After School Coalition Strategic Planning Committee

Recommended Action Plan

Submitted for Discussion May 9, 2005

Committee’s Role

·        Review by-laws and recommend action needed for the coalition to become compliant with the by-laws.

·        Nominate candidates for the Board of Directors, who will in turn nominate officers from among themselves.

Actions Mandated by By-laws

·        Article II, 1:  It is the responsibility of current members to support ongoing assessment of programs by the agencies they represent.

·        Article II, 5:  The Board of Directors or a subcommittee needs to develop a tool/means for program assessment so like criteria can be applied to all programs.  Anne Buck will research this area to jumpstart the process.

·        Article III, 1:  Membership needs to be addressed regarding (a) membership designation by individual, agency or both and the duration thereof; (b) dues;      (c) membership benefits. 

·        Article III, 3:  Proxy voting needs to be formalized.  This should be achieved on a written basis only.  Mailing a prepared proxy form with the annual meeting notice is suggested.  This can be returned to the secretary prior to the meeting.

·        Article IV, 2:  The Board of Directors needs to be elected at the annual meeting and prior to the election of officers.  Nominations for officers will be taken from the Board of Directors.

·        Article IV, 3. B:  One and two year terms will be determined by polling nominees for term length preferences.  If the results are even, no other action is needed.  If not, the nominating committee will draw names to determine the length of terms.  After this initial election, all terms will be staggered naturally and will be two years in length.

·        Article IV, 3. C:  Officers will be elected immediately after the Board of Directors, and they will assume staggered terms.

·        Article V, 1:  Officers and terms will be configured as follows:  Two presidents, two vice-presidents and two secretaries; one person in each office will serve for a two year term and the other for a one year term for this round of elections.  Every subsequent term will be for two years.  Of the two secretaries, one will be the lead who will take minutes, etc.  The second will fill in as needed.  One treasurer will be elected for a two year term.

·        Article VI, 1:  The Executive Committee needs to establish a meeting schedule. 

·        Article VI, 3:  The Youth Advisory Committee must be established; it will include youth from grades six to twelve and/or ages twelve to eighteen.

Action Taken

·        Nominations were made for the Board of Directors via a review of the membership list.  This list may be edited by the current leadership committee.

Impending Actions to be Assigned and Completed ASAP

·        A letter should be sent to each nominee which requests a response to determine whether or not the party is interested in membership on the Board of Directors.  Term length preference (one or two years) and/or the choice not to run, but to support the coalition’s work as a general member should also be requested.

·        The date of the next general/annual meeting needs to be determined.  A date in late May or early June is recommended to insure maintenance of the coalition’s momentum.

·        Eventually, the coalition’s mailing address must be designated.