RSU 16 Strategic Planning Public Relations Committee Meeting - Highlights Report

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1 RSU 16 Strategic Planning Public Relations Committee Meeting - Highlights Report November 5, 2012, RSU 16 Central Office This highlights report contains notes taken on the spot by Craig Freshley and Kerri Sands, is not a complete reflection of what was discussed, and has not been reviewed for accuracy or approved by the group. Action items are shown in bold. Attendance Mary Ella Jones Jess Smith Mary Martin Jack Wiseman Tina Love Melissa Hodgkin Joe Parent Jenn Boenig Tina Meserve Mike Wilhelm Craig Freshley Kerri Sands Opening Remarks Tina Love welcomed the group with the following opening comments: This process is critically important and essential thanks to all of you for making commitment to work on it Let s think about our goals and who we are representing Let s not be afraid to challenge each other and think broadly Ground Rules Craig Freshley reviewed the following ground rules, things to keep in mind for an effective and efficient discussion: For the District as a whole The answers are among us Let Craig call on people Name issues Forward positive outlook Write in the moment Flexible agenda Neutral facilitation and reporting RSU 16 Strategic Planning - Public Relations Committee Meeting - November 5, Highlights Report 1

2 Finalization of Scope of Work The group reviewed and discussed the latest revisions to the Scope of Work. Craig emphasized that we can always make changes as we go, but it would be good to have a shared understanding now that this is how we will proceed. Craig and Kerri will revise the Overview document to reflect the clarifications discussed below. Goals, Strategic Issues, Characteristics, and Format Craig explained that the content of sections Strategic Planning Goals, Strategic Issues that the Plan Should Resolve, Plan and Process Characteristics, and Format of the Strategic Plan was arrived at via previous meetings with the School Board, the Public Relations Committee and the Administrative Team. Other items clarified during discussion: Report card concept o Intended to be updated yearly o Once we have established goals, we can report to the community on progress The Board as a unified front o Achieve consensus on budget and policies in support of goals, and convey unified support to the community Help clarify board goals as distinct from administrative goals and educational goals Teaching staff should take the lead on defining academic goals Board should take the lead on defining finance goals There was strong agreement among members of the PR Committee to not organize the plan by individual schools yet allow for individual building goals o Some state reporting is required to be broken down by school o There might be some school-specific goals, yearly literacy levels for example o The strategic plan will look at the big picture, i.e. overall literacy goals Vertical continuity o For example, if reading goals are set for each grade level, teachers can understand what students were working towards in previous years, and what they will be working on in upcoming years, and make sure the goals align and make sense from year to year o For facilities, we need a 5-year plan that talks about priorities and spaces We will make decisions on final goal areas after all community input has been gathered Steps Going Forward Staff Input o At meeting with the Administrative Team on October 29, we discussed the best ways to get input from staff and decided to: RSU 16 Strategic Planning - Public Relations Committee Meeting - November 5, Highlights Report 2

3 Survey the entire staff online Bring together the Leadership Teams from each school, approximately 25 people total, for two meetings About the Leadership Teams o At elementary and middle school, there are a few leaders who work with staff around curriculum, student intervention, etc. o At high school there are curriculum leaders and vision keepers o In all cases these leaders spend a lot of time facilitating and serving as point people between principals and staff o The principals felt like these leaders have built good relationships with the rest of the staff o How to address concerns that ALL staff are represented for example, Support Staff and Specialists All staff will have opportunity to complete the online survey and also to convey thoughts to their Leadership Team representative Survey questions could also be discussed at Staff Development Days where Ed Techs and Support Staff are gathered There are two upcoming meetings in January and March The anonymous online survey could ask respondents to indicate if they are a specialist, teacher, etc. That way we would know whether we are missing representation from a particular group of staff. Craig and Kerri will incorporate this question into the staff survey. Board process o The final School Board meeting is for the Board to adopt the strategic plan. o Perhaps a there should be a separate community meeting to present the plan. Perhaps it could be rolled into the spring budget presentation. The Public Relations Committee approved this Scope of Work. Public Input Meetings and Public Survey Questions Community meetings o One in each of the three towns o Important to convey that anyone is welcome at any of the meetings, i.e. If you can t come to one, come to another. Convey that everybody has been treated equally and that it s all about the District. o Sample Agenda Opening Welcome from a citizen leader RSU 16 Strategic Planning - Public Relations Committee Meeting - November 5, Highlights Report 3

4 Craig explain ground rules and the meeting format Craig explain strategic planning process, including online survey (and perhaps emerging highlights) Presentation of RSU 16 information How do we compare to other districts regarding budget, performance, activities, etc. Administrative Team takes the lead on the presentation Perhaps consider having a student present some (or a lot) of the information Q&A period to follow Top Issues Identified Small group discussions Facilitated by table leaders (from the Public Relations Committee) Ask: What are the top three things that RSU 16 should focus on to improve the way it serves the community? Post or shout out table results Top Issues Discussed Full group discussion Talk about top priorities - engage participants in problem solving Closing Comments o Craig and Kerri draft agendas for the public meetings: A public version to be used in notices A detailed version to be used as a guide for table facilitators o PR Committee and the Board lead the charge of getting the word out and connecting with selectmen o Students are welcome and encouraged to attend Survey o In addition to the community online survey, we will provide copies of the paper survey to be handed out at public meetings and members of the public will be invited to submit responses via mail o Paper surveys can also go home with parents, or be direct-mailed, and be made available at the library, town office, etc. o What if we get more than 50 responses to the online survey and more than 100 responses to the staff survey? The current Good Group Decisions strategic planning budget covers tabulation and analysis of this many responses. If we get more, either Good Group Decisions can do it and bill accordingly, or perhaps staff from RSU 16 can kick in and help tabulate especially the questions that are not open ended. Perhaps Infinite Campus can be used Tina M. and Mike W. to find out from Linda if Infinite Campus can do a keyword search to help analyze open RSU 16 Strategic Planning - Public Relations Committee Meeting - November 5, Highlights Report 4

5 ended questions o Addressing the concern that community members might not have all the information they need to make informed responses - for example, not knowing what we currently spend on technology or that we have reduced language classes in our schools now In public meetings, this will be handled with the presentation We could put that same info in a PowerPoint or other presentation on the website, along with the online survey We could weave information into the survey. For each survey question, add a brief explanation of the current status, i.e. RSU 16 currently offers one language. We could add demographic-type questions to the survey to determine if respondents have children in the school system and if so, what grade levels o How to ask the community about the budget and value received Get a baseline opinion now and then ask again in the future as more data becomes available Make sure we explain the funding formula; how close we are in line to essential services and programs. Ask a question about the value and/or importance of the school system to the community, and another question about willingness to support an increased budget to pay for improvements. o Ask about RSU 16 communication with the community. Respondents could rate current awareness of or involvement with the school system and then explain how communication could be increased. o Throughout survey, tone of appreciative inquiry o Craig and Kerri to revise draft survey (handed out at the meeting) in accordance with ideas presented here, working with the Administrative Team to weave info about current program/activity status into the survey. o PR Committee to review next draft of survey and provide feedback via o Mike W. provide PR Committee list to Craig and Kerri Public Input and Committee Meetings Schedule Note: the PR Committee might wish to meet on their own to discuss strategy for building engagement and getting the word out Community Input Meetings o Mechanic Falls Wednesday, January 9, 6:30 8:30 pm OR Tuesday, January 22, 6:30 8:30 pm RSU 16 Strategic Planning - Public Relations Committee Meeting - November 5, Highlights Report 5

6 Mike Wilhelm to check with towns on available locations Table facilitators arrive early for a quick training o Minot Wednesday, January 9, 6:30 8:30 pm OR Tuesday, January 22, 6:30 8:30 pm Mike Wilhelm to check with towns on available locations o Poland Saturday, January 12, 10:00 am 12:00 noon, ideally in high school cafeteria Mike Wilhelm to check on availability of cafeteria o Snow date Tuesday, January 29, 6:30 8:30 pm Location TBD Town Leaders Input Meeting o Incorporate into a meeting between RSU 16 School Board and Admin Staff and town leaders already being planned for December o PR Committee to attend and ideally all selectmen from the towns, if possible o Mike Wilhelm to take the lead on arranging this meeting (being mindful of Craig s availability) Public Relations Committee Meeting Two o Wednesday, February 13 evening Review info from findings and plan agenda for upcoming Board meetings School Board Meetings o Meeting Two Monday, March 4 - evening Work session to review info and make strategic decisions o Meeting Three Monday, March 11 - evening o Meeting Four Work session to continue reviewing info and make strategic decisions Monday, April 8 evening Revise and finalize the plan The meeting adjourned at 8:40 pm. RSU 16 Strategic Planning - Public Relations Committee Meeting - November 5, Highlights Report 6

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