Phase 2 GROWING 4-H OPPORTUNITIES TOGETHER: VOLUNTEERS IN VISION AND ACTION Phase 2: Preparing County 4-H Program for Participation

DESCRIPTION

The resources in this section are designed to:  Prepare staff for local implementation  Communicate process to stakeholders  Select, orientate and engage community members as a steering committee  Orientate 4-H volunteers to the process and engage them in developing a county 4-H organizational chart

STEP 6: STAFF PLANNING MEETING TO PREPARE FOR LOCAL PARTICIPATION

Agenda Welcome/Orientation  Review purpose and phases of “Growing 4-H Opportunities Together: Volunteers in Vision and Action” process. Show Overview presentation again, if helpful.  Review implementation of process, including tasks, support materials and staff roles Stakeholder Communication  Prepare written communication to stakeholders Steering Committee member Selection  Review position description  Brainstorm and select individuals to invite Prepare for Steering Committee Meeting  Review agenda for Steering Committee Meeting and responsibilities of staff in preparation

© 2014 Regents of the University of Minnesota. All rights reserved. University of Minnesota Extension is an equal opportunity educator and employer. In accordance with the Americans with Disabilities Act, this material is available in alternative formats upon request. Direct requests to 612-624-2116.  Develop local timeline by inserting dates for each meeting and task on this implementation guide. Schedule alternate meeting dates in case postponement is necessary. Plan that Federation/Council meeting (Step 8) occurs week 4-8.

Prepare for Federation/Council Meeting  Review Facilitation Guide and determine roles; preparing to invite a steering committee member to co-facilitate Review and Record follow-up Assignments and Deadlines for Completion Reflect on Meeting

Support Materials A. Communication Template: “Stakeholders” B. Background Information: “Forming a Steering Committee” C. Communication Template: “Steering Committee”  Additional support materials in Phase 2 – Step 7 and Step 8  Staff meeting Reflection (included in Evaluation Section – A)

STEP 7: STEERING COMMITTEE MEETING FOR ORIENTATION AND PLANNING Agenda Welcome/Orientation  Review Position Description  Overview of “Growing 4-H Opportunities Together: Volunteers in Vision and Action”  Establish Local Timeline and agreed-upon Responsibilities Action Items  Recommendations for participants for each of the focus groups Steering Committee Participation  Personal Invite to Focus Group  Present to Federation Announce next meeting date and purpose

Support Materials

© 2014 Regents of the University of Minnesota. All rights reserved. University of Minnesota Extension is an equal opportunity educator and employer. In accordance with the Americans with Disabilities Act, this material is available in alternative formats upon request. Direct requests to 612-624-2116. A. Facilitation Guide: “Steering Committee Orientation” B. Position Description: “County 4-H Steering Committee Member” C. Process Report: “______County” (use page 1 only)  Background Information: Focus Groups (included in Phase 3 – Step 8 – A)

© 2014 Regents of the University of Minnesota. All rights reserved. University of Minnesota Extension is an equal opportunity educator and employer. In accordance with the Americans with Disabilities Act, this material is available in alternative formats upon request. Direct requests to 612-624-2116. STEP 8: FEDERATION/COUNCIL MEETING TO ORIENTATE VOLUNTEERS TO PROCESS Agenda Welcome/Orientation  Overview of “Growing 4-H Opportunities Together: Volunteers in Vision and Action”  Develop County Organization Chart

Support Materials A. Facilitation Guide: “County 4-H Federation/Council Meeting”  Organizational Chart (blank and samples) (included in Phase 1 – Step 3 – D)  Process Report: ”______County” (included in Phase 2 – Step 7)

© 2014 Regents of the University of Minnesota. All rights reserved. University of Minnesota Extension is an equal opportunity educator and employer. In accordance with the Americans with Disabilities Act, this material is available in alternative formats upon request. Direct requests to 612-624-2116. GROWING 4-H OPPORTUNITIES TOGETHER: VOLUNTEERS IN VISION AND ACTION Communication Template: Stakeholders

PURPOSE OF THIS COMMUNICATION Good communication practices ensure that all stakeholders are adequately informed. As staff plan and implement “Growing 4-H Opportunities Together: Volunteers in Vision and Action” locally, it is important to identify local stakeholders (both those actively involved and those who will eventually be affected) and ensure these stakeholders are aware of the process and outcomes.

SAMPLE MESSAGE The following message serves as an initial letter to be sent by email and/ or US mail to the identified stakeholders (e.g. County Commissioners, Extension Committee Members, 4-H Leaders). Please note the suggestion to attach a copy of the first page of the document “Factsheet: _____County Process Report.” Plan to update the County Process Report throughout the process and to use this updated report to inform stakeholders through personal conversations, group presentations, and written communication. Please place written communication on Extension letterhead. Informational message for stakeholders

Dear _____

The University of Minnesota Extension 4-H Youth Development Program in ______County 4-H Youth Development will be participating in Growing 4-H Opportunities Together: Volunteers in Vision and Action. As staff, we are excited about the opportunity to engage with the community in shaping the future direction of the 4-H Youth Development program in ____ County.

The purpose of Growing 4-H Opportunities Together: Volunteers in Vision and Action is to:  Define the direction a County 4-H Program can take to fully contribute to the positive development of young people.  Strengthen the volunteer system and structure to advance 4-H priorities.  Identify potential organizational partners who have a mutual interest in working together to improve the scope and qualify of youth development in the community.

© 2014 Regents of the University of Minnesota. All rights reserved. University of Minnesota Extension is an equal opportunity educator and employer. In accordance with the Americans with Disabilities Act, this material is available in alternative formats upon request. Direct requests to 612-624-2116. The process engages Extension Educators, County 4-H Program Staff, and county citizens. Five to seven citizens will be invited to serve on the steering committee. Representatives will be selected from the Extension Committee, 4-H Federation/Council, community youth serving organizations, community leaders, and youth including those in 4-H and those who are not. Additional citizens ill be invited to contribute through one of four focus groups and provide leadership to action planning.

Attached is a fact sheet about the process. Please review and contact one of us with any questions you have. ______shared this information at the 4-H Leader’s Council meeting in ______. I will be sharing more about this process at the County Extension Committee meeting in ______.

We are excited about this process and the opportunities it will bring to the 4-H program in _____County.

Sincerely,

______4-H Program Coordinator Extension Educator Extension Educator

Enclosure: Factsheet: ______County Process Report

AUTHORS:

Tamie Bremseth, Director of Youth Development Operations Trisha Sheehan, Extension Educator Karyn Santl, Extension Educator

© 2014 Regents of the University of Minnesota. All rights reserved. University of Minnesota Extension is an equal opportunity educator and employer. In accordance with the Americans with Disabilities Act, this material is available in alternative formats upon request. Direct requests to 612-624-2116. GROWING 4-H OPPORTUNITIES TOGETHER: VOLUNTEERS IN VISION AND ACTION PHASE 2: STEP 6 Background Information: Forming a Steering Committee

PURPOSE OF THE STEERING COMMITTEE

The Steering Committee is integral to the Growing 4-H Opportunities: Volunteers in Vision and Action process. The role of the Steering Committee member is to provide assistance and guidance to the process by:

 Contributing to focus group development and implementation.  Reviewing county youth and 4-H program data, including focus group results, to determine programmatic priorities.  Sharing experiences of the project through an evaluation.

SELECTION CRITERIA

Steering Committee members will be unique to each county. The recommended number of Steering Committee members is five to seven individuals, plus the county 4-H program staff and o two youth development educators. To ensure external perspective, staff are highly encouraged to ensure that at least 20–30% of the committee members are currently not associated with the 4-H program.

 County Commissioner.  Extension Committee member.  4-H Federation/Council member.  4-H Parent.  Youth (4-H members/youth leaders and/or youth currently not associated with 4-H).  Professional colleagues from community-based youth-serving organization (YMCA/YWCA, Scouts, Boys & Girls Club, Parks & Recreation, faith-based organizations, sports, mentoring programs, cultural programs).  Community leaders (local government, community education or school guidance staff, health services). The position description for the Steering Committee members further outlines their role.

As with all committees, scheduling and communicating steering committee meeting dates as well as alternate meeting dates due to weather or other unexpected delays, will help ensure active participation of the steering committee members. ROLE OF THE COUNTY EXTENSION COMMITTEE WITH THE STEERING COMMITTEE

© 2014 Regents of the University of Minnesota. All rights reserved. University of Minnesota Extension is an equal opportunity educator and employer. In accordance with the Americans with Disabilities Act, this material is available in alternative formats upon request. Direct requests to 612-624-2116. The recommended practice is to invite one or two members of the County Extension Committee (CEC) to serve on the steering committee. Methods to engage all the members of the CEC in this process include asking for their assistance in forming the steering committee.

 Utilize time at a CEC meeting to identify community members to serve on the steering committee.  Engage the CEC in creating a list of compelling reasons why the identified community members might choose to invest their time in this way. Why is this important to Extension? Why is this important to 4-H? How might this experience be helpful to them in their role? Why is this important to the youth in the community? Why is this important to the community more broadly?  Encourage the CEC to extend the initial invitation to serve on the steering committee to specific community members whom they know.  At various stages throughout the process, invite steering committee member(s) to update the Extension committee on the process and findings.

Some counties may consider using the CEC as the steering committee. This may be a viable option if the CEC is reflective of the selection criteria for the steering committee as noted above and the members are willing to invest the additional time needed to carry out the tasks of this project. If the group is willing to invest the time but not representative of the steering committee criteria, another option may be to supplement the CEC with additional representatives to form the steering committee.

DEVELOPED BY:

Tamie Bremseth, Director of Youth Development Operations, Center for Youth Development Karyn Santl, Extension Educator, Center for Youth Development Trisha Sheehan, Extension Educator, Center for Youth Development

© 2014 Regents of the University of Minnesota. All rights reserved. University of Minnesota Extension is an equal opportunity educator and employer. In accordance with the Americans with Disabilities Act, this material is available in alternative formats upon request. Direct requests to 612-624-2116. GROWING 4-H OPPORTUNITIES TOGETHER: VOLUNTEERS IN VISION AND ACTION Communication Template: Steering Committee

PURPOSE OF THIS COMMUNICATION The steering committee, a group of local citizens including youth and adults, work with the staff team to guide and assist with local development and implementation of the Growing 4-H Opportunities Together: Volunteers in Vision and Action” process.

SAMPLE INVITATIONS The sample invitation that follows provides important points of information as individuals are invited to be part of the steering committee. The recommendation is to extend the initial invitation by phone call followed by a written message sent by email and/or US mail. By using both forms of communication, individuals will have the opportunity to hear the excitement of the staff member for the process, hear and review the details in writing, and have the opportunity to ask and receive responses to questions. The suggested letter is written as if the individual has received a phone call invitation and is considering the offer. Please localize the information and place written communication on Extension letterhead. Invitation to steering committee members

Dear ______,

Thank you for considering the request to be part of the Growing 4-H Opportunities Together: Volunteers in Vision and Action Steering Committee. As staff members of the University of Minnesota Extension 4-H Youth Development Program, we are excited about the opportunity to engage with the community in shaping the future direction of the 4-H Youth Development program in _____ County.

The purpose of Growing4-H Opportunities Together: Volunteers in Vision and Action is to:  Define the direction a County 4-H Program can take to fully contribute to the positive development of young people.  Strengthen the volunteer system and structure to advance 4-H priorities.  Identify potential organizational partners who have a mutual interest in working together to improve the scope and qualify of youth development in the community.

The role of the steering committee members is to provide assistance and guidance to the process by:  Contributing to focus group development and implementation.  Reviewing county youth and 4-H program data, including focus group results, to determine programmatic priorities.  Sharing experiences of the project through an evaluation.

© 2014 Regents of the University of Minnesota. All rights reserved. University of Minnesota Extension is an equal opportunity educator and employer. In accordance with the Americans with Disabilities Act, this material is available in alternative formats upon request. Direct requests to 612-624-2116. We believe you will personally benefit from the opportunity to examine and discuss the community demographics and focus group results, including input from youth and adult community members. We also believe you will benefit from sharing your expertise as well as hearing the expertise of others within this community as priorities for youth programs are determined. As a follow-up to your involvement in the process, we hope you will see opportunities for partnering or volunteering with the 4-H program as well as ways that you can use the data, relationships and/or process to further community goals.

The first meeting of the steering committee will occur on {date, time & location} and will include an orientation to the process and the role of the steering committee. A second meeting will be held on {date, time & location} to review data and make recommendations. If you would like to be involved beyond the initial meetings, you may choose to do so.

The steering committee will include 5-7 individuals that represent the Extension Committee, 4-H Federation/Council, youth and community youth serving organizations and leaders. 4-H staff members who will be part of the process include: ______, ______and ______..

We are hoping that you will be able to join us in being part of the steering committee. Please call or email ______with questions or to confirm your participation. If we haven’t heard from you by _____, ______will give you a follow-up call.

Sincerely,

______

4-H Program Coordinator Extension Educator Extension Educator

AUTHORS:

Tamie Bremseth, Director of Youth Development Operations Karyn Santl, Extension Educator Trisha Sheehan, Extension Educator

© 2014 Regents of the University of Minnesota. All rights reserved. University of Minnesota Extension is an equal opportunity educator and employer. In accordance with the Americans with Disabilities Act, this material is available in alternative formats upon request. Direct requests to 612-624-2116. GROWING 4-H OPPORTUNITIES TOGETHER: VOLUNTEERS IN VISION AND ACTION PHASE 2: STEP 7 Facilitation Guide: Steering Committee Orientation

OVERVIEW

This guide is designed to help facilitate the first meeting with the Steering Committee about their participation in Growing 4-H Opportunities Together: Volunteers in Vision and Action and to seek their input on immediate decisions. It is important for the staff member to have a good understanding of the process. It is also important to show enthusiasm for this process.

TARGET AUDIENCE Steering Committee

OBJECTIVES

Participants will:

 Understand and be excited about Growing 4-H Opportunities Together: Volunteers in Vision and Action.

 Understand their role in guiding and implementing the process locally.

 Establish a timeline for implementing locally.

 Recommend participants for each of the focus groups.

MATERIALS NEEDED

 Facilitator’s Script.  Folder for each participant including agenda, position description, and Process Update (created locally from template), proposed timeline (inserted on the Process Update after the Steering Committee member heading or on a separate page).

© 2014 Regents of the University of Minnesota. All rights reserved. University of Minnesota Extension is an equal opportunity educator and employer. In accordance with the Americans with Disabilities Act, this material is available in alternative formats upon request. Direct requests to 612-624-2116.  Paper to create table tents with name of each participant.  Flipchart paper for capturing names of potential focus group participants.  Markers for writing on table tents and flipchart.

MEETING TIME 75 minutes ORIENTATION INSTRUCTIONS Time Script in Bold Supplies needed Pre-work Review the Facilitation Guide and each of the supporting materials listed as handouts. The factsheet “Background Information: Focus Groups” found in Section 9 would also be helpful reading. Create a proposed local timeline and add to the Process Update or develop a separate handout. Create flip charts for capturing the names of potential focus group participants. 10 minutes 1. Welcome Table tents for creating name cards; markers Thank you for your willingness to join the Growing 4-H Opportunities Together: Volunteers in Vision and Action Steering Committee. You were invited to be part of this Steering Committee because of your direct connection to an important stakeholder group for the 4-H Youth Development Program. Introduce yourself as the facilitator. Invite everyone else to introduce themselves. Indicate why someone was invited to the Steering Committee table if this is not self-identified during their introduction. In the materials you have been provided, each of you should have an agenda, position description, and county Process Update.

© 2014 Regents of the University of Minnesota. All rights reserved. University of Minnesota Extension is an equal opportunity educator and employer. In accordance with the Americans with Disabilities Act, this material is available in alternative formats upon request. Direct requests to 612-624-2116. 10 minutes 2. Review Position Description Copies of the position Walk through the position description of the Steering Committee members. description Ensure that there is an understanding by all members about which of the specific duties and tasks are responsibilities of all members of the Steering Committee and when participation is desired but optional. Answer any questions.

© 2014 Regents of the University of Minnesota. All rights reserved. University of Minnesota Extension is an equal opportunity educator and employer. In accordance with the Americans with Disabilities Act, this material is available in alternative formats upon request. Direct requests to 612-624-2116. 15 minutes 3. Overview of Process Copies of the Process Review the purpose of the Minnesota 4-H Youth Development as stated in Report: ______the process report. Use the following script to elaborate on the purpose of County (first page only) 4-H. For those of you that are unfamiliar with 4-H, let me briefly describe our program. 4-H is a program of the University of Minnesota Extension. Youth in grades Kindergarten through one year past high school graduation are involved as 4-H members. In 4-H, young people work in partnership with adult volunteers to develop essential transferable skills like leadership, problem solving, decision making and communication. Youth gain these skills by participating in community and afterschool clubs as well as in short-term learning experiences we call adventures. {INSERT COUNTY PROGRAM SPCECIFICS. Example: In ___ County we have ### 4-H members who participate in 4-H clubs and ### 4-Hers who participate in afterschool programs.} Most 4-Hers participate in focused learning around a particular topic or project area. Through 4-H, they have the opportunity to display what they learn in that project area at the county fair or another showcase event. By showcasing what they have learned at a local event they may earn an opportunity to share their exhibit at the Minnesota State Fair. Some of the most popular project areas in _____ county are: xxx, xxx, xxx and xxx.

Explain the purpose of Growing 4-H Opportunities Together: Volunteers in Vision and Action as stated on the Process Report. Use the following script to elaborate on the process: Growing 4-H Opportunities Together: Volunteers in Vision and Action is a planning process. Planning is a way to move us from where we are now to where we say we want to be at some point in the future. A planning process will require any organization to become conscious and deliberate in considering change. It is impossible to implement the planning process and to move from the present to the achievement of goals without specific changes taking place. Planning is action designed to achieve a different future from the one that would otherwise come to pass. Seeking information is the first step in the planning process. This process involves reading, listening, and talking with others. We gather this information to learn more about what is going on in communities around us

© 2014 Regents of the University of Minnesota. All rights reserved. University of Minnesota Extension is an equal opportunity educator and employer. In accordance with the Americans with Disabilities Act, this material is available in alternative formats upon request. Direct requests to 612-624-2116. The four focus groups will each have a different target audience. The participants will include 4-H members, 4-H volunteers, community youth currently not enrolled in the 4-H program, and adult professionals representing community organizations serving youth. We will use a standard set of questions to gather information about the community youth opportunities and experiences. I will be asking you as Steering Committee members to help me identify individuals we should invite to be focus group participants. I will also be inviting you to consider how you want to be involved with the focus group process.

The next step is data analysis. Staff will review and analyze collected data. Data that speak to indicators of growth and improvement, as well as to the current quality of the program, will be noted. Themes will be identified and added to the county Process Report and shared with you at the next meeting.

You will be involved in reviewing the data and themes and identifying what it means to the 4-H program. We will complete a SWOT analysis to determine how internal and external strengths, weaknesses, opportunities, and threats could affect the county 4-H program. The Steering Committee will identify and prioritize strategies that address existing gaps and current needs and that build on strengths and opportunities. The Process Report will be updated with your recommendations for priorities, and a timeline will be established for sharing this information with focus group participants; the county 4-H Federation/Council and members of committees; the University of Minnesota Extension Advisory Committee members; and the County Board of Commissioners. Those of you who are interested will be invited to work with us to share the information learned with the Extension Committee and Federation/Council; however, this is not an expectation of all committee members.

Once the priorities have been shared, a new team of youth and adult volunteers will be identified to work with 4-H Youth Development Program staff members to develop a program plan for accomplishing these priorities. As a Steering Committee member, you will also be important to helping identify youth and adult volunteers and partners who might be particularly interested in helping to create action plans for moving the priorities forward.

A program action plan includes goals and strategies, along with a timeline for implementation and evaluation. Among the strategies will be the

© 2014 Regents of the University of Minnesota. All rights reserved. University of Minnesota Extension is an equal opportunity educator and employer. In accordance with the Americans with Disabilities Act, this material is available in alternative formats upon request. Direct requests to 612-624-2116. 10 minutes Review the draft timeline for implementing the process locally, including Proposed timeline (if dates, times, and locations for the following action items: separate form) or  Federation/Council meeting to orient volunteers to Growing 4-H reference back to the Opportunities Together: Volunteers in Vision and Action. Process Update  Four focus group sessions.  Staff meeting to analyze focus group data and identify themes  Steering Committee meeting to determine program priorities  Federation/Council meeting to begin action planning Also include approximate date for communicating the final Process Report to stakeholders. Does this timeline appear as if it will work? Do you see any issues with the proposed timeline? 15 minutes 4. Focus Group Members Flipchart paper and During the orientation, I indicated that we would be facilitating four markers focus groups:  4-H members.  4-H volunteers.  Youth not involved in the 4-H program.  Adults representing community youth-serving organizations. The ideal size for each focus group is 6–8 participants to allow for everyone to speak. I would like to invite you to help me brainstorm individuals we might want to invite to participate in the focus groups. As you brainstorm individuals, consider different:  Demographic characteristics—race, ethnicity, gender, age, income bracket.  Geographic location.  Roles within 4-H or other extracurricular involvement within or outside of school.  Social groups  Places of employment that have connections to youth There is a marker on the table for each of you. As you think of individuals you believe would be willing to share their ideas, record their names on the appropriate flipchart. If you have an idea of a young person but you don’t know if they are a 4-H member, just capture their name on the community youth flipchart, and we will adjust the group if needed. The same is true with adults. Let’s take 5 minutes for this

© 2014 Regents of the University of Minnesota. All rights reserved. University of Minnesota Extension is an equal opportunity educator and employer. In accordance with the Americans with Disabilities Act, this material is available in alternative formats upon request. Direct requests to 612-624-2116. exercise. Allow 5 minutes for individuals to move around and record names on the flipcharts. If individuals seem “stuck” with the brainstorming around community members, share the list of suggested community youth-serving organizations from the background information sheet on focus groups. After 5 minutes—or earlier if it appears everyone has completed the task—invite participants to return to their seats. Invite individuals to share the people they have recommended and why; capture details on individuals so you are able to make contact. Thank you for your ideas.

10 minutes 5. Steering Committee Participation Flipchart paper and Prior to our next Steering Committee meeting, we have three markers opportunities for your participation. I will describe each of the opportunities and then ask about your interest in participating in these additional ways. First, it seems that individuals are more likely to say “yes” to an invitation to participate in a focus group if they are personally invited by someone who knows them or has recommended them. The first request is to ask if anyone on the committee would be willing to extend the initial invitation to the individuals they suggested. Staff will follow the initial committee contact with a written invitation and phone call. A second opportunity is to be present at one or more of the focus group interviews to serve in a listening role. You would be asked to summarize conversation(s) and share findings with the Extension Educator. Finally, I would like to invite an individual to co-lead with a member of the staff the orientation to Growing 4-H Opportunities Together: Volunteers in Vision and Action at the 4-H Federation/Leaders Council. This lesson includes developing a county volunteer organizational chart. As noted when discussing the timeline, this meeting is scheduled for ______. Can I encourage any of you to volunteer in one or more of these ways? Capture the following on a flip chart:  Names of the Steering Committee members who will extend the initial focus group invitation and which of the individuals on the list they would be willing to contact.  Names of individuals interested in being present at a focus group

© 2014 Regents of the University of Minnesota. All rights reserved. University of Minnesota Extension is an equal opportunity educator and employer. In accordance with the Americans with Disabilities Act, this material is available in alternative formats upon request. Direct requests to 612-624-2116. session and which one(s).  Names of individuals who would be willing to help present the orientation to the volunteers.

5 6. Wrap-Up minutes Thank you for your participation today. Our next meeting as a Steering Committee is scheduled for ______(date, time, location). If you have committed to another way of being involved in this process, a staff member will connect with you in the near future.

AUTHORED BY: Tamie Bremseth, Director of Youth Development Operations, Center for Youth Development Kia Harries, Extension Educator, Center for Youth Development GROWING 4-H OPPORTUNITIES TOGETHER: VOLUNTEERS IN VISION AND ACTION Position Description: County 4-H Steering Committee Member

PURPOSE OF PROCESS  Define the direction a County 4-H Program can take to fully contribute to the positive development of young people.

© 2014 Regents of the University of Minnesota. All rights reserved. University of Minnesota Extension is an equal opportunity educator and employer. In accordance with the Americans with Disabilities Act, this material is available in alternative formats upon request. Direct requests to 612-624-2116.  Strengthen the volunteer system and structure to advance 4-H priorities.  Identify potential organizational partners who have a mutual interest in working together to improve the scope and quality of youth development in the community.

TIME REQUIRED Two different meetings, to include the following: (times approximate)  Orientation to role (1.5 hours)  Brainstorm potential focus group members and extend invitations, as agreed upon (1 hour)  Program priority recommendations (2.25 hours)  Participate in project evaluation (up to 2 hours) Optional involvement:

 Focus group(s) listening, as negotiated, and summarize comments (2.5 hours/focus group)  Inform stakeholders (2 hours)  Co-facilitate process to develop organizational chart (3 hours)

RESPONSIBILITIES  Contribute to focus group development and implementation.  Review county youth and 4-H program data, including focus group results, to determine programmatic priorities.  Follow all 4-H guidelines and policies of University of Minnesota Extension, the Minnesota 4-H program and the local 4-H program.  Share experiences of the project through an evaluation.

SPECIFIC DUTIES/TASKS  Attend orientation to steering committee role.  Brainstorm names for focus group participants; extend personal invitation as appropriate.  Be present, if desired, for focus group interviews to serve in a listening role. Summarize conversation(s) and share findings with Extension Educator.  Meet with steering committee to review focus group themes, demographic data, and county 4-H program data to make recommendations for County 4-H priorities.  As negotiated, report findings and recommendations to stakeholders.  As negotiated, co-facilitate process to diagram the county 4-H program’s organizational chart.  Participate in project evaluation.

© 2014 Regents of the University of Minnesota. All rights reserved. University of Minnesota Extension is an equal opportunity educator and employer. In accordance with the Americans with Disabilities Act, this material is available in alternative formats upon request. Direct requests to 612-624-2116. QUALIFICATIONS/SKILLS:  A willingness to become familiar with and work within the philosophy and guidelines of University of Minnesota Extension, the Minnesota 4-H program, and the local 4-H program.  Interest and concern for the well-being of the entire 4-H program.  An openness to consider internal and external information in reviewing the 4-H program and ability to discern themes.  The ability to commit to time frame needed to accomplish task.  The ability to work and communicate effectively in both verbal and written form.

RESOURCES AVAILABLE: The University of Minnesota Extension 4-H program agrees to:  Provide orientation to role prior to information gathering.  Develop tools to assist county teams in planning for the development and implementation of priorities.  Provide local data regarding the 4-H program and the community.  Provide support by Extension Educators.  Listen to ideas to help improve the 4-H program.  Provide appropriate recognition to volunteers.

BENEFITS  This systematic approach enables 4-H to provide high quality, positive youth development experiences to and with youth in your county.  Process will enhance personal skills and knowledge.

WORK DIRECTION BY: Name______Title______

Phone #______E-mail ______

Address______

EXTENSION CONTACT Name______Title______

Phone #______E-mail ______

© 2014 Regents of the University of Minnesota. All rights reserved. University of Minnesota Extension is an equal opportunity educator and employer. In accordance with the Americans with Disabilities Act, this material is available in alternative formats upon request. Direct requests to 612-624-2116. Address______

AUTHOR: Rebecca Harrington, Extension Educator, August 2012

© 2014 Regents of the University of Minnesota. All rights reserved. University of Minnesota Extension is an equal opportunity educator and employer. In accordance with the Americans with Disabilities Act, this material is available in alternative formats upon request. Direct requests to 612-624-2116. GROWING 4-H OPPORTUNITIES TOGETHER: VOLUNTEERS IN VISION & ACTION Process Report: ______County

Date:______

MINNESOTA 4-H MISSION To engage youth, in partnership with adults, in quality learning opportunities that enable them to shape and reach their full potential as active citizens in a global community.

PURPOSE OF "GROWING 4-H OPPORTUNITIES TOGETHER: VOLUNTEERS IN VISION AND ACTION"  Define the direction a County 4-H Program can take to contribute to the positive development of young people.  Strengthen the volunteer system and structure to advance 4-H priorities.  Identify potential organizational partners who have a mutual interest in working together to improve the scope and qualify of youth development in the community.

STEERING COMMITTEE The steering committee includes the following individuals: (list steering committee members)

DATA COLLECTION PROCESS The Data collection process includes:  Collection and review of demographic data.  Collection and review of program data.  Facilitation of four focus groups including 4-H members, 4-H volunteers, Community youth currently not enrolled in the 4-H program and adult professionals representing community organizations serving youth. Responses are utilized to identify community themes.

© 2014 Regents of the University of Minnesota. All rights reserved. University of Minnesota Extension is an equal opportunity educator and employer. In accordance with the Americans with Disabilities Act, this material is available in alternative formats upon request. Direct requests to 612-624-2116. COUNTY DATA HIGHLIGHTS The total youth population ages 5-18 is xxxx which is xxx% of the population.

There are ______school districts. The following information is true about youth in ______County:

The xxx% of students have access to any enrichment activities three times a week or more, a threshold more likely to create positive outcomes (MNCompass)

The County 4-H program is staffed by an xx% 4-H Program Coordinator, xx% County Extension Support Staff, and over xxx adult volunteers. In the past year they planned & implemented several opportunities for youth. The current 4- H Program has xxx members in xx clubs across XXXX County.

FOCUS GROUP THEMES Themes regarding XXXX County that have implications for 4-H Youth Development were discussed following the data gathering process. These themes came out as items to be conscientious of as we move youth development programming forward:

List themes that were heard during data collection

PRIORITIES Following data gathering and theme discussion a process was used to determine the following priorities to guide the work for the 4-H Youth Development program in XXXX County.

List priorities determined by steering committee

QUESTIONS OR COMMENTS? Insert Staff contact information

AUTHOR: Trisha Sheehan, Extension Educator, August 2012

© 2014 Regents of the University of Minnesota. All rights reserved. University of Minnesota Extension is an equal opportunity educator and employer. In accordance with the Americans with Disabilities Act, this material is available in alternative formats upon request. Direct requests to 612-624-2116. GROWING 4-H OPPORTUNITIES TOGETHER: VOLUNTEERS IN VISION AND ACTION PHASE 2: STEP 8 Facilitation Guide: County 4-H Federation/ Council Meeting

OVERVIEW This is designed to help faciliate the discussion with the County 4-H Federation/Council about their participation in this process. It is important to have a good understanding of the process. It is also important to show enthusiasm for this process. Your goal is to “sell” this.

The second part of this lesson is to help the county 4-H program diagram their organizational chart. This will lay the groundwork for later efforts in aligning a volunteer structure to support the program priorities.

TARGET AUDIENCE County 4-H Federation/Council members

OBJECTIVES After this meeting, participants will:

 Have an understanding of and be excited about the Growing 4-H Opportunities process.  Identify the parts of the current 4-H program to diagram the structure and create an organizational chart.

MATERIALS NEEDED  Copy of “Growing 4-H Opportunities Factsheet.”  Sample County 4-H Program Organizational Chart for all to view: poster, PowerPoint slide, or handout.  Flipchart paper/post-it notes.  Markers.  Organizational Chart Worksheet (optional).

LESSON TIME 1 hour

© 2014 Regents of the University of Minnesota. All rights reserved. University of Minnesota Extension is an equal opportunity educator and employer. In accordance with the Americans with Disabilities Act, this material is available in alternative formats upon request. Direct requests to 612-624-2116. LESSON INSTRUCTIONS Time Script in Bold Supplies needed Pre-work Review the “Growing 4-H Opportunities Factsheet” and timeline set by staff. 20 minutes 1. Overview of Process

Share with the Federation/Council the process of Growing 4-H Copies of the Process Opportunities: Volunteers in Vision and Action. It is important that the staff Report: ______person speaking is enthusiastic about the process and shows how important this process is. County

 Walk through the Process Report.

 Describe the timeline that is set. Highlight the dates of the focus groups.

 Acknowledge the Steering Committee members. Describe the responsibilities of the Steering Committee.

 Identify how the Federation/Council members and 4-H members can and should participate in the process:

o Participating in the focus groups.

o Participating in the action planning process.

40 minutes 2. Federation/Council Organizational Chart Sample County 4-H Organizational Chart One of the pieces that will get us ready for the process is to diagram (poster, PowerPoint our county 4-H program’s organizational structure. The organizational slide, or handout) chart provides a framework for the county regarding how to communicate, who makes decisions in the county 4-H program, and the lines of reporting. It may also tell something about funding or how budgets are aligned.

Here’s a Sample County 4-H Organizational Chart. Show sample (poster, PowerPoint slide, or handout). Organizational charts can be made for different audiences; for our purposes, the audience will be 4- H members and volunteers.

What does an organizational chart do for our 4-H Program? a) Communication: It is a pictorial view of the parts, tells a story

© 2014 Regents of the University of Minnesota. All rights reserved. University of Minnesota Extension is an equal opportunity educator and employer. In accordance with the Americans with Disabilities Act, this material is available in alternative formats upon request. Direct requests to 612-624-2116. about what is important. b) Process for making decisions: It is about who is responsible in making decisions: Is there a chain of approval needed before the final step? Do all parts follow the same process? c) Authority: Who or what position has the final say? Is it the PC, RP, VPD, middle manager volunteer, 4-H Council, or Extension Center for Youth Development? Are there some things the individual or a specific group has the final say over? Might this be a photography PDC, or a committee chair, or a 4-H project volunteer? d) Defines roles: What roles are there? What is each role responsible for? What are the titles of positions? Let’s look at each part of the sample. Review the Sample Organizational Chart.

We’re going to use the sample template as we work together to diagram our county’s 4-H organizational chart. The boxes above the line on the sample are given—that is, they should be part of every county’s organizational chart in some form. The boxes below the line reflect the Flipchart paper/post- uniqueness of each county 4-H program. Don’t worry if you don’t have it notes, markers every part right now.

Using the Sample County 4-H Organizational Chart, divide into four* groups with both youth and adults to work on a different component of the organizational chart:

 County Federation/Executive Board.  County Committees.  County Programs.  4-H Clubs. (*depending on current county programming, may have sub-groups working on different club types, etc.) Each box represents a piece of the structure. Using the flipchart paper/post-it notes, (optional: organizational worksheet may be used) identify for each box:  Who’s in the box? This can be specific names or categories of people.  Who do they report to?  What decisions do they make?

© 2014 Regents of the University of Minnesota. All rights reserved. University of Minnesota Extension is an equal opportunity educator and employer. In accordance with the Americans with Disabilities Act, this material is available in alternative formats upon request. Direct requests to 612-624-2116.  How and to whom do you share your work with?  How are they funded? After 20 minutes, groups will report back and turn in their notes.

We are starting to get a good picture of our organizational chart for the county 4-H program. So what are the next steps? Staff will take all of the parts, put them together, and share the finished product at the next meeting.

Let’s finish up with thinking about the process we just went through.

 How would you describe this experience of putting the organizational chart together?  How did it make you look at ______County 4-H in a different way and how?  On a scale of 1-5 where are you with understanding how this whole GOT VIVA process. (Have participants show their fingers using this scale: 1=confusing 3=seems good but have questions 5=exciting and ready to pursue

Ask a few individuals why they made that choice. Closing

Thank you all for participating. This process is a great opportunity for the county 4-H program. I will keep you informed as we progress through the process.

SOURCES Piehl, B. (2011). Designing your 4-H organizational chart. University of Minnesota Extension.

AUTHORED BY: Rebecca Harrington, Extension Educator, Center for Youth Development Karyn Santl, Extension Educator, Center for Youth Development Barbara Piehl, Extension Educator (retired), Center for Youth Development

© 2014 Regents of the University of Minnesota. All rights reserved. University of Minnesota Extension is an equal opportunity educator and employer. In accordance with the Americans with Disabilities Act, this material is available in alternative formats upon request. Direct requests to 612-624-2116.