After School Coalition Strategic Planning Committee

May 16, 2005 Meeting Notes

Present             Michelle Michaels                                Connie Willegal

                        Lisa Sheppard                                      Judy Fried

                        Anne Buck                                           Alex Marx

                        Evelyn Dalenheim-Russell                     Mary Penich

                        Liz Nelson

Discussion Points

• Timing of Annual Meeting:  Those present agreed that a September date will be most practical in terms of timing, preparation, publicity.  Thursdays, September 15 and 22, 8:00 to 10:30, are the options.  Ray Rose is available both dates.  Kathy Ryg is probably available; Theresa will confirm this.

• Meeting Locations:  Loomis previously suggested using a school, which would be a very powerful, apropos setting.  Those present agreed that this will not be practical for a September breakfast meeting due to a school’s need to accommodate students at arrival time in addition to the large number of adults in attendance for breakfast and parking.  Park districts offer a large setting; catering would have to be arranged.  Since funds available are limited, it was suggested that a local corporation be asked to sponsor and host this meeting.  Connie and Evelyn will contact Jim Sipes about one possibility, as he represents Abbott Labs.

• Meeting Agenda:  Those present agreed that the coalition must give attendees good reason for coming out to the meeting.  Features should include the following…

1. Update on the status and future action of the coalition by Ray and Kathy.
2. “Touch the mission…” Youth and those involved with them (parks, schools, teen centers, faith-based groups, police, Girl Scouts, community). May include five or six youth at 2 minutes each.
3. Participation of youth who benefit from after school programs.
4. Membership opportunities (single or organizational/corporate); provide an After School Coalition Brochure and/which includes a membership form/fee structure.
5. Informational items regarding current programs that work and “best practices,” and how to choose, implement and engage in on-going evaluation of programs.  (Please note:  This item is from the strategic plan.  No decision on timeline or action steps has been made.  Therefore, strategic plan needs to be brought up as topic for next leadership meeting to determine what should be presented, if any, at annual meeting.)
6. Future plans to assist agencies, schools, etc. in setting up programs. (Please note:  This item is from the strategic plan.  No decision on timeline or action steps has been made.  Again, strategic plan needs to be brought up as topic for next leadership meeting to determine what should be presented, if any, at annual meeting.)
7. Election of board of directors. 
8. After Adjournment of annual meeting, newly elected board members will meet to elect the officers of the board.

• Action Needed:

1. Select date (September 15 or 22)
2. Determine keynote speaker choices and determine appropriate contact.  Keynote speaker should be a “crowd drawer.”  (One suggestion:  Senator Barak O’Bama to be invited by Representative Kathy Ryg.)
3. Communicate with board of directors’ nominees (Connie and Ann will collaborate to draft a letter to any persons who attended at least 2 meetings this past year to ask if they are interested in being nominated and, if not, if they wish to affiliate in any way as a member-at-large, sponsor of future events, etc.).  Connie will request list of names/addresses from Theresa L.
4. Michelle said that the mailing to board nominees could possibly be sent out from State’s Attorney office (great to have this return address on the envelope ~ may catch people’s attention) depending on # pages and # to be mailed.
5. Finalize membership criteria and fees.
6. Develop a coalition brochure (Evelyn offered to work on this).
7. Follow-up on host/sponsor (Is Abbott’s available?  Would it work to have an early a.m. conference at the time staff are arriving for work?)
8. Arrange for youth participation.
9. Compile “informational items” (current programs that work, “best practices,” how to choose, implement and engage in on-going program evaluation).
10. Compile responses to board of directors’ nomination letters, follow-up as needed and prepare ballot.
11. Finalize agenda and registration process; publicize meeting.
12. Determine, and submit for discussion, best way for nomination and election of officers.
13. Need media coverage and marketing of annual meeting, guest speaker, board of director and officer elections, and following next steps (next workshop, next topic specific conference).

Submitted by Mary Penich

June 13, 2005