presented by: jeanne r. davis regional program & development coordinator june 1, 2011
TRANSCRIPT
Agent Core Training
Advisory Councils
Presented by:
Jeanne R. DavisRegional Program & Development CoordinatorJune 1, 2011
4444
KentuckyExtensionCouncilSystemPart 1
Advisory Council
Function
http://ces3.ca.uky.edu/advisorycouncil/
http://www.ca.uky.edu/psd/advisory_councils.php
County Extension Council
Grassroots organization
Primary mechanism
Organized body
Counsel with agents
What is the Purpose?
Ensuring broad based programming
Communicating and promoting
Evaluating program impact
Implementing programs
Assessing needs and situations
Identifying issues and opportunities
How does the CEC Function?
Reviews local program needs
Helps set goals
Aid in programming
Monitors programming
Ensures volunteer leadership
Sponsor and conducts county
programs
Interprets programs needs
Advising District Boards
How is the CEC Organized?
Representatives from program advisory councils
Individuals representing the broader community
Rotation system for new membership
Membership of 15 to 40
What about Officers?
President, Vice President, Secretary
Other officers as needed
Select officers from membership
Officers comprise the Executive Committee
Suggested 2 year term
What Types of Committees Function?
Membership
Nominating
Public Relations
By-Laws
Program Development
Ad Hoc
What is the Relationship with Other Organizations?
District Board
Program Advisory Councils
Non-Extension
Organizations
State Extension Advisory Council
State ExtensionAdvisoryCouncil
ClienteleProgram Council Representatives
General PublicCommunity Economic Development Committees
Government RepresentativesEducational OrganizationsCommunity Collaborators
Civic/Community OrganizationsOther Grassroots Organizations
Council on AgResearch,Extension, Teaching(CARET)
CountyExtensionCouncil
Kentucky AgAdvisoryCouncil
Kentucky 4-HAdvisoryGroup
Kentucky FCS Advisory Council
KentuckyExtensionHomemakersAssociation
AreaHomemakersCouncil
Co. ExtensionHomemakersCouncil
County FCSCouncil/Committee
County Ag/HortAdvisoryCouncil/Committee
County 4-H/YDCouncil/Committee
ExtensionDistrictBoard
Representativeschosen to representdistrict/counties
Multi-CountyCoordinatingCommittees
Multi-CountyCoordinatingCommittees
Multi-CountyCoordinatingCommittees
Community & Economic Development Initiative of Kentucky(CEDIK)
4444
KentuckyExtensionCouncilSystem
Part II
Advisory Council
Recruitment and Engagement
http://ces3.ca.uky.edu/advisorycouncil/
http://www.ca.uky.edu/psd/advisory_councils.php
Building Partnerships
http://srpln.msstate.edu/seal/09curriculum/index.html
http://ces.ca.uky.edu/cesrc-files/west/Merged_Building_Partnerships_File_2010.pdf
Building Your AdvisoryGroup
Building a Diverse Group
Avoid tokenism Accept that inclusivity will widen perspectives and
opinions Ask “ What do we need and what do we want?” Evaluate –
“What is the current composition?” “What characteristics, skills, and backgrounds do we need?” “What are the gaps?” “What are our priorities for recruiting?”
Member Characteristics to Consider
Ability to . . .
Willingness to . . .
Willingness to develop . . .
Possess . . .
Recruiting AdvisoryCouncil Members Ask those you know for suggestions
Colleagues, other groups, media, staff, other members, volunteer and leadership groups, subordinate or collaborative groups
Whom to consider for membership Current or past clientele and collaborators, community leaders,
representatives of clientele groups, corporate volunteers, people in professions related to your mission, people with needed traits, skills, interests, etc.
Where to look for prospective members Faith-based groups, professional and civic associations,
organizations representing other groups (i.e.: arts organization, rose and garden, booklovers, etc.
Motives for Joining an Advisory Group To help others To give back to the community To meet new people To fill a personal void Because it is a tradition To learn new skills The ability to influence others
Volunteer Management 101 John Lipp
Orienting New Members
Current programs Finances History
Plan of work Organizational structure
Roles and responsibilities
of members
Operations of the group
Membership lists
Skills to possess or
develop
http://ces3.ca.uky.edu/advisorycouncil/Orientation_Materials.htm
Engaging Advisory Council Members Provide training Build trust, relationships, and communications Identify interests and skills and assign accordingly Member involvement should be available Engage new members early Involve in meaningful activity and wisely use their
time Be prepared and provide support
Extension ProgramCommittees
Map
Task forces
Educational activities
Barriers to Member Involvement Group is too large for the work to be done –
under-working The overall group is too small – over-working Subordinate groups are overshadowed by the
larger group Insufficient communication and orientation Weak agendas or no agenda Feelings of not being involved gainfully Lack of social glue
Developing Members by Education
Council assessment
Review of the mission statement
Formal trainings
Retreats
Electronic – teleconferencing, e-mail, web sites
Staff
Evaluation of Efforts
Informal = council reflection/conversation Formal = evaluation instrument for the group or
individual
Rotation of Members
Keeping the group fresh
Using term limits
Saying good-bye
Removing a difficult advisory council member
Celebrations
Appreciation and Recognition
“In conscious celebration we create moments that illuminate the
deeper meaning of our lives and guide our footsteps for the future.”
Cathy DeForest
Transforming Leadership from Vision to Results
Discuss Extension Advisory Council Tools
Meeting Planning Checklist
Meeting Agenda
Getting Results
References
BoardSource (formerly National Center for Nonprofit Boards, www.boardscource.org)
Kentucky Advisory Council System web site, http://ces3.ca.uky.edu/advisorycouncil/
Nonprofit Leadership Initiative at the University of Kentucky, www.kynonprofits.org, [email protected], (859) 257-2542
Strengthening Extension Advisory Leaders, http://srpln.msstate.edu/seal/09curriculum/index.html
Presented by:
Jeanne R. DavisRegional Program & Development Coordinator
June 1, 2011