Watershed Community Council

April 5, 2006

Present:  David Woolley (co-chair), Endel Kallas (co-chair and interim scribe), Nell Ubbelohde , Kari Olson, Pam  Lien (faculty/admin), Leslie Kallas

1.  Welcome, Introductions, Verse 

Prior to the recitation of a modern English translation by the group, Pam recited the opening lines of Chaucer’s Canterbury Tales from memory in their middle English form.

2. Approval of last meeting's minutes

Last meeting's minutes were reviewed and approved.

3. Agenda Review & Additions

Endel Kallas noted that proposed meeting deliverables included a revised work plan for the remainder of the year and a Community Council Survey to address the role of the Council, the nature and effectiveness of Council activities, and community participation. It was suggested that these both may be different parts of the same conversation (i.e. the survey is the key item in the work plan for the remainder of this year.)  The survey is a critical tool given the limited group in attendance and the opportunity to extend our discussion and gathering of information for decision making using on-line survey tools now available to us.

4. Faculty\Admin Update – Pam Lien 

Pam spoke to some of her many roles at the school including the establishment and administration of 504 plans.  This is a relatively new role for Pam and includes creating "accommodation plans" for students who do not suffer significant disabilities but would benefit from minor accommodations such as extended assignment times, assignment reminders, the provision of quiet places to work or take tests etc. Possible benefactors from such plans would include families addressing challenges with ADD, ADHD, depression etc.

Reminder of upcoming MCATS the day of return from spring break. It is critical that students are present to take these required tests as mandated by No Child Left Behind.

5. Board  Update (Read into the record from Snippets)

A special Board meeting to discuss financing and budget issues including recommendations for same from faculty for the ’06-’07 school year will be held on April 17th, 2006, 4:30-6:00 pm.  The next full Board meeting will be held on April 20th, 2005, 5-6:30 pm.  Please contact either Keith, 763.797.0019, dunde001@umn.edu   or Leslie, 612.377.4655, lwilson@co.carver.mn.us  with questions, concerns, interest in the Board service, committee work.

Note: The question was raised as to why we needed board updates in both Snippets and the Council Meeting. It was suggested that Council meetings offer a unique opportunity for in-person questions and follow-up.

6. Action Items Updates

Action items from last meeting pertained to the volunteer list that the community council had generated earlier this school year. Endel Kallas reported that Barbara Clarity had located the original list and updated it with information that had been passed on to her. The list has been transferred to an EXCEL spreadsheet and posted on Centerpoint awaiting further action. The communications committee has determined that Centerpoint can accommodate the posting and tracking of tracking of volunteers. No progress on the recruitment of a volunteer coordinator was reported.

7. Review of accomplishments & plans – Recruiting Community Involvement – Council Effectiveness -  Council Work Plan - Survey

David Woolley initiated the discussion with the following questions and comments:

-What are our accomplishments this school year and what is our current work plan?

-How do we get more people engaged in our outstanding initiatives? 

-What is the role of the community council? Is its purpose still as originally envisioned?

>>>One original function was to serve as a focal point for volunteer work (class reps role includes recruiting volunteers) initiatives

>>>Some volunteer activities (e.g. Silent auction, Medieval Feast) are largely organized and run outside of the Council

>>>A particularly valuable aspect of the meetings has been the direct interaction between faculty, administration, and parents

Nell Ubbelohde agreed with the value of interaction in the meetings and added that she was interested in hearing about and acting upon school issues (e.g. closed campus last year).

Endel Kallas pointed out the council had undertaken many initiatives in addition to the two main fund-raising events that required coordinated action, recruitment, follow-up and accountability (e.g. Parent Handbook, Pearson/SiPS re-dedication). Some activities like matching people with needs and facilitating parent/faculty communications are part of the fund-raiser leads, communications committee and class rep function which are sponsored and overseen by the community council. The council itself also plays a role in facilitating communications and progressing initiatives on behalf of community members who cannot necessarily attend monthly meetings.

Pam Lien underscored the value of following up and evaluating the effectiveness of some (communications) initiatives citing the results of the faculty communications preferences survey that she had compiled and distributed with the most recent grade reports. There seems to have been a "disconnect" in that the communication may have been less than fully effective. (It was requested that Pam re-forward the results to the communications committee for posting on-line).

Citing what he had observed of Bina's leadership, Endel Kallas suggested that the Community Council is also defined by those who show up at meetings and take initiatives. For example, two meetings ago in a discussion of the Events Committee and the need for parent participation, it was suggested that acting volunteer leads for major events become de facto members of the events committee because they had experience and  a clearer picture of needed actions and opportunities. There has apparently been no action on this suggestion and action is needed to set dates for next years events (Silent Auction). Endel committed to follow up on development of the events committee. (.In the course of the general discussion, a list of active committees noting their sponsorship, mandate, and membership was also requested).

It was suggested that the further clarification and improvement of committee operations be included in the work plan. It was also proposed that the development of a repository of committee and general council information on Centerpoint be added to the general work plan. Other current work plan items were discussed including the status support for the student council. It was suggested that current and possible additional work plan items be addressed in the survey.

Leslie Kallas spoke to the inclusive nature of community council meetings (that the meetings were a place for community members to get a broad picture of school goings on). David Woolley asked if people were aware that this was a significant opportunity with council meetings. Endel Kallas suggested that this be addressed in the proposed survey. 

Other specific topics discussed for consideration in the survey included:

· What is the mandate of the community council?

· Should students be invited/encouraged to attend?

· What community council functions/offerings are people most interested in?

· What should be on the council action/work plan? What is the priority of these items?

· Do you think that it is difficult to volunteer for community initiatives? (Why?)

· What topics would you like to have addressed at council meetings?

· Does the name "Community Council" address the nature of the group? Is there another name you better suits the group’s function?  (e.g. PTA, Community Forum)

· What do you think is the most important role of the class representative?

· Would you feel comfortable contacting your class rep to carry forward a concern or issue?

· How do you prefer to be contacted by your class rep? (phone, email, etc )

8. Committee Updates (None)

Nell asked about the status of the Class Syllabi initiative reported by the Communications Committee last meeting. Endel reported that the question of carrying it forward would be addressed in the communications committee with the hope that Debra Pelinski could help progress it further.

9. Action items

· Communications Committee to progress updated volunteer list (integration with  Centerpoint, on-line posting of spreadsheet)

· Communications Committee to address progress on syllabus initiative

· Pam  to forward a copy of the faculty communications survey (spreadsheet)  to the Communications Committee for posting on-line)

· Endel Kallas to compile a list of active committees noting their sponsorship, mandate, and membership

· Endel Kallas to follow up with Events Committee Chairs re: membership and next year’s schedule

· Endel Kallas to request electronic copy of community council materials from Bina for creation of a repository (agendas, committee lists, class rep/class sponsor materials etc.)

· Endel Kallas to prepare and distribute an initial draft of survey questions for further consideration  (this should include work plan items)

· Carryover item -Michelle Van Ryn will investigate a possible individual for the role of volunteer coordinator

The next Community Council meeting will be Wednesday, May 10th.

Respectfully submitted, Endel Kallas, Interim Community Council Scribe