DED Web Site

2. DED Web Site • http://ded.ifas.ufl.edu/

3. County Extension Advisory Committees Guidelines for Roles and Functions By Marilyn Norman, Mitch Flinchum, Rodney Clouser and Pete Vergot May 2005

4. Overview • Why • Roles • Structures / Operations • Affirmative Action

5. University of Florida IFAS Extension STRONGLY BELIEVES • Citizen input and involvement is essential • An Advisory Committee system is effective and efficient

6. Why? Why? Why? Why?Why? Why? Why? What does the research indicate about citizen involvement… • Accuracy in identification of needs • Program priorities and methods • Rapid acceptance of change • Communication

7. Why? Why? Why? Why?Why? Why? Why? • Increased local support • Expanded ability to extend professional’s efforts • Democratic process reinforced

8. Primary Role Program Design & Implementation • Identify customer concerns • Provide guidance • Program decision making • Utilize multiple sources of information

9. Basic Minimums • One Overall Advisory Committee (OEAC) • An advisory committee to facilitate programming by each agent

10. Advisory Committee Structure Three Interrelated Categories Overall Program Program Subcommittees

11. Overall Advisory Committee (OEAC) • Assess general situation • Long-range direction • Advises emphasis / balance • ID / Obtain resources • Legitimizes • Public Relations • Coordinates • Advocates

12. Program Committee • Analyze • Identify • Clarify • Explore • Legitimize • Participate • Review • Accountable

13. Program Subcommittee Same as Program Advisory - BUT - more narrowly focused

14. Committee Size • Upper limits of :20 • Good Faculty Judgment • Complexity and scope of committee’s role • Demographic variables for representation

15. Appointments • Primarily by faculty • Committee input valuable • County Commissioner input

16. Overall Extension Advisory Committee • Confirmed by the CED • Appropriate – confirmed by the dean

17. Tenure of Members • Rotation • New ideas • Knowledge • New leadership • Stimulates the dynamics of the group

18. Officers • Program committee may need continuity of a permanent chair • Other officers if necessary (secretary, secretary/treasurer)

19. Frequency of Meetings • Program Advisory Committees meet as needed to fulfill responsibilities – at least two times • OEAC – Must meet at least twice each calendar year

20. Coordination • REC – Co-existing in county • Correspondence and minutes • Liaison with other groups

21. Affirmative Action • Representative of target audience • Annual review demographic data, comparing • County demographics • Program participant data • Discuss Affirmative Action Policy &Procedures in committee • Record the discussion and results in minutes

22. Expansion and Review Committee 4-H • Required by Federal Affirmative Action Guidelines • Representation – minorities and geographic • Must be 1/3 youth membership • Linkage with overall 4-H Advisory • Responsibility to monitor and review

23. Analyze 4-H membership by geographic area Determine Geographic Boundary of Clubs Plan an expansion program Conduct a survey with minority youth adults

24. Reasons for Joining……. an Extension Advisory Committee 1. Like to work with people 2. Could use my talents and skills while serving on the committee 3. Liked the Extension Agent 4. Wanted to keep aware of what was going on in Extension 5. Felt the committee accomplished things and wanted to be a part 6. Wanted to work on solutions to problems and the committee provided an opportunity to work on some important ones

25. Reasons for… Quitting Extension Advisory Committee 1. Did not feel needed by committee 2. Did not feel the committee was accomplishing anything 3. Inadequate opportunities to reflect what goes on in Extension 4. Did not feel that the committee provided a means for improving situations in the county 5. Inadequate opportunities to be involved in making decisions about Extension programs 6. Could not use my talents/skills while serving on the committee 7. Did not like the Extension Agent 8. Did not like to work with people 9. Didn’t really care about seeing the Extension programs through 10. Extension Advisory Committee did not provide an opportunity to work on important problems

26. Results of McKinney Study • Of those surveyed, volunteers who attended 4 to 7 meetings were twice as likely to be extremely motivated as those who attended fewer than 3 meetings. • Volunteers were 3 times more likely to be motivated to serve on advisory committees and councils when they were encouraged to participate in group discussions, and overwhelmingly poorly motivated when the CED dominated the discussion.

27. Results of McKinney Study 3. Orientation of new volunteers was a factor for assuring motivation. Those volunteers receiving no orientation were 4 times more likely to be poorly motivated than their counterparts who received extensive orientation. 4. Levels of motivation and empowerment increased dramatically when volunteers felt their ideas were valued and they felt they were providing a valuable service. On the contrary, when volunteers felt they were being used as “legitimizers” and/or “rubber stamps,” their level of motivation repeatedly declined. .

28. Summary • Why • Roles • Structures / Operations • Affirmative Action

29. QUESTIONS???