[PC News] FW: Parent Council Mtg Minutes - January 3, 2006

[Tammy Dance-Skinner]

Albemarle County Public Schools

Parent Council

Meeting Minutes

January 3, 2006

 

Members Present: D. Stollings; K. Osvath; T. Pajewski; S. Cushing; D. Vermillion; C. Deale; J. Abbate; M. Noble; M. Huffard Kegley Scott; W. Ruschmann; T. Hashisaki; J. Stern; S. Walker; C. Adams; B. Dierolf; L. Moorefield; M. Pawinski. 

 

Staff Present: Dr. P. Moran, superintendent; C. Dyer, director, Community Engagement; C. Sinatra, communications coordinator. 

 

1.	Announcements and Consent Agenda - Mr. Chip Deale, President, Parent Council 


a.	Meeting called to order at 7:13 p.m. 

b.	December 13, 2005 meeting Minutes were presented. No changes were requested. 

 

2.	Idea Exchange: Programs Targeted to Parents/Guardians

*	Baker-Butler held a presentation on Internet precautions for parents. The school hosted the Attorney General on this topic. It was set up as another way to inform parents if they were interested. They advertised it with all sites in the northern feeder pattern. Attendance was small but the media covered it well. Since then, Baker-Butler has had other schools approach them about the program.   

*	At Murray, Internet safety was done a few years ago but found that at the elementary level, parents aren't thinking about Internet safety for kids. It may be better focused on middle or high school. 

*	Sutherland did an Internet safety program through the Sheriff's Department. There was concern it was an adults only event and at that age, kids needed to be involved because they're old enough to be aware of what the dangers are. They would like to see some parent-child programs. 

*	What is the Division's approach in the curriculum when teaching kids how to use the Internet?

 

Dr. Moran said the focus depends to some degree on what the teachers know. She recently had a parent bring a website to her attention called myspace.com and it was easy for people to find very quickly where kids live by going to this site. The parent was very concerned because the VCU victim was found through myspace.com. The parent's question was how the school division makes sure kids are aware of Internet dangers. Dr. Moran said that's not something you'd see as the main part of curriculum beyond helping kids understand what is appropriate to put on the Internet and what is not. It's an area that will get more problematic as more kids are able to put up websites, get into chat rooms and use sites like myspace.com. A parent said one suggestion they heard was to put the presentation in the curriculum, possibly in the health curriculum. Another parent suggested looking at the curriculum when a student first gets involved similar to what we do with drunk driving during the driver's education program. A parent said St. Anne's sent out a letter about msypace.com about why it could be dangerous. The issue is really about teaching kids to protect their personal information. 

*	Do the computers in the schools have keystroke arrests or tracking? 

 

Dr. Moran said they are able to monitor through history and do printouts of whatever is needed. The computers are blocked. It's interesting to see the sites you think kids should be able to get to that are blocked. A few years ago the federal government required schools to put filters in to prevent students from getting to inappropriate sites. If there are sites that a class needs to get to on a topic such as biology because the word sex is involved, they have to request the block be removed. The unfortunate part of it is so much of what goes on with kids and technology goes on at home outside the system and even if it happens at a theoretical level, if it's the cool thing to do, they often get there. A parent said many kids learn if you keep telling them about it but it won't happen if it's not part of the curriculum; it's a missed opportunity. Dr. Moran said it is a focus but it depends on the teacher and his or her level of knowledge also is a factor. It's a bigger issue than just a one-shot try to get focused on these things; it has to be part of the system of teaching kids how to use technology and we do need to do a better job at the parent level. One parent said one thing some parents have done is put the computer in an open, family space. One parent said maybe there is some piece the Division can publish that includes tips on what parents can do to protect their kids.  

*	It's interesting that for such a hot topic, the turnouts for the events have been low. At Crozet, they did a survey on program topics and it was clear what the parents wanted to do. The programs were set up based on survey responses and the crowds were small. They haven't done many since. Meriwether had the same problem and at the last meeting they discussed it and thought they would get together with western feeder pattern schools to try to do something to get more people together. A parent commented that it's hard for many to get out at night during the week. Doing things on weekends sometimes seems to work better, especially if it's fun. If you have food and things for kids to do, it seems to draw people. 

*	Baker-Butler said it sends out e-newsletters and it's how they sometimes get information to people who can't come to the meeting. Maybe the county should be offering county-wide events for parents on these issues; maybe it would carry a different weight for many people and could be done by feeder pattern. It was suggested the events be videotaped so people could see it on their time. Dr. Moran said the idea of using the Internet as a solution is a good one and one thing that can happen is a one-page information sheet can be made to distribute to parents. A parent said one thing that always works great in her household is if her daughter brings home something that needs to be signed she feels she really has to read it.  Another parent suggested all parents at least have Norton security that lets you see everything students do and parents can buy an additional package that allows them to scan their children's e-mails. Sometimes when items get past the filter it can prompt a discussion with kids about why it's not appropriate. He also said on history you can set it so it can't be erased without a password. 

*	Burley did a college prep night for parents. They advertised the event in other schools and had a good audience. There were probably 20 people in each session.  Shelley Payne organized the event. It had a lot of information about how to finance a college education. The guidance counselors were there, CATEC, and the tech-prep consortium that sets up college level courses students can take in high school. There were some sessions on work readiness and what employers are looking for.   

*	Red Hill's new principal does an open coffee for parents. It's well attended but it's the same people at every event. You get personal time with the principal and sometimes there are lively discussions. The last one was about the National Geographic programs at the school. If you put food out, people come. This year the principal started something new where at every major event at school we'll have free food and it's like a potluck. The last one we did featured Spanish food and for the first time we had 100 percent participation from the Hispanic community.   

*	A parent said there are two purposes to a program: to share information and to build community in the school. She believes more people come if their kids are doing something than for information. 

*	The prior principal at Woodbrook held neighborhood teas. We had great turnouts in the newer neighborhoods but the turnout was small in the older neighborhoods. A parent commented that sometimes people won't go unless they have something to complain about. To build community, Woodbrook has events. The one that brought the most new faces was when Charlene Green came and talked about holidays from different cultures. They do things differently at her school since the presentation, but one thing they have run into is that doing things on Friday nights causes many Jewish families to protest loudly because it excludes them. In reaction, they moved items like talent shows to Thursday night and then the teachers complained that the kids are too tired on Friday so now it's on Sunday afternoons. 

*	At Red Hill, the turnout is much better when childcare is provided. The PTO pays people from the after-school program to watch children.  

 

3.	Idea Exchange: Communicating with the School Community  

·        At high school, it's a challenge. At Albemarle High, the most effective thing is when the Principal sends communications directly to parents with school grades in the mail. If it comes in the mail, you're assured parents see it. Otherwise the PTO has an electronic newsletter that goes out but not everyone is on it. In terms of PTO attendance, we have some challenges at Albemarle but it's worse at high school because parents are less involved. Allen Freeman, the gifted resource person, has his own e-mail newsletter that goes out frequently but we don't know how many parents get it, maybe 300 people. The school recently had a change in how parent-teacher conferences are done. Parents complain they can't always drop in and stay for four hours to see all teachers and this year the school did allow parents to set appointments for first two hours of the day with the last two being walk-in. We tried to blanket everyone to make them aware and even went on the radio but then we had a snow day and it was postponed. 

·        At Jack Jouett, the parent group tried to have parent e-mail addresses added to the yellow cards for parents who want to receive school information.  

·        Although it's not done at school, some churches have a phone tree. At Debbie Stolling's church they have the numbers of 1600 members and if you are on the list they call you weekly and say what's going on. Is that something the schools can implement? There are many people who have telephones but don't have computers. The church uses an electronic calling system.  

·        Murray Elementary has a phone tree that parent representatives from each class use for school closings only. 

·        Mr. Dyer said the school division has recently had demonstrations on an automatic call notification system and submitted a budget request for the service for next school year. What was learned during the exploration is one of the drawbacks of the system is that it's so effective it gets used a lot and people get tired of getting the calls. Mr. Dyer said the school division will be conscientious of that and will train leaders at schools on how to optimize their calls. It should be used primarily for emergency situations. It won't eliminate the backpack mail. The system will be supported from our student information system called SASI so the numbers in the system need to be current. That has a maintenance factor and it's extensive. We roll SASI information over year-to-year. We also look at subscriber e-mail. Here we have 84 percent of parents with computers but maybe only 30-40 percent use e-mail regularly. We're looking at three methods to help communicate with families - phone, electronic, paper. 

·        Last year, for example, when the tornado came through and the schools locked down and the office moved, there was no information to parents and it caused problems. You would think it would be a high priority for the district for parents. Dr. Moran said this may be part of a communications package we can get with a grant but it will go forward as a budget request. Mr. Dyer said the School Center web product we have can really help us do this. It can help us get a canned message to every teacher who can send it to parents. We also want to have the redundancy pieces on paper to reach and to provide more information. 

·        On the yellow form every parent fills out every year, will there now be a space for e-mail? Mr. Dyer said that request came in last year and there was an attempt to honor it but it didn't happen before the forms were printed. It will be a change for next school year. Mr. Dyer said we're trying to find systems that integrate with SASI and once we put information in SASI, it stays in and we don't have to keep re-doing it unless things change. Brownsville's PTO is hoping they can use the yellow form and make labels and parents can check for accuracy and then we'll be done. Mr. Deale said PTO's can't use the yellow cards to make their directory. You have to have a separate form for PTO's. Mr. Stern said in other states you can check a box to release the information to the PTO so it's not a Freedom of Information Act requirement. Dr. Moran said we'll go back and check it again. Mrs. Stollings said the schools or someone needs to approach legislators and to tell them this is dangerous information about minors and none of it should be made available to marketers. Mrs. Moorefield said it's not and that's why it can't be given to PTOs. Theoretically, the PTO can do a directory by sending out its own form and the volunteer has to enter the information. A parent commented that if that's truly the reason, PTO's shouldn't do the directory at all. Several schools said they send out a separate form in the first day packets. Dr. Moran said we don't even publish the staff directory in the county anymore because anyone can get it. 

·        Western Albemarle High has a situation similar to Albemarle High. There's a newsletter from the office secretary, volunteer coordinator, etc. She said a pet peeve is that she receives multiple copies of the School Talk and Calendar publications from the division for each child and the family needs just one. Mrs. Sinatra said those publications have been moved to the Community Engagement Office and we are requesting funding to use a mail house which will help us sort through our information to remove duplications so each address will receive one copy of each.  

·        Mrs. Stollings said as the division moves forward, it needs to keep in mind there are families that can't afford the technology. The county has programs on different systems and is teaching kids to use them, however, some schools are requiring kids to produce PowerPoint presentations and some parents don't have that on computers at home and the assignments become very difficult for families to do. Can Albemarle County allow parents to buy into a site license for some things? To go out and buy PowerPoint, for example, is $300 to $400. Considering what kids are being required to do, including iMovies and things like that, is there a way to allow parents access to that for people who have computers at home but don't have those programs? Maybe we can consider something along the lines of what colleges do. When students go to college they are required to have certain things and some colleges are allowing kids to buy computers from them with all the required programs. Mr. Stern said Microsoft has a deal where if you provide income information you can get it for a reduced cost but it's a reduced package. 

·        Mrs. Moorefield said the possibility of podcasting is something to consider. For non-computer users who are parents, most people have TV sets and there's got to be a way Ch. 19 and public access, especially with high schools' studio programs, that each could do something about what's going on in their schools. She said she'd like to see using the media outlets - radio shows, cable TV, PBS, local TV stations. Dr. Moran said technology is a difficult piece in our lives and we're trying to figure out how to have a healthy balance. You can stay on your computer 24/7 responding to people. Most principals spend two hours a day on e-mails alone and it's not decreasing their phone calls.  We are trying to make communications more transparent but how do we make sure that our people balance time to make sure they do the business of running a school? It's part of how we figure out as a division how we blend it in a 24/7 environment. 

·        Do we have the option of doing a search on the county website? Currently that is not available.  

 

4.	School Division Report and Dialogue - Dr. Pam Moran, Superintendent 


a.	Mid-year Review

                                                               i.      Dr. Moran said parents can go to the county website to view the Mid-year Review presented to the School Board. She shared a handout on the Strategic Plan Goal 1. The Mid-Year Review can be viewed at www.k12albemarle.org <http://www.k12albemarle.org/>  under the "School Board Reports" link, under 2005 Reports and titled "2005 Mid-Year Review (December)." 

                                                             ii.      Dr. Moran said the Strategic Plan goals are four-year goals. The handout is a sample sheet and it shows two-year goals. The report is formatted by goal, priority, and outcome measures to show our gains in specific areas. Each outcome measure says how we want to show our progress for our kids acquiring the lifelong learner skills. When you see the implementation strategies, that is the work we're doing to try to accomplish that goal. We have another category called Research and Development (R&D). School divisions are not good at R&D work; they tend to go from a great idea to implementing before really studying it and making sure they have everything in place to make it real. School divisions are good at coming up with lots of programs that never get fully implemented and what we say is that we want to be really sure we take our work to the execution phase. That's the focus she'd like to bring to our work. In R&D what we say is we need to be constantly going out and finding best practices, finding out what we need to do to make it work, and before we do it making sure we have a clear, concise plan for getting it into classrooms and making it work. We don't want to waste resources. The last section is Division Support Strategies which is about the things we don't want to drop off the map and make sure we keep the programs in place. It's three different ways we're looking at strategies and it's a different way than we've done before. Through strategic planning we report to the Board four times a year now on the progress we're making toward goals. Typically summative data isn't available until the fourth quarter of the year so what the Board gets in quarters 1-3 is what we're doing right now in schools to make a difference so when we get to the fourth quarter we can show data of what we've done to make progress. If you go to the web link what you will see is the mid-year progress report the Board got in December. 

                                                            iii.      In the PowerPoint, what we talked about was where do our outcome measures come from? Some are from current work, some from work planned for the future, some from the Board. A focus area developed by the Board is related to wellness in schools, particularly nutrition. That's an area we had a few Board members who sold a focus to the rest and we got direction as a staff to put more emphasis on nutrition in schools. The conversational language piece, on the other hand, bubbled up from staff and is more part of our operational business. Mr. Dyer is working on the strategic plan to project out to the future what our work will look like in four years. Mr. Dyer said this year is the implementation year of the strategic plan and we're bringing together feeder patterns that are discussing what these goals mean. The steering committee has three goals they want us to work on. There are hundreds of outcome measures we can use. We've selected 11 outcomes we want to measure to be able to co me back and have some data to show how we did and determine what strategy pieces we need to change to move forward. What we're trying to do this year is figure out what the outcome measures are so we can get to end of four years. In the past we've used summative data. We're trying to look at the formative data and what subjective data we need to look at like surveys on what teachers and students feel about issues to get to some of the soft issues we may not have talked about before. In June we should come back with a more quantifiable piece with 11 outcome measures for the goals and then go forward. 

                                                           iv.      Dr. Moran said we look at the goals to stretch ourselves in ways we haven't before. Every child deserves the best we have in every classroom. One thing she read recently was "The World is Flat," a book that looks at the radical changes happening outside the United States in the world our kids will compete in and suddenly Strategic Plan Goal 1 took on another level of importance for her. It surprised and caused her to focus on how our schools need to look different so all kids are competent and capable to work in a world without boundaries. We spend a lot of talk time on the Achievement Gap discussing why we put so much focus on it. She said she thinks it's critical because if we don't educate all kids to the highest level possible then it becomes expensive business for us as a community and society because when our students can't join as productive, caring members of the community, we lose capacity as a community and a country. It's something that needs to be everyone's business and doesn't necessary represent the parents sitting in this room now or coming to your programs. We also won't abandon our focus on our kids that are aiming for fields like technology and medicine. The Strategic Plan Goal 3 will be seen in the budget again this year to maintain market competitiveness for our teachers because we can't afford to drop down. For Goal 4, we talk about what it's going to take for us to get to being world class. It's going to take everything from technology to having teachers that are the best of the best. It's about not sacrificing quality at any level. It's about communication and we have principals that have a lot to learn about communicating in the 21st century at high levels and well.  The last Strategic Plan goal is about how we make sure our budget practices are the best. We've never benchmarked our budget practices against anyone else. We're going out and looking at other school districts to make sure we're using the best strategies possible to make sure we are getting the most money into the classrooms. The committee in strategic planning is really working to define "world class." 

                                                             v.      One thing to mention from the Mid-year Review is the Board did approve hiring a floating cafeteria manager to try to bring a stronger nutrition focus to schools so we've been able to see some changes in our schools. Another area we're probably farther from world class than we want to be is in counseling. We're trying to put a bigger focus on counseling at every level with emphasis at middle and high school. We think we have a program more about intervention and we're looking to move to a more career-based counseling program than we've had before. It will demand we bring ratios down. We have counselors seeing 300 to 400 kids so if you see the time they spend with kids, it's minimal. We're looking at what's a reasonable ratio to get time to plan a career path. Discipline/school safety is something we'll be taking on. 

 

5.	Reach Consensus on February - Mr. Chip Deale, Parent Council President.        


a.	School Division Budget Proposal for 2006-07

                                                               i.      Mr. Deale said the Parent Council tries to get strong representation at all budget hearings. The county government's final budget hearing will be during Spring Break. It's important to have strong presence at them. The public hearings on February 1 and March 8 are the key ones. We ask people to be there and get others from their school to come, even if they don't speak.

                                                             ii.      The Parent Council membership reached consensus to keep the February Parent Council meeting as scheduled and forego the March meeting and attend the county government public hearing instead. Mr. Deale said we will get a room for Parent Council members to meet in prior to the public hearing, and refreshments and stickers will be provided. Mr. Deale will send out talking points before the public hearings. 

                                                            iii.      Dr. Moran said school principals will be well versed in the budget and she will ask them to touch base with Parent Council representatives beforehand. Dr. Moran said we anticipate our local revenues to be good this year and the state revenues are not expected to be bad. The challenge will be to align priorities. Personnel costs alone consume about 85 percent of our money every year and anytime we get new money most of it goes to personnel, leaving very little to address many other important things. 

                                                           iv.      Mr. Deale said he will shorten the February meeting. At the public hearings, Parent Council members can speak from several perspectives, personally as a parent and as a PTO representative.  

b.	School Division Calendar Proposals for 2006-07 

                                                               i.      Stacey Walker is again representing the Parent Council on the calendar issue. She said there are two proposals under consideration. The first one is similar to this school year. The second one is new and different with a start after Labor Day. The main reason school would start after Labor Day would be if we do not have six school closing days due to bad weather this school year. The reason for this is legislation that was passed regarding when schools can open that was advocated for by the state's tourism industry, which claimed that early school openings would negatively impact their businesses and their pool of younger employees. The school division already has had four closings this year so it's not likely to be an issue. She asked Parent Council representatives to take the calendar options back to their schools, gather comments, and send comments from the sites to Stacey at Walkx4 at earthlink.net. Mr. Pajewski asked if the November 7 date could be re-labeled as not all schools use it for parent conferences. The calendar options will be sent out on the Parent Council listserv.  

c.	The meeting adjourned at 9:07 p.m.

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