Unsung Hero

1. County Coordinator! Unsung Hero Originally developed by Gerry Snapp University of Missouri 4-H

2. Coordinator • the unsung Super Hero of a successful county 4-H shooting sports program. • …gets no R-E-S-P-E-C-T • …and little credit

3. …BUT is critical for growing and/or maintaining a quality program.

4. What is a coordinator? • A county program coordinator is a person who, under the guidance of an extension staff person/volunteer administrator, works primarily with other volunteers to deliver an extension program.

5. Definitions • Coordinate: • To bring into common action • To organize diverse elements in a harmonious operations • To act together in a smooth concerted effort • Coordinator: Person whose job is to get different groups to work together in an organized manner to achieve a common task or goal.

6. Definitions • Manager – Person: • Who has control or direction of an institution, organization, business • Person responsible for controlling or administering all or part of a company or organization • One who handles, controls, directs

7. Coordinator or Manager? • Discussion • Opinion

8. Facilitator - One who helps groups & organizations to work more effectively, to collaborate and achieve synergy. - One who contributes structure & process to interactions so groups are able to function effectively. - An enabler whose goal is to support others as they achieve exceptional performance. - One that helps to bring about an outcome by providing indirect or unobtrusive assistance, guidance, or supervision.

9. County Coordinator position is… • …a middle management, volunteer-led position. • The coordinator works closely with & under the supervision of the local extension/4-H staff person and local Shooting Sports Committee; but is the primary person responsible for the overall coordination and management of the county shooting sports program.

10. Coordinator position… • …requires official status, usually by approval of the county 4-H Council (or Extension Council, Ext. staff).

11. The Job Description • Length of Service – 1 year, renewable • Time commitment - ______ hours • Supervisor: Local 4-H staff person • Qualifications: ______________ • Responsibilities: (many) A. D. B. Etc. C.

12. Administration Communications Planning Quality Control Liaison with extension staff *Volunteer recruitment *Publicity, promotion, marketing *Resource Development *Supplemental learning experiences Responsibilities

13. What is a coordinator? • A county program coordinator is a person who, under the guidance of an extension staff person/volunteer administrator, works primarily with other volunteers to deliver an extension program.

14. Definitions • Coordinate: • To bring into common action • To organize diverse elements in a harmonious operations • To act together in a smooth concerted effort • Coordinator: Person whose job is to get different groups to work together in an organized manner to achieve a common task or goal.

15. Administration • Youth Enrollment • Enrollment form • Appropriate discipline/project • Meets age and project guidelines? • Certified leader available? • Fees • Member dues • Range fees • SS safety pre-requisite • Parental permission/waiver • Health consent form

16. Administration • Adult volunteers • Application/enrollment form • Screening • Volunteer Orientation • Certification & verification • Original certification • Current status • Member list to leaders

17. Administration (continued) • Project information • List of members, member data, projects enrolled –to certified leaders • Meeting dates/calendar to members/families • Project record sheet to members

18. Administration • State Shoot (events) • Distribute information (timely manner) • Pre-registration • Forms, signatures, fees • Meet deadlines • Qualifying event • Name tags/participant numbers • Organize travel

19. Administration • Fiscal responsibilities • Equipment inventory • Firearms storage • Risk Management

20. - Fiscal Management - • Follow Missouri 4-H guidelines • Checking account • Signature requirements • Deposits • Writing checks • Receipts • Records • Reporting • Sales tax status

21. -Inventory - It’s about accountability. It’s about liability. It’s about sustainability. • Equipment • Accessories • Usually not consumables

22. Inventory components • Item description • Serial Number • Cost • Purchase details • Date • If FFL item • Name, date, location of dealer’ • Name of person signing FFL paperwork & instant background • Current possession/location

23. Pencil & paper • OR • Computerize

24. Firearms/equipment Storage • Whatever works for you & your situation • THINK: • What’s safe • What’s necessary • What’s prudent • What’s reasonable • What makes sense One size does not fit all.

25. Best Practices: • Items to consider • Safes • Locked hard cases • Locked rooms • Trigger locks • Central location • Individual homes • Insurance • Etc.

26. - Risk Management -

27. Risk Management Definitions • Risk: an act or phenomenon which has the probability (possibility) of causing negative outcomes. • Liability: Being responsible or accountable • Assets: Things of value held by an individual or organization. • Risk management: Protecting assets by minimizing the potential for negative outcomes What are the assets of the 4-H Shooting program?

28. Risk Management Definitions • Reasonable and prudent: Behaving in a manner equal to or greater than the standard set by a person with training and experience in the field. • Negligence: Failure to uphold responsibility To prove negligence: 1. Duty of care 2. Breach of duty 3. Injury occurred 4. Reasonable connection between 2 & 3

29. Managing Risk • Avoid • Assume • Reduce • Transfer • In reality most risk management strategies are a combination of 2 or more

30. MO Shooting Sports Minimum Risk Mgt Guidelines • Volunteer application/screening process Volunteer Orientation & SS certification • Medical/accident insurance • Health consent form • Parental permission/waiver of liability • Emergency plan • Incident report • Required Safety course for students

31. Safety Requirement • Currently accept Hunter Ed in lieu of 740 SS Safety • SS Safety • 6 hour minimum (at least 2 sessions) • Include “hands on” • Utilize 740 SS Safety curriculum (draft) • Conducted by local discipline instructors

32. Does every instructor know the mandated risk management policies? Are the policies followed by every instructor? Who is responsiblefor policies being followed?

33. Administration • Other ?

34. Communications • Lack of – is No. 1 problem with many 4H groups • Internal • Extension office & Coordinator/SS program • Coordinator & Leaders • Leaders & Members/families • 2-way street • Donors • Community

35. Communications • Communicate • Requirements/expectations • Dates/deadlines • Opportunities • Workshops • Shoots • State team info • Awards

36. Planning – (time & priority depends on your unique situation) • Initiate the planning • Share your vision • Develop a plan, and • Finalize plan - with • Certified Leaders • Older Youth • Parents • Community members (County SS Committee)

37. A Plan! • Plan for success! • Plan your work…. work your plan. • County Plan “Plans are only good intentions unless they immediately degenerate into hard work.” Peter DruckerAmerican (Austrian-born) management writer (1909 - 2005)

38. 3 Questions to answer: • Where are you now? • Where do you want to go? • How are you going to get there?

39. County Plan • Vision/Mission Statement • Objectives • Structure & organization • Program delivery • SS Committee • Situation statement • Specific Goals • Risk management – Emergency Plan

40. the Shooting Sports Committee

41. Quality Control • Keeper of the Clover • Youth Development focus • Follow policies – State, local • Approved curriculum/methodology • Monitor the plan • Personality issues • Keep extension staff in loop

42. 8 Essential Elements of Positive Youth Development • Positive relationship with a caring adult • A safe environment • Opportunity for mastery • Opportunity to value and practice service for others • Opportunity for self-determination • An inclusive environment • Opportunity to see one’s self as an active participant in the future • Engagement in learning

43. Liaison • Establish a working relationship with county extension staff • Who? • What? (expectations: staff vs. yours) • How? • The “go-between” Remember that the extension staff person is ultimately responsible for extension programming

44. *Volunteer recruitment and management *Resource Development *Publicity, promotion, marketing *Supplemental learning experiences Responsibilities - shared

45. Volunteer Recruitment & Management • What is needed? • Where to look? • How to persuade • Putting them to work • Supervision • How did it work out?

46. ISOTURE • Identification • Selection • Orientation • Training • Utilization • Recognition • Evaluation

47. National 4-H Recognition Model • The purpose of recognition is to encourage and support the efforts of young people in learning to improve their knowledge and develop their life skills. • Rewards positive • learning behaviors in youth.

48. Resource Development • Funds • Equipment • Facilities • Determine needs & wants • Prioritize • cooperatively • Do the Homework • Plan • Pursue

49. Fund-raising • NRA Grants • “Critter Clubs” • NWTF, Whitetails Unlimited, Pheasants/Quail Forever, RMEF, Mule Deer Foundation, etc • Corporate, Business, Individual Donors • Fund-raisers • Raffles • Special events • other

50. Publicity, Promotion, Marketing Be careful what you wish for!