Advisory Committee on Before and After School Programs
February 22, 2007
Frank Pisi, California Department of Education (CDE) staff to the Advisory Committee
NOTE: Specific dates mentioned at the Advisory Committee are included in the minutes. References to time frames (within the next week, etc.) should be counted from the date of the Advisory Committee meeting (February 22, 2007).
Sandra McBrayer, Committee Chair, convened the February 22, 2007 Advisory Committee meeting at 9:44 a.m.
Approve Minutes from the November 1, 2006 Meeting
During the January 23, 2007 Advisory Committee Meeting the committee made a request to the Department to have the meeting minute more detailed, especially when it comes to the CDE Staff Report and the documents received. At the January 23, 2007 meeting, the Committee did not vote to approve the November 1, 2006 minutes asking that they be brought back with additional detail
During the February 2007 meeting, the committee reviewed the added detail to the November 2006 minutes and noted that the detail was much more informative and explicit. Gary Moody motioned to approve the minutes and Carla Sanger seconded the motion. The motion was unanimously approved.
Approve Minutes from the January 23, 2007 Meeting
The Advisory Committee requested to see specific dates/timelines represented in the minutes (when given during the meeting); Specific dates/timelines relating to Department posting and due dates, i.e., After School Education and Safety (ASES) appeals, transitional grants, mailing of grant award letters. Also, the Committee noted that both Ana Campos and Alvaro Cortes needed to be added to the members present for the January 23, 2007 meeting.
Ana Campos motioned to approve the minutes, if all the changes were made, and Alvaro Cortes seconded the motion. The motion was unanimously approved.
Advisory Committee Chair report
Sandy McBrayer called attention to the updated rosters for both the Advisory Committee and Subcommittee members. A master list was sent around so that members could make updates/changes to their contact information. Frank Pisi will update the master list with the changes and email the final roster to the Advisory Committee as well as make them available at the next Advisory meeting.
Sandy also noted that, from the recommendations made by this body, the Department changed the due date for the 21st Century Community Learning Centers (CCLC) Requests for Applications (RFA) to March 12, 2007 at 5 p.m. Sandy also reported that the before school change (Education Code 8483.75) was introduced into a new bill to move through the process as quickly as possible and she will update the Advisory Committee on its progress at the next scheduled meeting.
CDE Staff Report
John Malloy, Administrator for the After School Policy and Evaluation Office (ASPE), stated that the ASES Universal and Transitional Grant Award letters, as well as the appeals list, are moving through the approval process. He also noted that, given the late notification, any programs whose appeals were granted won’t be prorated. John said that the appeals have been in process and as soon as they are approved an email will be sent out notifying the grantees of their status.
John also explained that the 21st CCLC 25 percent payment is in the CDE Accounting Office and should be sent to the State Controller's office soon. He reiterated that the payment trail for local education agencies (LEAs) is such that the check goes from the State Controller's Office to the State Treasure then to the County Treasure then to the County Office of Education then to the local grantee LEA. For non-LEAs funds go straight from the State Controller's to the non-LEA.
John presented that the department is proposing to extend the 2006-07 grant year for ASES grantees from June 30 to December 31, 2007. Many committee members expressed the idea that the field needs this extension and wanted to be clear that they are in strong support of extending the ASES grant year from June 2007 to December 2007. John made it clear that this is not carryover; rather the entire grant year is being amended to have the end date changed. John stated that the ASPE office will send the proposal, along with the strong recommendation of the Advisory Committee’s support for the proposal, for approval. As soon as final approval for this extension is obtained, the After School Program Office (ASPO) and ASPE will let all ASES grantees know.
John spoke next about the hiring process within ASPO and the ASPE. He said that ASPE has two open Education Programs Consultant positions open and two additional positions filled but the employees have not started yet. He also said that ASPO office has two positions filled and two positions open. John made it clear that both offices are not only filling new positions but people have left so they are back filing as well.
ASPO is still in need of 21st CCLC readers for the Reader’s Conference scheduled for April 9-13, 2007. As of February 21, 2007 the ASPO had 67 readers, but they anticipate needing at least 100. John stated that the readers will need to commit to the full four days with the table leaders committed to participate for five days. Sandy McBrayer reiterated the need for readers and asked the Committee to try to recruit their staff and other members of field to participate. Renee Newton offered to post the Reader's Conference application on the Network’s Web site to get a larger response.
Ana Campos asked for clarification if the 21st CCLC RFA was due in the CDE office by 5 p.m. or needed to be postmarked by 5 p.m. She wondered if it was possible to just be postmarked on Monday. March 12, 2007. John reiterated that it is stated in the RFA, that no exception could be made and that any application received in the CDE offices after the 5 p.m. on Monday, March 12, 2007 will be deemed to be late.
Frank Pisi continued the CDE update by addressing the question raised during the January 2007 meeting regarding getting a legal opinion for clarification on Bagley-Keene requirements for calling a special meeting about the issuance of a legal opinion. Frank introduced Eileen Gray from CDE legal, and she stated that exceptions to Bagley-Keene are very limited. In her opinion, holding a special meeting to see if you want to do an issuance would not be consistent with the intent of the Bagley-Keene open meeting act.
Carla Sanger agreed that she found the same opinion in her research, but she went on to clarify that she realized that there was a misinterpretation in the word "special." Carla then posed a question about the procedure to request to schedule a meeting outside of the regularly scheduled set of meetings. Given the fact that the Advisory Committee has not written or adopted by-laws, Eileen said the Committee could make an internal rule as to how they would like to call additional meetings. Sandy added this topic to the next meeting as an action item so that the Committee could formalize their procedure for calling additional meetings.
Initial Recommendations on the Independent Statewide Evaluation
The Advisory Committee has a responsibility to make preliminary recommendations on the independent statewide evaluation by March 1, 2007. A copy of the Subcommittee’s initial recommendations was provided during the meeting. For a copy of these recommendations, please contact the After School Partnerships Office firstname.lastname@example.org.
Renee Newton walked Advisory Committee members through the document, and explained the next steps involved in forwarding initial recommendations to the CDE and legislature. She asked the committee if there were any additional categories that may have been missed. Amy Christianson suggested including a category related to Administrative Structure and Gary Moody suggested adding recommendations related to determining program participants' satisfaction with the program (customer satisfaction), which would include view points from participants, parents, involved schools and community. Sandy McBrayer reiterated these recommendations and Advisory Committee members agreed with the notion of making the additions.
California Afterschool Network Report
There was not an Afterschool Network report during this meeting.
Workforce Development Subcommittee Report
Mary Hoshiko provided this report and stated that the subcommittee's first meeting was held after the January 23, 2007 Advisory Committee meeting. The initial focus of this meeting was the formation of the group (setting a meeting schedule, etc.). Mary also informed the Committee that Subcommittee members created an initial list of topics/issues to be taken up at future meetings. These included: recruitment strategies, makeup of the workforce, use of workforce investment boards, the use of different funding streams to support the workforce, and potential union issues to be addressed with an increasing workforce.
Topics and Date for Next Meeting
Proposed agenda items are as follows:
- Approval of January 22, 2007 minutes with added dates - Action
- Advisory Committee chair report
- CDE staff report
- Dispute policy and procedures
- Technical assistance/Regional Lead system
- Categorical Program Monitoring
- Set up a procedure for calling additional meetings - Action
- Afterschool Network report
- Workforce Development Subcommittee report
- Items for next Advisory Committee meeting - Action
- Public comment
Donna Lynem, WorkUSAmerica, addressed the Advisory Committee on the topic of the California School for the Deaf and an apparent omission in their notification of the ASES Universal grant and 21st CCLC opportunities. Ms. Lynem asked the Advisory Committee about how potential applicants were notified of the opportunities. Frank Pisi provided a brief description of this, and suggested that he and Ms. Lynem meet after the meeting for a more in-depth discussion.
Sandra McBrayer adjourned the meeting at 11:50 a.m.
Handouts Provided at the Meeting
- Meeting agenda
- Advisory Committee and Subcommittees member roster
- Meeting minutes: November 1, 2006 and January 23, 2007
- Document: Preliminary Recommendations for the Independent Statewide Evaluation of After School Programs
- Invitation letter and application to participate as a reader at the 2007 21st CCLC Readers' Conference
- Chaptered version of Senate Bill 638