BBBS Changing Service Community Area Protocols

This is for agencies interested in changing their Service Community Area (SCA), either by adding or removing counties.

The Membership Affiliation Agreement between Big Brothers Big Sisters of America (BBBSA) and its local affiliates recognizes the assigned Service Community Area (SCA). Sections 3.1, 3.2, and 3.3 of the affiliation agreement address the specific adherence to the assigned service community area unless a change is approved by both parties. The following is the protocol for changing the currently assigned service community area.

A1. Release of Service Community Area (SCA) / Owner / Yes /No/NA / Notes
Prior to requesting a SCA change, the affiliate must contact Affiliate Relations () and submit the following:
1.  A list of the counties being released, including zip codes. Please include the number of matches (CB and SB) per county.
2.  Copies of planned media releases, correspondence with funding sources, explaining the release of the SCA.
3.  Contingency plans for any existing matches in the released service community area
a.  If the matches remain active, how will match support be provided?
b.  If the matches are closed, please submit a copy of the correspondence sent to Bigs, Littles, parent/guardian, notifying them of the closure. / Affiliate
Affiliate
Affiliate
A2. BBBSA Approval Process for Release of SCA / Owner / Yes /No/NA / Notes
1.  The Director of Affiliate Relations will review the request for service community area change, collateral documents.
2.  Affiliate Relations will recommend the acceptance or rejection of the proposed change and send written recommendation to the Senior Director of Agency and Program Development. The recommendation should include rationale and any implications of the recommendations.
3.  The Senior Director of Agency and Program Development will approve or reject the recommendation. If rejected the reasons for the rejection will be provided to the local affiliate.
4.  Affiliate Relations will determine which affiliate the released zip codes should be “associated” to and notify that affiliate that zips will be moved. / Affiliate Relations
Affiliate Relations
Affiliate Relations
Affiliate Relations
A3. Submission of Request for SCA Reduction (after approval) / Owner / Submitted by Agency? / Notes
1.  Once the submitted materials have been reviewed (A1) and accepted by BBBSA (A3), the local affiliated Board President must request a service community area change in writing to the Director of Affiliate Relations, BBBSA.
The request must include:
a.  A proposed time line for the implementation of this change in service community area.
b.  A plan for notification of the community as to the change in service community area. / Affiliate / Board of Directors
2.  Included with the letter should be the minutes of the Board meeting where discussion and action was taken on the proposed addition or deletion of service community area. The minutes should include the approval of the motion for the change in service community area. / Affiliate / Board of Directors
A4. Modification to the Affiliate’s Membership Affiliation Agreement / Owner / Expected Date of Completion / Notes
1.  Once the change is approved, 2 copies of the modification of the Membership Affiliation Agreement will be sent to the agency for signing and dating by the current board president. This will include the listing of revised zip codes. / Affiliate Relations
2.  The Agency Board President will sign and date both copies of the affiliation agreement modification and return both copies to Affiliate Relations for counter-signature by BBBSA. / Affiliate / Board of Directors
3.  BBBSA will sign, date and give final approval of the affiliation agreement modification.
a.  One copy will be sent to the local affiliate board president for attachment to their Membership Affiliation Agreement with BBBSA.
b.  The second copy will be attached to the current affiliation agreement in BBBSA's legal file for the affiliate. / Affiliate Relations
B1. Expansion of Service Community Area (SCA) / Owner / Yes /No/NA / Notes
Prior to requesting a SCA change, the affiliate must contact Affiliate Relations staff and submit the following:
1.  A list of the new counties requested and all currently assigned counties, including zip codes. Please include the number of matches (CB and SB) per county.
2.  The core business metrics for the last 3 years.
3.  A proposed 3-year strategic business plan addressing sustainability and contingencies for growth in the requested SCA. Include plans for organizational staff structure/leadership, fund development, governance, and annual goals in both quality performance metrics and core business measures. Templates are available from BBBSA Affiliate Relations (request through ).
4.  Copies of correspondence/contacts with neighboring BBBS affiliates, approving of the proposed change.
5.  Copies of any existing agreements between your affiliate and other BBBS affiliates in the area (e.g., fund development, programs).
6.  Identification of any potential conflicts of interest in the proposed service community area.
7.  If applicable, the proposed name change (see Name Change Procedure). / Affiliate
Affiliate Relations
B2. BBBSA Approval Process for SCA Expansion / Owner / Yes /No/NA / Notes
1.  Affiliate Relations staff will assess:
a.  The proposed business plan.
b.  If the name of the agency represents the new service community area, what the new name will be and when the change will be made. The name needs to reflect the service community area (see Name Change Procedures).
c.  If there is any confusion, conflict or opposition with the regional area by granting this change. Is the change in the best interest of BBBSA?
2.  Affiliate Relations will recommend the acceptance or rejection of the proposed change and send written recommendation to the Senior Director of Agency and Program Development. The recommendation should include rationale and any implications of the recommendations.
3.  The Senior Director of Agency and Program Development will review the request for service community area change, collateral documents and Affiliate Relations recommendations.
4.  The Senior Director of Agency and Program Development will approve or reject the recommendation. If rejected, the reasons for the rejection will be provided to the local affiliate. / Affiliate Relations
Affiliate Relations
Affiliate Relations
Affiliate Relations
B3. Submission of Request for SCA Expansion (after approval) / Owner / Submitted by Agency? / Notes
1.  Once the submitted materials have been reviewed and accepted by BBBSA, the local affiliated Board President must request a service community area change in writing to the Director of Affiliate Relations, BBBSA.
The request must include:
a.  A proposed time line for the implementation of this change in service community area.
b.  A plan for notification of the community as to the change in service community area. / Affiliate / Board of Directors
2.  Included with the letter should be the minutes of the Board meeting where discussion and action was taken on the proposed addition or deletion of service community area. The minutes should include:
a.  The approval of the motion for the change in service community area
b.  A statement indicating that the neighboring agencies have been contacted and notified of the agency’s proposed request for a change in service community area. / Affiliate / Board of Directors
B4. Modification to the Affiliate’s Membership Affiliation Agreement / Owner / Expected Date of Completion / Notes
1.  Once approved, 2 copies of the modification of the Membership Affiliation Agreement will be sent to the agency for signing and dating by the current board president. This will include the listing of revised zip codes. / Affiliate Relations
2.  The Agency Board President will sign and date both copies of the affiliation agreement modification and return both copies to Affiliate Relations for counter-signature by the BBBSA CEO. / Affiliate / Board of Directors
3.  BBBSA will sign, date and give final approval of the affiliation agreement modification.
c.  One copy will be sent to the local affiliate board president for attachment to their Membership Affiliation Agreement with BBBSA.
d.  The second copy will be attached to the current affiliation agreement in BBBSA's legal file for the affiliate. / Affiliate Relations

Contact Information:

Sandy Maskell, Director of Affiliate Relations

215-665-7777

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