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| NSB/OPS-97-6 | ||||||||||||||||||||||||||||||
REPORT |
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| The Ad Hoc NSB Committee on Board Operations, reconstituted on August 15, 1996, was charged to review the schedule and structure of National Science Board (NSB) meetings and to make recommendations to the Board for improving the effectiveness of its operations, consistent with the Board's role and objectives. The process of developing and reviewing operational issues culminated in a National Science Board retreat on February 21-22, 1997, hosted by the Operations Committee. At the conclusion of the retreat, it was a consensus of NSB members that the Operations Committee should bring to the March 28-29, 1997 NSB meeting recommendations regarding the future operations of the Board based on the discussion that took place during the retreat and on further analysis of specific issues by the committee. The committee's recommendations to the Board are organized into discrete issues for decision, encompassing both the manner in which the Board interprets its roles and issues of process and scheduling. The Role of the National Science Board The Committee notes that the NSB has been charged with two important responsibilities: One is the governance of the National Science Foundation (NSF); the second is to advise the President and Congress on matters of national science and engineering policy. The pressing issues generated by a rapidly changing social, economic, and policy environment should receive thoughtful comment from the Board. Recommendation No. 1: The committee recommends that the Board expand its attention to larger national science and engineering policy issues, and that it balance its time and work to provide appropriate effort for its dual responsibilities. Recommendation No. 2: The committee recommends that in the immediate future, the Board commit to two policy tasks of national importance: Task No. 1: Develop recommendations regarding a process for setting priorities for science and engineering within the Federal Government; Task No. 2: Provide policy advisories regarding the health of the science and engineering enterprise, based on systematic analysis and interpretation of data and trends, to be undertaken in connection with the Board's statutory responsibility for the development of its biennial report, Science and Engineering Indicators. Recommendation No. 3: The committee recommends that, in assuming these tasks, and in executing its policy role, the Board more systematically communicate with and work in concert with other organizations; that it seek out and hear from leaders of industry, university, and government; and that it engage the science and engineering communities in a dialogue by means of meetings and hearings that may occur in other parts of the country and outside the National Science Foundation. Recommendation No. 4: The Committee recommends that the orientation of newly appointed Board members emphasize the statutory authorities of the National Science Board, as well as rules governing Board processes to prepare members for effective execution of their responsibilities for the oversight of NSF and for providing advice on national policies for science and engineering. Governance of the National Science Foundation The oversight and governance of the National Science Foundation are a primary NSB responsibility. The Board is charged by the National Science Foundation Act of 1950 to "...establish the policies of the Foundation within the framework of applicable policies as set forth by the President and the Congress." (Sec. 4 (a)) The committee believes that this responsibility must be exercised more effectively, recognizing the appropriate difference in roles and responsibilities between the Board and the Director. NSF Budget: The Board recognizes that the complexity of the current Federal budget process, with its requirement for frequent and rapid interaction with the Office of Management and Budget, renders impractical the detailed involvement of the full Board in the development of the yearly budget request. Recommendation No. 5: The Board should delegate to the Executive Committee, to which the Board has assigned principal responsibility for NSF budget oversight, primary approval of the NSF fiscal year budget request, subject to approval by the full Board early in the budget cycle of the broad priorities on which that budget is based. Delegation of Authority: In May 1994, the Board revised its delegation of authority to the Director for the first time since 1986, establishing as the new threshold for its own direct review awards over $3 million in one year or over $15 million in five years. The new level of delegation has contributed to streamlining actions brought before the Board. Recommendation No. 6: The committee recommends that the delegation of authority be reviewed by the Committee on Audit and Oversight (A&O;) every three years with respect to its effectiveness and its relationship to the total NSF portfolio and that the A&O; Committee recommend to the Board such adjustments as may be necessary. NSB Processes and Operations To effect the above recommendations, the Operations Committee makes the following additional recommendations regarding Board operations and processes: Re: The NSB Calendar: Recommendation No. 7: The committee recommends that the annual Board calendar consist of a total of five meetings, plus a retreat, as follows: |
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The committee recommends the following calendar: |
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In addition, there would be two formally scheduled meetings of the Executive Committee, in June and January, with additional meetings called as needed. Recommendation No. 8: The committee further recommends that the current calendar year be used to transition to the new schedule, that the June 1997 full NSB meeting now on the Board calendar be removed, but that those dates in June be held in reserve for the Executive Committee. The transition year would be as follows: |
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Re: NSB Meeting Schedule: The committee recognizes that increased attention to the Board's policy responsibilities, together with fewer meetings devoted to routine NSF business, may require extending the time for individual Board meetings and allowing greater flexibility to committees to schedule their discussions outside of core NSB meeting times. Recommendation No. 9: The committee recommends that a typical business meeting of the Board concentrate core standing committee and full Board business on Thursday, and that subcommittee and task force meetings be held on the preceding Wednesday and on Friday morning of a Board meeting, as well as on early Thursday if time allows. The committee recommends the following prototype schedule for a typical Board meeting: |
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Re: Uses of Electronic Technology for the Conduct of Business: The committee strongly endorses the adoption of electronic technologies, such as teleconferencing, videoconferencing, and rapid sharing of information by email and facsimile transmission to assist the Board in the conduct of its business. The committee believes that electronic communication is particularly appropriate to facilitate the conduct of business by Board committees and that by such means some aspects of NSB committee responsibilities may be addressed effectively between full Board meetings. Recommendation No. 10: The committee recommends that the Board revise its guidelines on electronic participation (NSB/EC-96-7), approved at the February 16, 1996 NSB meeting, to encourage business discussions by all committees of the National Science Board by means of teleconferencing and videoconferencing. Re: NSB Committee Structure: The committee notes the beneficial effects of eliminating overlapping membership among the standing committees of the National Science Board and believes that a similar streamlining with respect to subcommittees and task forces would be helpful to the efficient conduct of its business. Recommendation No. 11: The committee recommends that subcommittees, task forces, and ad hoc committees be grouped into two general meeting cohorts and that overlapping membership among subcommittees in each cohort be eliminated. This measure will continue to support Board member participation in a variety of activities at the same time as it eliminates significant scheduling inefficiencies. Recommendation No. 12: The committee recommends that the Board agenda, with respect to NSF oversight, focus on discussion and action rather than conveyance of information, and that information be provided to the Board in advance in summary form. Recommendation No. 13: The committee recommends that to assure the fullest possible sharing of information about Board activities, preliminary notes on committee meetings should provide as much detail as is consistent with maintaining appropriate confidentiality of pre-decisional deliberations. Recommendation No. 14: Timely, parsimonious distribution of well organized materials would assist the Board ineffective use of time. Board materials should be received by members one week in advance of Board meetings. Additional or revised materials should be held for members' arrival at the National Science Foundation. |
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For the NSB Ad Hoc Committee on Board Operations, |
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| Diana Natalicio, Chair | ||||||||||||||||||||||||||||||
| Members: F. Albert Cotton | ||||||||||||||||||||||||||||||
| Charles Hess | ||||||||||||||||||||||||||||||
| Neal Lane | ||||||||||||||||||||||||||||||
| Bob Suzuki | ||||||||||||||||||||||||||||||
| Executive Secretary: Marta Cehelsky | ||||||||||||||||||||||||||||||
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