21 st Century Community Learning Centers (CCLC) Advisory Boards

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

2. ADVISORY BOARDS 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 2006-07, 2007-08, 2008-09 Board Member: 2002 — present Deputy Director for Programs and Services City Year Greater Philadelphia Jeanne Bender PA 21st CCLC State Advisory Board, Co-Chair 2008-09 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 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 BoardHistory • 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 BoardScope 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 BoardMission 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 BoardFocus 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

10. PA 21st CCLC Advisory BoardFocus 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 BoardFocus 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 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

13. PA 21st CCLC Advisory BoardOrganizational Structure Standing Committees • EXECUTIVE • QUALITY • POLICY • SUSTAINABILITY

14. 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)

15. PA 21st CCLC Advisory BoardAttributes, 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 BoardAttributes, 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 BoardAttributes, Skills, ExperienceCONTINUED • 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 BoardResponsibilities • 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 BoardResponsibilities(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 Board2006 – 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 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.Ed Youth Development Coordinator Youth Development Initiatives Center for Schools and Communities 275 Grandview Avenue Suite 200 Camp Hill, PA 17011 Phone: 717/763-1661, ext #197 Fax: 717/763-2083 slawing@csc.csiu.org

23. PA 21st CCLC Advisory BoardNomination 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 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

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

26. PA 21st CCLC Advisory BoardQUESTIONS

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

28. 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: 12-13 Also included in RFAs for Cohort 1, 2, 3, 3A

29. 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

30. 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.”

31. 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

32. 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

33. Local 21st CCLC AdvisoryBoard Member Composition

34. 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)

35. 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

36. 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

37. 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.

38. 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

39. 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

40. 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)

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

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

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

44. Local 21st CCLC Advisory BoardQUESTIONS

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 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 19103 Phone: 215/219-0435 Fax:215/988-2163 Email:dbstate93@aol.com Jeanne Bender Retired, Program Supervisor Home: 814/456-6662 Cell: 814/504-2669 Email:jbender@eriesd.org CHAMPS Afterschool Enrichment Program (ESW/CCLC) The School District of the City of Erie, PA 148 West 21st Street Erie, PA 16502 Phone: 814/874-6145 Fax: 814/874-6148