Creating a Board of Ed Meeting Newsletter for Your District

Creating a Board of Education meeting newsletter provides a valuable resource for the community, ensuring critical decisions and discussions are accessible. This guide outlines a structured process for generating and distributing an informative summary.

Phase 1: Information Gathering

1. Collect Meeting Materials:

• Locate the official meeting recording or transcript on the district's website, YouTube channel, or other community platforms.

• Obtain the meeting agenda, typically posted on the district's website prior to the meeting.

• Take your own notes to cross-check with the meeting's transcripts

2. Process Documents for AI Summarization:

• Copy the meeting transcript and agenda text into a single document or a dedicated processing tool like NotebookLM. This provides the necessary source material for an AI assistant.

Phase 2: AI-Assisted Summarization

1. Use AI for Initial Summaries:

• Use an AI tool to condense the source material. Effective prompts include:

  • "Summarize the key decisions and action items."

  • "Identify the main topics and public concerns discussed."

  • "List important dates or future agenda items."

  • "Explain [a specific topic] in simple language for the public."

2. Refine the Content:

• Refine the AI's output by prompting for clarity, brevity, and a neutral tone.

• Structure the summary into a newsletter format with distinct sections such as "Key Decisions" and "Main Discussion Points."

Phase 3: Finalization and Distribution

1. Review and Edit:

• Fact-check the AI-generated summary against the original transcript and agenda to ensure accuracy.

• Verify names, dates, and figures.

• Edit for clarity, explaining jargon and ensuring all points are easy for a general audience to understand.

2. Format the Newsletter:

• Use clear headings, bullet points, and short paragraphs for readability.

• Include an introductory statement and a concluding link to the official meeting minutes.

• Consider a consistent name for the newsletter to build brand recognition.

3. Distribute the Newsletter:

• Share the summary through PTO/PTA email lists or establish your own distribution channel, such as an email list or simple blog, to reach parents in your district.

• If sharing in an existing email, provide a concise summary with a clear link to the full newsletter.

Key Principles for an Effective Newsletter:

• Consistency: Publish the newsletter shortly after each meeting.

• Objectivity: Maintain a neutral, factual, and informative tone.

• Accuracy: Double-check all information to build trust with your readership.

• Clarity: Prioritize readability and use simple language.

• Transparency: State your sources to ensure the newsletter's credibility.