Welcome to the “4-H Lunch ‘n Learn” Series! Today’s topic: “Utilizing a 4-H Expansion and Review Committee” Tuesday, September 14, 12-1 p.m.

Expansion & Review (E&R) Committees “Expanding 4-H Youth Development for the Next Generation”

Objectives Describe the purpose and roles of an Expansion & Review (E&R) Committee Explain the membership of an E&R Committee Review possible E&R Committee agenda items Identify an Extension Educator’s role with the E&R Committee Discover resources designed to implement an effective E&R Committee

E&R Committee Quiz 1.T or F: One role of the Expansion & Review Committee is to assist in procedures to secure volunteer adult and youth leadership. 2.T or F: Beyond just working to increase overall 4-H member involvement in the program, the County 4-H Expansion & Review Committee should help implement a balanced 4-H program expansion, focusing attention on criteria such as age, gender, rural/urban, disability, minorities, and varied youth needs and interests. 3.T or F: It is not necessary to form a County 4-H Expansion & Review Committee if your county or program has a minority population of less than 3%.

E&R Committee Quiz 4. T or F: As long as your total 4-H enrollment does not decrease by more than 10%, it is not necessary for your County 4-H Expansion & Review Committee to develop an action plan or any long-range goals for the 4-H program. 5. T or F: Youth representatives can be included on the 4-H Expansion & Review Committee; however, they do not have a voice in any decisions that are made. 6. T or F: The duties of an Expansion & Review Committee should be handled by an existing Youth Development Committee so that you don’t have to contact additional people.

E&R Committee Quiz 7. T or F: County 4-H Expansion & Review Committee members who know both the county and the 4-H program can make important recommendations, provide dynamic leadership, and give effective assistance to insure all interests of youth are considered in program determination. 8. T or F: The County Expansion & Review Committee is only required to meet on an “as needed” basis. 9. T or F: The County 4-H Expansion & Review Committee must have an equal number of youth and adult representatives. 10. T or F: All plans for expanding the 4-H youth program should be controlled by the county Extension staff.

E&R Panel Discussion Linda Aldridge, Huntington County CED, 4-H Youth Development Janet Allen, Southwest District Director Kendall Martin, Dubois County CED, 4-H Youth Development

Dubois County E&R Success Story Goal: reach growing Hispanic population E&R Role: HR Director invited to share outreach ideas Results: –4-H recruitment materials were translated into Spanish, including 4-H Open House invitations posted in Hispanic churches, stores, & restaurants –Trust and respect have been gained among Hispanic community; memberships and contacts are growing –“Fiesta Night” planned for H Fair

E&R Role within Extension System

Determines needs and directions of current 4-H program (in line with state and national policies) Ensures the 4-H program is relevant, current, and has an impact on local needs Assists with identifying potential volunteers or volunteer roles E&R Committee Purpose & Roles

Advocates for underserved and underrepresented populations Ensures Extension programs practice nondiscrimination and equal opportunity Promotes 4-H involvement Raises awareness of available Extension services and programs among all potential audiences E&R Committee Purpose & Roles

Develops program marketing plans Designs program features Critically reviews progress toward program goals Meets Federal requirements and keeps Extension above reproach and accountable to local citizens E&R Committee Purpose & Roles

E&R Committee Membership Representative of county demographics At least 1/3 youth members No set number of members required; typically members

E&R Committee Membership Responsive to and supportive of the essential elements of Positive Youth Development Selected/appointed in consultation with Extension Board Functions as a separate entity from other committees or associations (this is not the annual fair evaluation meeting!)

E&R Committee Meetings A minimum of 2 meetings are required annually Held year-round Schedule depends upon local needs Minutes should be taken and kept on file in County Extension Office

E&R Committee Agenda Items Icebreaker & Introductions Orientation to E & R Committee –Common vision and purpose –Expectations –Review components of Positive Youth Development –Review of applicable federal and state laws regarding… Equal Opportunity Nondiscrimination Affirmative Action –Establish goals

Share County 4-H program highlights –Example: 1,191 4-H Members total 787 club-based 4-H members 404 school enrichment members –25 classrooms reached K-12 –11 out of 12 schools reached 268 volunteers 3 new clubs in E&R Committee Agenda Items

Gather data for Community market analysis –Geographic boundaries –Census data –Demographics –Community youth-serving organizations/services and existing partnerships –Projected residential growth and development E&R Committee Agenda Items

Gather data for 4-H Market Analysis –Charts of 4-H participation (gender, age, race, tenure, special needs, rural-urban balance) – from ES-237 data –Note: this can also be used as an information tool to share 4-H data internally (4-H Council, Leaders), and externally (community presentations, funding sources) E&R Committee Agenda Items

Review and discuss observations of… –4-H enrollment trends for past 5 years –4-H enrollment demographic trends –4-H Youth Development program strengths –4-H Youth Development program weaknesses E&R Committee Agenda Items

EXAMPLE: 4-H Enrollment Over the Years E&R Committee Agenda Items

EXAMPLE: 4-H Club Youth Enrollment by Residence E&R Committee Agenda Items

Brainstorm ideas for sub-committees –Club-based 4-H program –School enrichment/after school –Community-based program 4-H Participation Surveys –1 st year parents –Those completing 4-H tenure –Those not re-enrolling E&R Committee Agenda Items

Set priorities for 4-H Youth Programs –List programs currently offered –Cost per program per participant –Youth/adults reached –Staff management days –Planning meetings required –Resources available E&R Committee Agenda Items

Appraise each program against a set of evaluation questions such as… –To what extent does this program fulfill the 4-H mission? –Does it address the needs of youth in our county? –How well does it develop youth life skills? –Are volunteers able and available to implement this program? –Are youth significantly involved in this program? –Does the program meet the critical elements of positive youth development? E&R Committee Agenda Items

Establish goals for 4-H expansion Recognition of committee members’ contributions Evaluation of committee process and implementation plan E&R Committee Agenda Items

Educator Roles with E&R Comm. Job Description for 4-H Youth Development Extension Educator –Program Accountability (15%) Establish and maintain a viable, working county 4-H expansion and review committee Specific Educator responsibilities are included on the following slides.

Educator Roles with E&R Comm. Work with CED and Extension Board to establish committee and recruit membership Schedule meetings with committee Work with committee to establish agenda that addresses key issues Provide demographic data of 4-H program participants Highlight current 4-H programs offered

Educator Roles with E&R Comm. Suggest options for future 4-H program growth Advise committee on relevant state and national 4-H policies Ensure positive youth development opportunities exist for all youth Report results to CED, District Director Prepare E&R Committee information to share during CES county reviews

Resources Available Recruitment/confirmation letters for committee members Position Descriptions –4-H Volunteer Recruitment Coordinator –New Club or Group Organizer –Club/Group Recruitment Coordinator E&R Committee Orientation PowerPoint presentation

Resources Available Sample Meeting Agendas 4-H Expansion Worksheet 4-H Expansion & Review Action Plan Illinois Letters and Surveys to 4-H members Illinois Expansion & Review Fact Sheets

E&R Quiz Answer Key 1.True 2.True 3.False 4.False 5.False 6.False 7.True 8.False 9.False 10.False

Information adapted from: University of Illinois Extension; “4-H Expansion & Review Committee Fact Sheet Series”

Next 4-H Lunch ‘n Learn “Navigating the Indiana 4-H Web Site” with Richard Fox & Craig Personett Tuesday, October 12, 12-1 p.m.