

The three cultural institutions under the direct trusteeship of the Board of Regents are among the largest of their kind in the United States.  The public investment over 170 years has produced collections of great research and historical importance. These collections are held in trust for the people of New York and require vigilant stewardship by the Regents and the highest standard of professionalism on the part of the staff to ensure their proper care, educational and research use and focused use of resources to achieve the greatest results for priorities.

 

Recommendation

 

The recommendation is that the Regents review and amend the 24-month calendar for the Trusteeship Committee.

 

Timetable for Implementation

 

A final 24-month agenda will be before the Committee in January.  The Trusteeship Committee will hold its first meeting as part of the Regents Meeting in February 2006.

 

 

Attachment

 

DRAFT

CULTURAL EDUCATION TRUSTEESHIP COMMITTEE AGENDA

24-MONTH CALENDAR

 

DATE

TIME

AGENDA ITEMS

2/13/06

3 hours

       Collection Storage/Research Facility and Museum Renewal:

     Status

     Strategize next steps

       Role of Technology in Increasing Access to Information:

     Review progress/initiatives in other cultural institutions in State and nation

     Review progress in implementing OCEs Three-Year Technology Plan

     Strategize on ways to build upon progress to-date.

6/19/06

3 hours

       Program and budget priorities for 2007-08:

     Decide 2007-08 Budget request.

       Educational Roles of OCE Institutions:

     Review Statewide leadership and current educational programs in Museum, Archives and Library.

     Strategize how to strengthen linkages between OCE institutions, schools and other parts of USNY.

10/06

5 hours

       Collection-based Research

     Inspect research activities within Museum and services provided to researchers in all three institutions.

     Discuss panel of external experts report on collection-based research and research services in OCE institutions.

     Decide next steps.

2/07

3 hours

       Museum Renewal and Collection Storage/Research Facility:

     Review progress to-date.

     Decide on mid-course corrections, if/as needed.

       Alignment of Resources to Priorities:

     Understand level of staffing and funding support for priorities.

     Strategize ways of strengthening alignment and resources, as needed.

6/07

3 hours

       Program and budget priorities:

     Decide 2008-09 Budget request.

       Stewardship Committee Evaluation

     Review work completed by the Regents Stwardship Committee.

     Decide on mid-course corrections, as needed.

     Decide on findings and recommendations to be presented to the Full Board at its July Retreat.

10/07

5 hours

       Service to the Public:

     Inspect public services provided by all three institutions.

     Discuss panel of external experts report on public service in the three OCE institutions.

     Decide next steps.