001all right hello and welcome to the Greenfield school committee Community engagement subcommittee meeting is January 21st and at 6m we're meeting in the Greenfield High School library um let's do a roll call um member Goodwin here member seon here and I am also here member genive and I am now chairing this subcommittee um there doesn't appear to be anyone here from the public so I'm assuming there isn't anybody else recording um I'm currently recording the meeting to the cloud and I'd like to let's open the meeting um 6:05 p.m. our meeting has started and I'd like to first let's see I'm going to open our agenda and also I'd like to make a motion first to um suspend Robert's Rules of Order for this meeting because there are only three of us present uh the
002superintendent is not present this time and we have no members of the public so I'd like to make a motion to suspend Robert's Rules of Order and treat this as a working session do I have a second okay second from Member Goodwin and member seon um so that passes and Robert's rules are now suspended and we can treat this as a working session all right so everyone we have a few things on the agenda first of which was public comment and we have no public here so let's move along from that um let's see okay and second on our agenda [Music] is I'm sorry third on our agenda is the approval of the December 17th 2024 subcommittee minutes did you all get a chance to look at them okay um let's all say I if
003we approve them I I I okay so the minutes are approved okay the next thing that we have in the agenda is a strategy discussion revisiting the goals set at the December 17th meeting defining Avenues to improve Community engagement acknowledging Community Family work schedules engagement with all populations school committee visibility that's the first part of step four on our agenda so one of the things that um I'm really thankful that Stacy that you took such great notes at the last meeting and that you created the two um Google Docs that um should be in the packet let me go back one is called school committee event attendance and then another one is oh they both got titled the same thing event sources and process do you both do both of you have those they didn't
004get put in the packet as Google docs they got put in as PS right so just to make a note for the archiving of this um because they were in Google Docs in a state of always changing um the executive assistant converted them to a PDF just for the materials portion of the meeting so that the public could see what we were working on but they are in fact in a Google doc and we can add to them adjust them as needed because they are a calendar collection of events so let's take a look at okay let's take a look at both of those documents but to start now that we've had some time to sort of adjust what we're I mean digest what we're doing have either of you thought of any additional goal
005goals that you would like to bring forth that we haven't discussed yet just take a minute and think if anything pops out at you that you meant to bring up I mean I don't think this is like a a new goal or anything that I would love to see us move toward having a more like maybe to making some sort of announcement having something either in the paper or as part of the parent update that's just like hey where a committee that now exists maybe we want to hear from you because part of our charge is um like having a a being part of communication plans and figuring out ways to get more people to our meetings and so we can like make the announcement that oh yeah we switched meetings to 6:30 we hope
006that this makes it easier for you to attend that was the goal with that and just so make sure that people know that we are trying to make efforts and if they if they have a specific suggestion we want to hear from them okay how about you um Melody no I think we have a really big goals so I think it's just at this point just trying to break it down into smaller pieces you know so it's measurable um I think that's where I'm at um more involvement and how we're going to measure that is sort of you know the goal is Big so to make it smaller is is where I'm at and I like the calendar so I think adding to the calendar is a good way to do that because you can
007see all of the events in this month I mean if that's it makes it easier to figure out because at at the beginning I set a goal for myself was to go to one school event a week and then it went to two weeks because there weren't things that were happening every week so you know is it three events a month um you know kind of like trying to set a goal for different things um and then what is it event is an event also walking through the schools is an event math nights I mean what are we calling I mean to me it's all engagement um so okay for me I I've been thinking about it and realizing that um we have a lot of goals that we've identified and things that we want
008to do but there are probably quite a few things that we're not really going to know that we need to do until we start to do things so I would like us to start by um taking this calendar and bringing it to the full committee and one thing that um Stacy wrote down in the notes was that we could collect all of the events that are happening monthly and bring it forward and have everyone sign up for what they'd like to do so I think that that might be a good place to start if we bring one forward in the next uh main meeting and have everybody take a look at it we can get an idea of who would like to sign up for things um what sort of bandwidth everybody has um because
009we have to be cognizant that it is a volunteer position and not everyone is going to have the time to do it and we've discussed that a lot but it would be great to just get it rolling and to have it be a standing I'd like to recommend that we have it be a standing um document for each meeting so that it's part of our um consent agenda that we get in there and put our names in but I'm also cognizant that if we bring it like if we bring forward the one for February we will be missing the first two weeks because of when our meetings land so it might be like mid-February to mid-march mid-march to Mid April it might have to be a little staggered that way um just because of how
010our meetings land so I guess that's a motion that maybe I should make um so I'm going to make the motion that we prepare a calendar to bring forward to the main school committee meeting for February March events and let everyone use that Google Calendar to Mark what they're interested in doing could I get a second on that second okay sorry I was muted I second it okay um any discussion on that no I think that's a good first step okay um all right well then let's have a vote all in favor I I okay so um in that document it lays out let's see a few events um they're all in January and have not passed yet no but will not be in time for the full committee to look at them but there's
011the event attendance material that talks about the event sources that we can use and the process thank you member seon for doing that um does anyone have a particular desire to chase it down for February and March does anyone have extra time to do that I I would normally think well I'm going to do that since I'm shairing this but it is Girl Scout cookie season and I am a little bit stressed but I already did mine but um I could give you cookies in exchange no take some thins in exchange for this um in exchange for this labor the hey already hit me up um but I I mean I'm happy to like do the do the thing to like go Source some February events um the tricky thing so like Arbiter live all
012of those are are listed all the games from here to the end of season for basically every sport which means that there are games listed for from here to Kingdom come because there's always some sport happening at some time um the thing with the weekly parent updates is like I just looked at the most recent one that came out last Friday and it stops at January 31 so we're kind of beholden to whenever that parent update starts including February events for us that's when I can pull that info and start putting them on our calendar um I can look on the the district calendar and just see that's coming up but there are things for instance like the math nights and the the Bingo things that those don't tend to make it onto the district
013calendar oh well they there they are they're there now so never mind I'm a liar um no you're right they don't make it they they they sometimes don't but they are at least now um so let me scroll to next month and see what's there usually not a lot in February because of vacation it's a short month and it's before mcast testing in March so yes um but there is like CPAC meeting and there's school council meetings but I don't know if we're gonna do those if if that's the kind of thing we're asking people to sign up to go do necessarily um but yeah just looking into February and March these other kinds of things like math Nets are not listed yet so it's a little we're sort of playing a weird chicken and
014egg game of when we learn about the events so we can sign up for them um versus the when we need to know about them in order to be able to publicize them that's okay I think we'll get a rhythm going and it doesn't have to be like you don't have to sign up to do a a month of Labor every time like we can rotate um yeah and take you know split that that work up between us um so that it's not you know we can each take a month um so I think I think the first step then is um uh Stacy you're gonna look for the events I'm gonna send an email to Karen asking about the timing of the parent update and how to get our information in and I'll ask
015her about an announcement for us um and a way to get our meetings in the parent update as well so that uh parents know and then the goal then would be to bring forward this calendar for February March to the full committee and have everyone see it and what we're thinking of and it would be great if it's if it's just a a real casual Google doc that can be in the materials that everyone everyone can just sign up to do even as even in the form of a poll or however it works best but I have kind of a tech question do you think Stacy that we could when we make this ongoing Google doc could we find a way to embed it into our school committee calendar is there a way to do
016that because I have the master calendar for us and if there's a way for me to like do you know what I'm saying if there's a yes I do know what you're saying yeah it would be easier if everything were on the district calendar it would be easier to pull all of those events into our calendar I don't know necessarily about the tech of taking from a a Google spreadsheet into the calendar okay I got it I was just thinking of a way if there was a way that we could do it easily it would be great to have a link so that members could um merge it into their calendars you know yeah but I understand completely and that's not important at this moment it was just an idea that came to mind um
017all right so okay so I'm gonna I'm just writing all this down just taking some quick notes so Stacy you're going to do February March events okay I want to play around just a quick Google search it looks like it is possible to add and schedule things from Google Sheets into a calendar but it's gonna take some thinking and setup it's not okay it's not like a button I press okay and then Mel you can do March April and and um so if you want to get a ahead of that and uh and I'll do April May and I'm marking myself down for April May and hopefully we'll just get in a rhythm and just send those off in time so that it's easy easy and it just gets on our agenda and everyone knows
018what's happening so who made the Google Doc is that the person who has to add it well Stacy's gonna make um like a master Google doc okay yeah and like we already have the I don't know if I can just share this if it's I don't know I had it I was trying to open it hold on I'm GNA go I'm gonna go see if I can share my screen I was able to add to it but not add um let's still a PDF right now hold on let me open it okay hold on let me see if I can share my screen hold [Music] on nope I opened it nope there we go so Stacy just made a nice easy table that just says the date the event time the title can you all
019see this this was in the materials I can't see you sharing your screen oh my goodness okay hold on hold on I got it I got it I got it okay can you see now yeah say oh my goodness there it goes there it goes yep so you can all see the table yes okay um it's in your materials it's just the PDF but um so uh Stacy can add all of us to that Google doc um and it probably would be a good thing to add the superintendent as well just so that she can see what's up maybe even Becky in case Becky needs to step in and adjust things but um I don't think we need anything more complicated than this yeah agreed um so at this point anybody who has a GPS
020email and is in that domain can access this the spreadsheet that this PDF came from so this is basically just like a snapshot of one of the things but in the chat is an actual link to the spreadsheet that I think that's where we want people to actually use cuz they can add their they can sign up in real time they can add a new event if they learn of something that wasn't on any of the other sources um you know what I mean yeah that's perfect great I I just want to make I saw that Mel you were able to get in and you were you added your name yes to a couple of places but I just want to make sure um Elizabeth have you been able to actually get into the spreadsheet
021you know what I'm not sure because I haven't tried since some sending it to Becky so um let me try write the second EXC and just make sure you might need to be Google doc I went into Google Docs yeah be logged into your Greenfield email account because you should not be able to get to it from your personal email account that's correct yes I am in my GPS uh Google doc section um but for some reason I don't have it I have the event attendance planning but not the other one go to Sheets yeah it's probably in sheets you're right sheets forms docks all of them okay I like the drop down box Stacy that was cool oh yes okay got it M oh yeah I see you in there now got it okay
022great um perfect I wonder if I could bring some cookies to any of these um I think people are going to be wanting some additional calories if they do that polar go that's right I know huh okay so that's perfect Stacy thank you so much for doing all that you're so welcome and then you know as more time passes we can just add more tabs across the bottom for new months and years um or just to repurpose them because eventually no one's going to care what events we went to in January of 2025 so we can just say that's January of 2026 there you go um so this I think is like a is a really good step it's a really good beginning step so we can come to the meeting with a nice report
023and the documents and make sure that we are in the parent update and see what kind of what kind of availability members have for engagement and I think that once we do a few of these once we go to several events we're going to learn what kind of Engagement is really wanted I think uh because we haven't had members of the public come to the last few meetings and they it might be because they don't know but it also might be because they want something specific and they're going to tell us when they see us uh so I think things will be uncovered as we actually do this this work but if anyone has any other goals that come up or directions that they think that we should go in Stones we have left unturned
024this is a first step it's a good first step St so that we can look at them yeah I feel like maybe there will be additional stones to turn in the future you know but let not try to eat the whole elephant all at once that's right um all right so let me just go back to our agenda and just see if there's anything that we are [Music] missing what steps can be taken by the end of the school year to implement goals and school committee participation in school related activities which I think we just covered um so the fifth thing on the agenda is adoption of the event attendance planning and calendar which we did and so the sixth item is topic settings for our February subcommittee meeting perhaps by February we will have
025gone to an event or two and have some ideas on how that goes um if one of you go or if I go we could do a little report and thought session on that um and any additional goals or additional topics that come up feel free to email me unless they're percolating right now anything bubbling to the surface I'm just excited to start implementing this and try it out a few times and see how it goes okay then I think that uh I think that we're complete how do you all feel about that any no further thoughts all right so we have our plan of action we're going to implement our first step we're going to bring it forward to the full committee and um start to do this work hooray y thank you thank
026thank you Stacy for all this incredible work we wouldn't even be here ready to take this first step if you hadn't so thoughtfully guided us uh by beginning this subcommittee I know I will not chair it as well as you so I am sending you my gratitude pleasure although I think I might be frozen okay well in that case let us vote to adjourn um uh I'll make a motion to adjourn second all right discussion all in favor I all right 6:31 stay warm everyone yeah talk to youall later bye goodbye