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

2. 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

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

4. Goal: help new volunteers feel comfortable at the meeting
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

5. 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

6. 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

7. 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

8. Strategies for Achieving Impact
Getting Beyond the Meeting

9. 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

10. 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

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

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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

20. From Advisory To Impact To Advocacy
Tying it all Together
From Advisory
To Impact
To Advocacy

21. 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

22. 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

23. 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

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

25. 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

26. 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

27. 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

28. 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

29. 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

30. Advisory Group Do’s and Don’ts
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

31. Advisory Group Do’s and Don’ts
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

32. Discussion