Tennessee Department of Children’s Services

Community Advisory Board TrainingDecember 5, 2013

F a c i l i t a t e d b y :

Introductions & Overview of the Day

CAB TOOLKIT PART IPurpose & Structure

Purpose of the CAB ToolkitGuidance to optimize DCS’s involvement in CABs

Role and responsibilities of DCS representatives

Sample documents

Big picture goals & objectives

Scope & Statutory Purpose

Statutory purpose

outlined in TN Code

CABs are separate &

independent entities

Scope & Statutory Purpose• CAB oversight provided by Network Development Division within the In

Home Tennessee Initiative and Prevention Unit

Network Development

In Home Tennessee Service Array

EvaluationCommunication

Resource Linkage Coordinators

Community Advisory Boards

Community Based Child Abuse

Prevention / Children's Trust

IV-E Waiver Program

In Home Tennessee

CAB TOOLKIT PART IIGoals & Objectives

Overarching Goal

Harness the individual and collective talents and resources

in each county to achieve the Department’s mission

Objectives:Toolkit is organized around three objectives:

Communication Partnerships

Resources

Communication

• Strengthen communication between DCS and the community

• Increase community awareness of DCS’s vision, mission, strategic priorities, resources & success stories

• Promote two-way dialogue between DCS and the community

Partnerships

• Helping DCF work more strategically and effectively with its partners in the community

• Foster mutual understanding of roles and competencies

• Develop shared sense of trust, respect & responsibility to DCS goals

Resources for Families• Achieve long-term impact by developing

resources that are comprehensive and/or systemic in nature • Community-based resources & services to

meet the immediate needs of children and families

• Resources to assist transitional youth and emerging adults

FEEDBACKToolkit Parts I & II

Feedback: Toolkit Parts I & II

• Concerns

• Additional information / materials that should be included in the Toolkit

CAB TOOLKIT PART IIIImplementation

CAB Structure & Membership

Governed by Board of Directors

Board members reflective of community

Membership orientation

Foundational Materials: Mission Statement

• Ensure alignment between DCS and CAB by incorporating DCS mission into CAB mission statement.

.

Suggested Mission Statement

The mission of XXX Advisory Board is to assist the Department of Children’s Services within

the In Home Tennessee efforts to foster partnerships to protect children, develop youth,

strengthen families, and build safe communities. This will be achieved by building

organizational and community capacity, improving access and quality of services, and

enhancing how we work with families

Foundational Materials

Bylaws

Confidentiality Agreement

Conflict of Interest

CAB Meetings

Standing Agenda

• Agenda organized around key areas of communication, partnerships & resources

Meeting Frequency

• Meet at least nine times per year

Minutes

• Detailed, accurate

• Promote transparency

• Overview of discussion and action taken

Role of Resource Linkage Coordinators

• RL’s serve as a liaison to CABs. Since the CAB is an independent entity, RL’s should not serve as voting members. • RL’s should participate at a strategic level• Also assist with logistics as needed

Role of RL

STRATEGIC

- Ensure topics important to DCS are on CAB Agenda

- Provide DCS updates and announcements

- Gather and report success stories

- Encourage two-way communication

- Encourage collaboration

In addition, assist with logistics as needed (scheduling meetings, secure meeting space, send meeting reminders, maintain email list, etc.)

Effectiveness• Summary of activities &

accomplishments• Identify obstacles & solutions• Overview of goals for following quarter

Quarterly Reports

• Documentation• Comprehensive list of accomplishments • Identify obstacles , solutions & goals for

following yearAnnual Reports

• Formal evaluation sent annually to all CAB members

Annual Effectiveness

Survey

Appendices

Sample Membership

Grid

Sample Invitation

LetterModel Bylaws

Sample Meeting Agenda

Sample Meeting Minutes

Quarterly Report

Annual Report

Annual Effectiveness

Survey

Standard Confidentiality Agreement

Sample Conflict of Interest Statement

FEEDBACKToolkit Part III & Sample Documents

Feedback: Toolkit Parts I & II

• Concerns

• Additional information / materials that should be included in the Toolkit

TRAINING TIPS

Training Tips• Be positive!

• Clearly identify the training objectives

• Importance of CABs to DCS

• Purpose & usage of Toolkit

•Make the training participatory

• Teach content in “chunks”; check-in frequently to make sure concepts are understood

Training Tips• Be prepared

• Room set-up is important (not classroom)

• Schedule breaks

• “Parking lot” for questions

Action Planning

Action Planning1) What obstacles or challenges might prevent successful implementation of the CAB Toolkit? What can be done to overcome those obstacles?

2) Who needs to know about the CAB Toolkit? What do they need to know? How should messages be communicated?

Conclusion & Next Steps