21ST Century Community Learning Centers Advisory Boards

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21ST Century Community Learning CentersAdvisory
Boards

• Presented by
• Cynthia Belliveau, Ph.D.
• Pa. Service Learning Alliance

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PSLA Pa Service Learning Alliance

• We provide support, training and technical
• assistance to Pennsylvania 21st Century
• Community Learning Centers. Were always
• here to help!
• Check us out at
• www.paservicelearning.org

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Why Have an Advisory Board for Your 21 CCLC
Program???

• Its required by the Pennsylvania Department of
  Education as a requirement of your contract. (but
  there are many more good reasons)
• They can provide needed information about what is
  really needed in an after-school program.
• They can help make helpful community connections.

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Why Have an Advisory Board?

• They give voice to the many constituents of
  your program.
• They can help raise money and provide the
  community voice many grants are looking for.
• They can be a sounding board for new ideas or new
  directions for the program.

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Why Have an Advisory Board?

• They can help in resource acquisition (books,
  supplies, etc.)
• They can help you gather data and information on
  your program.
• They have lots of energy!
• And lots more

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Advisory Boards are.

• Just that advisory, they are not the same as
  Boards of Directors. Boards of Directors are
  responsible for executive decisions, actual
  program management and fiscal decisions.
• Advisory boards.advise
• pretty simple!

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WHO Should be On Your Advisory Board?

• Parent (s) of Young Center Children
• Parent (s) of Older Center Children
• Parent (s) of Feeder Center Programs
• Parental Representation of Different
  Cultural/Ethnic Backgrounds
• Representatives of Collaborating Community
  Organizations
• Representatives of PTA/PTO of Partnering School
• School Principal
• School Guidance Counselors
• School Teachers
• Government/Political Expertise/Connections
• Public Relations Expertise
• Librarians
• Expertise in Fundraising/Sustainability
• YOUTH (much more on this later)

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Think of what each person can bring to the board.
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WHEN to meet?

• Try to keep meetings on a regular date (3rd Wed
  of every other month, etc.)
• Try to meet at least 2x a year. Preferably way
  before the start of the year for planning, and
  right after Spring and/or Summer programs to
  assess the recent programming.

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WHERE to meet?

• It is always helpful, and fun, to have meetings
  at different Center locations.
• It can be an important part of the meeting to
  tour the Center or to observe a student
  performance.
• Have a meeting in a classroom those little
  chairs will keep participants awake!

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Helpful Hints for Facilitating Advisory Board
Meetings

• Always have an agenda.
• Design ways for the Board Members to get to know
  one another and learn what organizations they
  represent.
• Ask board members what they would like to learn
  about and have an informative presentation at
  each meeting.

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Helpful Hints ..continued

• Make sure not to talk at the Board Members.
  They are supposed to be advising, not just
  listening to a report about the Center.
• Try to make sure everyone says something during
  the meeting. If someone is quiet, ask them some
  type of question, to assure their participation.

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Helpful Hintscontinued

• Start on time and stay to the agenda and time
  frame set for the meeting.
• Have different people facilitate the meetings and
  take turn taking notes.
• Invite Advisory Board members to attend student
  and parent events (open houses, etc.) You can
  have a meeting before or after!

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Youth on Board

• Information on the following slides was adapted
  from the Youth On Board Organization.
  www.youthonboard.org This organization provides
  training and other helpful publications.

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Why Have Youth on Advisory Boards?

• They ARE the reason we run the program in the
  first place!
• They know what will be engaging and fun for them!
• They know what will be TOTALLY LAME AND UNCOOL
  for them.
• They tell the truth they are not politically
  correct- and they want good programming!

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Step 1

• Know why you want to involve young people
• with your Advisory Board.
• Thoughtfully plan for the integration of young
  people. It takes planning to make it a positive
  experience for everyone involved.
• Pennsylvania 21st CCLCs are required to involve
  young people on their advisory boards, but, dont
  just do it to comply. Involve young people
  because it will make your program better!

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Step 2

• Assess your CCLCs and Advisory Boards
• preparation for youth involvement.
• Think about how ready your organization is for
  this step of youth involvement. Connect with
  your board, your staff, your parents, and others
  to discuss how this important step will be
  facilitated and implemented.
• Dont just bring young people to a meeting
  without thought and preparation of all involved!
  If you do, they wont want to come back.

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Step 3

• Consider different model(s) for youth
• involvement.
• Moving youth in to your existing 21st CCLC Board.
• Creating an all youth board, or planning
  committee's).
• Involving young people as staff members.

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Step 4

• Identify and plan for organizational barriers.
• Create statements and announcements that young
  people will be a permanent part of your CCLC,
  advisory board advising on curriculum, and
  developing programs.
• Consider the budget and staff considerations of
  involving young people (tokens, release from
  school, etc.)

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Step 5

• Recruit youth members!
• When recruiting members make sure they represent
  the full spectrum of young people in your 21st
  CCLC. (age, ethnic background, interests, etc.)
• NEVER just have one youth member! Young people
  will feel isolated if they are the only one on
  the board. There is safety in numbers!

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Step 6

• Information sharing for parents and youth.
• Make sure parents of youth asked to serve on the
  board are given information about this
  commitment. Information should include the time
  commitment, any expenses, time for committee
  work, etc. It is also nice to share why the
  young person was selected they show leadership
  abilities, they are academically advanced, etc.
• Share information with the youth coming on to the
  board prior to their first meeting. Give them an
  orientation to what the meetings are like, who
  attends, what the purposes of the meeting are,
  and importantly, the ROLES that youth board
  members will serve.

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Step 7

• Train the youth members and your advisory board
• members in effective youth board membership.
• Consider sponsoring a training for the board
  which will give them specific tools and
  orientation to youth serving on boards. Check
  with your United Way, Boys and Girls Club, etc.
  to see if they have any available training.
  Check out the Youth On Board website for
  additional information.
• Find ways to help the young board members learn
  presentation skills. Help them practice their
  oral report skills, if they are going to be
  presenting to the board, etc. Find leadership
  skill development workshops for them to attend

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Step 8

• Have opportunities for small group discussion and
  problem
• solving.
• Young people are usually more comfortable in
  smaller groups.
• Try to have some type of warm-up exercise at
  the beginning of the Advisory Board meetings to
  break the ice and help everyone open up and feel
  comfortable.
• Make sure youth are able to give their opinions
  on all aspects of the CCLCs operation. Dont
  just ask them what programs they want. Really
  involve them with sustainability, outreach
  everything!
• Find time for board members to speak and work
  with the youth on occasions other than board
  meetings. For example, youth board members can
  spend time at collaborating organizations to
  really learn about them, and then share this
  information with the board and others.

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Step 9

• Find ways for youth to share with their peers and
• others, information about the 21 CCLC program.
• Your youth board members can be some of the
  greatest assets of the 21st CCLC program. Youth
  board members can speak to parents, community
  members, funders, school officials, etc. about
  the program and its benefits.
• Youth advisory board members should have
  structure time to network and present to their
  peers what is happening on the board and to
  garner their input.

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Step 10

• Keep your commitment to youth board
• members
• This is not a one time deal you are making a
  serious promise and commitment to developing
  student leaders make the most of the experience
  for everyone!

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So, what are you next steps?

• Figure out who you have on your board and who
  else is needed.
• Set out a schedule of meetings for the year.
• Spend time really discussing with staff and
  others, how young people will be involved on the
  board.
• Recruit and TRAIN youth to be on the board.

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And last but not least

• REALLY LISTEN TO WHAT YOUR ADVISORY BOARD TELLS
  YOU!!!!