1. Communication Plan for the 2005-2006 School Year Community Relations Committee Warren Erdmann, Chair Frank Cuccio Julie Mastricola Lorrie Hardy October 17, 2005

2. Some characteristics of “not communicating” “We didn’t know about it…” “You didn’t ask my opinion or input…” “You didn’t give me enough information…” “I heard about it at the soccer field or on the street…” “You should post such information on the web page…” “Your tone and approachability could be much better…” “The fact is that I am unhappy with your decision…”

3. Our Community Relations Mission: The BOE seeks to develop an effective Communication Plan which fosters an environment that invites all stakeholders to participate in achieving the district’s mission, goals, and educational priorities. *Community Relations Committee – June, 2005

4. Communication Plan District Goals = Priority Consideration Heightened Community Scrutiny Budgets – Reduced State Funding Great Accomplishments – Let’s Share The Success Communication Plan Why is this important? Some Stated Feelings – “Lack of Communication” S1701 Higher Expectations To Know “What’s Going On!”

5. Stakeholders – Everyone has a stake in being well informed… Parents Non-Parents Board of Education Administration & Superintendent Teachers & District Employees Government Officials Local Businesses Media Community & Civic Organizations Students

6. What do we mean by “well-informed”?  Everyone has equal and ample access to appropriate information

7. How will we define “ample access”?  We’ll need to maximize every platform and conduit available to enfranchise every stakeholder possible…

8. Methods & Means of Communication Face To Face Paper Based Audio Video Technology Based BOE Meetings Superintendent Neighborhood School Contact PTA Mtgs Superintendent’s Sounding Boards Principal’s Coffees BTSNs Student Handbook School Newsletter Newspapers Reports Calendars E-mail Phones Faxes Cable TV News Radio Cell Phones Voice Mail Conference Calls Videoconferencing DVD/ VCR/ CD School Website Town Website Chamber Website NJSBA Website CD-ROM

9. Keep District Stakeholders Informed and Engaged Build Positive Relationships with Stakeholders Increase the Visibility and Accessibility of Board Members and Key Administrators Increase Outreach to Non-Parent Community & Civic Groups Communicate Progress Towards District and Board Goals Evaluate Stakeholder Satisfaction Implementing an Effective Communication Plan Will:

10. Developing a Communication Plan Phase 1 Phase 2 Phase 3 Establish Communication Goals Identify Stakeholders and Essential Audiences Decide on Key Messages Decide on Key Methods Develop Timelines Review Communication Strategies & Methodologies Create Feedback & Evaluation Mechanisms

11. Roles & Responsibilities: Administration Board of Education Members Stakeholders

12. Roles & Responsibilities:  What is the Administration’s duty?  To understand the direction of the Board of Education through its annual goal-setting exercise and to administer the policies of the Board.  To establish strategies and the means for executing these strategies to achieve success in the eyes of the governing body (BOE) via –  The goal-based “Action Plan”

13. Roles & Responsibilities:  What is the Administration’s duty? (continued)  To report regularly on the “Action Plan”.  … And to make mid-course corrections to ensure satisfaction and success!

14. Roles & Responsibilities:  What is a Board of Education member’s duty?  To set policy and establish district goals as a body holding the CSA accountable for progress.  To be conversant in most of the “hot topics” and “works in progress.”  To refer community needs, concerns, and complaints to the Superintendent for appropriate response.

15. Roles & Responsibilities  What is the Stakeholder’s duty?  When perceiving a need to be informed, seek out every means available.  Tip: Stay in touch with your neighborhood school….  Even if you do not have children there, chances are that the principal there can answer your question or direct you successfully.

16. Roles & Responsibilities:  What is the Stakeholder’s duty? (continued)  Tip: Generally Follow the Rule of Subsidiarity….  …and what is that??  Issues and Concerns are Best Solved at the Lowest Possible Organizational Level – enabling…  Improved communication for all in timeliness and effectiveness!

17. Timeline Task 1 – CR Committee & Administration Debate and Outline Communication Mission Statement Related to Full Board of Education Goals for the District (TBD) Milestone 1 – Full Board Adopts Communications Plan Goal within Official District Goals Task 2 – Administration Creates Draft Communication Plan for Committee Approval Milestone 2 - Full Board Approves Communication Plan Task 3 – Administration Implements Communication Plan Keeping Committee & Board Apprised of Progress via Regularly Scheduled Meetings (Committee & Full Board Before the Public) Task 4 – Committee & Administration Design Instrument & Collect Feedback from Stakeholders Task 5 – Board Reviews Plan Effectiveness for Administrative Accountability Task 2 Task 3 Task 4 Task 1 Milestone 2 JunJulAugSepOctNovDecFebMarAprMayJan Task 5 Milestone 1

18. Closing Discussion: