The Role Of the Advisory Council
A Profile of Community Education Advisory Councils
Developed by Joseph P. Herrity and Deborah W. Callins

Citizen involvement and participation are the main keys to community education. One of the best processes to accomplish these action concepts is through an advisory council.

An advisory council is a representative group of community members who define common goals, make recommendations, and identify community needs. Its members provide a firm, well-rounded understanding of the community. The ultimate goal of a council is to bring the citizens of a community into decision-making groups through a community education process and affect the scope and quality of learning an problem-solving at all levels of community life.

PURPOSES
• Provide a vehicle for cooperation for agencies to strengthen and balance their services.
•Bring about coordination of community services and activities. (A council does not provide services alone. It works through its members, along with other community organizations, to bring about improved services.)
•Assess the felt needs of the school and the community through fact-finding studies, discussions and surveys. To help evaluate and determine the most pressing needs and help set priorities for action.
•Serve as a communications channel between the community and the school.
•Stimulate leadership for community and school ventures to achieve needed action.
•Advise the school administration and community education director on matters related to the school and community, such as:
-Scheduling the use of all local public school facilities.
-Facilitating a greater use of other community and public facilities.
-Determining appropriate fees and charges for programs and services if necessary.
-Provide “no cost” community services based upon identified needs.
-Community development projects.
-Assist in solution of social problems within the community.
-Expand educational classes, enrichment activities and leisure services.
•Provide leadership to assist the school in some of its special projects and activities.
•Stimulate public awareness of community and school issues through examples, such as: town hall style meetings, radio and press publicity, word of mouth and home discussion groups.
•Provide a common service to all community organizations represented in its membership. In addition, the council has a responsibility for services and programs to other community organizations not directly represented on the advisory council where purposes are identified and shared among organizations.
•Serve as an action body. After identifying an issue and determining logical course of action, the council implements steps designed to carry out its plans.
•Improve support for school and community issues by serving as a participatory body.
•Serve as a source of information for the school and community by developing public understanding of pertinent issues.
•Serve as a link between community activities and the K-12 instructional program.
•Identify and enlist the help of potential community leaders in school and community ventures.
•Provide an atmosphere where different viewpoints can be expressed openly.
•Serve as a vehicle in which citizens in the community become better informed and agencies unite to work for the common good of the community.

RESULTS POSSIBLE
•an increase in participation in activities
•an improved educational “climate” in the community
•citizens’ wants and needs are identified and addressed
•services and programs are added at the request of citizens
•community leadership is developed
•discussion of problems avoids crisis situations
•community leaders become more accessible
•resources are combined to address issues
•there is an awareness that “things” are easier to accomplish by a group rather than by individuals
•stimulates community involvement and participation
•members of the community realize they can affect future change

MEMBERSHIP
An ideal council made up of 12 to 15 representative members is the best size for efficient operation. The membership should be representative of an entire geographic area. People from different socioeconomic levels should be represented if possible.
Citizens usually considered for membership are:
• Individuals chosen for their leadership, interest, knowledge or competence in civic and educational affairs.
•Representatives of community organizations (YMCA, Chamber of Commerce, Jaycees).
• Representatives of educational agencies (local school administration, community college, institute of higher education).
• Representatives of local governmental agencies (parks and recreation, RSVP, city council).
•Representatives of the student body and of organizations using the school.

Many councils extend an open invitation to citizens who are interested in community education in addition to those who are appointed or elected as members.

ORGANIZATIONAL STRUCTURE
The organizational structure of an advisory council should be kept as simple as possible. A council needs to formulate and write by-laws and long and short-term goals and objectives. Without purposeful planning, the longevity of an advisory council can be shortened.

A systematic approach (such as parliamentary Procedure, Robert’s Rules, etc.) should be used by most councils to conduct business at its meetings. In addition to developing this approach, a strong committee structure should be developed to complement the council’s organizational structure.
Committees are vital because of the need they serve in allowing members to channel their interests, desires and feelings. Committees are also an important mechanism in providing a comprehensive and systematic approach toward problem solving. The strength of committees lies in the support, participation and commitment given by the total council membership to each committee.

Advisory council meetings should be held monthly. The agenda for each meeting should be organized by the community education director and officers of the advisory council. A suggested structure for officers of an advisory council could include: a chairperson, vice-chairperson and secretary. The chairperson of the council should not be the community education director or any other member of the school administration, but rather should be a community leader or lay person familiar with the council’s operation and philosophy.

The advisory council determines by itself the perceived needs and desires within the school district.

ADVISORY COUNCIL MANUAL This publication can aid in the forming and maintaining Advisory Councils. It is free, and available by contacting Barb Canova, 515-965-2096, or barb@raccoon.com.