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21 st Century Community Learning Centers (CCLC) Advisory Boards.

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Presentation on theme: "21 st Century Community Learning Centers (CCLC) Advisory Boards."— Presentation transcript:

1 21 st Century Community Learning Centers (CCLC) Advisory Boards

2 ADVISORY BOARDS 2009 Extra Learning Opportunities Conference Promising Practices—Proven Strategies Afterschool Programs Working Together for Pennsylvania Youth Hilton Harrisburg Thursday, March 5, :30 AM—12:00 PM The Who, The What, and So Much More of Advisory Boards Presenters: Darryl Bundrige and Jeanne Bender PA 21 st CCLC Statewide Advisory Board Local 21 st CCLC Advisory Boards

3 Introduction of Presenters Darryl Bundrige PA 21 st CCLC State Advisory Board, Co-Chair , , Board Member: 2002 — present Deputy Director for Programs and Services City Year Greater Philadelphia Jeanne Bender PA 21 st CCLC State Advisory Board, Co-Chair Board Member: 2002 — present Retired, Program Supervisor CHAMPS Afterschool Enrichment Program (ESW/CCLC) The School District of the City of Erie, PA

4 Objectives of this Session Promote understanding of the statewide PA 21 st 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 21 st CCLC Advisory Board Support program development and enhancement Foster community representation Advance sustainability planning

5 PA 21 st Century Community Learning Centers (CCLC) Statewide Advisory Board

6 PA 21 st CCLC Advisory Board History Passage of the federal No Child Left Behind legislation transferred administrative authority of the 21 st 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, Reference: Information Welcome Letter

7 PA 21 st 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 21 st 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

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

9 PA 21 st CCLC Advisory Board Focus Area: SUPPORT Development of the 21 st Century Community Learning Centers Web Site: Development and implementation of issue forums, regional meetings, and other, as-needed, capacity building opportunities

10 PA 21 st 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 21 st CCLC grantees

11 PA 21 st CCLC Advisory Board Focus Area: ADVOCATE For an increase in legislative awareness regarding 21 st 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

12 PA 21 st CCLC Advisory Board Organizational Structure Membership is comprised of 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

13 PA 21 st CCLC Advisory Board Organizational Structure Standing Committees EXECUTIVE QUALITY POLICY SUSTAINABILITY

14 PA 21 st CCLC Advisory Board Length 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)

15 PA 21 st 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 21 st CCLC Initiative.

16 PA 21 st 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

17 PA 21 st CCLC Advisory Board Attributes, Skills, Experience CONTINUED Non-Profit or other statewide board experience Political/Advocacy experience Strategic partner contacts _______________________(?)

18 PA 21 st 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 21 st CCLC Advisory Board: Board Composition Matrix PA 21 st CCLC Advisory Board: Member Selection, Roles and Responsibilities

19 PA 21 st 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

20 PA 21 st CCLC Advisory Board Responsibilities (continued) Become a liaison/voice to local, state and federal constituents, as it relates to the mission and vision of 21 st CCLC Programs Participate in the grant review process Attend and present at local and/or state 21 st CCLC meetings, conferences, and professional development opportunities

21 PA 21 st 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

22 PA 21 st CCLC Advisory Board Nominations If you would like to nominate yourself or someone to serve on the PA 21 st CCLC Advisory Board, please contact: Shy Lawing, M.S. M.Ed Youth Development Coordinator Youth Development Initiatives Center for Schools and Communities 275 Grandview Avenue Suite 200 Camp Hill, PA Phone: 717/ , ext #197 Fax: 717/

23 PA 21 st 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

24 PA 21 st CCLC Advisory Board Meet Board Members Meet current Board Members: PA 21 st CCLC Advisory Board MEMBER LIST BY COUNTY PA 21 ST CCLC Advisory Board Member MEMBER BIOGRAPHIES Identification on Name Tags Introductions References: Advisory Board Member List Ex-Officio and Support Staff List Statewide Advisory Board Biographies

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

26 PA 21 st CCLC Advisory Board QUESTIONS

27 PA 21 st Century Community Learning Centers (CCLC) Local 21 st CCLC Advisory Board

28 Local 21 st CCLC Advisory Board Grant Requirements All Pennsylvania 21 st CCLC Grantees are required to establish a local 21 st CCLC Advisory Board. Reference: PA 21 st Century Community Learning Centers RFA, Fiscal Years: (Cohort 4) Pages: Also included in RFAs for Cohort 1, 2, 3, 3A

29 Local 21 st CCLC Advisory Board Grant Requirements Board Composition (members) Students, teachers, parents/guardians, community agencies, private sector At least two parents and two students Optimum size: 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

30 Local 21 st CCLC Advisory Board Benefits 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.”

31 Local 21 st CCLC Advisory Board Steps 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

32 Local 21 st CCLC Advisory Board Board 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

33 Local 21 st CCLC Advisory Board Member Composition Board Members Parents/ Guardians Families 21st CCLC Program Staff School District Business Other Stakeholders Students Government/ Policy Makers Federal/State/ Local Funders CBOs Community Collaborators Graduates

34 Local 21 st CCLC Advisory Board Preparation of Program Materials First things, first! Know your Program: PA 21 st 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)

35 Local 21 st CCLC Advisory Board Preparation of Program Materials Program Information Folder (Labeled) List of Suggested Enclosures Business Card Program Brochure Program Organization Chart Site Information (schools, addresses, staff, phones, s) 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

36 Local 21 st CCLC Advisory Board Board 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

37 Local 21 st CCLC Advisory Board Board 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.

38 Local 21 st CCLC Advisory Board Suggestions 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

39 Local 21 st CCLC Advisory Board Suggestions 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

40 Local 21 st CCLC Advisory Board Meeting 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)

41 Local 21 st CCLC Advisory Board Committees Focus on program needs Periodically change focus Provide opportunities for board members to share their expertise

42 Local 21 st CCLC Advisory Board Committees Examples Program creation and planning, expansion Sustainability planning Development of program policies Support of fundraising efforts Other:

43 Local 21 st CCLC Advisory Board Sharing of “Best Practices” Sharing of “Best Practices”

44 Local 21 st CCLC Advisory Board QUESTIONS

45 STARFISH

46 THE 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.”

47 REFERENCES Center for Schools and Communities, contracted with the Pennsylvania Department of Education, PA 21st Century Community Learning Centers PA 21 st CCLC Request for Application PA 21 st CCLC Coordinators’ Conferences First Monday Series, May 5, 2008 Getting the Most from Your Advisory BoardMichael Brand

48 CONTACT INFORMATION Darryl Bundrige Deputy Director for Programs and Services City Year Greater Philadelphia 2221 Chestnut Street Philadelphia, PA Phone: 215/ Fax:215/ Jeanne Bender Retired, Program Supervisor Home: 814/ Cell: 814/ CHAMPS Afterschool Enrichment Program (ESW/CCLC) The School District of the City of Erie, PA 148 West 21st Street Erie, PA Phone: 814/ Fax: 814/


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