Atlanta Board of Education AdvancED/SACS “Required Actions” Project Team

1. Atlanta Board of EducationAdvancED/SACS “Required Actions” Project Team January 26, 2011

2. Welcome and Introductions

3. Project Team • Project Core Team – Members of the Atlanta Board of Education • Stakeholder Engagement Committee – TBD • Project Staff • Dr. Alexis Kirijan – Chief Strategy and Development Officer / Project Facilitator • Ms. Sharron Pitts – Chief of Staff • Ms. Veleter Mazyck – General Counsel • Mr. Stephen Alford – Director of Communications • Mr. Keith Bromery – Director of Media Relations • Ms. Panya Yarber – Special Assistant to the Chief Strategy and Development Officer/ Project Assistant Facilitator • Dr. Howard Grant – Board Administrator • Facilitators – APS Strategy and Development Team Members (as needed) • Consultants, Mediator, Superintendent Search Firm, Policy Expert • Representative Stacey Abrams and Beth Beskins – Governor’s Liaisons • Dr. Mark Elgart or designees – SACS

4. Meeting Overview

5. Agenda • Welcome and Introductions • Meeting Overview • Working Together • APS Project Management Framework • Break • Facilitated Discussions • Closing

6. Meeting Objectives • By the end of tonight’s meeting • Objective 1 – The Board will set meeting norms for how the meetings will be conducted • Objective 2 – The Board will approve a high-level timeline for completing the work and develop a work schedule for moving forward • Objective 3 – The Board will approve AdvancED/SACS Required Actions Project Charter • Objective 4 – The Board will finalize the Stakeholder Engagement Committee • Objective 5 – The Board will establish timelines and actions to: • Secure a mediator/organization • Secure a superintendent search firm

7. Working Together

8. S-y-n-e-r-g-y

9. Apollo 11 Space Mission (1969)

10. Secretariat 1973 Triple Crown Champion

11. Fall of the Berlin Wall (1989)

12. World Wide Web Available to Public (1991)

13. New Orleans Saints – Super Bowl Champions (2010)

14. What Success Looks Like

15. Fundamental Elements of Teams • Mission – gives team direction and purpose. Teams have a clear mission. It may be short-term or long-term. The team must mutually agree upon purpose and mission • Commitment – team members must be committed to the purpose and the mission. Commitment may occur immediately or develop over the course of the work. • Rules of Engagement – The are the norms that provide the team with guidelines and a common set of procedures by which to operate. To be successful the whole team needs to play by the rules agreed upon.

16. Fundamental Elements of Teams • Activity 1 – Setting the Working Norms • Activity 2 – Defining the Purpose

17. APS Project Management Framework

18. APS Framework for AdvancED/SACS “Required Actions” GETTING STARTED PLAN DO CHECK ACT REPEAT CYCLE

19. High-Level Proposed Timeline(January 2011 – September 2011)

20. APS Project Management Framework • Activity 3 – Draft Calendar Development • Activity 4 – Review and Approve Project Charter

21. Break

22. Facilitated Discussions

23. Building Effective Teams • What makes a successful team? • What are the characteristics of an effective team member? • What are the strengths on this team to get the work done?

24. Building Effective Teams • Why have a stakeholder engagement committee for this project? • to assure that the decision addresses as many different stakeholder interests as possible; • to increase the probability of a creative outcome; • to build broad-based support for the decision made by the board; and • to assist in communicating and facilitating implementation of the decisions. • Other-----

25. Board Decisions Prior to Selecting Stakeholder Engagement Committee Members • Appropriate level of engagement: What is the expectation of this committee? • Educating: board makes decisions and provides information to stakeholders about policies that affect them. • Soliciting Input: board generates strategies and gains input from stakeholder group in interactive work sessions. • Recommending: Stakeholder committees work independently and bring recommendations to the board to accept or reject. • Approving: • Disseminating information • Other involvement---------

26. Board Decisions Prior to Selecting Stakeholder Engagement Committee Members • Establish meeting formats and locations for stakeholder engagement committee: • Where will meetings be held? • Times and dates? • Type of meeting?

27. Board Decisions Prior to Selecting Stakeholder Engagement Committee Members • Decide on the composition of the stakeholder engagement committee: • What stakeholder groups should be represented on the committee?

28. Board Decisions Prior to Selecting Stakeholder Engagement Committee Members (3) • 3. Decide on the composition of the stakeholder engagement committee: • What stakeholder groups should be represented on the committee? Organizations: Students Parents Employee Community-at-Large Non-Profit Community Office of the Mayor of Atlanta Office of the Governor of Georgia Georgia State Board of Education Georgia business Community Atlanta Education Fund Representative from the Georgia Higher Education Community (Colleges/Universities) Other

29. Board Decisions Prior to Selecting Stakeholder Engagement Committee Members (4) • 4. Characteristics of stakeholder engagement committee members: • Representatives • have support and confidence of their groups • are able to communicate effectively the work • and the decisions of the team to the stakeholders they represent. • have a proven record of working effectively with others who may • have different work styles and interests • can make time commitment to actively participate in the • entire process • are able to listen to and acknowledge the perspective of others. • are willing to acquire the information through the process that is required • for effective participation • are directly impacted by the decisions • have information, experience, insight that will be helpful in developing strategies • have influence to help implement strategies and support or block progress • Have a sincere vested interest in the work • have been champions or critics of your work in the past • Other criteria you think is important--------

30. Project Team • Activity 5 – Selecting a Stakeholder Engagement • Committee

31. Matrix • The stakeholder identification matrix helps to bring transparency and clarity to the process of identifying stakeholders • Step 1 – List potential stakeholder groups • Step 2 – Suggestions from Board members • Step 3 – Differentiate from the long list clusters that might be grouped as one • Step 4 – Review the rationale of why stakeholders are considered important • Step 5 – Determine relevant stakeholders that need to be considered: • Important to the project • the project directly affects them • Influence others and positively impact the project’s outcomes • influence is in fact the extent to which a stakeholder is able to communicate in a positive way the many variables that affect the project • Impacts the project’s outcomes positively • impact is resources the stakeholders bring to the table for success of the project • Step 6 – Finalize stakeholder committee • Step 7 – Personal contact to perspective stakeholder • Step 8 – Board resolution naming stakeholders • Step 9 – Introduction of stakeholders to the public • Step 10 – Invitation to stakeholder engagement committee kick-off meeting

32. Solicitation Process • Mediator/Organization and Superintendent Search Firm • Review solicitations • Timeline • Next Steps

33. Closing

34. Closing • For the good of the order • Review of action items • Homework • Agenda building for next meeting • Meeting evaluation