Community Engagement Committee Meeting

4 Monday, May 5, 2025 Community Engagement Committee Meeting Round Lake Area School District - CUSD #116 Board of Education Round Lake High School Library 6:00 PM 800 High School Drive Round Lake, IL 60073 Phone: 847-270-9300 1. MEETING OPENING Subject A. Call Meeting to Order Meeting May 5, 2025 - Community Engagement Committee Meeting Category 1. MEETING OPENING Type Procedural File Attachments Subject B. Roll Call of Committee Members Meeting May 5, 2025 - Community Engagement Committee Meeting Category 1. MEETING OPENING Type Procedural File Attachments 2. APPROVE MEETING MINUTES Subject A. Approval of Meeting Minutes Meeting May 5, 2025 - Community Engagement Committee Meeting Category 2. APPROVE MEETING MINUTES Type Action, Minutes Recommended Action Motion to Approve Community Engagement Committee Meeting Minutes of April 14, 2025. Minutes View Minutes for Apr 14, 2025 - Community Engagement Committee Meeting File Attachments Motion & Voting Motion to Approve Community Engagement Committee Meeting Minutes of April 14, 2025. Motion by Julie Lee, second by Jennifer Klingler. Final Resolution: Motion Carried Yes: Jennifer Klingler, Julie Lee 3. DISCUSSION ITEMS Subject A. Tes Parents' Meeting (Bennett) Meeting May 5, 2025 - Community Engagement Committee Meeting Category 3. DISCUSSION ITEMS Type Abstract The administration proposes adopting the Tes Parents' Meetings scheduling tool across all PK-12 schools in Round Lake Area Schools CUSD #116 to address current inconsistencies and inefficiencies in parent-teacher conference scheduling. The proposed annual cost is $15,862.00. Feedback from the Community Engagement Committee is being requested to inform implementation planning. Background Historically, schools within the district have used a variety of tools and methods to schedule parent-teacher conferences. This lack of standardization has led to inconsistent practices, confusion among parents, and inefficient use of staff time. In response, the administration has reviewed available solutions and identified Tes Parents' Meetings as a unified, districtwide tool to streamline the scheduling process. Administration has spoken with representatives of McHenry High School District regarding their implementation and utilization of the Tes Parents' Meeting tool. Their administrative team spoke of the ease of use and strong shift in parent engagement during conferences since its implementation. Sample communications to staff and parents were also provided by the McHenry team. Request The administration proposes adopting the Tes Parents' Meetings scheduling tool for use across all PK-12 schools in the district. We are seeking feedback from the Community Engagement Committee on this proposal before finalizing implementation plans. Rationale Standardizing the parent-teacher conference scheduling process with Tes will: Improve consistency and clarity for families, especially those with children in multiple schools. Reduce administrative burden on school staff. Provide a professional, user-friendly interface for scheduling. Strengthen communication and engagement with families, aligning with district values. Considerations Contract Duration: 12-month initial term starting July 1, 2025. Implementation: Training and communication will be necessary to ensure a smooth transition for families and staff. Feedback Loop: Continued evaluation of effectiveness and user satisfaction will be critical in year one. Connection to Strategic Plan This proposal supports the district’s strategic goals in: Social Emotional Development Develop programs that engage students, parents, staff in educational process Parent, Community & School Partnerships Continue to utilize a wide variety of effective communication vehicles for both internal and external communications; look for opportunities to enhance. Funding The annual subscription fee of $15,862.00 would be covered through District funds, as a newly requested budget assumption for the 2025-26 school year. Recommendation Administration recommends the adoption of the Tes Parents' Meetings scheduling tool for districtwide use and requests feedback from the Community Engagement Committee to inform next steps in planning and implementation. Next steps would include proposing the agreement to the Finance Committee meeting on May 19, 2025. File Attachments Parents-meetings-brochure (1).pdf (1,259 KB) Subject B. 2025 RLHS Homecoming (Cacciatore) Meeting May 5, 2025 - Community Engagement Committee Meeting Category 3. DISCUSSION ITEMS Type Discussion Abstract - This memo outlines a change to the district’s homecoming schedule, specifically moving the homecoming parade from the Saturday before the football game to the day of the game itself. Background - Approximately twelve years ago, the district moved its annual homecoming parade to the Saturday preceding the homecoming football game. However, this year, we have received some feedback from alumni that has indicated that the separation of the parade from the game may be limiting participation and reducing overall engagement. In response to this input, school administrators have reviewed the homecoming schedule and proposed a change aimed at enhancing both the experience and attendance. Request - The proposal to move the annual homecoming parade from the Saturday before homecoming to the day of homecoming in order to enhance school spirit, and increase community and student participation in honor of the RLHS 70th Anniversary. The 2025 Homecoming date is set for Saturday, September 6, 2025. Rationale - Increased School Spirit and Energy: Aligning the parade with the homecoming game fosters a unified atmosphere of celebration and pride. It creates a full day of excitement that builds momentum and community energy leading directly into the main event—the game. This synergy strengthens school identity and engagement. Greater Student and Community Participation: Holding the parade on the same day as the homecoming game can make it easier for families and community members to attend both events. Many families have work or other obligations on Saturdays, and aligning events could reduce scheduling conflicts and improve turnout. Enhanced Visibility for School Groups: Student groups, clubs, and athletic teams that participate in the parade will benefit from increased visibility when more attendees are present for both the parade and the game. This change supports broader recognition of student efforts and involvement. Opportunity for Tradition Revitalization for the RLHS 70th Anniversary: The proposed change offers a chance to refresh the tradition of the homecoming parade, and allows for alumni to better attend. The HS is also planning to offer tours during that day for alumni groups. Considerations - The schedule for the September 6, 2025 is: 9:00 am - Homecoming Parade 10:00 am - JV Flag Football Game 11:00 am - Varsity Flag Football 1:00 pm - Varsity Football Game 7:00 pm - Homecoming Dance We do understand the congestion that will take place in the HS parking lot, and we are proposing that the parade turn down Woodland and end the parade in the RLHS student parking lot. The new homecoming schedule will be shared with students, families, and community members well in advance of the event. School leadership will work with student organizations, public safety officials, and local partners to ensure a smooth and successful transition. Feedback following this year’s implementation will be gathered to assess the effectiveness of the change and determine if it should continue in the future. Potential Cost Breakdown & Funding Source - The only cost would be the parade permit of $50 which would come out of the Fine Arts & Activities budget. Recommendation - There is no recommendation at this time. Administration is seeking feedback from the Community Engagement Committee regarding the recommended changes. File Attachments 4. INFORMATION ITEMS Subject A. Monthly Informational Snapshot (LeBlanc) Meeting May 5, 2025 - Community Engagement Committee Meeting Category 4. INFORMATION ITEMS Type Information File Attachments May 24-25 Communications Snapshot (1).pdf (183 KB) 5. ADJOURNMENT Subject A. Adjourn meeting Meeting May 5, 2025 - Community Engagement Committee Meeting Category 5. ADJOURNMENT Type Procedural The meeting was adjourned at _____p.m. File Attachments