Ad Hoc Committee on Strategic Planning - November 6, 2009

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Proceedings of the Ad Hoc Subcommittee on Facility Issues

District No. 2, Yellowstone County

High School District No. 2, Yellowstone County

Billings, Montana

November 6, 2009

 

 

This Ad Hoc Committee was formed on October 19, 2009 to work out a detailed scope of work and schedule with the Montana School Boards Association (MTSBA) for the district’s strategic planning process. It is anticipated that the committee will also act as the district’s liaison to the MTSBA for the duration of the MTSBA’s involvement.

 

The first meeting of this committee was held on November 6, 2009 in the Lincoln Center. Trustees Peter Gesuale and Barb Bryan were present as well as Clerk Leo Hudetz. Trustee Kathy Aragon arrived at 12:30. Nancy Hines entered the meeting at 12:32.

 

Trustee Bryan presented a draft outline for the strategic planning process that was based upon the research conducted over the summer by the district’s subcommittee on strategic planning. MTSBA’s primary involvement would be in level 1 planning, which would include developing the district’s mission, goals, defining values, and overall strategic vision. This level of planning would also identify key operating areas of the district in which more detailed planning (level 2) would be appropriate. These operating areas might include leadership (Board orientation/training, Board member recruiting, leadership team recruiting/development); extracurricular activities (sports, clubs, other); facilities (planning, operations, maintenance); community engagement (public involvement, public information, district outreach); financial/funding (state funding, mill levies/bonds, BRF, budgeting); support services (food services, transportation, print shop); and Education Plan (curriculum, instruction, technology).

 

Key steps identified for level 1 planning are:

1. Gather internal/external assessment data

2. Gather strategic planning background materials and educational information

3. Recruit representative steering committee (Steering Committee)

4. Launch/promote process throughout community (develop detailed plan)

5. Select Steering Committee leadership and identify role/responsibilities

6. Discuss internal/external assessment data (Steering Committee)

7. Discuss strategic planning and 21st century education

8. Identify key operating areas

9. First community dialogue (content?)

10. Launch online community survey (also in print?)

11. Review/compile results of community survey (Steering Committee)

12. Develop draft mission/vision (Steering Committee)

13. Second community dialogue (review results of step 12; collect public comment from all who submitted online or print survey in step 10)

14. Revise mission/vision (Steering Committee)

15. Present strategic plan to Board, public and leadership team

16. Develop plan, schedule, priorities, and approach for developing strategic plans in each operating area.

 

There was a discussion of the outline and where the MTSBA would be involved. Trustee Gesuale asked if budget codes could be attached to the plan. Also, Trustee Aragon offered the suggestion that we be sure to have multiple opportunities for the public to participate, maybe having public meetings in different parts of town. The group also discussed the importance of having Nancy Hines involved in developing a public communications plan to run concurrent with the strategic planning process.

 

After additional internal discussion by the committee, a call was placed to MTSBA and the discussion was continued with MTSBA representative Debra Silk on the speakerphone. There was a discussion of the draft agreement with MTSBA and possible changes, including the needed number of steering committee meetings and number of public meetings.

 

The fees for the MTSBA are $500 for not more than four hours of time. Barb Bryan and Pete Gesuale will work with the MTSBA to work out the out details of the contract with the MTSBA to reflect the dsitrict’s needs. The goal is to have a final contract available for review and potential approval at the Board meeting on November 16th.

 

Kathy Aragon made a motion to recommend to the Board a revised draft contract with MTSBA for strategic planning. Trustee Gesuale seconded the motion. Trustees Aragon, Bryan and Gesuale voted in favor of the motion and it passed unanimously.

 

Peter Gesuale suggested that for the next meeting the group work on a list of possible steering committee members, a list of data that the steering committee will need for its work, a draft schedule for the planning process, and possible questions for the online community survey suggested by the MTSBA.

 

Another meeting was scheduled for next Friday, November 13 at noon. There being no further business, the meeting was adjourned at 1:20 p.m.

 

 

 

 

_______________________________

Nancy Coe, Recorder