DED Web Site
• http://ded.ifas.ufl.edu/
County Extension Advisory
Committees
Guidelines for Roles
and Functions
By
Marilyn Norman, Mitch
Flinchum, Rodney Clouser
and Pete Vergot
May 2005
Overview
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Why
Roles
Structures / Operations
Affirmative Action
University of Florida IFAS Extension
STRONGLY BELIEVES
• Citizen input and involvement is essential
• An Advisory Committee system is
effective and efficient
Why? Why? Why? Why?
Why? Why? Why?
What does the research indicate about
citizen involvement…
• Accuracy in identification of needs
• Program priorities and methods
• Rapid acceptance of change
• Communication
Why? Why? Why? Why?
Why? Why? Why?
• Increased local support
• Expanded ability to extend
professional’s efforts
• Democratic process reinforced
Primary Role
Program Design & Implementation
• Identify customer concerns
• Provide guidance
– Program decision making
– Utilize multiple sources of information
Basic Minimums
• One Overall Advisory Committee
(OEAC)
• An advisory committee to facilitate
programming by each agent
Advisory Committee Structure
Three Interrelated Categories
Overall
Program
Program Subcommittees
Overall Advisory Committee
(OEAC)
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Assess general situation
Long-range direction
Advises emphasis / balance
ID / Obtain resources
Legitimizes
Public Relations
Coordinates
Advocates
Program Committee
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Analyze
Identify
Clarify
Explore
Legitimize
Participate
Review
Accountable
Program Subcommittee
Same as Program Advisory
- BUT more narrowly focused
Committee Size
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Upper limits of :20
Good Faculty Judgment
Complexity and scope of committee’s role
Demographic variables for representation
Appointments
• Primarily by faculty
• Committee input valuable
• County Commissioner input
Overall Extension Advisory
Committee
• Confirmed by the CED
• Appropriate – confirmed by the dean
Tenure of Members
• Rotation
– New ideas
– Knowledge
– New leadership
– Stimulates the dynamics of the group
Officers
• Program committee may need
continuity of a permanent chair
• Other officers if necessary
(secretary, secretary/treasurer)
Frequency of Meetings
• Program Advisory Committees meet
as needed to fulfill responsibilities –
at least two times
• OEAC – Must meet at least twice
each calendar year
Coordination
• REC – Co-existing in county
• Correspondence and minutes
• Liaison with other groups
Affirmative Action
• Representative of target audience
• Annual review demographic data, comparing
– County demographics
– Program participant data
• Discuss Affirmative Action Policy
&Procedures in committee
• Record the discussion and results in minutes
Expansion and Review Committee
4-H
• Required by Federal Affirmative Action
Guidelines
• Representation – minorities and
geographic
• Must be 1/3 youth membership
• Linkage with overall 4-H Advisory
• Responsibility to monitor and review
Determine
Geographic
Boundary of
Clubs
Conduct a
survey with
minority youth
adults
Analyze 4-H
membership
by geographic
area
Plan an expansion
program
Reasons for Joining…….
an Extension Advisory Committee
1. Like to work with people
2. Could use my talents and skills while serving on the committee
3. Liked the Extension Agent
4. Wanted to keep aware of what was going on in Extension
5. Felt the committee accomplished things and wanted to be a part
6. Wanted to work on solutions to problems and the committee
provided an opportunity to work on some important ones
Reasons for… Quitting Extension Advisory Committee
1. Did not feel needed by committee
2. Did not feel the committee was accomplishing anything
3. Inadequate opportunities to reflect what goes on in Extension
4. Did not feel that the committee provided a means for
improving situations in the county
5. Inadequate opportunities to be involved in making
decisions about Extension programs
6. Could not use my talents/skills while serving on the committee
7. Did not like the Extension Agent
8. Did not like to work with people
9. Didn’t really care about seeing the Extension programs through
10. Extension Advisory Committee did not
provide an opportunity to work on
important problems
Results of McKinney Study
1. Of those surveyed, volunteers who attended 4 to 7
meetings were twice as likely to be extremely motivated as
those who attended fewer than 3 meetings.
2. Volunteers were 3 times more likely to be motivated to
serve on advisory committees and councils when they
were encouraged to participate in group discussions, and
overwhelmingly poorly motivated when the CED
dominated the discussion.
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Results of McKinney Study
3. Orientation of new volunteers was a factor for assuring
motivation. Those volunteers receiving no orientation were 4
times more likely to be poorly motivated than their
counterparts who received extensive orientation.
4. Levels of motivation and empowerment increased
dramatically when volunteers felt their ideas were valued and
they felt they were providing a valuable service. On the
contrary, when volunteers felt they were being used as
“legitimizers” and/or “rubber stamps,” their level of
motivation repeatedly declined.
Summary
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Why
Roles
Structures / Operations
Affirmative Action
QUESTIONS???