Central to the discussions was the proposal for a comprehensive newsletter that would feature elements such as the school calendar, quick links to resources, meeting minutes, and contact information. Additionally, the newsletter would provide highlights of the committee’s progress over the past six months, including meeting dates, the year-long agenda, subcommittee charters, priorities, the superintendent evaluation, and voted goals. The intent is for the newsletter to serve as a factual resource, avoiding any delays caused by the need for broader committee approval, as long as the content remains informational.

To ensure effective dissemination, participants proposed leveraging existing communication channels managed by the committee and exploring local newspapers for broader reach. Acknowledging the diverse linguistic needs of the community, there was an emphasis on translating the newsletter into multiple languages. This approach aims to foster greater community engagement and ensure accessibility of the information to all residents.

The mechanics of distributing the newsletter were thoroughly examined. There was a particular concern about the risk of delaying its release due to procedural approvals. However, it was clarified that, per guidance from MASC, formal sign-off would not be necessary if the subcommittee was tasked with communication duties. This clarification was intended to expedite the publication process and avoid unnecessary bureaucratic delays.

A significant portion of the meeting was dedicated to exploring the tools for creating and managing the newsletter. The platform S’more was highly recommended, although potential limitations of a free account and the associated costs of a paid license were highlighted. It was noted that the cost of a paid S’more account is $99 per year, and there was a discussion about incorporating this expense into the school committee’s budget. Participants expressed a desire for the district to manage the account in a manner similar to other school-related communications, allowing committee members to be added as users to an existing account.

The committee also stressed the importance of building a mailing list to ensure the newsletter reaches its intended audience. There was a proposal to include a call-to-action within the newsletter to invite community members to subscribe, facilitating a streamlined communication process.

In addition to the newsletter, discussions extended to the implementation of the S’more account as a communication tool. The alignment of this tool with the district’s current practices was emphasized, and the need for a dedicated account for the committee was noted. The idea of utilizing a general account administered by the district for posting Zoom meeting details was considered.

The committee recognized specific gaps in the newsletter’s content, such as missing dates and links, and acknowledged the need for feedback. However, there was an understanding of feedback restrictions outside of open meetings. Consequently, it was agreed to proceed with sending out the newsletter once identified changes were made, incorporating relevant dates from the roof committee and involving a person named John in the dissemination process.

Efforts to expand the newsletter’s reach were also discussed, with strategies to leverage local newspapers and social media platforms. The idea of using existing social accounts, such as the local Facebook page, was noted, although the current follower count was low. There was a recognition of the need to engage parents and community members without children in the school system, as they do not receive regular communications from the PTO or district.

To further enhance outreach, it was suggested that future newsletters should prompt recipients to share the newsletter with others, highlighting the goal of building a more comprehensive distribution list. The committee expressed a desire for a process that future committees could easily adopt, without starting from scratch. A motion was made to pass the monthly newsletter content to John for distribution, excluding the subscription sign-up section until a mechanism was established. This motion passed with a vote of two to zero.