BC CAN Telephone Conferencing Info: Call-in: 855-392-2520 Passcode: 1981605

Battle Creek College Access Network Board of Directors Meeting

Kool Family Community Center (Valentine Room) July 25, 2019

3:30 p.m.

REVISED AGENDA

I. Welcome

II. Consent Agenda

A. *Board of Directors Meeting Minutes – March 21, 2019

B. *Programming & Evaluation Meeting Minutes – June 10, 2019

C. *Programming & Evaluation Meeting Minutes – July 18, 2019

D. *Staff Reports – March 2019

E. *Staff Reports – April 2019

F. *Staff Reports – May 2019

G. *Staff Reports – June 2019

H. *Staff Reports – July 2019

III. Action Item

A. *Quarterly Financial Report 2019-20 1st Quarter Report (Thomas)

B. *Eligibility Appeal – Trenton Wilkerson (Laura)

C. *Eligibility Appeal – Selena Morales (Laura)

IV. Discussion

A. *Legacy Scholarship Eligibility Appeal Review Guidelines (Laura)

V. Updates

A. Legacy Scholars Orientation (Laura)

B. *2019-20 Master Calendar (Terry)

VI. Open Discussion

VII. Adjourn

Next Meeting Date: Thursday, September 26, 2019 Battle Creek Community Foundation – Community Room

*Indicates hard copy is enclosed +To be sent under separate cover ^To be distributed at meeting

Programming

The 8th Annual Sophomore Future Track Event, which took place on Wednesday, March 20, 2019, was a success. Staff and volunteers executed a smoothly coordinated event for Battle Creek area sophomores with 52 businesses and 60 volunteers. Online surveys have been distributed to students, volunteers and businesses. Approximately 700 students were present for the event and 661 students completed surveys. Online surveys have been sent to volunteers and participating businesses for feedback on the event.

The Health Care Pipeline program continues with the Saturday Academies and planning for the Summer Camp and program expansion to 10th grade continues to be planned, including working on detailed budgets.

50 local students were invited to join the free spring 2019 SAT Prep course with BC CAN (see demographics below). The course concluded with 32 students taking the post-test. Of the 32 students, 23 increased their composite score, 6 students saw a decrease, and 3 saw no change. Additionally, the subject-based test scores in English and Math both saw an increase of about 25 points each.

Staff Report – March 2019

Staff lead a breakout session at the Michigan College Access Network conference on Tuesday, March 5, 2019. The presentation was titled “Pipelines and Pathways: Guiding Students to Postsecondary Success”. During the conference session, staff was able to share best practices on developing pipeline programs, promote community-wide publication projects as a method to increase awareness of career pathways, and network with Michigan-based professionals involved in K-12, higher education and non-profit work.

Legacy Scholars

Preparation continues for Legacy Scholar Orientation for graduating seniors. BC CAN staff have coordinated with Kellogg Community College staff to provide each student with an updated checklist on where they are in the application and enrollment process. Additionally, a student survey is being created and refined to gather feedback after the orientations on its effectiveness and value to students.

There was one student appeal processed: a FAFSA waiver for a summer Legacy student.

The spring 2019 credit report was processed, and students were sent notification letters if they had completed their scholarship credits or book stipends or had 20 credits or less remaining of the scholarship.

Programming

Online survey results for the 8th Annual Sophomore Future Track event have been compiled. Staff will work internally to brainstorm ways to continue to improve the event and gather feedback during a debriefing session with local counselors and community partners will be held. Survey results are attached.

Staff met with the STEM Director of the Battle Creek Area Math and Science Center, Luke Perry, to discuss ways to partner in delivering free SAT preparation to Battle Creek area students. Currently, multiple programs are running concurrently for part of the calendar year and the two organizations are hoping to eliminate the duplication of efforts, while also potentially merging resources together to expand the reach of the program and leverage funding opportunities to lower the overall cost of the program.

The Saturday Academies for the Health Care Pipeline Program are wrapping up for the school year. Partners will debrief and reflect on this years’ program and discuss plans for the summer camp, as well as the expansion to 10th grade for next year.

Legacy Scholars

Staff will continue to distribute Legacy Scholar graduation cords for the 2019 graduating classes from Battle Creek Central High School, Calhoun Community High School, and W.K. Preparatory Academy. Lakeview High School has chosen to not distribute the cords to their students this year. The cords are intended to celebrate the milestone of high school graduation while also raising awareness for the Legacy Scholars program in Battle Creek.

Legacy Scholar Orientations were held for graduating seniors who intend, or are considering, enrolling at Kellogg Community College and utilizing their Legacy Scholar Scholarship. The one-day event was held for two groups of Lakeview students with Calhoun Community joining, and one group of Battle Creek Central High School and W.K. Preparatory Academy students. In total, 177 students attended over the three days and completed steps in the KCC enrollment process, Legacy Scholar application process, and learned about various resources and first year requirements on campus. The students were given personalized checklists to know what they have completed and what remains to be done before they can enroll in classes and begin in the fall. Additionally, an orientation was held at the RMTC for those students interested in the professional skilled trades. One student from CCHS attended and 13 from BCCHS. Survey results indicated students overwhelmingly felt they increased their knowledge in KCC’s enrollment process, navigating the Bruin Portal and their student email, KCC’s First-Year requirements, identifying KCC’s services and resources, understanding KCC’s

Staff Report – April 2019

Financial Aid Process, and understanding Legacy Scholars application requirements and deadlines. Overall, students felt the day was very helpful in learning about their next steps to enrolling at KCC and using their scholarship.

Three Legacy Scholar appeals were processed; two were FAFSA waivers and one eligibility request.

Marketing

The May-June 2019 BC CAN Newsletter was distributed early May. This edition announces the annual SFT event raffle winner, promotes BC CAN test prep successes, highlights BC CAN’s Advocacy Day visit in Lansing, provides an update for the BCCF scholarship process, and features and article on “summer melt” strategies for both returning students and graduating seniors.

Funding

Staff has applied to the Allegra Printing FootPRINT Fund grant opportunity to support the third edition of the BC CAN Career Pathway Publication. This grant application is available to every non-profit organization, association, or charitable organization through the greater Battle Creek area that wishes to enhance their image, expand their services and extend their print and marketing communications budget. Previously, BC CAN received $500 to support the first professional skilled trades pathway publication project. This year, $1,000, the maximum award, has been requested to support the project.

A program evaluation is required for the WKKF Operating Grant that was received, so staff is working on a proposal to outline an internal evaluation process to meet the requirements of the grant. The proposal will be submitted for review to WKKF and changes will be made as necessary and then implemented on the designated timeline, which will be outlined.

Staff is pursuing a grant opportunity with the Michigan College Access Network for the Health Care Pipeline Program through their Innovative Program Grant. A meeting will be held in May to discuss eligibility and grant requirements with MCAN staff to then proceed with the application.

Programming

BC CAN Staff attended the Battle Creek Central High School Declaration Day on May 10, 2019. This this celebratory kick-off event, BCPS leadership announced the launch of career academies for their ninth-grade students. Students are now able to choose between two interest-based career pathways: Academy of Business Engineering and Industrial Technology (including Information Technology, Finance, Business, Engineering and skilled trades) and Academy of Health and Human Services (including Nursing, Health Care, Public Safety, and Education).

Partnership with the Battle Creek Area Math and Science Center is still being developed to discuss the opportunity of offering the SAT Prep Course to Battle Creek area students. The course would still be free to students, but with in-kind support given, it may be possible to expand the course to more students.

The BC CAN Board of Directors added two new members to its Programming and Evaluation Committee. The group now consist of Kim Carter, Blake Prewitt, Lorin Granger, Asha Wright, and Todd McDonald. The P&E committee reviews student appeal requests and provides recommendations to the full Board for consideration.

The 2018-2019 Saturday Academy Health Care Pipeline program concluded on May 18, 2019 recognizing all participating students. Schools continue to recruit students for the summer camp in July which will take place in Kalamazoo. Conversations are still being had to plan for the expansion to 10th grade and a professional development opportunity for educators to take place during the 2019-2020 school year.

Staff has been asked to sit on the planning committee for the annual Manufacturing Day held in Fort Custer Industrial Park.

Partnerships are being developed with the Lakeview African American Parent Alliance (LAAPA) and Flagstar Bank. The LAAPA has received grant funds from Flagstar to complete financial literacy programming with students and parents. A three-day program is being developed and will include the Extreme Reality activity on one of the three days.

BC CAN will be present at the Maranda Park Party to get the word out about all things college access and success in July and are in conversations to participate in a block party for Neighborhood Planning Council 1.

Staff Report – May 2019

Legacy Scholars

Staff has distributed Legacy Scholar graduation cords to the 2019 graduating classes from Battle Creek Central High School, Calhoun Community High School, and WK Preparatory Academy. The cords are intended to celebrate the milestone of high school graduation, while also raising awareness for the Legacy Scholars program in Battle Creek.

Designated times for staff to be on KCC’s campus the month of August have been assigned. BC CAN and BCCF Scholarship staff will be present on Tuesdays and Wednesdays the month of August from 9:00 am - 1:00 pm to assist students in last-minute paperwork and preparations for fall semester.

A partnership with the Battle Creek YMCA and Legacy Scholars will be discussed to offer potential opportunities for students to be engaged during the summer months.

There have been five Legacy Scholar appeals processed: three for FAFSA/Financial Aid Letter waivers, one for reimbursement of funds paid out of pocket, and one for a minimum credit waiver for a student attending the RMTC.

Marketing

To remain compliant with Good Ad Grants policy, staff has updated all broken links on the battlecreekcan.org website. Google Ad Grants is a donation program that distributes free, in-kind advertising to select 501(c)3 nonprofit organizations are eligible to receive up to $10,000 per month in in-kind advertising within the AdWords search engine marketing platform.

A marketing and communications plan is being developed to review for regular push notifications through the BC CAN app and continuous promotion of the mobile application to increase downloads and usage.

Funding

Staff continue to seek funding opportunities and pursue grants for BC CAN programming, including the Battle Creek Health Care Pipeline.

Programming

Staff held a Sophomore Future Track debrief meeting with representatives of participating host businesses on Tuesday, June 4th to discuss successes and challenge areas around the 8th annual event. A particular focus of conversation was the preparation and engagement of students prior to and during the event to ensure the most impactful experiences. A planning meeting with local counselors and principals will be scheduled in early September to discuss business feedback received.

A new partnership is being developed with the Battle Creek Area Math and Science Center and BC CAN’s SAT Prep course. Staff met with the STEM Director to confirm expansion of the free SAT Prep Course opportunity to local students. A memorandum of understanding has been drafted and parties will continue to meet in preparation for the fall 2019 course.

Coordination and planning for the Health Care Pipeline Summer Camp is underway. Between the three participating schools, about 12 eighth grade students are signed up to participate in the four, half-day camps.

Marketing

Staff visited junior-level classrooms at Pennfield High School to promote the BC CAN Mobile Application and to share important reminders about local scholarship processes, as well as helpful success reminders.

The third career pathway publication is in its beginning stages if development. The first two publications focused on the Professional Skilled Trades and Health & Human services, respectively, the third publication will tentatively focus on civilian and military careers in Business Management, Marketing and Technology. The career pathway publication will be completed and published in the Battle Creek Shopper in September, with the follow-up booklet in the winter.

The annual community scholarship recipient recognition piece to be published in the Battle Creek Shopper is in the works. Staff is working with Greenstreet Marketing to produce the publication. The recognition piece will be printed in August.

The July-August newsletter is complete with special focus and promotion of the BC CAN mobile app, the next community pathway publication, important scholarship and college success reminders, and upcoming opportunities to interact with staff during summer 2019.

Staff Report – June 2019

Programming

Staff will meet with Battle Creek Public Schools staff to discuss using available technology in proctoring SAT practice tests and compiling data for individualized student test answers. This coordination will reduce staff time given the increase in SAT prep course capacity.

Staff joined the community in celebrating the Maranda Park Party event on Thursday, July 18, 2019. Attendees interacted with staff and played games to win prizes.

Staff attended the KCC Express Enrollment Event on Saturday, July 22, 2019. This annual event allows BC CAN staff to interact with Legacy Scholar students on campus in helping them to complete application requirements prior to the start of the semester.

Legacy Scholar students are assisted as needed. Staff continually corresponds with eligible students concerning re-application, appeals, credit and book stipend notifications, etc.

Marketing

Staff convened members of the Career Pathway Publication committee to discuss the concept draft of the third installment focusing on Business Management, Marketing & Technology. The committee is composed of partners in industry, workforce development, local education partners and community members. Feedback will be incorporated into development of the project.

Legacy Scholars

Summer credit hour notifications/updates will be going out to students soon with remaining credit hour and book stipend balances.

Staff Report – July 2019

Q1 2019-20

Actual

Q1 2019-20

Budget

Q1 2019-20

Budget vs.

Actual

2019-20

Annual Budget

Revenue

Legacy Fund Balance Carried Forward 224,733 215,675 9,058 215,675

Transfer from Endowment 25,907 25,907 - 25,907

Grants for Healthcare pipeline 34,000 34,000 - 34,000

Grants for Career & Technical Education - - - 14,000

Grants - General Support - - - 1,500

Interest 50 41 9 164

Total Revenue 284,690 275,623 9,067 291,246

Expenses

Personnel 33,565 36,391 2,826 145,564

80150 Technology - 125 125 500

87600 Supplies 996 500 (496) 2,000

Program Expenses - Sophomore Future Track 327 - (327) 5,522

Program Expenses - Healthcare Pipeline 2,657 9,590 6,933 38,360

Program Expenses - Career & Technical Education - - - 14,500

Programming/Activities - General 4,230 3,575 (655) 14,300

85900 Marketing/Communication - General 375 6,625 6,250 26,500

70070 Contracted Services - 3,500 3,500 14,000

BCCF Management Fee 30,000 30,000 - 30,000

Total Expenses 72,149 90,306 18,156 291,246

Excess of Revenues over Expenses 212,540$ 185,317$ (9,090)$ -$

Beginning Fund Balance 3/31/2019 224,733

Ending Fund Balance 212,540

Battle Creek Area College Access Network (Legacy Scholars)

Statement of Revenue and Expense

Q1 FY2019-20 Variance Report

1

REVENUE:

Legacy Scholars Operating Grant Actual $224,733 Budget $215,675

Favorable

Transfer from Endowment Actual $25,907 Budget $25,907

On budget

Grants for Healthcare pipeline Actual $34,000 Budget $34,000

On budgetGrant was collected in first quarter from Bronson Battle Creek Community Partners

Grants for Career & Technical Education Actual $0 Budget $0

On budgetNo activity to date.

Grants - General Support Actual $0 Budget $0

On budget

Interest Actual $50 Budget $41

Favorable

Total Revenue Actual $284,690 Budget $275,623

Favorable

Fund participates in the Cash Pool administered by BCCF and will generate a small amount of interest income throughout the year.

Battle Creek Area College Access Network (Legacy Scholars)

Statement of Revenue and Expense - Narrative

Q1 FY2019-20

Funds from previous years carried forward into the FY2018-19 budget. The carry forward was less than budgeted. However, revenue has been recovered

by the receipt of grants throughout the year.

Operating funds transferred from the spendable portion of the Legacy endowment. Transfer occurred in second quarter.

1

Battle Creek Area College Access Network (Legacy Scholars)

Statement of Revenue and Expense - Narrative

Q1 FY2019-20

EXPENSES:

Personnel Actual $33,565 Budget $36,391

Favorable

Technology Actual $0 Budget $125

Favorable

Supplies Actual $996 Budget $500

Unfavorable

Program Expenses - Sophomore Future Track Actual $327 Budget $0

Unfavorable

Program Expenses - Healthcare Pipeline Actual $2,657 Budget $9,590

Favorable

Program Expenses - Career & Technical Education Actual $0 Budget $0

On budget

Programming/Activities - General Actual $4,230 Budget $3,575

Unfavorable

Marketing/Communication - General Actual $375 Budget $6,625

Favorable

Contracted Services Actual $0 Budget $3,500

Favorable

BCCF Management Fee Actual $30,000 Budget $30,000

On budget

Total Expenses Actual $72,149 Budget $90,306

Favorable

Plan is for 2 FTE for the full year. Current benefit programs have been maintained with a health insurance increase in September. This line item also

includes travel, parking, professional development and cell phone and mileage reimbursement.

This line item pays for software and computer maintenance.

Budget is weighted to the fourth quarter. Some residual expenses for car rental and parking carried over from FY2019

Areas of work that this line item covers are: development of college going culture, informational pieces for different aged audiences, resource

documents for a variety of subjects pertaining to post-secondary education and available programs, promotional materials, website, Legacy Scholars

portal, and BCCAN newspaper publication.

This line item covers Promise Zone audit for $4,000 and the preparation of 990 for $1,200.

Indirect costs for BCCF management and fiduciary services. Charged in the fourth quarter.

These items consist of postage of bulk mass mailings and publications, as well as printing expenses for large print orders and general office

administration.

Transportation expenses for the end of the 2018-2019 Saturday Academy program and a marketing brochure.

General expenses in the first quarter included National Student Tracker and graduation cords for Legacy Scholars.

2

Action Item: Trenton Wilkerson-Brown – Eligibility Appeal

Date: July 25, 2019

Background:

Trenton is a 2019 graduate of Calhoun Community High School and is currently 0% eligible for

Legacy Scholars. Since the age of 5, Trenton and his brother have lived with his grandmother

and had been enrolled in Lakeview School District until the summer before his junior year in

2016. That summer, his grandmother’s parents (great-grandparents) became ill and had to

move in with them. During this time, Trenton’s cousins were removed from his uncle’s home

and placed in the care of the grandmother, along with Trenton, his brother, and great-

grandparents. Trenton’s grandmother was the only working member of the family and needed

help at home taking care of the younger children and great-grandparents who were ill.

The following school year, 2017, Trenton attempted to enroll at CCHS, but his great-

grandmother passed, which caused issues with his great-grandfather, and his help at home was

needed, again. During this time, Trenton did enroll at the West Michigan Virtual Academy due

to there not being a seat waiver available at CCHS to accommodate his needs at the time. He

did not receive the support he needed there, so as soon as he was able, he enrolled at CCHS.

Staff at CCHS confirmed the seat waiver being unavailable for him during that time.

His home-life finally calmed down and Trenton was able to enroll in 2018 for his senior year at

CCHS and worked hard to complete his graduation requirements. Music, especially band, has

made a lasting impact on him, so he hopes to begin his postsecondary education at Kellogg

Community College and then transfer to finish his teaching degree in music, with the hopes of

one day becoming a band director. Therefore, due to the extenuating circumstances of his

home-life and added responsibilities helping his grandmother care for his great-grandparents,

cousins, and brother, Trenton is requesting 100% eligibility of his scholarship be reinstated.

Proposed Resolution:

After reviewing the appeal, the Program & Evaluation Committee recommends approving Trenton’s appeal at 75%. Next Steps:

If approved, Legacy Scholar staff will notify Trenton of the approval, so he can plan for his

postsecondary education as he intends to enroll at KCC.

Action Item: Selena Morales – Eligibility Appeal

Date: July 25, 2019

Background:

Selena is a 2019 graduate of WK Preparatory High School and is currently 0% eligible for Legacy

Scholars. She has attended Battle Creek Public Schools since 2008 and completed 1st grade through

10th. During her 10th grade year, one interaction in school with a classmate changed her life. This

interaction with the other student became physical and police were called. Selena and her

classmate were both put on probation and were told the conditions of their probation were to

remain enrolled in school. Selena knew it was not a good idea to enroll at BCCHS with the

classmate.

That summer, she encountered another personal hardship, an unplanned pregnancy, which

required her to take some time to ensure she could stay on a positive path moving forward in her

life. This personal hardship led her down a path which forced her to evaluate her life choices and

learn what she had control over and what she didn’t. As she dealt with her personal life and fall

semester approached, she was advised by her Probation Officer to enroll in online learning, since

she still needed to be enrolled in school due to the conditions of her probation, which was not

available at BCCHS. So, she enrolled at West Michigan Virtual Academy for her junior year where

she completed a total of only 1.5 credits. Realizing she was not supported in the way she needed

and was not making progress towards graduation, she transferred back to BCPS and learned about

WK Prep.

Since enrolling at WK Prep for her senior year, Selena joined the Planning Committee, as well as the

Leadership Council at the school. She also completed a total of 19 credits through day and night

school to meet the requirements for her High School Diploma to graduate on-time. She has

graduated with a cumulative GPA of 3.5 and plans to begin her general studies at KCC fall semester

to pursue either a career in the medical field or in early childhood education. Selena has learned

from her past and is aware how one decision can have a ripple effect on her life. She is determined

to continue to better her life and moving forward in a positive direction.

Proposed Resolution:

After reviewing the appeal, the Program and Evaluation Committee recommends approving

Selena’s appeal at 75%.

Next Steps:

If approved, Legacy Scholar staff will notify Selena of the approval, so she can plan for her

postsecondary education as she intends to enroll at KCC.

Battle Creek College Access Network Programming & Evaluation Committee

Legacy Scholar Eligibility Appeal Review Guidelines

The Legacy Scholar Eligibility Appeal process will consist of:

The student completing the appeal form providing a written statement and meeting

with BC CAN staff.

Staff will work to research and verify the student’s situation presented in the written

statement, with the school administration or staff, community partner organization,

and/or other individuals involved.

A staff analysis of the appeal will be presented to the committee for review and

recommendation.

During the committee review of the eligibility appeal and staff analysis, consideration for

approval will be given based on the following criteria, meeting at least one:

a. If the student encountered personal hardship, defined as “a condition that is difficult to

endure or a situation that is hard to bear” which is verifiable either through school

documentation or character witness.

b. If the student’s situation was out of their control, either due to parental and/or legal

decisions being made.

c. If the student sought resources and/or guidance from the school (administration,

teacher, counselor, or coach) and didn’t receive them or come to a resolution or a

resolution could not be reached before transferring or moving out of district.

If the student has met at least one of the criteria outlined above and the committee has the

ability to recommend approval on a tiered scale or at the discretion of the Board of Directors.

BC CAN/Legacy Scholars Board of Directors Meeting Dates

2019/2020 Fiscal Year All meetings will begin at 3:30 p.m.

DATE

LOCATION

Thursday, May 23, 2019 Thursday, July 25, 2019 Thursday, September 26, 2019 Thursday, November 21, 2019 Thursday, January 23, 2020 Thursday, March 26, 2020

BCCF Community Room Kool Center – Valentine Room BCCF Community Room BCCF Community Room Kool Center – Valentine Room BCCF Community Room

Battle Creek Promise Zone Board Authority DATE

*Promise Zone meetings begin at 2:30 p.m. LOCATION

Thursday, July 25, 2019 Thursday, March 26, 2020

Kool Center – Valentine Room BCCF Community Room

*The Battle Creek Community Foundation has moved and is now located at 32 West Michigan Avenue, Suite 1. The Community Room can be accessed via the Promenade area which is open to the public during regular business hours.