Building 4-H Volunteer Management Organizations Prepared for the Creating a Thriving Organization for the Next 100 Years! Conference February 12, 2013 by Richard P. Enfield, County Director & 4-H YD Advisor SLO and Santa Barbara Counties Workshop’s Educational Goals • Understand a middle management approach to volunteer, program and fund development. • Contrast middle management volunteer system approach vs. a non formal volunteer approach. • Identify the benefits of a middle management systems approach for the 4-H YDP. Workshop’s Educational Goals, continued • Become familiar with the process used in two counties for transformation to a middle management approach • Introduce planning tools that can support and result from this process Creating & Empowering Volunteer Middle Managers 4-H YDP Organizational Structure Activity County Director 4-H Program Representative 4-H Youth Development Advisor California 4-H Foundation County 4-H Program Development Board 4-H Youth Development Management Board Program Development Committees Committees Ad Hoc Fundraising Awards Liaison with Fairs Budget Visibility 4-H Youth Development Program Key: Administrative authority & responsibility Assistance, advice & two-way communication 4-H Units SLO Scientists Research Projects School Involvement Short Term Activities Special Interest Groups Youth Organization Networking Adult Leadership Large Animal Science Citizenship & Community Service Healthy Living Home Economics & Expressive Arts Small Animal Science Science Engineering & Technology Youth Leadership Event/Activity & AD HOC Committees STAGE I: STAFF DOES MOST OF THE DIRECT WORK W = Work w S = Staff w w V = Volunteer w w MMV = MM Volunteer w w v S 7 CONTACTS 7 UNITS OF WORK STAGE II: STAFF DOES SOME DIRECT WORK, VOLUNTEERS DO MOST OF THE DIRECT WORK W = Work S = Staff V = Volunteer MMV = MM Volunteer w w w w w w w w w w V S V V V V V V V 10 CONTACTS 10 UNITS OF WORK STAGE III: WORK GROWTH EXCEEDS THE TIME AVAILABILITY OF THE STAFF TO OPERATE IN THE STAGE II MODE. STAFF WORK PRIMARILY THROUGH MIDDLE MANAGEMENT VOLUNTEERS. W = Work S = Staff V = Volunteer MMV = MM Volunteer w w w w w w w w w w V V V V V V V V MMV V MMV Staff 5 CONTACTS 10 UNITS OF WORK Creating & Empowering Volunteer Middle Managers Stage & Contacts Activity What are Middle Managers? • A volunteer “middle manager” is a generic term to denote a person who works primarily and directly with other adult volunteers who, in turn do the direct work of the organization • Or, a volunteer middle manager is a person who assumes primary responsibility for all aspects of a specified program function or process (including planning, organizing, guiding and evaluating) Roles of Middle Managers? • The concept of “middle” suggests that the volunteer functions between a salaried staff person to whom she or he is accountable and the people or target audience to be served. • The primary role of the salaried staff is leadership in developing and coordinating the strategic vision in partnership with MM volunteers and insuring adherence to that vision (setting the right directions and doing the right things). • The primary role of volunteers is designing and developing their programs to consistently execute this vision in a coordinated, high quality way. Concepts of Organizational Responsibility Empowered: Empowered people are capable, willing and have the authorization of the organization to carry out delegated responsibility. An empowered volunteer staff is an important goal of a volunteer middle management system. Authority: Authority means having the official power or permission to do something. Sometimes a letter or document confirms that somebody has permission to do something or be somewhere. Empowerment • An empowered volunteer staff is an important goal of a volunteer middle management system. • Empowered people are capable, willing and have the authorization of the organization to carry out delegated responsibility. • Staff need to be able to relinquish responsibility to Middle Management Volunteers. • An empowered and supported volunteer is a happy volunteer… Questions? Comments? 4-H Playground in the Woods in Norway Middle Management – A Systems Approach If 4-H YD Programs wish to initiate, revitalize or significantly expand the use of volunteers as program managers, responsible staff should think about a “volunteer system.” Developing a “systems approach” is an empowering and innovative act. Idea of formal vs. non-formal: Yea, we do it… Leaders have lots of responsibility… We or I don’t have time… A VOLUNTEER MIDDLE MANAGEMENT SYSTEMS APPROACH WOULD REFLECT THE FOLLOWING PRINCIPALS: • Volunteer middle management roles are accepted and established as an integral part of the staffing pattern of an organization. • Volunteers are intentionally recruited according to their skills to fill written job descriptions for each volunteer role. • Staff resources are allocated to monitoring & supervising the Middle Management Role MIDDLE MANAGEMENT SYSTEMS APPROACH PRINCIPALS, cont’d • The work to be done by the organization is collaboratively identified, planned and evaluated with clear divisions of labor between volunteer and salaried staff roles MIDDLE MANAGEMENT – A SYSTEMS APPROACH, cont’d A “systems approach” requires • Removing and replacing volunteers when appropriate • Rotating volunteers to new jobs if they wish • Conducting orientation and training sessions for volunteers • Involving Key volunteers in succession planning • Recognizing individuals for appropriate involvement and achievement MIDDLE MANAGEMENT - A SYSTEMS APPROACH, cont’d Opportunities: • Conflicts resolved among people and methodologies • The work of standing committees, ad-hoc committees, and task forces supported and serviced • Volunteers take responsibility during interim vacancies in the ranks of salaried staff Roles of Staff & MMV in a Systems Approach The primary role of the salaried staff is leadership in setting the vision and strategies to achieve high quality programming (in collaboration with the VMO, setting the goals and doing the right things to achieve those goals). The primary role of MM volunteers (aka unpaid staff) is leadership in developing their program areas to execute the vision and strategies (doing or seeing that these right things are done correctly). The PROCESS! • The PROCESS is most important piece! • What is the best process for your county(s) – Who to Involve – Who not to involve • How to approach the topic/players • SLO vs. SB vs. current counties • What is your timeline SLO County 4-H YDP Push for shifts in advisor’s role and program 1. CE Admin 2. 4-H Admin 3. 4-H Advisors o National Level SLO County “4-H Think Tank” – The PROCESS! o Formed in June ’85 to 1. Address the coming changes in relation to the SLO County Program 2. Come up with a middle management approach Comparison with Santa Barbara County Timeline/Rollout for Restructuring Santa Barbara County 4-H Youth Development Program April - June, 2011 – Four Meetings of the Task Force June 29, 2011 – SB County 4-H Club Council Approves Restructuring – Application packets available for 4-H Youth Development Management Board positions and County 4-H Program Development Board Key Leader positions August 1, 2011 – Application deadline September 1, 2011 – Program Development Committees fully staffed with Key Leader (Committee Chair) and adult and youth committee members – Ad hoc committee formed to establish Vision, Business Plan December 31, 2011 – 4-H Youth Development Management Board fully staffed with 10 board members Goals of the Santa Barbara County 4-H Youth Development Futures Task Force Examine the current situation with 4-H in Santa Barbara County Become aware of the situation in the Tri-County area Learn about other possible organizational structures Develop the most effective structure for 4-H in Santa Barbara County Empower adult and teen leaders in middle management Santa Barbara County 4-H Futures Task Force Plan of Action • Meetings • Next meeting • Timeline • Sub-Committees • Information needed from staff • Communication forum and files in the Bulletin Board System 4HFTF.ucanr.org The PROCESS! AGAIN! • What is the best process for your county(s) – Who to Involve – Who not to involve • How to approach the topic/players • What is your timeline County Director 4-H Program Representative 4-H Youth Development Advisor California 4-H Foundation County 4-H Program Development Board 4-H Youth Development Management Board Program Development Committees Committees Ad Hoc Fundraising Awards Liaison with Fairs Budget Visibility 4-H Youth Development Program Key: Administrative authority & responsibility Assistance, advice & two-way communication 4-H Units SLO Scientists Research Projects School Involvement Short Term Activities Special Interest Groups Youth Organization Networking Adult Leadership Large Animal Science Citizenship & Community Service Healthy Living Home Economics & Expressive Arts Small Animal Science Science Engineering & Technology Youth Leadership Event/Activity & AD HOC Committees County Director California 4-H Foundation 4-H Youth Development Advisor 4-H Youth Development Management Board Committees Ad Hoc Fundraising Awards Liaison with Fairs Budget Visibility Key: Administrative authority & responsibility Assistance, advice & two-way communication 4-H Program Representative 4-H Management Board Youth and Adult Directors Responsible for program management matters Oversight includes both local policy making and implementation of policy, as well as basic program management decisions. Controls the finances of the 4-H YD Program Coordination of program efforts In addition to basic management responsibilities, the board is responsible for specific identified areas… Directors Directors = Middle Managers Work as a team Responsible to the 4-H YD Staff Some Directors are responsible for a Program Management Committee… Responsible for their budget area See 4-H YOUTH DEVELOPMENT MANAGEMENT BOARD GUIDELINES handout County 4-H Program Development Board Program Development Committees Adult Leadership Large Key: Administrative authority & responsibility Assistance, advice & two-way communication Animal Science Citizenship & Community Service Healthy Living Home Economics & Expressive Arts Small Animal Science Science Engineering & Technology Youth Leadership Event/Activity & AD HOC Committees 4-H Program Development Board Key Leaders = Middle Managers Eight Current Program Areas Directly responsible to the 4-H YD Staff & Management Board Responsible for program development matters Coordination of programs & activities Key Leaders Middle Managers Responsible for the development and delivery… Responsible to the 4-H YD Staff & Management Board Responsible for a Program Development Committee Works with the chairs of event/activity committees Function as an important link between… Responsible for their program budget See Job Description & Contract 4-H Program Development Committees Same program areas as key leader positions Key Leader serves as chair of PDC Planning, developing, facilitating & communicating… Special emphasis on AA/Outreach Event/Activity Committees Detailed planning, conducting & in part, evaluating… Detailed planning based on direction from PDC and the vision Creating & Empowering Volunteer Middle Managers Job Description & Contract Activity Why It Has Worked Ownership/Commitment Dynamic Results… Enthusiastic people Focused A team approach Cautions/Concerns Responsibilities of Key leaders vs. Staff and vice versa Relationship/Communications between Mgmt. & P. Dev. Boards SLO vs. SB approach Plans for Succession Too much Enthusiasm – REALLY! Roles/Responsibilities of Staff Leadership as discussed above 4-H/ANR/UC/USDA Policy o Discussions & assistance with implementation Work closely with/support the “Directors” & “Key Leaders” o In-service/Education In partnership, setting direction… 24 year 4-H Comparison 2000 1800 1600 1400 1200 1000 800 600 400 200 0 Participants Adults 1986/1987 2010/2011 Santa Barbara County 4 year 4-H Comparison 900 800 700 600 500 Youth 400 Adults 300 200 100 0 2009-2010 2010-2011 2011-2012 2012-2013 Cooperative USDA University of California County Board of Supervisors Merced County 4-H Program 1993 Extension Extension System DANR Cooperative Extension Regional Director County Director 4-H Youth Development Advisor 4-H Youth Development Program Key: A. Management System Administrative authority & responsibility, assistance, advice & two-way communication B. Delivery System Vision A shared management of program, where adults, teens, and staff work together toward a common goal of youth development which reflects the diversity of the community. Extension 4-H Youth Development Management Team Educational Development Board Promotional Development Board Resource Development Board POB Commissions RDB Commissions EDB Commissions 1. Research/Adult leadership 1. Evaluation 1. Personnel and Support 2. Animal Science 2. Expansion & Review 2. Incentives and Recognition 3. Engineering /Science/Tech 3. Visibility Public Relations 3. Fundraising 4. Home Economics and leisure 4. Delivery System 4. Budgeting - Accounting 5. Plant/Resource Sciences 5. Advocacy 5. Auditing 6. Social Sciences Charged with the development and operations of educational programs and activities Charged with the assessment and development of programs to meet needs of youth and sharing with the community of the value, opportunities and potential benefit for youth Charged with providing financial, educational and other support for the programs 4-H Youth Development Program Delivery Issue Youth Development general at-risk teen pregnancy migrant youth disability others... Extension Youth Members and or Participants Adult Volunteers 1. Activity Volunteer 2. Project Leader 3. Chaperone 4. Other Category Sponsorship 1. UC conducted 2. Collaboration 3. Consultation 4-H Units Mode 4-H Unit Type 1. Club/Group 2. Special Interest 3. School Enrichment 4. TV- Distance learning 5. Individual 6. Camp 7. After School Youth Volunteer 1. Jr / Teen Leaders 2. Officers 3. Camp Staff 4. Other Unit Coordinator 1. Volunteer 2. Teacher 3. Other Collaborator Questions? Comments? Creating & Empowering Volunteer Middle Managers Middle Management Systems Approach Structure Activity (redo of first activity) Why Convert ? • Get more volunteers involved in specific areas of the program • Allow the organization to capitalize on people’s passions and strengths • Identify key ways to increase the quality of the program • Enable the program to have a positive impact on the lives of more people – youth & adults Creating & Empowering Volunteer Middle Managers NEXT STEPS To Develop a MM Systems Approach Activity Presented by: Richard P. Enfield County Director & 4-H YD Advisor The End