CSAC Strategies Running Effective Meetings

1. CSAC StrategiesRunning Effective Meetings Theresa Pastore Parent Engagement Consultant Toronto Catholic District School Board

3. Getting the message out! • As soon as possible after the dates are established, circulate the year’s meeting schedule as widely as possible throughout the community. •  • Advertise in school and community newsletters, noting important or special agenda items. • Post meeting dates on the what’s-on sign outside the school, if one is available. • Use a phone-tree system to remind parents of upcoming meetings. • Publicize meetings at community events. Post meeting dates on the school’s website.

4. Characteristics ofNegative Meetings • Drifting off the subject • Poor preparation • Lack of listening • Verbosity of participants • Length • Lack of participation

5. How to get members engaged in the meeting • Define a meetings purpose • Send enough information for people to prepare for meeting • Consider the preferred language of members and provide materials or translators to support • Allow all attendees to participate • Address each item on the agenda • Assign follow up actions

6. Planning an effective meeting • Define the purpose of the meeting and the outcomes • Is this solely an information meeting or are decisions needed to be made? • Solicit input from members on any other topics/issues that need to be discussed • Develop an agenda with timeframes taking into consideration any outside parties coming to speak and the relevant priority of agenda items • Distribute the agenda one week before the meeting • Send any relevant information or inform participants of any necessary preparation needed to meet the meeting purpose

7. Sample Agenda (SCHOOL NAME) CATHOIC SCHOOL ADVISORY COUNCIL AGENDA – November 15, 2014 7:00 – 9:00 PM Location: School Library Welcome and Open Meeting – Chair 7:00 – 7:05 Opening Prayer – All 7:05 – 7:10 Approve Minutes – All 7:10 – 7:15 Music Dept. Funding Request 7:15 – 7:30 Chair’s Report 7:30 - 7:40 Principal’s Report 7:40 – 7:50 Treasurer’s Report 7:50 – 8:00 Committee Reports 8:00 – 8:40 • Parent Involvement Committee – John Doe • Technology Committee – Jane Doe • Communication Committee – John Brown • Academic Committee – Jane Brown Other Business 8:40 – 8:55 Adjournment – Chair 9:00

8. During the meeting • Greet Members and make them feel welcome. • Introduce any new members/visitors to the team • Start on time. End on Time • Review the agenda and set priorities for the meeting • Stick to the agenda

9. Strategies to Chair an Effective Meeting • For each item on Agenda-introduce the topic and summarize previous discussion • Watch for dominant speakers and ask quiet ones for their input. • Summarize points and clarify discussions • Note digressions and remind members to stay on task

10. Bringing the meeting to an end • End on time or before • Thank all members for attending • Summarize decisions made to avoid misunderstandings later • Review actions items handed out to council members • Ensure members know when next meeting is • Follow up with minutes shortly after the meeting

11. What TCDSB CSAC’s are talking about! Student Acheivement School Safety

12. What TCDSB CSAC’s are talking about! School Transportation Community Events

13. What TCDSB CSAC’s are talking about! School Budget Increasing Parent Engagement

14. What some CSAC’s are working on: INCREASING SCHOOL TECHNOLOGY CSAC NEWSLETTERS PLAYGROUND PLANNING STUDENT ACHIEVEMENT – UNDERSTANDING EQAO

15. Use outside resources to enhance your meetings for member • Invite board staff ie.safe schools/parent involvement • Public Health • Local Police to discuss community safety • Technology expert • Trustee