MINUTES

next meeting:

January 14, 2009
5:00 - 6:00

HS Library Conference Room

San Juan Island Community Council
Minutes

January 16, 2008

Attendees: Vicky Thalacker, Kevin O’Connor, Avery Adams, Denise King, Chris Spaulding, Cathy Cavanagh, Joyce Sobel (ex officio), Catherine Bevens. Priscilla Hawkins, Larry Wight (ex officio), Minnie Knych

Guests: Aaron Kendzorek

Meeting called to order by Chair, Priscilla Hawkins at 5:03

FINANCIAL
Joyce presented a summary of remaining funds. In consideration of all existing awards (including $2800 for the Prevention Coalition’s phase ll effort) and encumbering funds for a required trip to Bellingham for 15, it appears there is about $7,000 remaining, as of January 16.

GREENHOUSE PROJECT
Aaron described updates to his project, which included refinement of sites and selection of greenhouse manufacturer. Aaron also updated his budget which, allowing for a chain link security fence, was increased from $9000 to $11000. Chris moved, and Minnie seconded a motion to approve the revised project and increased budget, subject to a successful selection of one of the three sites. The motion was passed unanimously.

REMAINING FUNDS
Minnie presented the Ambassador’s Program and asked that the Council consider awarding some of the remaining funds to it. Denise pointed out that the EDC survey strongly supported efforts like this. Larry worried that the amount awarded still wouldn’t mobilize the project. Minnie was confident of additional future funding and was prepared to downsize the program, if necessary. The Ambassador budget was examined in detail, after which Avery moved and Chris seconded a motion to award $5350 to the Ambassador’s Program. The motion was passed unanimously.

This would leave about $2000 remaining. Joyce suggested that these remaining funds be used to support a celebration/showcase event. This would be a time for all successful projects to report back to the group and to showcase these efforts to the school and community. Kevin moved, and Avery seconded a motion to award the remaining funds to this effort.

CTE
Larry reminded the Council that they are also serving an important advisory role for the school’s CTE (vocational) programs. Accordingly, Larry asked the Council’s approval to continue offering the following classes> business law, business math, digital design, applied communications, and starting a business. Chris moved, and Minnie seconded a motion to authorize Larry to request OSPI approval to continue offering these classes.

Meeting adjourned at 6:05

Respectfully submitted,
Larry Wight for Catherine Bevens, Secretary

San Juan Island Community Council
Draft Minutes

September 19, 2007

Attendees: Vicky Thalacker, Kevin O’Connor, Avery Adams, Denise King, Chris Spaulding, Cathy Cavanagh, Beth Helstien (for Laura Tretter), Joyce Sobel (ex officio), Frank Penwell, Pablo Lopez, Catherine Bevens. Howard Rosenfeld, Priscilla Hawkins, Larry Wight (ex officio), Nick Frazee

Guests: Chelsea Knowles, Kelsey Kennedy, Aaron Kendzorik, Casey Lehman, Hannah Waite, Wynn Barnard

Meeting called to order by Chair, Priscilla Hawkins at 5:01

INTRODUCTIONS
Frank Penwell was introduced as a new member, replacing Jim Carroll and representing Lions.

The new Officers were introduced:
Catherine Bevens - Secretary
Pablo Lopez - Student Outreach

These new officers join the returning Officers from last year:
Priscilla Hawkins – Chair
Kevin O’Connor – Vice Chair
Avery Adams – Community Liaison

KUDOS!
It was announced that the Gates Foundation had selected the two most successful school in the CSAC initiative and awarded them additional funds. We were one of those schools and received $40,000 through our Fiscal Agent, the Family Resource Center!

REVIEW OF PROPOSALS RECEIVED
Priscilla led the review of proposals received from solicitation #6.

A community greenhouse: After a brief summary by Aaron, a motion to approve was made by Chris, seconded by Avery and passed unanimously.

An improved school and community recycling program: Catherine described the idea which starts with education and awareness. She mentioned that, for example, the grant might pay for a banner that would be hung near the ferry landing, proclaiming that “San Juan Island Recycles!”. In addition the grant would purchase new recycle bins, collaborate closely with Public Works, and engage the Town. Frank moved to approve this grant, and, after a second by Chris, the motion passed unanimously.

An interactive, touch sensitive, art computer: Casey explained his ideas (again) to a largely perplexed audience. Denise saw the application and possibilities. Casey’s offer to build a prototype for $130 was supported by Chris’ motion to approve and Avery’s second. The motion passed unanimously.

QuickBooks: Chelsea answered a few questions. Cathy asked of the school’s server would be available to store the data. Larry offered the Chamber or the Library as a possible community-based work station. Kevin moved to approve the proposal, Chris seconded it, and the motion passed unanimously.

Prevention’s Social Norms: Pablo explained more about the budget and Joyce emphasized that this was a student-driven project. Avery moved, Frank seconded, and the motion was approved unanimously.

Library ESL: Beth spoke to the project’s longevity and success and spoke hopefully to the engagement of the FHHS Spanish lll class. Chris moved, Kevin seconded and the motion passed unanimously.

Village to Village: Wynn summarized the idea and it’s origin with Val Curtiss, formerly her middle school teacher. Wynn spoke to the challenges in the current Village to Village grant and the lessons learned. She also spoke to the hope that this grant might lead to a Heritage Day on the Island. Denise appreciated their efforts to make the grant not ‘elsewhere’ centered. She also cautioned the team on mentor longevity.. Chris moved, Kevin seconded, and the motion passed unanimously.

Joyce reminded all grantees of their obligation to participate in a financial planning meeting with her before they can receive any funds. This will be scheduled next week. Joyce also elaborated on the breakdown of the $40,000 received: $28,000 for projects, $8,000 for supplies, and $4,000 for travel. Part of the ‘supplies’ budget would be to support a celebration meeting for everyone who has helped with this grant. At the meeting successful projects would be showcased.

PLANNING THE NEXT RFP
Everyone agreed that the next RFP must be issued ASAP. It was agreed to receive proposals on 10/19 and for the Council to meet and review them on 10/24. Chris emphasized that the most successful projects come from students, not from the community. Cathy reminded all of her support for the Quick Books project and expressed hope that it might expand in the next round of funding.
Larry, in response to a question from Denise, explained that word of this grant opportunity gets out through massive email distribution, press releases, and the web site. In addition, at school, there is a daily announcement, a student-produced video, a bulletin board, and word of mouth via the Center for Student Action.

MISCELLANEOUS
Larry asked that everyone review the draft minutes that were handed out and give him corrections by Wednesday, September 26.

Meeting adjourned at 6:07

Respectfully submitted,
Catherine Bevens, Secretary

San Juan Island Community Council
Draft Minutes
March 7, 2007

Attendees: Vicky Thalacker, Kevin O’Connor, Avery Adams, Denise King, Patricia Scott, Chris Spaulding, Cathy Cavanagh, Beth Helstien (for Laura Tretter), Joyce Sobel (ex officio), Gary Franklin, Priscilla Hawkins, Larry Wight (ex officio)

Guests: Cynthia Stark-Wickman, Barbara Vaneeckhout, John Towson, Roald Deitzman, Alex Jackson, Tug Turnage, Will Tranfo, Paul St. Marie, Pablo Lopez, Lindsay Youngquist

Meeting called to order by Chair, Priscilla Hawkins at 5:07

Joyce gave a financial report showing that we have more than $23,000 left in our budget. Proposals received had a value of $13,800. The Council can therefore be assured that ample funds remain to fund these proposals. There was discussion about remaining funds on May 31, the end of the contract. Joyce explained that we lose those funds but that 33% of them come back in next year’s funding.

Larry and Priscilla presented each proposal. The summary of proposals that was distributed at the meeting is attached.
The Council then voted on each, in turn.

Trap Shooting Club: The proposal was incomplete since the students hadn’t answered the subcommittee’s questions. In addition, the Council asked that the students 1. identify more, non-family mentors, 2. present their sustainability, 3. explain where the activities would take place, 4. explore the insurance issues, and 5. show that the gun safety instructor is state-certified. It was agreed that once these questions were answered, the Council would promptly approve or deny the application.

Radio Station: Patricia suggested that the students visit the Gig Harbor radio station. Denise offered that the Skagit Valley College radio station might be good to network with. After other discussion and a presentation by Alex and Tug, Avery moved to fund this project. Kevin seconded the motion, which was approved unanimously.

Egg Lake Dock: John Towson gave a history of the dock. The question of necessary permits was left to Island Rec as Chris moved and Beth seconded a motion to fund this project. Motion approved unanimously.

Recording Studio: Avery asked about ownership and space. Denise asked about replacement and maintenance. There was a discussion about the noise in the neighborhood and overhead. Roald answered all these questions and more. Joyce suggested that, for sustainability, additional students join Roald (and Alex and Tug) on their field trips. Gary moved, Kevin seconded a motion to fund the feasibility study only ($300) with the assurance that a quality plan would result in approval of the balance of requested funding with the potential for additional funds. The motion passed unanimously.

The Recording Studio User’s Manual: For a variety of reasons, the Council agreed with the subcommittee that this proposal didn’t meet significant community needs, especially since we do not yet have a recording studio. The funding request was denied.

Cleft Palate Project: The Council struggled with this proposal, which is designed to raise funds for Smile Train. Lindsey argued that the benefit to the community was educational, awareness, and creation of compassion. After extensive discussion, and after Lindsay agreed to extend her project into the middle school where she would teach students the art of fund raising, Cathy moved, Avery seconded a motion to fully approve this project. The motion passed unanimously with a recommendation that Lindsey not print all the cards at once. Although it was not part of the motion, it had been recommended that Lindsey consider donating part of her earnings to a local charity. We will encourage Lindsey to consider this.

Multi Media Norms Study: Pablo presented this well thought out proposal. Gary lamented the absence of street mimes. Chris moved, Avery seconded a motion to approve full funding. Motion approved unanimously.

Photo Club: Kevin explained his idea. Chris suggested display of art at the airport and banks. Avery suggested that the show could expand to eventually include film and other art. Cynthia suggested that an inventory of frames might be profitable. Gary asked that there be a category for underwater photography. Chris moved and Vicky seconded a motion to fully approve. Motion passed unanimously.

Meeting adjourned at 6:16

Respectfully submitted,
Larry Wight, Acting Secretary

San Juan Island Community Council
Draft Minutes
January 17, 2007

Attendees: Vicky Thalacker, Cathy Cavenagh, Chris Spaulding, Howie Rosenfeld,
Gary Franklin, Jim Carroll, Joyce Sobel, Judy Finn, Avery Adams, Michael Soltman, Laura Tretter, Denise King, Kevin O’Connor

Guests: Flynn McGilvery, Ben White, Erik Wells, Jens Townsdin, Brittany Ingram, Russell Asher, Leah Altman

Meeting called to order by Acting Chair, Kevin O’Connor at 5:01

Kevin announced that Howie is now representing the County Council, replacing Kevin Ranker. Howie represented the Town of Friday Harbor for the past two years but was recently elected to the County Council.

REVIEW OF PROPOSALS FROM RFP #5
Larry summarized the process and results; five ‘student’ proposals were received but no community proposals were received. Increase of student response aligns with one of our goals. Indicated that we need to understand why community response is declining.
Larry briefly reviewed the five proposals:

Textile Arts and Fashion Design Club
Howie asked, why puppets were selected as an initial ‘product’. Leah explained that the group was looking for a ‘product’ that would quickly benefit the community. Literacy (building on Joyce’s earlier grant) was starting elsewhere in the high school and this seemed most appropriate. Other products will evolve late, including possibly embroidered tote bags. Leah also explained what the $220 budget was being used for.

Chris moved to approve the proposal and Avery seconded the motion, which passed unanimously.

Hovercraft and Constructors Club
Flynn explained the origin of the idea and that he already had support from the 2007 County Fair to present a demonstration/education show. The goal is to use the hovercraft’s success to create a 4H Science and Technology club.

Avery moved to approve the proposal and Chris seconded the motion, which passed unanimously.

Pioneer Garden at the Historical Museum
Larry reviewed the additional information provided, which included the Museum’s commitment to sustain the garden and a revised budget.
Gary asked why the budget was revised. Larry indicated it was a sharper pencil. Kevin asked about links to community gardens. Larry indicated that heirloom produce from the garden would be sold at the Farmer’s Market. Gary asked if other students could participate. Larry confirmed they could. Joyce indicated that the match needed work but she would work with the authors to straighten it out.
Chris moved to approve the proposal and Cathy seconded the motion, which passed unanimously.

Dive Club, “Beneath the Surface”
Larry introduced the student authors. Jens indicated that while three students wrote the proposal, there was much more student interest waiting to be tapped. One large goal was to increase student involvement and to focus dives on cleaning up the seabed under the Port. Many of the logistical issues were to be dealt with by Island Dive, their mentor organization. Cathy pointed out that parental liability releases would be required. Gary strongly supported this idea and indicated that there was substantial world-wide precedent for student dive clubs.

Avery moved to approve the proposal and Chris seconded the motion, which passed unanimously.

Community Silk Screening
Avery described the history and goals of the group. The funding would be used to build inventory and make improvements to the process. He also indicated that the group would set up a demonstration at this year’s Children’s Festival. Howie offered to donate a portable silk screening table. Michael asked that the group be sensitive to the State rules on any money that flows through the group. Donations, rather than cash, are strongly encouraged. Leah and Avery showed some examples of their previous work.

Chris moved to approve the proposal and Gary seconded the motion, which passed unanimously.

FINANCIAL REVIEW
Joyce presented summary which indicated that if all project spend their award, we’d be slightly over budget. Many projects, however, are not spending their funds which will likely lead to a remaining balance of around $10,000 on May 30, the end of the contract. Options were reviewed and discussed.

Kevin suggested we identify a current successful project and award additional funding
He also suggested a meeting/presentation by current grant holders as part of any celebration.

Larry announced the Gates Foundation unsolicited award to FHHS of $30-40,000, to be spent on student projects through May, 2008

Cathy asked about our reporting requirements for the grant
Larry indicated there were quarterly reports and monthly conference calls

Denise suggested creating a documentary using the Film Festival students

STUDENT VOICE
Kevin said his view of Winter Term changed, based on the diversity of class offerings
Flynn agreed

Chris asked if we could issue the 6th RFP ASAP, to ensure availability of options

Meeting adjourned at 6:04

San Juan Island Community Council
Draft Minutes
September 20, 2006

Attendees: Vicky Thalacker, Kevin O’Connor, Avery Adams, Wynn Barnard, Judy Finn, Denise King, Jim Carroll, Patricia Scott, Laura Tretter, Joyce Sobel (ex officio), Gary Franklin, Howard Rosenfeld, Priscilla Hawkins, Larry Wight (ex officio)

Meeting called to order by Temporary Chair, Vicky Thalacker at 5:02

New Officers:
After an introduction by Larry, the Council approved the addition of two new seats on the Council and the induction of all proposed officers.
Priscilla Hawkins – Chair
Kevin O’Connor – Vice Chair
Judy Finn – Secretary
Wynn Barnard – Student Outreach
Avery Adams – Community Liaison
The balance of the meeting was conducted by the newly inducted chair, Priscilla.

Proposal Review:
Bike Club: Jim asked for a summary. Pablo described the plan of creating a youth bike club. Denise asked if they had a fallback plan, if funding was not available; Pablo indicated that plans would simply be scaled back. Priscilla asked about students from the Spring Street School or the Paidaiea School; Pablo said that all high school age youth would be welcome. Avery wondered if someone’s lack of experience would be an obstacle; Louis responded that there would be training. Laura reported, that as a bike commuter, she was especially excited about the potential of this project.

Historical Walk:
Avery asked for a summary; Larry gave the history and displayed the walking tour booklet that an earlier grant supported. Gary explained the goal of creating materials for tour guides. Vicky pointed out that Elderhostel would be an excellent related resource. Denise asked the general question how purchased capital items would be stored, maintained, and disposed of. The following discussion showed that, while many details need to be defined, there is a general infrastructure and plan to accommodate capital purchases. Jim reported that David Jones, the Mayor of FH, is interested in promoting FH as a walking destination.

Amazon:
Wynn described the project and admitted several times that she may have underestimated the printing costs. She indicated, however, that the team would work with the resources received. Joyce asked how much the Walking Tour booklet cost. Estimates seemed to confirm that the proposed printing budget might be low. Wynn emphasized that much of the layout and design would be done by students, saving graphic artists’ time, and that some of the printing costs would likely be donated.

Film:
Ryan described the overall plan. Charlotte emphasized their commitment to quality and good values. Wynn said that they would benefit from a good mentor. Howie asked what their quality expectations were; they indicated high expectations but the realistic view that some work might be poor. Avery speculated that the ‘high stakes’ audience would minimize poor work. Vicky asked if mainland TV stations, like KVOS, might partner. Priscilla asked when the first films might be shown; the team thought toward the end of Winter Term.

Drag Racing:
Judy asked about this project; Priscilla reported on the details and the need.
Avery moved to accept all proposals and award the full funding in the amount of $8,785. Denise seconded the motion which was passed unanimously after some discussion, precipitated by Jim, about funds remaining.

With encouragement from Larry to keep checking email about the next meeting (in two months) and the next RFP (by the first of the year), the meeting was adjourned at 6:01

Respectfully submitted,
Judy Finn, Secretary

San Juan Island Community Council
Draft Minutes
April 17, 2006

Meeting called to order by Temporary Chair, Vicky Thalacker at 5:02

Proposal Review:

PROPOSAL TITLE WRITER AMOUNT
ESL SJ Lib $1,000
Historic Friday Harbor On Foot Town of FH $1,135
Amazon CSA-Students $1,700
Film Festival CSA-Students $1,950
Bike Club CSA-Students $1,500
Drag Racing Club San Juan Cruisers $1,500
TOTAL $8,785.00

Bike Club: Jim asked for a summary. Pablo described the plan of creating a youth bike club. Denise asked if they had a fallback plan, if funding was not available; Pablo indicated that plans would simply be scaled back. Priscilla asked about students from the Spring Street School or the Paidaiea School; Pablo said that all high school age youth would be welcome. Avery wondered if someone’s lack of experience would be an obstacle; Louis responded that there would be training. Laura reported, that as a bike commuter, she was especially excited about the potential of this project.

Drag Racing:
Judy asked about this project; Priscilla reported on the details and the need.

Avery moved to accept all proposals and award the full funding in the amount of $8,785. Denise seconded the motion which was passed unanimously after some discussion, precipitated by Jim, about funds remaining.

With encouragement from Larry to keep checking email about the next meeting (in two months) and the next RFP (by the first of the year), the meeting was adjourned at 6:01

Respectfully submitted,
Judy Finn, Secretary

San Juan Island Community Council
Draft Minutes
February 15, 2006

Attendees: Zoie Guidotti, , Joyce Sobel (ex officio), Beth Helstien, Chris Spaulding, Minnie Knych, Priscilla Hawkins, Anna McLaskey (ex officio),, Vicky Thalacker, Lindsey Youngquist (ex officio),, Eric Rothlisberger, Larry Wight (ex officio), , Howie Rosenfeld

Meeting called to order at 5:08 by Zoie Guidotti, Chair

REVIEW OF MINUTES FROM DECEMBER MEETING
The minutes were reviewed. Chris moved and Beth seconded a motion to accept the minutes as read. The motion passed unanimously.

STUDENT VOICE
There was extensive discussion (and a lot of pride) about the Winter Term, the Exhibitions, and the prior night’s student concert at the Community Theater. It was also mentioned that the previously funded project to create a sound system for non alcoholic events is now underway as a joint effort between several students and the ASB.

REQUEST FOR FUNDING REALLOCATION BY CHIN MAYO
Joyce Sobel reported on Chin’s request to change the allocation of her already-funded project to create public art around Friday Harbor. Her request involved sponsoring a promotional potluck dinner and also funds to create a prototype chess table for display.

SUBCOMMITTEE REPORT ON RECEIVED PROPOSALS
Larry reported on the Subcommittee’s review of the proposals. The review is summarized below:

SPRING 2005 GATES GRANT PROPOSALS

PROJECT BUDGET RECOMMENDATION SUMMARY

Printing of 30 Children’s Books $180 Fund Project Summary
To print 30 copies of a tidelands education booklet that is being prepared. Books would be donated to the Elementary School Library.

Questions
The subcommittee was interested in seeing the status of the book (no funds would be requested until the book was done). It was also suggested that the budget be increased to $195, corresponding to 35 books. The extra books would go to the public library, the high school, and the private schools.
Sewing & Design in the high school $625 Fund Project Summary
To purchase 1-2 sewing machines, books, patterning materials, and other fashion design materials in order to create a fashion/costume design capability at the high school. The group would support the Drama Club and the Theater. No funds would be spent until the high school designated a space and administrative support for the activity.

Questions
Does the Theater own sewing machines? How many? What sewing machines would be purchased? Can 1-2 reliable, heavy duty machines be purchased for $650?
Public Mural $850 Fund Project Summary
Identify a conspicuous wall in Friday Harbor, secure permissions, design a mural and paint it on the wall.

Questions
What locations are available?
Tournament T-Shirts $400 Questions Project Summary
Purchase 60-70 T-shirts for distribution at a summer basketball tournament (Dunkin’ at Sunkin’)

Questions
What is Island Rec’s role? What is the entry fee and how is it being divided? What are the dates of the tournament?
Expenses for “Every 15 Minutes” $7,100 Fund Project Summary
To help stage a mock DUI accident. This very extensive, national program involves over 50 students total over two days. The proposal asks for support for a student team (The HOTS) to organize and arrange the event and analyze the results.

Questions
What role does the Coalition have? What are the details of the Travel Expenses?
SUM $9,155

Larry reported on the answers received to the Subcommittee’s questions. Minnie moved, and Chris seconded that all proposals as well as Chin’s request for reallocation be approved. The motion passed unanimously.

The next meeting is scheduled for April 19, 2006.

The meeting was adjourned at 6:15

Respectfully submitted,
Priscilla Hawkins, Secretary

San Juan Island Community Council
Draft Minutes
February 15, 2006

Attendees: Zoie Guidotti, Liz Illg, Carol Marble, Joyce Sobel (ex officio), Beth Helstien, Richard Civille, Chris Spaulding, Eric Rothlisberger, Vicky Thalacker, Cathy Cavanagh, Jim Skoog, Larry Wight (ex officio), Marilyn Luckman, Howie Rosenfeld

Meeting called to order at 5:06 by Jim Skoog, Temporary Chair

MINUTES
The May Minutes were reviewed. Liz moved and Chris seconded that they be approved as submitted. Motion approved unanimously.

OFFICERS
The Council reviewed a slate of officers for the upcoming school year. The proposed slate included
Zoie Guidotti – Chair
Eric Rothlisberger – Vice Chair
Priscilla Hawkins – Secretary
Carol moved and Richard seconded that the slate be approved and officers installed. The motion passed unanimously.

PROJECTS AND PROPOSALS
Larry updated the Council on the status of existing projects. He acknowledged that the process has been imperfect with some ‘speed bumps’ but indicated that the infrastructure and processes are evolving to account for this. He cautioned, however, that there are still some speed bumps that need to be shaved this year.

Joyce reported that there is approximately $30,000 remaining, of which about $14,000 might be committed as grants in tonight’s meeting. Allowing for certain travel expenses and encumbered funds from earlier projects, it seems there will be at least $10,000 available for additional projects. Since there is a possibility of a ‘no cost’ extension into 2006, the Council will need to decide whether to issue another RFP this school year or wait until next year. This will be an important item of business at the next meeting.

Carol reported to the Council on the Proposal Review Subcommittee’s recommendations.
1. Incidence of Cancer in Pets (sentinels)
Student interest in animal health is high
They have suggested a good Service learning evaluation tool.
Questions: who would own the computer after the project is completed? SJ Co Cancer Monitors?. Need assurance in writing.
Are they a 501 c 3?
A question of the validity of the data
Low on the needs assessment, but high on student interest at this time.
Vicky expressed concern for the validity of the data, since our population all originated elsewhere. Jim observed that at least the project had a strong educational element. Cathy agreed and Beth indicated that she had reconciled her initial concerns with the educational benefits. There were many questions about the organizational structure and the ownership of equipment purchased under this grant. Cathy moved that the project be funded after the following items were satisfactorily answered:
Is this organization formally registered as, say, a 501c(3) organization?
If not, the Council requires assurance that any equipment purchased under this grant be returned to the Center for Student Action at the completion of the project.
Carol seconded the motion which passed with one abstention.
2. Literacy Promotion
Student interest high, impressive, important ongoing project which will serve as a prototype
Great Service Learning project and evaluation
Help increase student Language skills
Students could make it their own!
Might get button maker from Friends of the Library, Elem. School or Whale Museum
This proposal was broadly supported by both the students and the Council. Beth moved and Richard seconded a motion to fund this project which passed with one abstention.
3. Multimedia Cultural Heritage Tour
Suggest an exhibition to student body once completed
Spendy, but once relationship developed between FHHS and Historical Society should be ongoing
Great skills learned by students (focus groups, etc.)
Gary should be made aware of Chinmayo’s project so they could coordinate tours
Responds to needs assessment Sense of Place, particularly for students!
Question: will there be a charge for the tour? (are we doing the work so they can charge others?)
The only question concerned the rights to intellectual property. Richard asked who would own those rights if the Tour had commercial value. Larry expressed confidence that this wouldn’t be a problem (after being appraised of this issue, the next day Gary wrote, “…The answer to the question is yes; if the presentation can be marketed, a portion of the proceeds will go to a student organization. In fact, a business minded student team could help facilitate a marketing project.”).

Carol moved, Chris seconded a motion to approve funding for this project which passed with one abstention.
4. ESL Classes support
Strongest program from last year.
Students were impressed
Good for Spanish students
Will add a Service Learning Evaluation plan
Important to make sure kids are not just being “baby-sitters”
Future funding may be possible through another grant
They are even exploring development of English speaking literacy courses
This project, a continuation of last year’s very successful program was broadly supported by the Council. Liz moved and Howie seconded a motion to fund this project. The motion passed with one abstention.

5. Spanish Language Newspaper
Awesome, good idea that will grow as developed
Need a mentor at the Journal
Goal to transfer all responsibility into hands of Latino Community in the future
Need to Link/collaborate with Public Health newsletter, Library
Could be economically viable in future
Need lay out help (from Rick “At Home”, or Ian Byington)
For the future, Library might provide work space might partner.
Need to bring stakeholders together to become advisors (Latinos, health, Library, Journal, others: Make sure of quality and that it is not offensive in any way)
Chris asked how many Latino families were on the Island. Joyce estimated about 80 families. Chris was concerned whether this was something the Latino community wanted. Larry indicated that feedback thus far was very favorable but that very few funds would be spent until the feasibility was proven. Cathy moved and Richard seconded a motion to fund this project which passed with one “Nay” vote.

6. Affordable Housing Education and Outreach
Good. Needs more student interest. Don’t know if kids could get excited about this
Needs to be fleshed out better. What else can be done, made more attractive for students
A piece of it should be interviewing students who have issues around housing
Peter Fisher , John Campbell and housing bank people might help create a more inclusive product
Questions: Is awareness what is needed? Is housing the only issue driving families to move, or is it combination of high ferry fares, gas and electric, water prices, etc.?
While there was concern about the project and its outcomes, it was generally agreed that the project had great educational value for the students. Carol pointed out that the proposal didn’t address outcomes or assessments, Cathy wanted to make sure that the project didn’t become political, and Joyce and others were concerned that existing equipment wasn’t being used. There was also concern about the limited student interest. The Council agreed that the project was feasible and fundable if these questions were answered. Howie so moved and Carol seconded a motion to fund this project which passed with one “Nay” vote.

OLD BUSINESS
Joyce agreed to contact the youth pastor at the Episcopalian Church about ministerial representation on the Council.

The next meeting was announced as November 16, 2005.

The meeting was adjourned at 6:22

San Juan Island Community Council
Minutes
March 16, 2005

Attendees: Jake Heeren, Joyce Sobel, Anna McLaskey, Laura Tretter, Chris Spaulding, Liz Illg, Michael Soltman (ex-officio), Larry Wight (ex-officio).

Excused: Carol Marble, Howard Rosenfeld, Kevin Ranker, Susie Hale, and Caitlin Ness

Meeting called to order by Jake Heeren, Chair, at 5:02

It was noted that the meeting lacked a quorum and that official business could not be conducted. It was hoped that Minutes from this meeting would expedite approval of business at the next official meeting.

STUDENT VOICE
Jake was asked by Liz and Laura about the difficulty in getting students involved and keeping them involved. Jake acknowledged that spring was the worst time for students to add commitments. Spring sports are among the most popular, Driver’s Ed starts, and the weather is seductive. This led to a group discussion about students and projects (see next item).

BUSINESS
1. Review of Projects
Liz strongly suggested that students be more of a part of the planning and selection of projects. Anna, who expressed this view in November, emphasized her agreement with this. Specifically, Liz suggested that students work on the proposals or, at least, write a letter of support to accompany the proposal. Anna suggested a possible “preproposal that students could review. Larry and Jake suggested a CSA meeting in which each possible grantee had 10 minutes to describe their project and to solicit support.
2. Election of Additional Officers
It was unanimously considered valuable to expand the Council officers from the student body. This would ensure even more student involvement in the scoping and selection of projects and would also ensure smooth transitions as seniors graduate. The election was deferred to April, due to the lack of a quorum.
3. Planning the next RFP
The Council recommends that the following schedule be approved at the next meeting. Issue an RFP in May, promptly followed by student informational presentations to service and student groups. Proposals would be due in early September, making it easy for students to be involved in the review and selection process. New projects would start in October. Larry will promptly draft and distribute an RFP that addresses all the ‘lessons learned’ from the first RFP.
4. Continued Funding the Library’s ESL Grant
The Library’s ESL program was funded by the Council but we asked that their initial proposal be scaled back to one semester’s effort because we anticipated issuance of semi-annual RFPs. With the delay of the second RFP, the Library’s program is no longer funded by the Council. There was general agreement that the Council should continue this funding. A formal decision will be made at the next meeting.
5. Ministerial Representation
With Pastor Mark Henslee’s resignation, we have a ministerial vacancy. Liz and Jake emphasized, and everyone generally agreed, that the Council benefits from its diverse membership and that ministerial representation held many advantages. It was pointed out by Liz and Joyce that one of the several youth pastors on the Island (St. David’s, St. Francis’, and the Presbyterian Church) would be ideal representatives. This will be explored and decided at the next meeting.

The meeting was adjourned at exactly 6:00 by Jake

San Juan Island Community Council
Draft Minutes
November 16, 2004

Attendees: Jake Heeren, Vicky Thalacker, Joyce Sobel, Anna McLaskey, Derek Rouse, Laura Tretter, Richard Civille, Maya Kruger, Michael Soltman, Carol Marble, Marilyn Luckman, Larry Wight

Guests: Lynn Hobbs, Adam Fletcher

Meeting called to order by Jake Heeren, Chair, at 5:01

Jake reviewed the September minutes and asked if there were corrections or additions. There were none and the Motion to Approve by Vicky (Seconded by Richard) was approved unanimously.

Student Voice:
Jake, Anna, and Maya all agreed that recent work to increase student involvement and empowerment was very effective and fun. All, however, expressed concern that there be follow-through. Larry agreed that this was a very, very important issue and indicated that Adam Fletcher, who had facilitated the students’ work this week, would be back several times to continue this work.

Additional Officers:
Jake and Larry explained that since Jake and Maya would be graduating in June, there is a potential leadership transition issue for the Council. Their idea is that the Council expand the slate of officers to include Co-Chair, Co-Vice Chair, and Co-Secretary. The new officers would spend the rest of the school year learning about the Council and its operation in preparation for assuming full responsibility next school year. A motion was not solicited but support was unanimous. It was agreed that the formal motions, nominations, and elections would take place at the next meeting.

Review of Projects and Progress:
Larry gave a status report of each of the projects as follows:
PROJECT STATUS
DEVELOP A TEEN COURT SYSTEM Going well; almost 20 students involved.
DESIGN AND RAISE FUNDS FOR A RECORDING STUDIO 5 students “stalled” on project. Need more student leadership
DESIGN A SOUND SYSTEM FOR SCHOOL AND NON-ALCOHOL EVENTS Minimal interest thus far
LEARN AND SUPPORT AN "ENGLISH AS A SECOND LANGUAGE" CLASS FOR FAMILIES Several students participating and several others “in the wings”
DEVELOP A SUSTAINABLE GARDEN No interest thus far
DEFINE THE ISLAND'S CULTURE OF YOUTH THROUGH PHOTOGRAPHY 7 students actively working
LEARN HOW TO START A BUSINESS AND PREPARE A BROCHURE OUTLINING THE PROCESS FOR PUBLIC USE Minimal interest thus far
DESIGN A TV STUDIO AND WRITE PROPOSALS FOR ITS FUNDING About 30 students “signed up”. Work on design and future proposal will start in December
DESIGN AND BUILD THREE "LEARNING CENTERS" FOR PRESCHOOL AGE CHILDREN Several students expressed interest but variable follow through. Project stalled
CREATE MASTER PLAN FOR THE LOCATION OF ART AROUND FRIDAY HARBOR Nearly 30 students “signed up” Work will start on preparation of a presentation in December. Students will be contacting the School District, the Town, the County, and the Port to schedule the presentation

Larry’s strategy for improving the project engagement is to increase the leadership of students in the promotion of these projects.

Because of the poor progress for several of the projects, Larry recommended that the Council delay release of the next Request for Proposals from the scheduled date of December, 2004. Larry felt that the school and the Center for Student Action needed to better digest the existing projects before taking on additional projects.

Vicky mentioned that she’d talked to several students who were overwhelmed by the requirement for projects.

Derek suggested that to maximize success, we should focus on the easiest projects first.

Maya suggested that, in some ways, our approach is “backwards”; we have created a project list and are attempting to match students to the list instead of asking the students for their projects.

Anna pointed out the students do not feel enough incentive to undertake a project.

Maya observed that there was little time during the day to work on projects and Advisory time wasn’t being made available. Anna agreed and suggested that there be a 7th period “class” for projects.

Lynn recalled the power of Kate McPherson’s matrix of Service Learning and felt that a better explanation to students (and the community) would yield benefits.

Anna agreed and observed that most students don’t seem to understand Service Learning, either!

Laura asked that, if the RFP was delayed, the Council give special consideration to organizations who submitted a grant application that required additional funding for completion.

According, a Motion was made by Carol and Seconded by Vicky as follows:
“The Council shall defer the issuance of the next scheduled Request for Proposals until February, 2005 but shall allow consideration of additional funding to organizations whose original proposals involved a phased approach over several grant cycles.”
This Motion was approved unanimously.

Guest Speaker:
Adam Fletcher introduced the group to student empowerment and explained some of the results achieved thus far.

Jake closed the meeting hurriedly at 6:19!

San Juan Island Community Council
Minutes
September 15, 2004

Attendees: Jake Heeren, Vicky Thalacker, Jim Skoog, Derek Rouse, Laura Tretter, Caitlin Ness, Maya Kruger, Howie Rosenfeld, Michael Soltman, Liz Illg, Carol Marble, Larry Wight

Meeting called to order by Maya Kruger, Acting Chair at 5:03

Maya introduced the new members in attendance. It was suggested by Jim that we assign a mentor to each new member. It was agreed that students would be excellent mentors. The value of the website was mentioned by Carol and Jim. For the record, its URL is http://www.sjisd.wednet.edu/communitygates/

The August Minutes were approved unanimously by a motion from Carol Marble and a second by Vicky.

Maya and Caitlin shared their perspective of our progress and challenges. Notably, they both felt that teachers need assistance in incorporating projects into the curriculum. Carol pointed out that Kate McPherson has implemented a K-12 integrated Service Learning program at Nooksack Valley high school whose program we could emulate. Larry emphasized that the school is in a transition and that projects will be integrated within 18 months.

Larry explained how projects are being introduced to the students and staff. The Center for Student Action will take responsibility for talking to each class (9, 10, 11, and 12) about the projects. There are three types of projects: “Showcase”, Gates-funded, and mini-projects. Mini-projects are currently being developed in the class, Analytic Writing, and therefore do not appear on the list. The current list of projects is as follows:
PROJECT TYPE
DEVELOP A TEEN COURT SYSTEM SHOWCASE
DESIGN AND RAISE FUNDS FOR A RECORDING STUDIO SHOWCASE
DESIGN A SOUND SYSTEM FOR SCHOOL AND NON-ALCOHOL EVENTS GATES
LEARN AND SUPPORT AN "ENGLISH AS A SECOND LANGUAGE" CLASS FOR FAMILIES GATES
DEVELOP A SUSTAINABLE GARDEN SHOWCASE
DEFINE THE ISLAND'S CULTURE OF YOUTH THROUGH PHOTOGRAPHY SHOWCASE
LEARN HOW TO START A BUSINESS AND PREPARE A BROCHURE OUTLINING THE PROCESS FOR PUBLIC USE GATES
DESIGN A TV STUDIO AND WRITE PROPOSALS FOR ITS FUNDING GATES
DESIGN AND BUILD THREE "LEARNING CENTERS" FOR PRESCHOOL AGE CHILDREN GATES
CREATE MASTER PLAN FOR THE LOCATION OF ART AROUND FRIDAY HARBOR GATES

Jim suggested that a roster of Council members be posted as another avenue of contact and promotion. Maya announced that a new bulletin board, hand built and carved by a student, will shortly be hung for CSA use. This board will be where projects will be announced and where the roster could be posted. There was much discussion about the individual projects. Howie observed that the Town Council has heard pleas for a public art ordinance in the past and that students could take up this cause as part of the master plan project. In terms of promotion of the overall Gates Grant effort, Jim observed that we need more “airtime”. He explored the idea of obtaining 2-3 minutes at the beginning of every public event to remind attendees of the Gates Grant program. Carol suggested that we ask every newsletter in the community to include a short section from Gates (e.g. the church newsletters…). And building on the idea that the sound studio (Showcase project, above) might be funded by the proceeds of a musical concert, Carol and others asked that the scope be enlarged to a festival, with projects promoted, updates announced, and funds raised to support future coordination. Larry announced that grants and school contributions will support coordination for the next two years. Fund raising and increased funding to the school should support coordination indefinitely thereafter.

Caitlin gave a report on her student column. I was agreed to expand the use of press releases, especially for the online newspaper.

Meeting adjourned by Jake (who arrived from football practice just in time) at 6:05

San Juan Island Community Council
Minutes
August 24, 2004

Attendees: Jake Heeren, Anna McLaskey, Vicky Thalacker, Jim Skoog, Cathy Cavanagh, Marilyn Luckman, Joyce Sobel, Kurt VanHyning, Carol Marble, Larry Wight

Guests: Lillan Roquet

Meeting called to order by Jake Heeren: 5:12

Carol Marble reported for the Grants Subcommittee on their review and recommendations from the first round of proposals. There were many “lessons learned” and the next round of solicitations will be much smoother. All proposals needed work and several respondees were given a chance to clarify their request in writing before the proposals were ranked. The reviews of individual proposals and committee comments follows:

$640 grant to San Juan Island Chamber of Commerce for a proposal titled “Starting a Business in Friday Harbor”. This project invites students to explore the local array of small businesses in Friday Harbor; study at SVCC on the subject of starting a business; create a handbook for potential entrepreneurs. Time commitment: possibly 6 months.
We like this project but ask the Chamber to be sure the handbook is designed for advising existing businesses as well as new businesses. We ask that they work closely with the EDC.

$1860 grant to the San Juan Island Library for a proposal titled Family-oriented ESL (English as a Second Language) classes in the Public Library (in collaboration with Skagit Valley College). This program will make it possible for parents (and children if necessary) to learn the basics of communicating with their new neighbors while their children are engaged in other activities, eliminating the element of worry for the adults. High school students will develop and implement programming for all levels of child care, from infants to middle school. The program, which will take place entirely on the Library’s premises, will include stories and traditional baby-sitting care for youngest children, crafts and other structured activities for preschoolers, and homework help and indoor games for the older ones. Snacks provided for all ages. The library requested $1100 for the purchase of a digital projector, which the committee found would not to be part of the students “needed tools” to carry out their work.
$1100 be held in reserve for the Library, if it can be shown that the projector is an integral part of the students tools needed to carry out their work.
Cathy expressed hope that the ESL teacher and the students would collaborate frequently.

$500 to Chinmayo for a small portion (as a start) of her extensive request entitled “Public Art: for the People by the People to Heal the World Through Music and Art”
The portions we felt could be a beginning are a “Walking Map” and “Documenting the Process: Students would help design a map that would show the way to the local hiking trails (and future public art displays), also designing tiles to display local native plants. Within this map locate schools and parks as well as markers where early settlers planted fruit trees, identifying historic pieces of our heritage. We encourage work with the Historical Society and Emily Reed in this response to the need for a “sense of place”. The documenting of the process would include filming of the beginnings, and the entire process that might become a “how to..” film to be shared. It is important that the students have an integral part in the design and the process of the map, the future art sites, etc.
$1000 held in reserve for possible printing of a hand out version of the walking map.
Vicky suggested an environmental “overlay” for the map and offered the names of several wetlands experts. Lillan hoped that the schedule and scope would be flexible to meet student constraints and interests.. Vicky asked for confirmation that grantees could reapply in December for additional funding. Anna suggested that the school’s Independent Art class might be a useful vehicle.

$1230 to the San Juan Island Prevention Coalition for a proposal titled “First Night, 2005” for the purchase of a sound system for non-alcohol parties. This project needs to be developed by the Center for Student Learning and would be contingent on developing a team of students to create an event (possibly on New Year's Eve), encouraging that they not focus on any one age group for the event, but focus on families for the party. Youth input is the key, and youth need to do the research on where to get a sound system, learn the maintenance and operations. Contingent also on ASB, SADD, (working with the FRC for ownership) taking the leadership for deciding how to purchase, and developing future use and ownership of the system.
Everyone agreed that student input was essential. Jim, who has some experience with sound systems, offered to work with the students, as did Vicky.

$750 (in $250 increments) to Stepping Stones Early Learning Center for a project titled “Reading, Art and Science learning Centers” These funds are contingent on students working to design the areas, and to help build them. This project needs further development so that the student projects are clearly service learning and the work the students are doing is different from current volunteer opportunities at the Center. Joyce Sobel will take the lead on working with the Stepping Stones staff to iron out details of this project.
Joyce offered to coordinate with Stepping Stones to clarify the project.

$0 To the San Juan Community Home Trust, for a project titled “Salal neighborhood Landscaping Project” The committee felt this project was designed to procure the funding for the landscaping supplies, plants and fencing ($9351) Student participation would be to do the labor and a bit of design, but the committee felt this wasn’t truly the kind of service they wanted to encourage and the funding was out of the question with our limited resources.

$0 to the San Juan Public Access TV Consortium (SJIPATVC), for a proposal titled “Creation of a Public Access, Education, and Government TV Studio” It would also include broadband internet streaming so that it would be accessible island wide, and would be run by students in collaboration with public access TV volunteers and an advisory board. The committee saw this as a great project that will help meet the communication gaps in this community. The project needs a major funder in order to create the studio and purchase the equipment, and our hope is that the school district and the SJIPATVC would work together to find Gates Foundation, Paul Allen Foundation, or Confidence Foundation funding for the studio and technology.
The Council agreed that this was an area of high student interest but couldn’t justify the funding at this time. Cathy offered the idea of funding a student effort to scope and write a proposal for full development of a studio. The Council agreed and set aside $2000 for this effort.

$0 to Jessica Anderson for a project titled “Sustainable Living/Educational Garden”
We liked this project, but it is only in the dream stage, no collaborations have been made and the location, groups involved, and other leadership issues have not be determined. The proposal envisions an educational garden/sustainable living demonstration area, possibly a gathering “house” for meetings, classes, food preparation, crafts, etc. Larry would like to explore this concept within the Center, The committee recommends working with the Sustainable living group, and the Mullis Center, FRC and others who have similar concepts in the works.
Larry indicated that he would take the initiative to identify students and community organizations interested in implementing this project. The goal would be to submit a proposal in the next round of solicitations. Besides locating the garden on the Mullis Center, the school’s Carter Street property was suggested as another alternative.

The Minutes from the June meeting were approved by acclamation.

The next meeting, consisting of a school report on the implementation of these projects and the Culminating Project in general, is scheduled for September 15th.

Meeting adjourned by Jake at 6:25

San Juan Island Community Council
Minutes
June 16, 2004

Attendees: Marilyn Luckman, Joyce Sobel, Liz Illg, Richard Civille, Lauren Stara, Jim Skoog, Colleen Clancy, Vicky Thalacker, Maya Kruger, Carol Marble, Larry Wight

Meeting called to order by Maya Kruger: 5:04

The Minutes from the May 19th meeting were reviewed, and accepted with one change (the date of the last meeting!)

“Student Voice” was explained by Larry as an attempt to better involve the student members. It was nicely initiated by Maya (the only student present due to Finals Week) as she summarized the students’ confusions and frustrations. Most important, she reported that neither the students on the Council nor students in the general student body had much understanding of the Culminating Project. Marilyn explained how this would be remedied promptly.

The draft Needs Assessment report was reviewed and many suggestions and comments received. Most important was the suggestion that results needed to be better emphasized. Larry will revise and redistribute the report.

The July meeting was canceled. The regularly scheduled August meeting is the opening night of the San Juan County Fair so this meeting has been rescheduled to Tuesday, August 17, 2004 at 5:00 in the HS Library Conference Room.

Meeting adjourned at 6:28

San Juan Island Community Council
Minutes
May 19, 2004

Attendees: Jake Heeren, Marilyn Luckman, Joyce Sobel, Liz Illg, Richard Civille, Lauren Stara, Anna McLaskey, Caitlin Ness, Jim Skoog, Colleen Clancy, Susie Hale, Howard Rosenfeld, Mary Kalbert, Vicky Thalacker, Cathy Cavanagh, Carol Marble, Larry Wight

Meeting called to order: 5:05

The meeting started with a celebratory birthday greeting to Joyce Sobel. The Agenda was slightly modified so permit discussion about the Needs Assessment during refreshments of birthday cake and drinks.
Larry, Carol, and Jim reported on the previous night’s Needs Assessment ranking. Considering that proxies were allowed, only four experts failed completely to show up; there was remarkable support for the work. Richard suggested that we derive a set on “indicators” against which future assessments can be measured. Joyce suggested that “Kid’s Count” has developed a good set of indicators that we could import. Joyce also suggested that we should submit a proposal to the Annie Casey Foundation to continue this work. The goal is to finalize the ranking, prepare a draft report, and finalize the draft by the next meeting on June 16. Simultaneously, we will finalize our Request for Proposals to the community, so that both the Needs Assessment report and the RFP are issued at the same time. The concept is that proposals will be ranked against the needs assessment. Results will be widely promoted and distributed. Jim suggested that the Council also issue a “White Paper” to all boxholders to ensure the widest knowledge. Joyce, Colleen, and others suggested that the Council could play an active role in getting the word out. It was also suggested that Larry’s “road show” presentation to service groups be expanded to include many other groups. The Yacht Club was mentioned as a particularly important group.
The Council talked further about the role of proposals and projects next September, when school resumes. Colleen suggested that there be a bulletin board advertising all the projects. Liz and Jim encouraged the development of example projects, so that students could see what a project “looked like” and community mentors could better understand their responsibility. Carol and Colleen suggested that the Council should conduct training for community mentors.
Jake asked for a review of the February minutes. Carol moved and Richard seconded for approval of the minutes. The motion passed unanimously.
The next Agenda item concerned the draft RFP. Carol suggested that we provide guidelines including suggested grant sizes. She also suggested we ask for 5 copies (or however many Council members are on the review panel). Colleen suggested that the RFP include an extensive “scope” introduction. Marilyn wanted the RFP to emphasize the role of students in the projects. The need to ask for a “match” from the proposing organizations was also mentioned by Richard and others.. Howie suggested that we include some examples that would illustrate the type of projects sought. Carol proposed that we develop a measurable criteria against which proposals be measured. The need to train community organizations and individuals came up again and Lauren suggested that some of the Grant money could be spent in training. Lauren also suggested that all experts be given a copy of the RFP; Joyce discouraged spending funds on a mass mailing. The question of a “rolling” review was raised. How often would we accept proposals and how do we allocate the existing funds over the life of the grant. Colleen pointed out that, given the restrictions on how the Gates funds can be spent, we need to call our effort “volunteer projects with support funding”
The remaining items on the agenda (Planning for Community Council Coordination and Attendance) were deferred to the next meeting in the interests of time

Meeting adjourned at 6:16

San Juan Island Community Council
Minutes
February 25, 2004

Attendees: Jake Heeren, Marilyn Luckman, Joyce Sobel, Liz Illg, Richard Civille, Lauren Stara, Minnie Knych, Curt Hyning, Anna McLaskey, Lisa Guard (representing Kiwanis), Caitlin Ness, Maya Kruger, Darcie Nielsen, Larry Wight
Guests: Jill Hopkins, Larry Greene, Michael Soltman

Meeting called to order: 5:04

Jake welcomed the guests and new members to the Council.

Jake asked that members review the Minutes from the January 21st meeting and make any corrections necessary. Jim moved and Curt seconded that the Minutes be accepted. The motion passed unanimously.

The Council reviewed the progress and plans for the planned Needs Assessment Forum for April. Larry reminded everyone of the concerns raised earlier regarding demands already made of our community. Minnie expressed concern that we were asking too much in a two-night forum. Jim emphasized that if we publicize the role and benefits of the forum, the community would support it. Discussion followed concerning the details of the interviews and the focus group sessions. Minnie suggested, and Darcie agreed, that “experts” be given an opportunity to either be interviewed at their place of work or in one of the evening sessions. Minnie worried that the process was too laborious for the interviewers and the interviewees. All agreed that having the students involved in the interview process and in the focus group meetings would be valuable. The need to publicize the efforts were emphasized again. The balance of the discussion on the Needs Assessment was directed to identification of the “experts” in each area and subarea. After extensive review, the Council identified over 60 experts whose would be interviewed. The Council agreed that this couldn’t easily be accomplished in one night and reaffirmed the notion of a very flexible interview schedule. Marilyn reminded the Council that the mission of the grant is to connect student with the community. Darcie encouraged consolidating “experts” for the interview process and Jim pointed out that this could lead to valuable collaboration. It was roughly estimated that we’d need 10 teams composed of both adults and students. Lauren pointed out that some Council members may feel conflicts of interests during the interview process.

In the interests of time, remaining items on the Agenda were deferred to the next meeting on March 17th.

Meeting adjourned at 6:17

MINUTES
San Juan Island Community Council
January 21, 2004

Attendees:
Mary Kalbert, Maya Kruger, Karla Pouillon, Colleen Clancy, Carol Marble, Richard Civille, Jim Skoog, Curt VanHyning, Lauren Stara, Joyce Sobel, Marilyn Luckman, Jake Heeren, Larry Wight (ex-officio)
Guests: Jeff VanderFord, Liz Illig, Robin Jacobson, Janna Gingras, Lynne Hobbs

Meeting called to order at 5:02 PM by Jake Heeren, Chair

Carol introduced Lynne Hobbs who has offered to help train adults and students in assessing community needs.

Minutes of the December 19, 2003 meeting were reviewed and accepted unanimously

Carol Marble reported for the Needs Committee Subcommittee (Carol Marble, Jim Skoog, Richard Civille, Mary Kalbert, and Larry Wight) on the proposed plan to assess and rank community needs. Carol started by distinguishing this approach from a general questionnaire; the proposed approach is designed to quantitatively measure the needs through the use of experts as opposed to survey the opinions of the general public. Questionnaires could be profitably used in the future as a follow up to this approach. The proposed approach has been used successfully in Chelan County by United Way.

The approach involves two stages; an interview of “experts” on one night, and a dialog inside “focus groups” on a second night, where each focus group contains a cross-section of all experts as well as consumers and peripheral users. There may be a third night of meetings where all the needs get ranked, perhaps using the WACert process. Tentatively, the Subcommittee recommends that these meeting be held in April, after the Spring Break. This would provide time for planning and publicity. Lynne emphasized the importance of careful planning. Carol indicated that there would be significant opportunities for students to be involved in interviewing the experts and facilitating the focus groups.

The product of these efforts would be a document that lists and ranks all the community’s needs. This document would be published by May and would be the principal tool for ranking proposals the Community Council expects to receive from community organizations in August. The document will also be valuable to every service group and foundation to guide their service and giving.

Jim pointed out that a careful ranking of needs may require a third night of community meetings. Colleen reminded all that we’ve already “surveyed” community members extensively, starting with the August, 2002 forum and most recently in the Asset Mapping efforts. Colleen expressed concern that the community could feel overworked on this issue. Jim agreed but observed that the purpose of this needs assessment is much more specific, compared to earlier efforts. All agreed that the context of this effort needed to be carefully and precisely explained. Larry offered to redistribute the results of the August, 2002 Forum so that distinctions could be better appreciated.

It was also agreed that the needs assessment needed to be repeated periodically to ensure continued value. Several alternatives were discussed and a three year cycle emerged as the preferred cycle. The next step will be to define the “experts” and refine the “areas of inquiry” before the February meeting. This will require diligence from all. Larry will circulate a form which, when completed, will allow us to compile a list of experts and issues.

Pending from the December meeting, which lacked a quorum, was old business of Community Council membership. Jim Skoog moved that “..up to six ex-officio and four student members be allowed on the committee, and that alternates to members are allowed to present views but cannot vote..” Motion passed unanimously.

Also from the December meeting was further discussion of member non-participation (paragraph 1-9 in Policies and Procedures). Carol moved, and it was unanimously passed, that the issue be tabled until the February meeting when Larry will present a summary of member attendance.

Due to the school’s mid-winter break, the February meeting will held on Wednesday February 25, 2004 in the HS Library Conference Room. The focus of that meeting will be the details of identification of the experts and the focus group members, areas of inquiry, the student interviewers, and the adult interviewing partners.

Meeting adjorned at 6:12 PM by Jake Heeren

Respectfully submitted by Maya Kruger

MINUTES
San Juan Island Community Council
December 17, 2003

Attendees: Mary Ann Church, Susie Hale, Jake Heeren, Marilyn Luckman, Karla Pouillon, Howard Rosenfeld, Jim Skoog, Lauren Stara, Vicky Thalacker, and Larry Wight.

Meeting called to order by Jake Heeren: 5:05 p.m.

It was noted that MaryAnn Church was attending the meeting ex officio. Also noted was the fact that at the time the meeting was called to order, we did not have a quorum. Voting on the minutes of the November 18, 2003, meeting will be postponed until a quorum is reached, however, discussion of items from the previous meeting will continue.

Discussion of item #2, Council membership:

Larry Wight referenced §1-8, “New Council Members” and noted the section refers to full council membership, not ex officio. Jim Skoog indicated that he feels we need valid community representation without becoming unwieldy. At this point we have 20 voting members, and addition of members may have to be limited and decided upon on a case-by-case basis. He quickly reviewed the current member list and their associated representation, which is quite broad. He also voiced concern about issues of religious/political representation, and the importance of staying neutral in that regard. Larry Wight noted that San Juan Island churches have a good understanding of community needs, and that Ministerial Services is currently represented as a voting member on the committee with one vote for the combined representation of churches. The general feeling of the committee is that we have good overall community representation, and Vicky Thalacker also noted that committee meetings are open to the community, so anyone who wants to can visit at any time.

Larry Wight introduced Mary Ann Church and noted she is in attendance in non-voting status, as are he and Susie Hale. School representation and voting privileges are extended to Marilyn Luckman and the 4 student participants, giving the school representatives 20% of the voting rights. Larry felt, therefore, that any school staff joining the Council should be “ex-officio” since the school already has significant voting power.

Jim Skoog proposed allowing a maximum of 6 ex officio members and a maximum of 4 student members. The consensus of the group was that the Council should not be enlarged, except for these ex-officio members.

Discussion of council membership will continue at the next meeting.

Discussion of alternates: A brief discussion of alternates ensued. It was noted that students are busy with multiple activities and it was proposed that other students be allowed to take their place at times. Jim Skoog and Lauren Stara also raised the question of voting by proxy, and Jim noted that committee members could send in written comments that could be entered into the minutes. Further discussion will be held until the next meeting.

Next, Jake Heeren presented an overview of a High Tech High, referencing the overhead “Attributes of a High Achievement High School,” which are the goals of the Gates grant we are working from in order to lead to Better Prepared Students.

Jake gave examples of “Personalized” by referencing the Advisory schedule and the faculty working together on Late Start Wednesdays. Regarding “Common Focus,” Jake mentioned integrating classroom learning, such as Leadership Class, which is comprised of 1 to 2 student representatives from each house. “Performance Based Instruction” is exemplified by the culminating project, which Washington State mandates for 2008, but which FHHS is starting immediately so that current students can leave a legacy to the community. Regarding “Time to Collaborate,” Jake gave the example of students and teachers discussing college on an ongoing basis, and for “High Expectations”,” he noted for example the SAT prep class and ongoing quizzes to ensure that students are always prepared. For “Technology as a Tool,” the new computers received from the Gates grant were referenced and it was noted that each student now has their own login name and extensive computer access.

Marilyn Luckman followed up Jakes overview with a few additional comments regarding the High Tech High goals. She noted that “Respect and Responsibility” has been a focus in improving school culture, and that the staff has really been pushing themselves in this regard. The upcoming break will provide an opportunity for staff to have some reflection time to consider more project-based, performance-based projects for the future. Marilyn noted that the Gates people continue to “keep the pressure on” and, in fact, had called this morning asking what we are doing to make sure every student at FHHS can/will go on to college. Regarding “Common Focus,” Marilyn referenced the success of our multiage classes and Advisory, and for “Personalized,” she indicated, for example, that we are looking at the WASL proactively, assessing who didn’t pass math or writing, and working with those individuals personally to ensure their success. Marilyn also discussed the “Fifth Year,” which starts in 8th grad and incorporates the component of “What are you going to do the year after high school?” This also falls under the category of “Responsibility,” reflecting the fact that many of the categories overlap. Marilyn also noted that High Tech High is not just computers, it is all of these components.

Next, Susie Hale presented an overview of the Culminating Project Portfolio and provided a handout of the overview. She noted that the face of public education is beginning to change, with a new model developing towards project portfolios. This is, in fact, a bridge between education and the “real world,” where personal growth and meaning are key factors, and the end result is an “I can do this” attitude by the students (such as with running meetings, pulling groups together, building something). Susie discussed the four components: Legacy project, Paper, Portfolio, and Presentation. The Legacy Project is Gates and Community Council generated, with participation by the Center for Student Action, and will result in projects being done at the end of a students’ junior year. The Paper will be a “Reflective Research Paper” which will be written during the students’ senior year and evaluated by staff. (A brief discussion ensued about the difference between an “I-search” and a research paper.) The Portfolio will include space on computer for the students’ work to go into, an “electronic briefcase” to collect work between 9th and 12th grad. The Portfolio will include the students’ best works, career search, art pieces, and the like. The Presentation, or “Senior Exhibition” will be staff evaluated but presented to a panel of 10 – 12 individuals, including faculty and community members. It will be a “Celebration of the right of passage.”

Marilyn Luckman noted that at graduation ceremonies, an impressive list of all the legacy projects would be posted.

Susie Hale also noted that “Common Focus” includes writing rubrics, etc., that ensure that staff is “all on the same page,” an outcome of working on this together over the past 7 – 8 years. School has become an educational facility for everybody, i.e. a total learning community.

Howard Rosenfeld asked if there would be a “balloon for parent involvement” and Marilyn indicated that in the “Personalized” area, Advisory includes 2 parents with each house, that advisors are much more connected to parents, and that an active PTSA is also working towards bringing parents into the loop. Susie Hale also mentioned student-led conferences, which have increased parents’ sense of participation as well.

Larry Wight spoke next about the fact that we are “on the edge of something really big” that he is proud to be a part of. He discussed the Gates “Connecting Schools and Communities Initiative,” which 9th graders next year will start, but also 10th, 11th, and 12th graders will also be bridged into. Students will get to choose their projects, and Larry gave as an example a meeting today to work with the Whale Museum on a “Stranded Mammal” exhibit. Marilyn Luckman noted that under Technology as a Tool, students are going to be the teachers, and under Common Focus, consistency is important. The projects will be interdisciplinary, so there is a common focus in which there might be 1 student with 1 project and 1 product, or 100 students with 1 project and 1 product. This also coincides with Performance Based Instruction goals, in which a deliverable product is the result, such as the whale exhibit. Larry Wight noted that there will be a positive blurring of the lines between the community and the school.

Jim Skoog expressed his appreciation for the fact that we are all part of the community, not just a small, segregated part, such as the “business community.” He mentioned a Youth Philanthropy project, which Larry Wight indicated he would like them to share ideas about, and Larry indicated that by June, we hope to have 90 pilot projects with a half-dozen “showcase” projects ready.

Jake Heeren asked if there was any other business to discuss. Larry Wight referenced the survey results and asked the committee to review those results for next meeting. Larry also indicated that beginning in February, he would like to go with students to service organizations and local boards to begin telling them about what we are doing.

Next meeting will be January 21, 2004, at 5:00 p.m. We will hear from the Needs Assessment committee at that time.

Jake Heeren concluded the meeting at 6:12 p.m.

Submitted by Karla Pouillon

MINUTES

San Juan Island Community Council

November 18, 2003

Attendees: Richard Civille, Carol Marble, Joyce Sobel, Karla Pouillon, Lauren Stara, Howard Rosenfeld, Jim Skoog, Vicky Thalacker, Curt VanHyning, Mary Kalbert, Maya Kruger, Peter Shanks, Larry Wight, and Jake Heeren.

Meeting called to order: 5:02

1. After discussion the draft Policies and Procedures were, after a motion and second, unanimously accepted. It was understood that the Policies and Procedures would likely change as the Council gained experience in its mission.

2. In reviewing the composition of the Council’s membership, it was agreed to accept the current membership list with the proviso that other groups be considered for future seats on the Council. Mentioned specifically were Dollars for Scholars, the Inter Island Medical Center, the Community Theater, and Island Rec. It was also mentioned that County and Town staff could have valuable input to the Council’s mission. The “ex officio” seats were discussed and also tabled for later, further discussion. The membership was accepted unanimously after a motion and second.

3. After reviewing Officers’ (Chair, Vice-Chair, and Secretary) responsibilities, the following Officers were unanimously selected:

Chair: Jake Heeren

Vice-Chair: Lauren Stara

Secretary: Maya Kruger & Karla Pouillon

The significance of student involvement was understood and appreciated, and there was an obvious willingness to help the student officers be successful. Accordingly, Larry Wight was designated “slave and servant” to the officers.

4. The opportunities and challenges associated with a Needs Assessment were presented by Carol Marble. After a discussion of alternatives, it was agreed to ask a sub-committee to develop a needs assessment plan and to report back to the Council at the next meeting. Volunteers for this effort included:

Carol Marble

Jim Skoog

Richard Civille

Mary Kalbert

Larry Wight

5. The Council reviewed the concept of forming an Executive Committee that would expedite the formative processes for the Council. It was decided to respond to this need on a case-by-case basis by forming subcommittees as necessary.

6. The Council’s goals and timeline for the next 7 months include:

January, 2004 Finalize Needs Assessment Plan

July, 2004 Complete Needs Assessment and distribute RFP to community

August, 2004 Review and rank proposals

While many of these dates are flexible, it is essential that we meet the August deadline for identifying successful proposals. In order to quickly engage students in community projects, we need to start the 2004-05 school year with projects “on the walls” and fully promoted.

After discussion, therefore, the Council decided to meet monthly through August 31, 2004. By then, the major ground work should be laid and meetings could be significantly reduced. Accordingly, the next meeting will be Wednesday, December 17^th at 5:00 in the HS Library Conference Room.

Meeting adjourned: 6:08

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