Summary of 1.30.02 SMMUSD Strategic Planning Design Team Meeting

1. Shelley Sweet called the meeting to order and led the pledge of allegiance at 4pm, at the John Muir Elementary/SMASH cafeteria.
2. There were no public comments.
3. Shelley gave a brief review of the teams necessary to help plan for the February Strategic Planning Conference, and what their goals need to be. She asked for anyone who had not already committed to a group to please volunteer for one of the committees. Teams then broke into groups to problem-solve around their goals and report back to the group.
4. The three teams reported back to the entire team on what their tasks would be in the run-up to the conference.
1. Communications Team decided:

1. They wish to have a 10-15 minute video made of the conference. Joy Bramlette has already gotten a commitment from a SAMOHI video instructor to do this, using a group of students as assistants.
2. Helen will contact Ron Wilkins, a district parent and previous employee, to ask him to be our photographer.
3. Confirmations will be sent out by snail mail as soon as parking information is obtained. Ana Jara will do the Spanish translation.
4. Donald Choi will take RSVP's and requests for special meals (vegetarian) and/or childcare.
5. Helen will talk with Jeanne Wells about the press release.
6. Christine will contact Karen at City TV about coverage.
7. After the Conference, the Communications Team will share responsibility for coverage of outcomes and future directions to post on the SDPT Website.

2. The Logistics and Facilities:

The group assigned responsibilities for each task to members of our group. For example, the group will assemble the media packet and participant manual. The group will work closely with Donald Choi in the superintendent's office on procuring items for the conference, and making sure that the items are delivered to the conference site. Members will show up hours before the conference starts to prepare the rooms and get materials ready for the participants.

5. The group reviewed the invitee list and reviewed gaps in the stakeholder groups. Individuals committed to filling different parts of those gaps.

The next meeting was scheduled for Tuesday, February 12, 2002 at the SMMUSD District offices, from 5:00pm-7:00pm. The meeting was adjourned at 7pm.

Respectfully submitted by Emily Bloomfield

Summary of 1.16.02 SMMUSD Strategic Planning Design Meeting

The meeting was called to order at 7:35 by John Deasy. He led the Pledge of Allegiance.

1. John Deasy reviewed the district initiatives underway. He said he was where he expected to be in terms of timeframes for introducing initiatives. The mission for the district he outlined is extraordinary achievement for all students. Ultimately this means intensive instruction for all, including district employees as well as students. He listed the four primary strategies for achieving the vision and mission:

• Improving instruction by providing district employees and the community with the appropriate tools
• Leadership development
• Appropriate collection and manipulation of data for monitoring trends and providing accountability
• Providing opportunities for outrageous customer satisfaction

1. Conference Title: there was some feedback, particularly from the PTA presidents, suggesting a reconsideration of the conference title. After some discussion the committee decided to retain the original title of "Designing the Classroom of the Future: Excellence in Learning, Equality of Opportunity".
2. The conference schedule: the issue of the conference length and number of days was brought to the Design Team for review. It was decided that the schedule would be modified by reducing the amount of hours on Friday and Saturday. The three day schedule was maintained. It was also agreed that participants could miss up to two hours of the conference, but any more than that would preclude their participation, though everyone in the community is welcome to attend and observe. The revised schedule is Thursday, 3-9pm, Friday 9-4pm and Saturday 9:30-3:00pm.
3. Stipend for participants: it was agreed that in light of budget constraints it would not be possible to provide any participants with a stipend. Teachers and other district employees will be provided with substitutes and/or paid leave.
4. Conference Location: John Deasy and Cynthia Torres announced that the conference will be held at the Doubletree hotel in Santa Monica. Parking will be investigated and more information provided at the next meeting. Childcare options are also being reviewed. We have asked participants to RSVP if they require childcare.
5. The attendee list was reviewed by the design team and updates of acceptances and declines are to be forwarded to Donald Choi for the purpose of updating the master list.
6. The next Design Team meeting is scheduled for January 30^th from 4:00-7:00pm at the John Muir/SMASH cafeteria.

Respectfully submitted by Emily Bloomfield

Summary of 1.7.02 SMMUSD Strategic Planning Design Meeting

The meeting was called to order at 4:05 by Shelley Sweet.

1. The team reviewed the agenda
2. Training the conference facilitators: Shelley is looking into potential dates for training facilitators. Friday January 25^th is one possibility and she is looking into a second date.
3. The next design team meetings: the next meetings are scheduled for January 16^th from 7:30-9:00pm, and January 30^th from 4:00-7:00pm.
4. Understanding Future Search: Vera Jashni, a guest speaker, briefed the design team on the Future Search methodology, process, logistics and best practices. She gave examples of conferences she has facilitated and suggestions for keys to success.
5. Conference Location: Shelley Sweet and Cynthia Torres gave an update on the progress to date in site selection and the criteria for selection. A final decision has yet to be made as rates are still under negotiation.
6. Conference Committees: Design Team members were asked to sign up for one of three committees for the conference: Communications, Logistics and Customization.
7. . Conference Title: the committee reviewed the suggested titles for the conference. The initial decision is to entitle the conference "Designing the Classroom of the Future: Excellence in Learning, Equality of Opportunity".

8. Invitee List and Strategies for Attendance: The committee reviewed the optimal number of attendees for the conference, the cross section of stakeholders needed, and provided an initial list of suggested invitees. Invitees were placed on a map of stakeholders to see where we have potential areas for under-representation. Design Team members committed to inviting people by the next meeting. Strategies for outreach were reviewed. It was agreed that conference participants must agree to participate in all three days of the conference.
   
   Respectfully submitted by Emily Bloomfield
   

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Summary of 12.17.01 SMMUSD Strategic Planning Design Meeting

1. 4:20 p.m. Call to Order by John Deasy
2. Pledge of Allegiance
3. An overview of the agenda for this meeting was given by John Deasy. The superintendent announced that all data requested that was available could be obtained at the district offices. He invited members to flag any data they were interested in reviewing and it would be photocopied.
4. Diane Goodwin provided an update on the community outreach process with the Latino community at SAMOHI, providing a summary of the results. It was a 2-stage process involving a first round set of interviews of 35-40 people and a second round synthesis with 3 groups of 4-5 people each. The complete results are being translated into English. The summary results were read aloud to the Strategic Planning Design Team and will be incorporated into the planning process for the February conference.
5. John Deasy led the Design Team in a review of the common themes emerging from the community meetings and interviews. He also reviewed various data – including sources – and many of the results correspond with the general themes emerging from the community outreach process.
6. Site selection for the next conference was discussed. Cynthia Torres is taking the lead in obtaining information on different locations that will help in deciding on the venue.
7. . The key theme or question for the conference was discussed. Titles were suggested and team members were encouraged to submit more in advance of the next meeting.
8. . Participant groups for the conference were suggested. The preliminary list is as follows:

• S = Students
• P = Parents
• T = Teachers
• CM = Community groups, safety, business community
• A = Administrators
• CL = Community Liason
• CD = Child Development
• EO = Elected Office

Committee members were asked to draw up lists of names of people to invite to the conference. They were asked to identify which stakeholder group the nominees belong to, other information about the nominees and the reason for nominating them.

Respectfully submitted by Emily Bloomfield