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Sent: Tuesday, March 17, 2015 6:54 PM
To: ahmed@portraitplacegpw.com
Cc: Lobert, Larry; Peterson, David; Fenton, Christian; Roeske, Daniel (GPPSS); Summerfield, Brian (GPPSS); Valente, Lois (GPPSS); Weertz, Margaret; Pangborn, Cindy; Harwood, Thomas
Subject: Re: Your Decision to Not Put Survey Back Online; Individual Survey Comments Request

Mr Ismail

The survey was posted Feb, 24th to March 15th. Three days longer than advertised. There has been 674 responses.  

The focus group schedule has been posted for at least two weeks.  There were no concerns raised that the two did not coincide, until yesterday, after the survey had closed and data was starting to be gathered for the March 23rd meeting.  

I certainly understand your personal disappointment and concerns I only wish you had brought them to our attention before March 15th when the survey was taken down.

 All trustees will receive the survey data this coming Monday during the board meeting

Respectfully

Judy Gafa

On Tuesday, March 17, 2015, Ahmed Ismail <ahmed@portraitplacegpw.com> wrote:

Hello, Judy and Larry,

Thank you both for your prompt response to my follow up email below.

Not that it is going to apparently change anything, but I have to respectfully disagree with the reasoning for not allowing the community access to the survey until a few days after the last focus meeting for three reasons:

First, there are many, many people who don't feel comfortable raising their hand and expressing their opinions in front of a crowd that would share them through the anonymity of an online survey.  I see no harm in not letting them have an opportunity to have their voice heard in whatever way they are most comfortable.

Second, there may be forum attendees who never knew that the online survey existed or that it was going to be turned off before they attended their meeting.

Third, I can't see the harm in allowing anyone to complete the survey at least through the date of the last focus group meeting (and preferably for a few days after).  Why not give the community every possible opportunity to comment in a manner most comfortable to them at least through the last day of the focus group meeting?

In any event, I guess we can respectfully agree to disagree on this issue.  I will share the rationale you have outlined below with those who ask why the survey is no longer online.

Thank you again for your answer.

Ahmed

P.S.  On an semi-related note, I want to make sure that when these surveys are compiled and the results are shared that I receive the actual, individual comments expressed by residents individually and not in the form of a generalized comment.  I don't know how much extra copying this involves, but if there is any additional copy expense in order to receive this very important individual information, I totally understand--just let me know the amount.  Thank you.

From: Judy Gafa [mailto:gafaj@gpschools.com]
Sent: Tuesday, March 17, 2015 2:19 PM
To: ahmed@portraitplacegpw.com
Cc: Lobert, Larry; Peterson, David; Fenton, Christian (GPPSS); Roeske, Daniel (GPPSS); Summerfield, Brian (GPPSS); Valente, Lois (GPPSS); Weertz, Margaret; Pangborn, Cindy
Subject: Re: SECOND REQUEST--Running Survey Long Enough for Forum Attendees to Use It

Hi Ahmed

I actually did speak with Dave on the phone and I will include Larry's response with his rationale.  The short answer is we will not be reopening the survey.  Larry and Dave said we had an excellent response. Below you will find Larrys's response.

Judy:

Dave may want to weigh in on this also, but the answer is that these are really independent activities.  We don’t expect someone to attend a forum and then go home and do an online survey also.   The survey is really an additional method for persons who might not otherwise be able to attend a forum.  

I think this also gets to a common misunderstanding that if people attend more meetings or fill out additional surveys it will impact the process or type of candidate who is selected.  Once again, both survey and forum merely inform the Board about what constituents are thinking. There is no weighted vote.   As long as one has had the opportunity to attend a forum, there is no real need to also complete the survey. 

The only remaining question then is whether or not the survey has been posted and advertised long enough to allow participation.  In our experience this would be an abundant amount of time but if you are hearing something else as a common concern let us know. 

Larry

Hope this helps

Respectfully

Judy Gafa

On Tuesday, March 17, 2015, Ahmed Ismail <ahmed@portraitplacegpw.com> wrote:

Hello, Judy,

I know that Monday was a busy day for you due to the two board meetings, etc. and that you probably didn't have time to follow up on my email below with School ExecConnect.

I would appreciate a "yes" or "no" answer as to whether or not we are going to make the online survey available long enough so that anyone attending one of the focus group meetings can share their thoughts through completing the survey.  I think this is very important, as many people may feel uncomfortable sharing their thoughts during an open forum but would be happy to share them with us anonymously through the "comments" portion of the survey form.

In the event that the answer is "yes" and you are going to re-open the online survey, please advise the number of days after our last focus group meeting that it will be available for completion by community members.

If we are not going to allow these attendees access to the survey after they have attended the focus group meetings, then I would appreciate receiving the rationale behind that decision so that I can share it with anyone who asks me about the issue.

Thank you,

Ahmed

From: Ahmed Ismail [mailto:ahmed@portraitplacegpw.com]
Sent: Monday, March 16, 2015 1:22 PM
To: 'Gafa, Judy (GPPSS)'; Lobert, Larry; 'Peterson, David'
Cc: 'Brian Summerfield'; 'Daniel Roeske'; 'Valente, Lois (GPPSS)'; 'Pangborn, Cindy'; 'Weertz, Margaret'; 'Fenton, Christian (GPPSS)'
Subject: Running Survey Long Enough for Forum Attendees to Use It

Hello, Judy, Larry and David,

Is there a reason we are not giving all of the focus group attendees a chance to complete the online survey?

Apparently, the survey link is no longer valid, yet we have focus group meetings through the 23rd.

In all fairness to the focus group attendees, the survey should be on line for at least a few days after the last focus group meeting.  

Please reconsider denying the attendees of the focus group meetings a chance to complete the survey.  For many of them, the meeting itself will be the first time they are aware that any kind of survey was being done. You have a number of groups meeting this week whose members most likely do not have children in our schools.  These group leaders need to have the time after your meetings with them to disseminate the information to their members and let them know that the survey exists.

In my mind, the chance of negative PR implications by not allowing them an opportunity to complete the survey far outweighs whatever benefit we are gaining by closing access to the survey before their meetings. 

Please advise how you plan to proceed on this issue at your earliest possible convenience.

Thank you,

Ahmed

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