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HomeMy WebLinkAbout2007-08-04 School Committee Minutes - RetreatFE CE! VED Tb�jN CLEF Reading School ComMigeADING, Mr SS. Reading, Massachusetts Retreat IQgl SEP - l All* i `1 August 4 2007 Call to Order Chair Gibbs called the regular session to order at 8:00 a.m. in the School Committee Conference Room at Reading Memorial High School. Present were Mrs. Gibbs, Mr. Michaud, Ms. Webb, Mr. Caruso, Mr. Robinson, Superintendent Patrick Schettini, Jr. Mrs. Gibbs read the mission statement for the Reading Public Schools. Bills and Payrolls Bills and payrolls were circulated. Citizens' Input No citizens input. Gifts No gifts Personnel There were no personnel issues to be discussed. New Business The School Committee reviewed pertinent literature and highlighted various best practices from the literature. Literature Source: The E- Board; A Program for the Board of Education I. Recognizing Change That Improves Student Learning/Recognizing Improved Student Learning 1. Policy to have system -wide curriculum design. 2. Curriculum design - - - -- Achievement goals - - - - -- professional development. 3. State assessment not necessarily aligned with goals. 4. Instruction is critical - - - - -- District role. 5. Data must inform decision. 6. Improving student learning is long term. II. Six Things_ To Do Before Every Board Meeting /Community Relations - -- - - 1. Review packet and ask questions ahead of time. 2. "No Surprise" process. Retreat 2 August 4, 2007 7 3. Put aside personal biases. 4. Being cautious about committing to constituents ahead of meeting. 5. Supporting the vote of full board. 6. Understanding impact a decision has on mission and all stakeholders and shareholders. III. Should You Be An expert on Everything? /Staff Relationships 1. Understand role of School Committee 2. Understand the process of setting expectations. 3. Need expertise in decision making. 4. Advance within the community. 5. Need the skills to reflect and self - evaluate. IV. When You Cannot Support a Recommendation /Staff Relationships 1. Understand how to have conversations without violating open meeting law. 2. Remaining open to options, engaged and flexible. 3. A perspective can be presented without damaging relationships. Present perspective respectfully. 4. Exhaust, encourage and fully discuss all alternatives before making a decision. 5. Make prior discussions part of the process. 6. Debriefing after a decision has been made. 7. Resolve not to surprise on ambush board members or the superintendent. 8. Resolve the issue of when a new idea comes up during a meeting? 9. Recognizing and celebrate success. V. A Fundamental Mission Of The Board: Promoting Democracy /Priority Management Planning 1. Developing an educational process for students that supports citizenship and democracy. 2. 21St century skills need to be a part of what we do. 3. Quarterl reports of the district from administration. 4. Media literacy, communication, collaboration skills are critical. 5. Third quarter report — highlights budget. 6. Team model — We grow together. VI. A Best Practices Approach to Accountability /Employee Relations 1. District Improvement Plan. 2. Accountability should not equate to punishment. 3. Built upon student success., 4. Communication is critical to success. 5. When leaders are accountable, teachers will act the same way. Retreat 3 August 4 2007 6. Must have a plan for managing contacts with patrons who are upset about the performance of an employee. 7. Ongoing struggle of accountability. VII. Seven Questions To Ask Before Adopting A New Program/Communication Skills 1. Self - Evaluation is critical. 2. Resources are all encompassing (funding, time, technology). 3. What is the cost if we don't implement? 4. Communication methods. • Advisory committees • Open forums • Panel discussions • Key communication The School Committee participated in the MASC self - evaluation process and identified the following areas of strength, areas to strengthen and actions to be taken. I. Governance � Standard: The school committee is a governing body, charged with setting the educational goals and objectives for the school system, adopting policies that enable the administration to achieve these goals and objectives, adopting a budget to provide necessary resources, the hiring and evaluation of the superintendent, and the ongoing review and evaluation of the school system's performance in fulfilling its mission. a. Areas of Strength i. Polices are clear and up to date ii. Mission statement b. Areas to Strengthen i. Evaluates its progress relative to the goals and objectives. ii. Refrains from involvement in the administration of the school system. iii. Committee members take part in educational workshops and conferences. c. Actions to Sustain the Areas of Strength i. Receive regular updates of targets and goals.* ii. Provide opportunities for committee members to attend workshops and conferences that are pertinent to the mission and disseminate information learned at conferences /workshops to other committee members.* II. Operations Standard: Any group or team functions best when the norms, rules and dynamics are spelled i` out, easily understood, and agreed upon. Aside from certain Massachusetts Retreat 4 August 4 2007 General Laws and Robert's Rules of Order, the school committee generally develops its own ways of doing things. City charters and town by -laws may also provide direction for the committee. The more that is discussed up front, the smoother the process for making decisions can be. a. Areas of Strength b. Areas to Strengthen i. Roles of committee officers are defined in committee policy and understood by all members. ii. New members receive introductory training and orientation when they join the committee. iii. Procedures and protocols for committee operations are published and understand. Actions to Sustain the Areas of Strength i. Provide pertinent policy, statutory, and Robert's rules for agenda items.* ii. Receive regular updates on legislative and legal issues /protocols in collaboration with other districts. iii. Develop and implement an orientation process for new members. III. Member Relations Standard: Group dynamics and teamwork are an extremely important part of school committee success. Members can have strong opinions on issues yet still remain open- minded and willing to work out differences. How committee members treat each other goes a long way in affecting the ultimate success of the committee as a whole and as individuals. a. Areas of Strength i. All members are encouraged to voice opinions and take positions on issues. ii. Members respect the will of the majority and support decisions once they are made. b. Areas to Strengthen i. Members treat each other with courtesy and respect. ii. Members share pertinent information with each other to prevent surprises and promote informed decision making. iii. Members do their homework and come prepared to make decisions. iv. Members understand the role of the individual member versus the role of the entire board. c. Actions to Sustain the Areas of Strength i. Develop a set of meeting protocols based upon Robert's rules to address the following; members treating each other and staff with courtesy and - respects members preventing surprises, positive interaction with - - presenters, preparation for meetings, members understanding the role of the individual member versus the role of the entire board, and internal board accountability.* Retreat 5 August 4 2007 IV. Committee /Superintendent Relations Standard: The superintendent is a critical member of the management team, implementing school committee policies and leading the school system in the direction set by the school committee. The relationship between the committee and the superintendent is an area that deserves the utmost attention and care. a. Areas of Strength i. The types and frequency of communications are agreed to in advance. ii. The superintendent is accessible to committee members. iii. Committee members contact the superintendent when seeking information. iv. The superintendent informs the committee of major personnel decisions. b. Areas to Strengthen i. The committee regularly evaluates the superintendent using a mutually agreed -upon process. ii. The superintendent and committee treat each other with mutual respect and professionalism. iii. Both the committee and the superintendent operate on a "no- surprises" model. c. Actions to Sustain the Areas of Strength i. Review and make recommendations to improve the superintendent's evaluation process.* ii. Develop a set of meeting protocols based upon Robert's rules to address the following; members treating each other and staff with courtesy and respect, members preventing surprises, positive interaction with presenters, preparation for meetings, members understanding the role of the individual member versus the role of the entire board, and internal board accountability.* V. Strategic Planning and Fiscal Management Standard: The school committee is accountable to the community for the responsible management of the school system's finances. It is also responsible for providing the resources necessary to enable the school system to perform its mission. Solid planning is needed to maximize short-term and long -term allocation of resources. a. Areas i. ii. 111. iv. of Strength A long term, strategic plan exists and is regularly reviewed. All constituencies of the school district are involved in the strategic planning process. The budget process is documented and published. Budgets are developed based on needs, from the bottom up. Retreat 7 August 4 2007 ii. The physical setting is conducive to productive discussion and decision - making. b. Areas to Strengthen i. Committee members receive sufficient information far enough in advance to prepare for meetings. ii. Full and sufficient debate is allowed. iii. Discussion is focused on issues, not personalities. iv. Meetings are frequent enough to prevent overcrowded agendas. c. Actions to Sustain the Areas of Strength i. Ensure that the School Committee receive the School Committee packet in ample time for the members to be able to thoroughly review meeting materials and get clarification prior to the meeting.* ii. Improve the agenda of school committee meetings to increase efficiency and productivity.* * Priority action for the School Committee Motion: Based on the results of the self - evaluation Ms. Webb moved to accept as the 2007 -2008 goals of the Reading School Committee the following: 1. Increase Knowledge and Awareness: • Receive regular updates of targets and goals. • Provide opportunities for committee members to attend workshops and conferences that are pertinent to the mission and disseminate information learned at conferences /workshops to other committee members. 2. Improve Advocacy Role of the School Committee: • Develop a plan to advocate for the FY09 school department budget. • Develop a public relations plan for the school system. • Define and strengthen the liaison role of the chair, vice - chair, and members of the committee. 3. Increase the Efficiency and Productivity of the School Committee Meetings: • Provide pertinent policy, statutory, and Robert's rules for agenda items. • Develop a set of meeting protocols based upon Robert's rules to address the following; members treating each other with courtesy and respect, members preventing surprises, positive interaction with presenters, preparation for meetings, members understanding the role of the individual member versus - - the role of the entire board, and internal board accountability. "� "`: • Receive regular updates on legislative and legal issues /protocols in �' collaboration with other districts. Retreat 8 August 4 2007 • Ensure that the School Committee receive the School Committee packet in ample time for the members to be able to thoroughly review meeting materials and get clarification prior to the meeting. • Improve the agenda of school committee meetings to increase efficiency and productivity. 4. Evaluation Process: • Review and make recommendations to improve the Superintendent's evaluation process. Seconded by Mr. Robinson. Motion carries 5 -0. Approval of Minutes Ms. Webb moved to accept July 12, 2007 minutes. Seconded by Mr. Michaud. Motion carries 5 -0. Meeting adjourned at 12:00 p.m. Respect l fftt , Pa tnck A. Schettini, Jr. Superintendent of Schools