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

 

TO:

Quality Committee

 

FROM:

 

Carole Huxley

 

SUBJECT:

 

Schedule and membership of the Regents Trusteeship Committee

DATE:

November 21, 2005

STRATEGIC GOAL:

Goals 2,4,5

AUTHORIZATION(S):

 

 

SUMMARY

 

Issue for Decision

 

Regents Trusteeship Committee membership and schedule of meetings.

 

Proposed Handling

 

The Quality Committee will review options for membership on the Trusteeship Committee and its meeting schedule.

 

Procedural History

 

At the Regents Retreat in July, the Board agreed that there should be a Trusteeship Committee formed to meet three or four times a year in order to provide sufficient time and attention to the three major cultural institutions operated under their direct control. Under law, the Regents are trustees of the State Archives, the State Library and the State Museum.

 

Suggested membership options for the Trustee Committee were:

 

·        The members of the Cultural Education Committee; or

 

·        The members of the Cultural Education Committee, with the addition of knowledgeable individuals beyond the Board members.

 

 

The schedule options suggested for Trusteeship meetings were:

 

·        Two extended (3-4 hour) meetings per year during the regular Regents meetings, and two meetings at a time separate from the Board meetings; or

 

·        As above, but with a total of three meetings, one of which would be a full day scheduled apart from the Regents meetings; or

 

·        All meetings, whether three or four, convened at a time separate from the Regents meetings.

 

.Background Information

 

The State Archives, the State Library and the State Museum are each among the major institutions of their kind in the United States. The public investment over 170 years has produced collections that are vast, irreplaceable, and of exceptional research and educational value.  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 staff to ensure their proper care, use and financial support.

 

Recommendation

 

            Staff recommends that the Cultural Education Committee meet two times a year in an extended Trusteeship Committee meeting during the regularly scheduled Regents Meeting and once a year for a full-day meeting at a time separate from the Regents schedule. Recognizing the value of disinterested peer evaluation regarding programs, services and productivity; staff recommends that experts be impaneled from time to time to critique and report to the Trusteeship Committee in response to Regents requests. In addition, staff recommends that the Regents evaluate the efficacy of the Trusteeship Committee at its July 2007 Retreat and make adjustments as necessary.

 

Timetable for Implementation

 

The first meeting of the Trusteeship Committee is scheduled for the February Regents meeting. A copy of the draft 24-month agenda being reviewed by the Cultural Education Committee is attached.

 

 

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:

Ø      Status

Ø      Strategize next steps

§         Role of Technology in Increasing Access to Information:

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

Ø      Review progress in implementing OCE’s Three-Year Technology Plan

Ø      Strategize on ways to build upon progress to-date.

6/19/06

3 hours

§         Program and budget priorities for 2007-08:

Ø      Decide 2007-08 Budget request.

§         Educational Roles of OCE Institutions:

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

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

10/06

5 hours

§         Collection-based Research

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

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

Ø      Decide next steps.

2/07

3 hours

§         Museum Renewal and Collection Storage/Research Facility:

Ø      Review progress to-date.

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

§         Alignment of Resources to Priorities:

Ø      Understand level of staffing and funding support for priorities.

Ø      Strategize ways of strengthening alignment and resources, as needed.

6/07

3 hours

§         Program and budget priorities:

Ø      Decide 2008-09 Budget request.

§         Stewardship Committee Evaluation

Ø      Review work completed by the Regents Stwardship Committee.

Ø      Decide on mid-course corrections, as needed.

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

10/07

5 hours

§         Service to the Public:

Ø      Inspect public services provided by all three institutions.

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

Ø      Decide next steps.