Children & Youth Planning Board (CYPB) Meeting Guide and Discussion Prompts

Children & Youth Planning Board (CYPB) Meeting Guide and Discussion Prompts

Purpose of the CYPB

The Children & Youth Planning Board (CYPB), established under R.S. 46:1941.1–1941.5, serves as a local planning and coordinating body to:

• Promote the development, implementation, and oversight of comprehensive services for children and youth
  
  
  
  

• Strengthen family stability and well-being
  
  
  
  

• Support efforts to reduce truancy, juvenile crime, and negative youth outcomes
  
  
  
  

• Coordinate local partners across education, health, mental health, justice, and community sectors
  
  
  
  

This guide provides a structured approach to planning, facilitating, and documenting effective CYPB meetings.

1. Pre-Meeting Preparation

A. Confirm Statutory Membership

Ensure all required members (or designees) have been invited:

• Juvenile Court Judge / District Judge
  
  
  
  

• District Attorney
  
  
  
  

• Public Defender / Indigent Defender Board
  
  
  
  

• Sheriff / Chief of Police
  
  
  
  

• School Superintendent
  
  
  
  

• Local Governing Authority Representative
  
  
  
  

• Departments: OJJ, DCFS, LDH/Behavioral Health, LDOE (as applicable)
  
  
  
  

• Community stakeholders (nonprofits, faith-based, youth-serving organizations)
  
  
  
  

Check for quorum based on locally adopted bylaws.

B. Send Meeting Notice

Circulate at least 7–10 days in advance:

• Date, time, location
  
  
  
  

• Zoom/virtual access (if applicable)
  
  
  
  

• Agenda
  
  
  
  

• Previous meeting minutes
  
  
  
  

• Any documents requiring action (plans, data reports, budgets, etc.)
  
  
  
  

C. Prepare Materials

• Sign-in sheet or digital attendance log
  
  
  
  

• Copies of agenda and handouts
  
  
  
  

• Draft minutes for approval
  
  
  
  

• Updated data dashboards or reports from agencies
  
  
  
  

• Action item checklist from previous meeting

2. Sample CYPB Agenda

1. Call to Order & Welcome

• Meeting called to order by Chair (Chair/Co-Chair/Secretary, Treasurer to be voted on by Board)
  
  
  
  

• Roll call / attendance
  
  
  
  

• Confirmation of quorum

2. Approval of Minutes

• Review and approve previous meeting minutes
  
  
  
  

3. Overview of CYPB Mission & Statutory Purpose (optional for recurring meetings)

4. Agency Reports
 Each required member provides updates (3–5 minutes each):

• District Attorney
  
  
  
  

• Juvenile Court
  
  
  
  

• Public Defender
  
  
  
  

• Superintendent / School System
  
  
  
  

• Sheriff / Police
  
  
  
  

• OJJ Regional Staff
  
  
  
  

• DCFS Regional Staff
  
  
  
  

• LDH/OBH Behavioral Health
  
  
  
  

• Local Government
  
  
  
  

• Additional community partners
  
  
  
  

5. Data Review & Discussion

• Truancy trends
  
  
  
  

• Juvenile arrest or referral data
  
  
  
  

• School attendance / discipline
  
  
  
  

• Child welfare referrals
  
  
  
  

• Local service gaps or emerging issues

6. Old Business

• Progress on CYPP (Children & Youth Plan)
  
  
  
  

• Updates on committees or workgroups
  
  
  
  

• Review of previously assigned action items

7. New Business

• Proposals, planning items, grant opportunities
  
  
  
  

• Legislative or policy updates
  
  
  
  

• Local initiatives (mental health, prevention, diversion, etc.)

8. Public Comment

• Allow time for community members to speak
  
  
  
  

• Limit comments per bylaws

9. Action Items & Next Steps

• Clearly assign responsibilities
  
  
  
  

• Set deadlines and follow-up expectations

10. Schedule Next Meeting

• Confirm date, time, location
  
  
  
  

• Discuss potential special sessions if needed
  
  
  
  

11. Adjournment

3. Facilitation Tips

A. Keep the Meeting Purpose-Driven

• Tie activities back to improving outcomes for youth
  
  
  
  

• Reinforce cross-agency collaboration
  
  
  
  

• Maintain a solution-focused mindset

B. Manage Time Effectively

• Use a timer to ensure equal opportunity for agency updates
  
  
  
  

• Redirect off-topic conversations respectfully
  
  
  
  

• Limit presentations unless pre-approved

C. Promote Engagement

• Ask direct questions to each required member
  
  
  
  

• Invite youth or parent representatives when possible
  
  
  
  

• Encourage sharing of data, not just anecdotes

D. Document Clearly

• Capture who is present
  
  
  
  

• Note motions, votes, and decisions
  
  
  
  

• Track action items with deadlines
  
  
  
  

• Maintain a folder for agendas, minutes, attendance logs, and reports

4. Post-Meeting Responsibilities

A. Draft & Distribute Minutes (within 5–7 days)

Include:

• Date, time, location
  
  
  
  

• Attendance (members, proxies, guests)
  
  
  
  

• Summary of discussion
  
  
  
  

• Formal actions taken
  
  
  
  

• Action items with responsible parties
  
  
  
  

• Next meeting date

B. Follow-Up on Action Items

• Send reminders to responsible agencies
  
  
  
  

• Provide templates or resources if needed
  
  
  
  

• Track progress for next meeting

C. Update the Local CYPP (if applicable)

• Incorporate new data

• Document progress on goals

• Note any recommendations for system improvement

5. Annual Requirements Checklist

• ☐ Hold bi-monthly or quarterly meetings
  
  
  
  

• ☐ Maintain accurate membership roster and notify appointing authorities of vacancies
  
  
  
  

• ☐ Annual report/submission to the Children’s Cabinet by October 1 Annually
  
  
  
  

• ☐ Update the Children & Youth Plan
  
  
  
  

• ☐ Review bylaws annually
  
  
  
  

• ☐ Ensure participation from all statutory members

CYPB Discussion Stems: Broad, High-Value Prompts

Early Identification & Prevention

• What early indicators do we see before a young person becomes disconnected from school, services, or supports?
  
  
  
  

• Where do we notice risk beginning-at home, at school, or in the community?
  
  
  
  

• What data points or observations do we consistently overlook?
  
  
  
  

Cross-Agency Communication & Collaboration

• What information do we each hold that would help another agency better support a youth or family?
  
  
  
  

• Where do communication breakdowns occur, and how can we bridge them?
  
  
  
  

• What would “ideal” collaboration between agencies in this parish look like?
  
  
  
  

Family & Community Engagement

• What strengths do families in our parish already have that we can build upon?
  
  
  
  

• What trusted community voices (coaches, pastors, mentors, elders) could we involve more intentionally?
  
  
  
  

• How can we design outreach that meets families where they are-literally or figuratively?
  
  
  
  

Access to Services & Barriers

• What prevents families from accessing the services that already exist?
  
  
  
  

• Which barriers do we hear about most often (transportation, housing, mental health, scheduling, stigma)?
  
  
  
  

• Where do we have duplication of services-and where do we have gaps?
  
  
  
  

Programs, Resources & Opportunities

• What community programs are we underutilizing?
  
  
  
  

• What partnerships could we create that would immediately strengthen supports for youth?
  
  
  
  

• How might we braid or layer resources to serve families more effectively?
  
  
  
  

Youth Voice & Youth Experience

• What are we hearing directly from youth in this parish?
  
  
  
  

• How can we create a space for youth to share what they need?
  
  
  
  

• What would young people say is our biggest challenge and our biggest opportunity?
  
  
  
  

Data & Outcomes

• What outcomes are we currently tracking, and which ones matter most?
  
  
  
  

• What data do we need, but do not yet have-to drive better decisions?
  
  
  
  

• How can we use data to tell a clearer story about our parish’s challenges and successes?
  
  
  
  

Prevention & Alignment of Resources

• How could we shift current resources toward prevention instead of crisis response?
  
  
  
  

• How might schools, courts, and social services align timelines and processes to reduce duplication or delay?
  
  
  
  

• Where are small investments yielding big returns-and where are we spending a lot for little impact?
  
  
  
  

Innovation & Creative Problem-Solving

• If we could try one bold idea for 90 days with no red tape, what would it be?
  
  
  
  

• What practices have worked in other parishes that we could adapt here?
  
  
  
  

• What outdated processes or assumptions might we need to rethink?
  
  
  
  

Accountability & Follow-Through

• How will we know we’re making progress?
  
  
  
  

• What commitments can each agency make between now and the next meeting?
  
  
  
  

• What would success look like six months from now?