ESON and MSN: February Meeting Recap

Thank you for joining us at our February Network Meeting at the YMCA. During this month's meeting we discussed the importance of communication, with a focus on practicing empathy.

Below is a list network members created outlining how we communicate that our spaces are safe for youth, families, and staff. This is a great list to use with staff and build training around.

Please review it, as it’s clear that everyone was considering the fact that each person’s beliefs are shaped by unique life experiences.  
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Below you will also find the summer communications list. Thank you for holding empathy in your communication as our primary focus is on centering the experiences of youth and families.

Also, please see below for community announcements!

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Ways we communicate to youth that our spaces are safe:

• People and relationships first mindset
• Let the child know you see them. Hello by name, high five, a smile, a shared moment
• Use chosen names
• Answer any/every question with empathy and understanding to your audience as best as possible
• Inclusive environment
• Be open minded, aware of our own biases
• Prompts for communication as sometimes simply shy to speak
• Remember “Respect” is subjective, it is perceived different in cultures
• Verbally and often let youth know what we have available for them behind the scenes: food, feminine products, deodorant, toothpaste, etc. 
• Holding hope during unfortunate situations
• Be present
• Hold each child as an individual, best practices with one may not be best practices with another
• Be in close proximity and actively engage in what they are doing
• Be consistent to build trust & safety
• Keep the space clean and organized
• Pictures everywhere, for directions, for representation
• Representation matters, people in the space who look like our families
• Emphasis on use of pronouns
• Post safe spaces or stickers for LGBTQIA+
• Follow the lead of youth and meet them where they are at
• Community Agreements posted clearly in each room with words and pictures
• Allow students to be part of creating community agreements 
• Preview day for students thinking about joining the program
• Share appropriate vulnerability and humanity with youth 
• Make space for their friends to join or pop in and see the program
• Share transparency on reasoning behind rules or decisions
• Remember kids are kids, developmentally they are not fully able to make the best choices, we are here to guide 
• Create an environment with multiple spaces for regulation: soft spaces, dark spaces, gym spaces, loud spaces etc.
• Ask for feedback
• Let them know you are in communication with schools and families to best support them and their success as a person
• Name, our staff our here to keep you safe and go to them ​

Ways we communicate to families that our spaces are safe:

• People and relationships first mindset
• Have information for phone translation available, CALL FOR FREE INTERPRETER: 617-865,2273 or email [email protected] tours, invite them into the entire space
• Translate as many documents as possible to your families needs (top five languages in CPS: Spanish, Haitian Creole, Amharic, Arabic, and Bengali)Greet by name
• Practice using plain language when creating communication documents
• Be very clear on tuition for programing and have front facing solutions to support such as scholarships, sliding scales, income based etc. 
• Hold compassion for caregivers role
• Inclusive environment
• Name support for priority families
• Create an enrollment handbook for families 
• Contact & check in with families often not just for issues but also for praise
• Outwardly show your care for their child (high fives, smiles, stories)
• Accessible registration process, having a paper copy with basics if possible
• Texting is super helpful now, gives families time to respond at their own pace. Create google voice if need for a text phone number. 
• Be proactive
• Proactively provide resources for families: Know Your Rights Workshops and more
• Provide and create a food pantry or clothing drive to support the community and your families 
• Open door policy or office hours for families
• No one is turned away, just pointing in the right direction

Ways we communicate to staff that our spaces are safe:

• People and relationships first mindset
• Be clear about expectations and how you are going to support them 
• Repeat and name you are open to lots of questions
• Acknowledge they are key to safety process
• Acknowledge their emotional well being will have an effect on their work and supports around that
• Inclusive environment
• Keep regular check ins, consistency is crucial with this 1:1 time.
• Constant opportunities for professional development
• Show humanity, we are both humans doing this together for a common purpose
• Create space to challenge one another in a healthy constructive way
• Leadership, be visible and check in even on those who “got it”
• Adequate staffing, begin recruiting early to be sure you have the amount of staff needed not just to be ok but to be successful
• Dont expect staff to do things you would not do
• Take Plain language training
• Listen to their reasoning and hold space for growth
• Provide leadership opportunities
• Staff involved with the planning process

Ways in which we shift gears into summer for families, youth and team:

• Review your registration processes and check for equitable access and areas for improvement for clarity
• Create a balance of equity and opportunity for early and late sign ups
• Share summer information with The Agenda for Children and Find it Cambridge 
• Begin the summer conversation with youth in February and continue monthly check ins 
• Sit with families as needed to register
• Connecting with schools to get information to students
• Talking to youth in city parks and youth spaces
• Flyering 
• Document the year with a camera to create highlight videos to showcase to interested youth
• Posting on social media
• Asking families how they best find information to strengthen your process
• Requesting translation for documents early
• Hosting family nights and workshops for families to have assistance registering 
• Showing your program staffs’ faces (attending workshops, programs, meetings)
• Update information on your webpage
• Holding an interview/meeting process for families to get to know the family and child (not to turn away)
• Reach out to other organizations who may serve youth in the same way to connect on best practices and collaboration opportunities
• Opportunities to pay youth for participating is always a plus, especially for 12-13 year olds
• Share the value of your program, why should youth and families choose this space
• Connect with other programs on field trip opportunities
• Ask what they want and need out of the summer
• Clean and redecorate to transform into new summer space

Thank you for your participation and dedication to youth & families!
-Greg Green and Vanessa Fisher

Community Announcements

CCTV 

• Letters of Hope and Resilience
  
• Digital Navigators - Resource for families for tech help
  

Crystal Rosa - Language Access Manager, City of Cambridge

• Plain language training available - March 26th
  
• Please share about the multilingual help line for community members, staff
  
• Know Your RIghts Training - March 4th
  
• Community Engagement Team training on how you can be supportive for community - upcoming next week
  

Ted Hirsch, CCSC

• Charter School application is now open, free public school
  

Rachel Kinch -  CCC

• They would like to start a Cambridge middle school after school basketball league 
  

Andrew Liedtka - Find it Cambridge

• Navigating Cambridge resources training, open to anyone - Upcoming in March
  
• Reach out to Andrew to register
  

Nadia Davila - Office of Workforce Development

• Next meeting - Feb 13th
  
• Reviewing student data from MSYEP (including most memorable experiences from the summer) 
  

Connor Epsteinkraus - Cambridge Public Health Department

• Wellness Working Group 3-4:30 pm meeting
  
• Discussing recommendations City can make regarding Youth Wellness
  

Katie Gladfelter - DHSP

• Summer Camp lottery has opened, in-person help available
  

Jordan Harvey - Tutoring Plus

• CRLS Alumni panel - Feb 27th at the Main Library
  

Ariadne Bonilla - DHSP Youth Centers

• Applications open for Youth Centers, closing March 3rd
  
• Will be going into schools and is available to speak with students​