Agent Core Training

Advisory Councils

Presented by:

Jeanne R. DavisRegional Program & Development CoordinatorJune 1, 2011

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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)

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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, danielle.clore@uky.edu, (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