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

2. ADVISORY BOARDS Promising Practices—Proven Strategies
PA 21st CCLC Statewide Advisory Board Local 21st CCLC Advisory Boards
2009 Extra Learning Opportunities Conference
Promising Practices—Proven Strategies
Afterschool Programs Working Together for Pennsylvania Youth
Hilton Harrisburg
Thursday, March 5, 2009
10:30 AM—12:00 PM
The Who, The What, and So Much More of Advisory Boards
Presenters:
Darryl Bundrige and Jeanne Bender

3. Introduction of Presenters
Darryl Bundrige
PA 21st CCLC State Advisory Board, Co-Chair , ,
Board Member: — present
Deputy Director for Programs and Services
City Year Greater Philadelphia
Jeanne Bender
PA 21st CCLC State Advisory Board, Co-Chair
Board Member: — 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 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

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

6. 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

7. 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

8. 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.

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

10. 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

11. 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

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

14. PA 21st 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 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.

16. 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

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

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

19. 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

20. 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

21. 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

22. PA 21st CCLC Advisory Board Nominations
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.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 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

24. PA 21st CCLC Advisory Board Meet Board Members
Meet current Board Members:
PA 21st CCLC Advisory Board
MEMBER LIST BY COUNTY
PA 21ST 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 21st CCLC Advisory Board
How can the PA 21st CCLC Advisory Board help you and your programs?

26. PA 21st CCLC Advisory Board QUESTIONS

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

28. Local 21st CCLC Advisory Board Grant 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: (Cohort 4)
Pages:
Also included in RFAs for Cohort 1, 2, 3, 3A

29. Local 21st 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 21st 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 21st 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 21st CCLC Advisory Board 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 21st CCLC Advisory Board Member Composition

34. Local 21st CCLC Advisory Board Preparation 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)

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

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

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

44. Local 21st CCLC Advisory Board QUESTIONS

45. STARFISH

46. “It makes a difference to this one.”
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 21st CCLC Request for Application
PA 21st CCLC Coordinators’ Conferences
First Monday Series, May 5, 2008
Getting the Most from Your Advisory Board Michael 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/