21st Century Community Learning Centers (CCLC)

Advisory Boards

ADVISORY BOARDS

2009 Extra Learning Opportunities ConferencePromising Practices—Proven Strategies

Afterschool Programs Working Together for Pennsylvania Youth

Hilton Harrisburg

Thursday, March 5, 200910:30 AM—12:00 PM

The Who, The What, and So Much More of Advisory BoardsPresenters:

Darryl Bundrige and Jeanne Bender

PA 21st CCLC Statewide Advisory Board Local 21st CCLC Advisory Boards

Introduction of Presenters

Darryl BundrigePA 21st CCLC State Advisory Board, Co-Chair

2006-07, 2007-08, 2008-09Board Member: 2002 — present Deputy Director for Programs and ServicesCity Year Greater Philadelphia

Jeanne BenderPA 21st CCLC State Advisory Board, Co-Chair 2008-09Board Member: 2002 — present Retired, Program SupervisorCHAMPS Afterschool Enrichment Program (ESW/CCLC)The School District of the City of Erie, PA

Objectives of this Session

• Promote understanding of the statewide PA 21st CCLC Advisory Board

• Share who we are and what we have accomplished to date

• Ask for your help — what can we do to assist you and the programs you administer?

• Encourage Board nominations of exemplary leaders

• Promote understanding of the grant requirements and steps to establish a local 21st CCLC Advisory Board

• Support program development and enhancement• Foster community representation• Advance sustainability planning

PA 21st Century Community Learning Centers (CCLC)

Statewide Advisory Board

PA 21st CCLC Advisory Board History

• Passage of the federal No Child Left Behind legislation transferred administrative authority of the 21st CCLC program from the federal government to each state’s chief education agency.

• As a result, the Pennsylvania Department of Education (PDE) oversees the implementation, operation and evaluation of this after-school initiative across the Commonwealth.

• October 2002: Pennsylvania established a statewide advisory board for this initiative.

• The first statewide Advisory Board Meeting: October 28, 2002.

Reference: Information Welcome Letter

PA 21st CCLC Advisory Board Scope of Work

• Act in advisory capacity to the Pennsylvania Department of Education (PDE) and the Center for Schools and Communities (CSC)

• Provide support and guidance to PDE, CSC and local grantees in the implementation of PA 21st CCLC initiatives

• Provide a forum for discussing field issues, identifying training needs and gaps in services

• Provide direction in the development of resources that will strengthen grantee initiatives

PA 21st CCLC Advisory Board Mission Statement

The mission of the PA 21st Century Advisory Board is to support, advance, and advocate for the 21st Century Community Learning Centers, participants and their families in promoting academic achievement, youth development, and a strong sense of community.

PA 21st CCLC Advisory Board Focus Area: SUPPORT

• Development of the 21st Century Community Learning Centers Web Site: www.21stcclc.org

• Development and implementation of issue forums, regional meetings, and other, as-needed, capacity building opportunities

PA 21st CCLC Advisory Board Focus Area: ADVANCE

• Highlight effective/promising program strategies through research and best practice models

• Increase public support and community partnership efforts (e.g., Lights On)

• Present at professional trainings, conferences, etc.

• Strengthen network communications between and among 21st CCLC grantees

PA 21st CCLC Advisory Board Focus Area: ADVOCATE

• For an increase in legislative awareness regarding 21st CCLC programs and services

• On-behalf of local programs—demonstrate program/service benefits and successes

• For increasing local level awareness and involvement in shaping and influencing the legislative agenda

PA 21st CCLC Advisory BoardOrganizational Structure

• Membership is comprised of 20-30 members with a leadership/steering structure called the Executive Committee which includes:

• Co-chairs of the Board• Chairs/Co-chairs of each committee• PDE Representation• Center for Schools and Communities staff

PA 21st CCLC Advisory BoardOrganizational Structure

Standing Committees

• EXECUTIVE

• QUALITY

• POLICY

• SUSTAINABILITY

PA 21st CCLC Advisory BoardLength of Service

• Board members serve a three year term and have the option to serve an additional three year term

• Board members may serve a maximum of six years consecutively

• Terms of service coincide with the state fiscal year (July 1 — June 30)

PA 21st CCLC Advisory Board Attributes, Skills, Experience

Individuals, whose names are put forth for consideration to serve on the Board, shall possess practical program content knowledge and skills that will strengthen and advance Pennsylvania’s 21st CCLC Initiative.

PA 21st CCLC Advisory Board Attributes, Skills, Experience

CONTINUED

• Academic and/or research experience

• Afterschool program knowledge and/or experience

• Finance expertise or experience working within educational and community settings

• Marketing/Sales/Fundraising expertise

• Mentoring experience

PA 21st CCLC Advisory Board Attributes, Skills, Experience

CONTINUED

• Non-Profit or other statewide board experience

• Political/Advocacy experience

• Strategic partner contacts

• _______________________(?)

PA 21st CCLC Advisory Board Selection Process

• Board members shall be representative of the geographic cross section of PA—rural, suburban, and urban

• Membership shall characterize the state’s diversity (ethnic origin, culture, gender, age, geographic location, expertise, grantees, etc.)

References: PA 21st CCLC Advisory Board: Board Composition MatrixPA 21st CCLC Advisory Board: Member Selection, Roles and

Responsibilities

PA 21st CCLC Advisory Board Responsibilities

• Attend scheduled board meetings annually(September, December, March, June)

• Stay informed about Board matters

• Build a collegial working relationship with other board members

• Volunteer for committee assignments

• Participate in the Board’s strategic planning efforts

References: Advisory Board Conference Call Agenda Advisory Board Quarterly Meeting Minutes

PA 21st CCLC Advisory Board Responsibilities (continued)

• Become a liaison/voice to local, state and federal constituents, as it relates to the mission and vision of 21st CCLC Programs

• Participate in the grant review process

• Attend and present at local and/or state 21st CCLC meetings, conferences, and professional development opportunities

PA 21st CCLC Advisory Board 2006 – 2008 Board Highlights

• Development of Mission and Vision Statement

• Development of Statewide Advisory Board Orientation Manual

• Provided recommendations to improve the RFA and funding model

• Increased board size, diversity and organization

• Partnered with PSAYDN to create advocacy materials for programs

PA 21st CCLC Advisory BoardNominations

If you would like to nominate yourself or someone to serve on the PA 21st CCLC Advisory Board, please contact:

Shy Lawing, M.S. M.EdYouth Development CoordinatorYouth Development Initiatives

Center for Schools and Communities275 Grandview Avenue

Suite 200Camp Hill, PA 17011

Phone: 717/763-1661, ext #197Fax: 717/763-2083

slawing@csc.csiu.org

PA 21st CCLC Advisory Board Nomination Process

• Submit recommendations for board membership (for self or others)

• Complete Board Nomination Form (copy in folder and/or request an electronic copy)

• Submit current resume

• Interview with Advisory Board Executive Committee

References: Member Nomination Form Welcome Letter Orientation Materials: Table of Contents

PA 21st CCLC Advisory BoardMeet Board Members

Meet current Board Members:

• PA 21st CCLC Advisory Board 2008-09 MEMBER LIST BY COUNTY

• PA 21ST CCLC Advisory Board Member 2008-09 MEMBER BIOGRAPHIES

• Identification on Name Tags

• Introductions

References: 2008-09 Advisory Board Member List 2008-09 Ex-Officio and Support Staff List 2008-09 Statewide Advisory Board Biographies

PA 21st CCLC Advisory Board

How can the PA 21st CCLC Advisory Board help you and your programs?

PA 21st CCLC Advisory BoardQUESTIONS

PA 21st Century Community Learning Centers (CCLC)

Local 21st CCLC Advisory Board

Local 21st CCLC Advisory BoardGrant Requirements

All Pennsylvania 21st CCLC Grantees are required to establish a local 21st CCLC Advisory Board.

Reference: PA 21st Century Community Learning Centers RFA, Fiscal Years: 2007-2010 (Cohort 4)Pages: 12-13Also included in RFAs for Cohort 1, 2, 3, 3A

Local 21st CCLC Advisory BoardGrant Requirements

• Board Composition (members)• Students, teachers, parents/guardians, community

agencies, private sector• At least two parents and two students• Optimum size: 10-15 members• Representatives from: city agencies, local non-profits,

for-profit businesses, community advocacy groups

• Meetings• Two (2) meetings per year• Documentation of Board Meeting Minutes• Attendance record lists

Local 21st CCLC Advisory BoardBenefits

Benefits of a Local Advisory Board

• Serve as a management tool• Extend networks/contacts• Offer new perspectives and ideas• Contribute to program development• Discover potential collaborators• Enhance sustainability efforts• Provide publicity and marketing of program• Help build a successful afterschool program:

“It takes a village.”

Local 21st CCLC Advisory BoardSteps to Establish

• Identify prospective members• Develop an invitation that shares benefits

of serving• Provide a brief program overview • Identify the Advisory Board focus • Outline board member responsibilities• Discuss board meeting time commitment,

frequency, and duration• Personalize the invitation to emphasize

candidates’ attributes

Local 21st CCLC Advisory BoardBoard Member Selection

Board Member Selection:• Ask current board and staff for suggestions• Consider students and parents• Review program volunteers/staff• Study the donor base• Reach beyond the organization• Target special programs and interests• Inform general public of the search• Use board or volunteer recruitment websites• Select the “brightest and the best” with a

diverse range of skills and experience

Local 21st CCLC Advisory Board Member Composition

Graduates

CBOsCommunity

Collaborators

Funders

Government/Policy MakersFederal/State/

LocalStudents

OtherStakeholders

Business

SchoolDistrict

21st CCLCProgram

Staff

Parents/GuardiansFamilies

Board Members

Local 21st CCLC Advisory BoardPreparation of Program Materials

First things, first!Know your Program: PA 21st CCLC

Prepare Printed Materials

• Mission Statement• Goals and Objectives• Logic Model• Program Brochure• Program Information/Profile Form• Success Stories (students, parents, and others)• Data / Program Statistics• Publicity (trusted sources)• PowerPoint Presentation on Program• Web Site• References: PSAYDN, Afterschool Alliance, etc.• Program Information Folder (labeled)

Local 21st CCLC Advisory BoardPreparation of Program Materials

Program Information Folder(Labeled)

List of Suggested Enclosures• Business Card • Program Brochure• Program Organization Chart• Site Information (schools, addresses, staff, phones, emails)• Program Information/Profile Form• Teacher Recommendation Guidelines for Student Enrollment• Local Community Advisory Board List• Community Collaborations• Success Stories (students, parents, and others)• Data / Program Statistics• Additional References on Extra Learning Opportunities• Publications from PSAYDN, Afterschool Alliance, etc.

Reference: Sample and List

Local 21st CCLC Advisory BoardBoard Member Invitation

First contact: Verbal—in person or by phone.

Written Invitations:• Introduction and Personalization• Overview of Program• Information on Advisory Board

• Focus and Goals• Responsibilities of Board Members• Time Requirements

• Close and Thank You• Enclosures on Program

References: Welcome Letter, Roles and Responsibilities

Local 21st CCLC Advisory BoardBoard Member Orientation

Board Member Orientation:• Individual or Group• Icebreaker• Afterschool Program Overview• Advisory Board Information

• Focus and Goals• Responsibilities of Board Members• Time Requirements

• Review information folder with enclosures on the program

• Introductions—identify knowledge, attributes, and expertise of new board members.

Local 21st CCLC Advisory BoardSuggestions

• Begin and end on time

• Provide refreshments

• Vary meeting locations to include various afterschool program sites and optional tours of sites

• Provide time for special recognition and/or awards

Local 21st CCLC Advisory BoardSuggestions

• Provide members with a written meeting AGENDA

• Send meeting AGENDA in advance of meeting (at least 48 hours) and/or with meeting announcement

• Meetings should run no longer than two hours

• Record Minutes of meetings and provide copy to members within days of meeting and with the next meeting announcement and Agenda

References: Sample Meeting Agenda Sample Meeting Minutes Press Release

Local 21st CCLC Advisory BoardMeeting Agenda

Sample Meeting AGENDA:

• INTRODUCTIONS: Introduce yourself and all the Board members, giving a brief outline of their expertise. Or, use self-introductions.

• WHY AN ADVISORY BOARD? Brief statement of the expected operations and contributions of the Advisory Board.

• Discussion Topic(s); Committee Reports• Proposals/Resolutions• Brief presentation by program participants • Special recognition • Summary• Date of Next Meeting• Adjournment• Refreshments (before/during/after meeting)

Local 21st CCLC Advisory BoardCommittees

• Focus on program needs

• Periodically change focus

• Provide opportunities for board members to share their expertise

Local 21st CCLC Advisory BoardCommittees

Examples

• Program creation and planning, expansion

• Sustainability planning

• Development of program policies

• Support of fundraising efforts

• Other:

Local 21st CCLC Advisory BoardSharing of “Best Practices”

Sharing of “Best Practices”

Local 21st CCLC Advisory BoardQUESTIONS

STARFISHSTARFISH

THE STARFISHTHE STARFISH

There was a young man walking down a deserted beach just before dawn. In the distance he saw a frail old man. As he approached the old man, he saw him picking up stranded starfish and throwing them back into the sea. The young man gazed in wonder as the old man again and again threw the small starfish from the sand to the water. He asked him, “Why do you spend so much energy doing what seems to be a waste of time?” The old man explained that the stranded starfish would die if left in the morning sun. “But there must be thousands of beaches and millions of starfish,” exclaimed the young man, “How can your effort make any difference?” The old man looked down at the small starfish in his hand and as he threw it to safety in the sea said . . .

“It makes a difference to this one.”

REFERENCES

• Center for Schools and Communities, contracted with the Pennsylvania Department of Education, PA 21st Century Community Learning Centers

• PA 21st CCLC Request for Application

• PA 21st CCLC Coordinators’ Conferences

First Monday Series, May 5, 2008Getting the Most from Your Advisory Board Michael Brand

CONTACT INFORMATION

Darryl BundrigeDeputy Director for Programs and Services

City Year Greater Philadelphia2221 Chestnut Street

Philadelphia, PA 19103Phone: 215/219-0435

Fax:215/988-2163 Email:dbstate93@aol.com

Jeanne BenderRetired, Program SupervisorHome: 814/456-6662 Cell: 814/504-2669Email:jbender@eriesd.org

CHAMPS Afterschool Enrichment Program (ESW/CCLC)The School District of the City of Erie, PA148 West 21st StreetErie, PA 16502Phone: 814/874-6145 Fax: 814/874-6148