DistrictProgramSummit,December7,2011–ExtensionDistrictDirector
discussionnotes
Introduction:
FacilitatorJeffZacharakisaskedalltheagentstointroducethemselvesandtoexplain
theirresponsibilitiesandthoseoftheirstaff.Healsoexplainedthegroundrulesforthe
discussion.
1.Priortobecomingadistrict,whatwasthegreatestconcernyouandothers
relatedhadinformingamulti‐countydistrict?
A. Wantedtoknowiftherewasamagicalmapthatsaidcertaincountiesshould
sticktogether?
B. Howisthedistrictgoingtooperateandwhatareitsresponsibilities?Feltthey
neededabetterplan.
C. Initially,agentswereagainstdistricting,sotheboardwasagainstit.However,
thegroupsdecidedtomoveforwardbeforeitbecameamandate.
D. Noonewanted4‐Hprogramstouched.Thisdistrictstallhassolidlydrawn4‐H
lines.
E. Willeveryonegetalong?...agents,officeprofessionalsandboardmembers.Felt
thatconcernwasjustified,butaddedthatnotmuchcouldhavebeendoneto
alleviateit.
F. Everyoneintheproposeddistrictwasonboard,buttheywereconcernedabout
acceptancebythecommunity.
G. Triedtoincreasecommunicationwiththepublicandkeeppeopleinformed.
Promotedthedistrictingatallcountyfairs.
H. Travelforagentswasaconcern.
I. Distancebetweenclientsbeingservedwasaconcernforprogramming.
J. Howtodoprogramsinthreecounties.
K. TheCountyFair.WillweloseourCountyFair?
L. Willdistrictingaffectrelationshipswithco‐workers?
M. Managingothers...feltliketheywere"wingingit"sometimes.
N. Miscommunicationbetweenthevariousboardsbecauseagents,whomayhave
felttheywerelosingcontrol,withheldinformation.
O. Communitythoughtconsolidationmeantpeoplewerelosingtheirjobs.
P. CountyCommissions/boardsfearedthiswasthefirststeptogovernment
consolidation.
Q. Staffing.Canpeopleworktogetherandgetalong?
R. Arewedevelopinganewtaxentity?
S. ParentsoftencausedproblemsbecausetheywantedExtension,especially4‐H,
tobelikeitwaswhentheyweregrowingup.
T. Howwillpublicperceiveitwhentheycan'tgetanimmediateanswerfroman
agent?However,specializationwithinthedistrictsishelpingpeoplegetthe
“right”answer.
U. Changeisdifficult...itcreatesaninsecurity.
V. Fearoffailureonthepartofdistrictleadersandcommissions.
W. Howdoyouidentifywithnewcustomersandknowwhethertheyaresatisfied?
Howdoweknowdistrictingisworking?
X. Cananagentcoveringmultiplecountiesknowconsumers/clientswellenough
inallcountiestoanswertheirquestionsaswellasanagentinasinglecounty?
Y. Doyoulosefamiliaritywithpeopleinthedistrict?
1‐A:Areyoubetterofftodaythanbefore?
GroupgavearesoundingYes.
1‐B:Jeffsuggestsasatisfactionsurveybeconductedindistricts.Jimsuggesteditneedsto
bedoneinallcounties.
1‐C:Peoplewillbegintolearnwhothespecialistsare.Thegroupfelttheywereableto
covermoreExtensionareasthroughdistricting.
1‐D:SomesuggestedthatExtensionneedstodoabetterjobofreachingitsSpanish
audience,butsaidthereseemstoberesistance.
2.Whatwasyourgreatesthopeormotivationforjoiningadistrict?
A.Providingbettereducationalprograms.
BBeingwillingtochange.
C.Financialstabilization.
D.Programstabilizationandgrowth.
E.Longtermpersonnelstabilization.
F.Beingabletoserveallthepeople.
G.ThattheywerecreatingastrongExtensionpresenceforever.
H.Competentandcompleteprogrammingcanreachmorepeople.
I.Gainingalargeraudienceforprograms.
J.Newaudiences...introducingpeopletonewprograms.
K.Sustainable,valuable,releventprogramming
L.Providingprogrammingtaxpayersdeserve.
M.Animprovedrelationshipwithcountycommissioners.
2‐A:UnexpectedconsequencesorOutcomes...
A. Theymisshavingtheirannualmeeting.Feltitwasagoodwaytospreadthe
wordaboutwhattheyweredoing.
B. Howquickly4‐Hwasmergedandhowwellitwasreceived.
C. Gottogotoothercounties,meetnewpeopleandmakenewfriends.
D. Itwasachallengetogetagentstomeettheneedsoftheentiredistrict,notjust
theiroriginalcounty.
E. Moreopentosharingthingsacrosscountylines.
F. Boardmeetingsaremorecomplicated.Morechallengingtomanage.
G. Howquicklyclientsacceptedtheviewsofnewstaff.
H. Neverthoughtcommunicationandteamworkamongastaffcouldbeso
challenging.
I. Havingascatteredstaffmakesithardtobondasastaff.
3.Hasthismovegonewell?
A.Everyoneagreesdistrictinghasgonerelativelywell.
B.Allexperiencedgrowingpains.
C.Theinterworkingsofexpansioniseasier.Existingpoliciesmake
iteasier.
D.Expandedprogramming.
E.Programenhancement.
F.Savingmoney...insurance,supplies.
G.Supportfromtaxpayers.
3‐A:Whathasnotgonesowell?
A. Gettingallagentstobuyintothefactthattheyareservingtheentiredistrict.
B. Someprogramownershipissues...territorialism.
C. Givinguplongstandingprogramstoanotheragent...ownership.
D. Workingacrosscountylines.
E. Notallagentsarespecializinginonearea.
F. Communicationbetweenstaffandoffices.
G. Boardmembersaremoreconcernedwiththeircounty.
H. Struggleinternallywithbeingdistrictagents...noteveryoneisonboard.
I. Non‐fulltimedirectorshavelimitedsupervisoryrolesinpersonnelmatters.
J. Needguidanceonwhattheroleofadistrictdirectoris.
K. Needtopushagentstoreachallaudiences.
L. Onecountyoperatesonitsownrules,especiallyforthefairand4‐H.
M. Havingahusband/wifeteaminthesamedistrictdidn’tworkwell.
N. Needaclearcutdefinitionofwhatanagent’sjobis.
O. Needtodefinewhatcommunicationis.Agentsoftenusethatasanexcusenot
todotheirjob.
P. Onedistrictlosttwoagentsbecauseofdistricting.
4.Whathaschangedinprogrammingasaresultofbecomingadistrict?
A. Morejointprogramming,newsletters,hireda4‐Hassistant,combined4‐H.Before,
agentsweremoregeneralists,nowtheyarespecialists.
B. Addedanewagent.Combiningsome4‐Hactivities.WillcombineClubDays.
C. FACsareahaschangedthemost.Districtsneedafulltime4‐Hagent.
D. Expandedprogramsandnowofferawiderselectionofprogramstoawider
audience.Nowofferingprogramstoadistrict,ratherthanasinglecounty.
E. Deliveringprogramstwice,basedonlocation...north/south,east/west.
F. Newhireswillbemorespecializedregardingknowledgeandskills.
G. Communication:morespecializedtasksforagentsandofficeprofessionals,
professionalnewsletters.Weusetheword"team"
H. Morein‐depthprogramming.Workofagentshaschanged.Willcontinuetochange.
I. Alotofdiagonalprogramming.Needtoreachsmallercommunitiesinthedistrict.
J. Alotoftimespentontheroad.Increasesproductivityoftime.
K. Specializedofficetasks.
L. Jobdescriptionshavechanged.
M. Alwaystrytohirea"good"personandthentrainthem.
N. 4‐Hareawasthetoughestchallenge.
O. Moreprogramsforkids.
P. Someagentshadtochangemorethanothers.Somehadtochangetheirskillsets
andlearntodootherprograms.
Q. Takingamorecriticallookatwhethervacatedpositionsneedtobefilledor
whetheranotherareaismoreimportant.
R. Nolongerhiringgeneralists,nowhiringspecialists.
S. Morehigherqualityprogrammming...MasterGardeners,SHICK,FNP,andteam
judging.
T. Replacingagentscouldbedifficultifcertainagentsleavebecausetheyarebuilding
suchgoodprograms.
U. Reachingmorepeoplewithprogramsbydoingitinmorelocations.
V.Largeraudiencesjustifyspendingmoretimeonaprogram.
5.Whatdoyouthinkstillneedstohappentorealizethevisionandimproveyour
district?
A. Addothercounties.
5‐A:Whatadvicewouldyouoffertocountycouncilsinterestedinbecominga
district?
A. Plan,plan,plan.Acceptthatchangewilloccur.
B. Makesureprogramisinorderbeforeyouasktojoin.
C. Bepreparedtochange.
D. Beagoodobserver,learningfromotheragentsanddistricts.
E. Focusonthepositivesofformingthedistrict.
F. Plan,organizeandcommunicate.
G. Makethechange;don'tdelay.Itonlygetsharder.
H. Thinklongterm.
I. Speakupifyoudon'tagreewiththeplan.
J. Behonest.Realizethingsaregoingtochange.
K. Leavethepastinthedust.Lettherainsettleandchangewithaplaninmind.
Asecondsetofnotesfromthesamediscussion.Muchisduplicate,butwrittenbya
differentscribe.
1) GreatestConcernspriortobecomingadistrict
Isthereamagicalmapthatcertaincountiesshouldfittogetherandwastherea
powerplaybyareadirectorstoforcecertaincountiestojointogether.
Aswehaveexpanded,howwillitoperateandhowwillagentresponsibilities
evolve?Haveoperatedwithoutaplan–justdoneitandthenreacted.
Wereafraidthatiftheydidn’tdoit,itwouldbedonetothem.Butgreatestconcern
waswhatwouldhappentothe4‐Hprogramandresistancetochange.
Willeverybodygetalong–agents,officeprofessionals,andboardmembers.
Washiredinthedistrict,butwhenlookingatexpansion,concernsarepersonalities
ofotheragentsandissuesrelatedtocombining4‐Hprograms.
Thestarswerealignedwithsupportofagents,boardsandcommissioners,but
wereconcernedabouthowtheywouldbeacceptedbypatronsandthefearofthe
unknown.Wereconcernsjustified–no.
Travelwasaconcernacrossthreecounties.Wasworriedhowasanagentwouldbe
programmingacrossthedistrict.Alsowereconcernedaboutpotentialchangesin
the4‐Hprogram.Ithasbeenanevolvingprocessandstillevolving.Combiningclub
dayscreatedalotofhardfeelings.
Biggestconcernweheardwasaboutlosingcountyfairs,butpersonallyitwasthe
changingrelationshipswiththeagents.Nocoursesinhowtobeagooddirectorso
sometimesfeellikeyouarewingingit.
Agentsmetbutbecauseofresistancefromsomeagents,theboardsweregetting
differentinformation.Sosomeagentswerefearfuloflosingcontrolandperhaps
toldtheboardwhattheythoughttheBoardwantedtohearandnotwhatthey
neededtohear.Alsosomeagentswerefearfultheywouldlosetheirjob.
AgentswerereadybuttheBoardwasnot.Boardfearedchangestothe4‐H
programandthoughtdistrictswerethefirststepinconsolidationofcounty
government.Theydidn’twanttodrivetoaneighboringcountytogettheir
services.Commissionersinonecountywerefearfuloflosingfundingcontroland
fedthefearsaboutconsolidation,whilethecommissionersintheothercounty
wereready.Alsotherewasfearthataneighboringagentwouldbedifficulttowork
with.Decidedthatyoudidn’thavetolovesomeonetoworkwiththemandif
someonewastoodifficulttheywoulddealwiththat.Someboardmembersbecame
verypersistentinpressingcountycommissionerstosupport.Theyfinally
approved,butarestillnegativeandcomplainopenlyaboutthedistrictforming.
Concernswerethebigrichcountywouldpaythebillsforthesmallpoorcounty
andwithonlyfourboardmembers,thesmallpoorcountywouldtakeadvantageof
that.Newspapereditorializedagainstthedistrictwith13negative
articles/editorialsduringtheprocess.Theywereconcernedaboutanewtaxing
entity.Thequalityoftheagentsandprogramswasstrongenoughtoovercome
negativityofthepress.Later,whenthenextdoorcountywantedtojointhatwas
notreadythefirsttime,theDistrictboardwasnotwillingtoexpandbecauseof
concernsabout4‐Hissuesandnotwantingtomakethenecessarychangesin
programming.Iftheywouldhavecomeoninthebeginning,theywouldhave
workedthroughtheissuestogetherandallthreecountieswouldbeinthedistrict.
Initialgoalsweretosavemoney,butrealizedthattheycouldn’tandaccomplish
programmingobjectives.Therewereconcernsaboutnothavingaccessto“their”
countyagent.Thatconcernwasunjustifiedbecausespecializedagentshaveproven
theirworth.
Agentswereusetobeinggeneralistsandsomedidnotwanttolosebeingthatgo‐
toperson,orfearfulofhavingtospecialized–theywereinsecure.Fearoffailure
wasaconcern.
Howdoyouidentifywithnewcustomerandhowdoyoumeasurecustomer
satisfaction?PeoplethatwanttouseExtensionwilllearnwhothegotopersonis
andwillutilizetheminadistrict.
2) Greatesthopeormotivation?
Providingbetterprogramsforclientele.
FinancialstabilizationandassurancethatExtensionwouldbethereinthefuture
Constantturnoverbeforedistrictandwantedtobeabletoretainpersonnel
Abilitytoprovidecuttingedgeprogramsintothefuture
Abilitytoserveallthepeople.Ifyoudon’thaveenoughstaffyoucan’thavea
comprehensiveprogram.
BeabletohaveastrongExtensionprogramintothefuture.
Havealotlargeraudiencenowsocanreachmorepeople.
Newaudiences,greaterawarenesssofpublicforExtension
Provideprogrammingthatpublicdeserves.
In‐depthprogramming.
Unexpectedconsequence–
Haveanimprovedrelationshipwithcommissioners.
Misstheannualmeetingbecausewehavetofindotherwaystotellourstory.
Mergingof4‐Hprogramswentmuchbetterthanexpected
Reallyenjoyedabilitytomeetandservenewpeopleacrossthedistrict.
Someagentsnotallaswillingtoexpandprogrammingacrossdistrict
Nowmoreopentoshareprogrammingwithneighboringdistricts.Asacounty
boardweren’taswillingtoshare.
Largerboardismoredifficulttomanagewhen16membersinsteadof9members.
Amazedathowquickclienteleacceptednewstaff.
Ineverthoughtcommunicationwouldbesuchachallengewithmoreofficesand
people.
3) Hasthemovegonewell?
Everytimeweexpandithasgotteneasiertodealwithstaffandprogramming
issues.But,gettingallagentstobuyintotheconceptofservingthedistricthasnot
gonesowell.
Ithinkitisgoingwell.Wehaveexpandedprogramming.Therearesomeprogram
ownershipissuesbysomeindividualsandgivingthingsupissometimesaproblem
Newdistrictbutthingsaregoingwell.Stilllearninghowtoprogramacrossdistrict
lines.
Stillneedtoworkoncommunicationissues–agentsneedtohelppublicseethem
asadistrictagent.Also,sometimesboarddoesnothavethevisionfordistrict
programming.
Havefoundfinancialefficienciesandthingsaregoingwell.
Communicationbetweenstaffmembersandofficesisachallenge.Someboard
membersseemtobemoreconcernedabouttheirowncountyandnotentire
district.
Transitionhasbeensmoothandtaxpayersareverysupportive.Challengeisgetting
allagentstoseethemselvesandprogramasadistrictagent.
Notallagentsonboardwithprogrammingacrosscountylines.Districtdirectorsin
districtswithoutthesupervisoryrolemakesitmoredifficulttogetagentstowork
differently.
Challengeisgettingpeopletoworkacrossthecountylines.Ifacountyhasnothad
aprogram,theydon’tknowwhatitistheyaremissingorcanhave.Wehavetofind
opportunitiestohelppublicgettoknowwhotheagentsareandwhattheycando.
Onecountytriestodominateissuesrelatedto4‐Handcountyfair.Whenthingsget
difficultwehaveatendencytowanttogobacktowhatwascomfortable.Wehave
toresistthis.
4‐Hagentfailedbecausetherewerenotclear,realisticandacceptedexpectations
fortheirresponsibilities.
Itishardtobeateamacrossmultipleofficesinthedistrict.
Welosttwogoodagentsduringtheprocess,butnewagentsarereallyinvestedand
workingwellwithinthedistrict.Wedonothavethecountylineissues.Peopleare
usetotraveling.
4) Whathaschangedinprogrammingasaresultofbecomingadistrict?
Combinedprogramsintodistrictconcept,hired4‐HprogramassistantandFNP
assistant.Doingjointprogrammingwhereithasnotbeenabletospecializeas
muchaswecouldwithlargerdistrictstaff.OneagenttakesleadforDistrictFNP
program.Teamworkisgoingwellbutweneedtoexpandsowecanspecialize
more.Planwastojoin4‐Hprogramfirstandhireaprogramassistantandnextto
combineandexpandFNPprogram.
Willbedoingdistrictclubdays,andutilizingyouthtomakedecisions.Havenot
specializedagagentpositionsyet.
MostchangeshavebeeninFCSarea.Agagentsarehoneymooning.Districtingwill
allowforafulltime4‐Hpersonineachoffice.Willhiredifferentlyinthefutureto
hiretospecialty.
Insteadoftryingtohaveaprogramineverycounty,areholdingonebigprogram
andmarketingitthatway.Areovercomingterritorialissues.Anagenthasto
rememberitisnottheircountyanymore.
Whenagentsprepareaprogram,itisbeingdeliveringitmorethanonce.3FCS
agentshavespecializedprogrammingwell.Nottravelingjusttotravelbutfor
programpurposes,butonecountywantsanagpersonsittinginthatofficepartof
thetime.Wholestaffingissueforadistrictisachallengebecausetherearemany
waystodoit.Boardmembersaskhowotherdistrictsaredoingit,butthereisno
oneblueprintforstaffing.
Communicationhasbeenbiggestchangeinhowagentsaredoingthings.Havea
professionalnewsletterandnewsletter.Alsohiringnowforskillandnotgeneralist.
Wentintodistrictwithagentspecializationplaninplace.Sometimesitissmall
steps.Districtagentsreverttocountyagentsfor2monthsbeforeand1month
afterthefairsonotfullyspecializedforprogrammingyearround.
Doalotofdiagonalprogramminginfourcountiesofthedistrict.Workingto
expandprogramsbeyondcountyseatstoothercommunities.Utilizationofstate
specialistsisdifferentwithspecializedagents.
Specializedofficeprofessionalsandtransitionedsomeofficeprofessionalsto4‐H
programassistants.
Toughestchallengewasinthe4‐Harea.Butthingsareworkingmuchbetter.Kids
loveitbutparentscomplain.Alsohavespecializedofficeprofessionals.Some
agentshadtochangemorethanothers.Someagentswerealreadyspecializedor
hadapassionforaparticularpartoftheprogram.Hiringhaschangedbecausenow
wearelookingforaspecialistwhenwehire.Lookingforaspecialistbecauseit
maybemoredifficultforsomeonewhoisageneralisttomakethattransition.
Challengeistoprogramasadistrictasanewdistrict.Allagentshavesame
backgroundsoneedtotakeonanewarea.
Fouragents(2FCSand2ANR)eachhaveadifferentprogrammingareaof
specialization.Consistencyofprograms(rules)isareasonforcountiesnotwanting
toconsolidateintoadistrict4‐Hprogram–somedon’twanttofollowrules.
Weareofferingmuchhigherqualityprogramsnowthanwhatwashappening
before.Moreopportunitiesforyouth.Combinednewslettersomoreefficientuseof
timeandnoduplication.
Canjustifyspendingmoretimedevelopingaprogramknowingthatyouaregoing
todeliveritmultipletimes.
5) Whatdoyouthinkstillneedstohappentorealizethevisionandimproveyour
district?Whatisadviceyouwouldoffercountycouncilsinterestedindistricting?
Plan,plan,plan,startnow.Makesureyourprogramisinorderandbepreparedto
change.
Don’tgoinwiththeattitudeofwhatneedstochangeforyoutojoinourdistrict.
Wewillsayno.
Beagoodobserver.Focusonthepositiveaspectsandnotworrysomuchaboutthe
perceivednegativeissues,becauseyoulearnhowtoworkthroughthenegative
issues.
Plan,organize,communicate.
Justdoit.Thelongeryouwait,theharderitisgoingtobe.
Thinklongterm.
Participateintheplanningprocess.Don’twaituntilafterithasformedandthen
complain.Behonestandrealizethingsaregoingtochange.
Leavethepastinthedust,lettherainsettleitandchangewithaplaninmind.