Developing and Organizing Leadership Committees Jim Rhodes, Ag/4-H Youth Development Major County

Orienting New Advisory Board Members Organizing and Mobilizing a strong volunteer base is essential to Extension’s mission. Developing and Organizing Leadership Committees Orienting New Advisory Committee Members

Three Types/Phases of Orientation Social Orientation Position Orientation System Orientation Developing and Organizing Leadership Committees Orienting New Advisory Committee Members

Social Orientation Goal: help new volunteers feel comfortable at the meeting Can include items such as: introductions, explanation of policies and helpful tips The simplest type of orientation, and takes the least time and preparation. Developing and Organizing Leadership Committees Orienting New Advisory Committee Members

Position Orientation A volunteer position description should include: – Title – Advisor – Purpose of the position – Benefits to the volunteer – Responsibilities – Qualifications and special skills – Time commitment – Resources and support available Developing and Organizing Leadership Committees Orienting New Advisory Committee Members

System Orientation Goal: to give information to new volunteers about the organization they are serving and their part in it. Volunteers do not need to know all the facts and people, they need a “big picture” view of Extension’s history, mission and structure. Developing and Organizing Leadership Committees Orienting New Advisory Committee Members

Result of Quality Orientation Volunteers that understand their role and performance expectations within Extension Volunteers that are more confident and motivated to fulfill their job responsibilities Volunteers that will represent Extension well and serve as advocates for Extension Developing and Organizing Leadership Committees Orienting New Advisory Committee Members

Strategies for Achieving Impact Getting Beyond the Meeting

Building a Foundation Orient members to the organization Set clear expectations Select the right people to serve Developing and Organizing Leadership Committees Strategies for Achieving Impact

Building the Foundation Setting Clear Expectations Responsibilities of council members – Advocacy – Relationship Marketing – Program Development – Leadership Service Terms Attendance at meetings and events Developing and Organizing Leadership Committees Strategies for Achieving Impact

Look for people who are willing to: – Ask – Lead – Be open – Share – Be passionate The Right Chairperson is essential Building the Foundation Selecting the Right People Developing and Organizing Leadership Committees Strategies for Achieving Impact

Framing the Process Empowerment Delegation Engagement Developing and Organizing Leadership Committees Strategies for Achieving Impact

Framing the Process Empowerment Build their knowledge base – Keep the council informed – Match passion with skill set – Allow council to take part in programming – Offer regional training/sharing opportunities Developing and Organizing Leadership Committees Strategies for Achieving Impact

Framing the Process Delegation Allows room for ownership Builds a sense of trust Promotes growth and development Utilize skills Create new ideas Expand the possibilities Developing and Organizing Leadership Committees Strategies for Achieving Impact

Framing the process Engagement Examples of engagement – Offer program feedback for organizational improvement – Design a plan to strengthen the advisory system – Present impacts to stakeholders Developing and Organizing Leadership Committees Strategies for Achieving Impact

Signs of an Ineffective Advisory Council Exist only on paper Meet once or twice a year to say nice things “Rubber Stamps” Exist only because of a mandate Developing and Organizing Leadership Committees Strategies for Achieving Impact

Strong Advisory Council Structure Examples of advisory councils in action – Defend staff positions – Support for new positions – Planning and implementation of a regional conference – Secure resources for Extension Developing and Organizing Leadership Committees Strategies for Achieving Impact

Signs of an Effective Advisory Council Comprised of knowledgeable and committed individuals Conduct regular meetings Has sense of ownership Well informed about the organization Clearly understand their role Developing and Organizing Leadership Committees Strategies for Achieving Impact

Volunteers are not paid – not because they are worthless, but because they are priceless. Author unknown Developing and Organizing Leadership Committees Strategies for Achieving Impact

Tying it all Together From Advisory To Impact To Advocacy

Start with Strong Program Advisory Comm. Is the committee representative of the counties population? Is it balanced with long time Extension supporters as well as people un-familiar with our program? Are members looked up to in their local communities? Developing and Organizing Leadership Committees Tying It All Together

PAC Meetings Go beyond the OCES required meeting and suggested two meetings per year – Meet 2-4 times per year – Give the group structure (Chair, Secretary, formal agendas, individual responsibilities, etc.) – Use the committee as your eyes and ears for the local communities needs – Use the committees as Extension’s voice to respond to those communities Developing and Organizing Leadership Committees Tying It All Together

PAC Meetings, cont. First priority of the meetings should be needs and goals (traditional role) Build a team to support these Use members to supply tools and resources Use structure for TRUE Program Development Developing and Organizing Leadership Committees Tying It All Together

Role of Committee Review Educate Plan Engage Developing and Organizing Leadership Committees Tying It All Together

Review Review educational activities and events since the last meeting Review needs assessment conducted since last meeting Review marketing and PR activities since last meeting Review tabled items from previous meetings Developing and Organizing Leadership Committees Tying It All Together

Educate Provide a learning experience at every meeting Help members learn and grow personally and professionally Explore new educational topics Build team member skills Study and explore program issues Use outside speaker and presenters when appropriate. Developing and Organizing Leadership Committees Tying It All Together

Plan Plan for upcoming programs and events encouraging participation from all members Provide a calendar of upcoming events Provide a detailed list of needed task for each activity Make volunteering for task a part of each meeting Encourage PAC members to enlist other volunteers to perform task Remember to follow up on assignments Developing and Organizing Leadership Committees Tying It All Together

Engage Include team building activities Recognize and celebrate accomplishments Encourage involvement at every meeting and throughout each step of the planning process Thanks individuals for specific roles/tasks they have played since the last meeting Developing and Organizing Leadership Committees Tying It All Together

Beyond the Meeting Use your PAC group to advocate for your programs Use the group to promote your meetings and activities Give them leadership in the programming they have advocated for Once a volunteer group is heading in the right direction, don’t be afraid turn over the reins to the volunteer leadership Developing and Organizing Leadership Committees Tying It All Together

Advisory Group Do’s and Don’ts DO: Make the meeting’s fun! Be certain members leave with a “task” or assignment Ensure that members have roles in all program development steps Ensure team building occurs in every meeting Convey thanks and recognition for what members have done “Personal is important!” Celebrate members’ personal accomplishments; relate to their family/network Developing and Organizing Leadership Committees Tying It All Together

Advisory Group Do’s and Don’ts DON’T Monopolize the conversation (<50%) Show up unprepared Be negative Feel like you have all the answers Expect to get it perfect the first time Developing and Organizing Leadership Committees Tying It All Together

The Next Step County Advisory Committee Small group of members from each of the 3 or 4 PAC Groups. 9 – 12 individuals to be strong advocates for Extension Programs Represent us to Commissioners, Capitol Day and other Legislative Activities, and serve as advocate and advisor for the CES Program as a whole Developing and Organizing Leadership Committees Tying It All Together

Discussion