Selecting, Recruiting, Involving, Communicating,
Planning and Documenting
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A group functions more effectively
when all its members accept responsibility
for the work and life of the group… this
shared sense of responsibility is known as
shared leadership.
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For such leadership to develop we need to pay
special attention to three things. (Gastil 1997)
We need to encourage:
o Ownership
o Learning
o Sharing
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 Team
members can:
o Determine Needs
o Implement Programming
o Evaluate
o Promote
o Expand Opportunities
o Communicate
o Advocate
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How do I determine who should be considered
for a team member?
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Criteria
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Commitment
Diversity
Skills
Relationships
Experience
Network
Characteristics
Commitment
Characteristics
Team
Member
Network
Skills
Experience
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Diversity
Relationships
How do I ensure my committee is representative of
my county and encompasses the selection criteria?
One way to simplify the process is to use a member matrix
that includes as many of the criteria as possible.
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Group Size = 9 – 12
o Small enough to create good atmosphere for
o
o
o
o
group discussion
Large enough to provide representation from several areas
Provides an ample number of people for subcommittees
of 3-5 people
Allows for absentees or non-participators
Allow for rotation of members so a portion of the group
is experienced
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Member Orientation should be:
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o Concise
o Easily Understood
o Reaffirm your belief in them
o Encourage & Excite
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Important Topics to Cover
o Why you were asked to
serve
o Roles & Responsibilities
o Team Member description
o Who’s Who – members
contact information
o Term/Rotation schedule
o Team building activity
o Requirements and
expectations
o Assignment to complete
before first meeting
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o Team Structure
o Operating Guidelines
o Extension Overview
o Membership Skills and Networks
o Overview of Meetings
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o Two weeks before each meeting send: agenda,
information about issues for discussion and team reports.
o After each meeting: send minutes and notice of next
meeting, send a “We missed you note” to absent
members.
o Set up….. email address, distribution list; add members
phone numbers to your office and cell phone lists; Ask
each member how they prefer to communicate (phone,
email, letter, etc.).
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 Why
people join?
• Enjoy people
• Use talents
• Like Extension
• Enjoy sense of
accomplishment
• Solve problems
“Coming together is a beginning
Keeping together is progress
Working together is success”
-Henry Ford
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 Why
people quit?
• Not needed
• No accomplishment
• No influence
• No improvement
• Inadequate opportunities
• Underutilized
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Committee success depends on member
involvement
Underutilization
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o Know what we want them to do for us…the most
important ROLES AND TASKS they can perform to
enhance your program.
o Know your ADVISORY LEADERS…their skills, networks,
and resources.
o MATCH people and tasks.
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Goal is to have 3-5 meetings per year with your PDT
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Each Agent should have a PDT for their Program Area
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County Council should meet once a year
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Suggested operating guidelines and procedures
o Statement of purpose
o Role and responsibilities
o Description of structure/composition of team
o Terms of service
o Official year
o Number and length of meetings
o Officers
o Criteria for membership and selection process
o Resignation process
o Relationship to staff and supporting boards
o Attendance requirements
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Document membership
o Should be representative of population
o Should have rotation system
o Maintain list of current member information
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Document minutes and maintain
o Minutes of all meetings including attendance
o Send copies of minutes to all members
o Correspondence to/from members
o REPORT IN GEORGIA COUNTS
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Consider:
o Taking a picture of members
o Provide picture to newspaper with article
o Send a picture to spouse, parent, employer of
member with a note regarding importance of
leadership team
o Provide name tags
http://www.caes.uga.edu/unit/occs/resources/
marketing/nametags.html
o Give them a visible role in programs
o Introduce members at programs and events
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Program Development Teams
4-H Program Development Coordinators ANR Program Development Coordinators
Al Parker
Lori Bledsoe
Melinda Miller
Lee Anna Deal
NE District
NW District
SW District
SE District
Bobby Smith
Jule-Lynne Macie
Scott Utley
Wade Parker
FACS Program Development Coordinators
Denise Everson
Kisha Faulk
Andrea Scarrow
Janet Hollingsworth
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NE District
NW District
SW District
SE District
NE District
NW District
SW District
SE District