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October 24, 2015
The Future of 4-H Starts Today: Implementation of the 4-H Futures
Task Force Recommendations
Welcome!
• Let’s get to know our tablemates! – Name – County– One hope for 4-H
Agenda • Desired Outcomes:
1. Increased understanding of what led to the development of the 4-H FTF
2. Shared understanding of the 4-H FTF process and recommendations
3. Understanding of the new State level Volunteer Management Organization
4. Strengthen the communication and continuous improvement plan through group input
5. Address questions from the 4-H community
MORNING •Welcome and Introductions•Review Outcomes, Agenda, Roles•Group Agreements•Set the Stage •FTF Journey and Recommendations
LUNCH: 12:00-12:30 PM
AFTERNOON•New State Level 4-H Volunteer Management Organization •Timeline for Implementation •Break •Communication Plan •Continuous Improvement Plan •Question and Answer Session •Wrap-Up
DEPARTURE: 4:00 PM
Fe =
Facilitator
Fe =
Facilitator
Shannon =
Presenter
Shannon =
Presenter
You =
Participate & Engage
You =
Participate & Engage
Steven =
Technology
Steven =
Technology
Bill & Chris=
Represent Division
Leadership
Bill & Chris=
Represent Division
Leadership
GROUP AGREEMENTS
Introducing Associate Vice President of the University of
California, Division of Agriculture and Natural
Resources ……
Desired Outcomes
Increase understanding of what led to the development of the 4-H FTF
Shared understanding of the 4-H FTF process and recommendations
11
22
Statewide Program Goals
• Two goals of the UC ANR 4-H YDP:
1. Strengthen current programming
2. Increase youth and adult volunteer participation in the 4-H YDP
CA 4-H Participation (1945-2015)
Note: Numbers include duplicates
Retention Rates(2013-2014 to 2014-2015)
= 76%
= 63% 10,709 youth did not re-enroll in 2014-2015
2,338 adult volunteers did not re-enroll in
2014-2015
Communication
Adults Fighting
Disconnected novice
More training and resources
More fun
Requirements
Club meetings More
opportunities
Youth participate in 4-H through a wide variety of delivery modes. Nearly 46% of youth members participate in the Organized 4-H Club
Program, with over 50% of the membership enrolled in other delivery modes.
Nearly 50% of the youth in 4-H live in urbanizeda areas. These areas make up 71% of the state’s population.
aAccording to the US Census, urbanized area encompasses 50,000 or more people .
Nearly 33% of youth in 4-H are Latino, and 26% are of a race other than white. US Census data (2010) indicates that 50% of the youth population
(ages 5 to 19) in California are Latino, and 49% are of a race other than white.
33%
67%
Growth Opportunities• Retention• Offering a wide variety of program
opportunities • Latino population
– Youth & Volunteers
• Urban audiences• Volunteers• Alumni engagement
– Volunteers– Donors
Key Points
• Goals of the UC ANR 4-H YDP are to:
1. Strengthen current programming
2. Increase youth and adult volunteer participation in the 4-H YDP
Charge to the 4-H Futures Task Force
• Analyze our current organizational structure and develop a recommendation for an effective program structure that:– Represents the breadth of the program delivery modes – Takes into account the sectional and state events, activities,
programs and advisory committees/leadership teams– Engages and empowers youth members and adult volunteers– Revitalizes or expands the role of adult volunteers and young people – Engages youth as equal partners – Improves consistency of programming – Improves the county to state communication network – Minimizes the administrative or management tasks and
responsibilities
4-H ADVISORY COMMITTEESSET
Healthy Living Technology
CampingShooting Sports
Animal Science EducationCitizenship/Leadership
PolicyIncentives & Recognition
Positive Youth Development
State 4-H Office
UC ANR PROGRAM TEAMS/ WORKGROUPS
Positive Youth Development
Diversity in Youth Development
Developing Volunteer Capacities
Science LiteracyMoney Talks
…..
SOUTH CENTRAL COUNCILPresident
Vice PresidentSecretary Treasurer
Policy SecretaryHealth Living Officer
State Office Staff Liaison (ex-officio)
NORTH SECTION COUNCILPresident
Vice PresidentSecretary Treasurer
Policy SecretaryConference Director
State Office Staff Liaison (ex-officio)
NORTH CENTRAL SECTION COUNCILPresident
Vice PresidentSecretary Treasurer
Policy SecretaryHealth and Safety Officer
Technology OfficerState Office Staff Liaison (ex-officio)
SOUTH SECTION COUNCILPresident
Vice PresidentSecretary Treasurer
Policy SecretaryState Office Staff Liaison (ex-officio)
COMMITTEESNominating
FinancePublic Relations
Affirmative ActionSub Sectional
Presentation DaySectional Fashion Revue
SLFWHY
COMMITTEESNominating
FinancePublic Relations
Affirmative ActionSub Sectional
Presentation DaySectional Fashion
RevueSLF
COMMITTEESNominating
FinancePublic Relations
Affirmative ActionSub Sectional
Presentation DaySLF
COMMITTEESNominating
FinancePublic Relations
Affirmative ActionSub Sectional
Presentation DaySLF
COMMITTEESNominating
FinancePublic Relations4-H YD Comm
NetworkAffirmative Action
Sub Sectional Presentation Day
SLF
Administrative Authority & Responsibility Assistance, advice and two-way communication
Charge to the 4-H Futures Task Force
• Analyze our current organizational structure and develop a recommendation for an effective program structure that:– Represents the breadth of the program delivery modes – Takes into account the sectional and state events, activities,
programs and advisory committees/leadership teams– Engages and empowers youth members and adult volunteers– Revitalizes or expands the role of adult volunteers and young people – Engages youth as equal partners – Improves consistency of programming – Improves the county to state communication network – Minimizes the administrative or management tasks and
responsibilities
Review of the 4-H FTF Timeline
Organization:The CA 4-H organization is complex and has multiple areas which have become unintentionally siloed. If the organization is able to reorganize to best meet the growing and changing needs of the members, volunteers, families and supporters the organization may be in a better position to help 4-H grow for the next 100+ years.
Funding: Continue to build a stronger case for support; reduce costs for youth participation; and increase resources.
4-H Public Relations:4-H is more than agriculture, it’s more than cows and cooking. There is a desire to increase awareness, visibility, outreach and participation in the program. Development of a 4-H PR plan and associated marketing materials is needed.
Engagement: Build and improve relationships with members, potential members and volunteers, and external advocates; increase knowledge of programs/opportunities; recruit and retain more members and volunteers; and increase diversity of youth and volunteer participants.
Communication:Increase communication across the 4-H organization, share opportunities across sections, and improve the flow of information.
The Top 5 Areas of Discussion by Level of Interest:
Review of the Timeline
The Roadmap to the Future
Objectives
1. Make the Best Better2. Learn by Doing
Organize 4-H to best meet the growing and changing needs of the members, volunteers, and supporters to better position growth for the next 100+ years
FTF Priority & StrategyVision, Mission,and Objectives
Build and improve relationships with members, potential members, leaders, and external advocates; increase knowledge of programs/opportunities; recruit more members to participate; increase delivery modes of 4-H; and increase diversity by reaching more people in our communities
Increase communication across the 4-H organization, share opportunities across sections, and improve the flow of information.
Healthy, happy, thriving people who make a positive difference in their communities
The University of California 4-H Youth Development Program engages youth in reaching their fullest potential while advancing the field of youth development
Increase awareness, visibility, outreach and participation in the program.
Org
aniz
atio
n
En
gage
men
t
Com
mu
nic
atio
n
Fund
ing
Fund
ing
Fund
ing
Fund
ing
Pu
bli
c R
elat
ion
s
Mission
Vision
Management
Sectional CouncilMembers participate in committees or
act as advisory panel
Sectional CouncilMembers participate in committees or
act as advisory panel
DeliveryMechanisms
Delivery Working TeamsState & County Staff, Volunteers, youth
• Afterschool• Camping• Military• Club• Etc.
Delivery Working TeamsState & County Staff, Volunteers, youth
• Afterschool• Camping• Military• Club• Etc.
Sectional/Regional Program Delivery Teams
State Staff – Regional PartnerVolunteers – Sectional Councils
Sectional/Regional Program Delivery Teams
State Staff – Regional PartnerVolunteers – Sectional Councils
Management Committees:State Staff, Volunteers, Youth, Community• Marketing & PR• Fund Development• Adult & Youth Engagement• Communications• Incentives & Recognition• Treasury and Budget• Policy• Peer Review• Community Advisory
Management Committees:State Staff, Volunteers, Youth, Community• Marketing & PR• Fund Development• Adult & Youth Engagement• Communications• Incentives & Recognition• Treasury and Budget• Policy• Peer Review• Community Advisory
Programs/Events
Program Working TeamsVolunteers, Youth, Community Partners & Staff
• SET (with sub programs)• Healthy Living (with sub programs)• Citizenship• Leadership & Public Speaking
Program Working TeamsVolunteers, Youth, Community Partners & Staff
• SET (with sub programs)• Healthy Living (with sub programs)• Citizenship• Leadership & Public Speaking
Academic Advisory Teams State & County Staff
(SET, Healthy Living, Camping, Citizenship, Thrive)
Academic Advisory Teams State & County Staff
(SET, Healthy Living, Camping, Citizenship, Thrive)
Statewide Event Coordination (Administration & logistics)
State Staff
Statewide Event Coordination (Administration & logistics)
State StaffBoard of DirectorsVolunteers, Youth,
Community/Funding Partners, Academics &
Staff
Board of DirectorsVolunteers, Youth,
Community/Funding Partners, Academics &
Staff
Key Points• Goals of the UC ANR 4-H
YDP are to: 1. Strengthen current
programming 2. Increase youth and
adult volunteer participation in the 4-H YDP
Desired Outcomes
Increase understanding of what led to the development of the 4-H FTF
Shared understanding of the 4-H FTF process and recommendations
11
22
We will reconvene at 12:30 pm
Desired Outcomes• Understanding of the new State level
Volunteer Management Organization
• Strengthen the communication and continuous improvement plan through group input
• Address questions from the 4-H community
33
44
55
+
MANAGEMENT BOARDChair
Vice ChairSecretaryTreasurer
Resource Development DirectorMarketing and Public Relations Director
Northern Area DirectorBay/Central Coast Area Director
Central Area DirectorSouthern Area Director
Program Team/Workgroup Representatives (ex-officio)Advisory Committee Representatives (ex-officio)
State Office Staff Liaison (ex-officio)
COMMITTEESCommunications
FinanceResource Development
Marketing and Public RelationsNorthern Area Program Development
Bay/Central Coast Area Program DevelopmentCentral Area Program Development
Southern Area Program DevelopmentExpansion & Review (Ad Hoc)
Peer Review (Ad Hoc)
4-H ADVISORY COMMITTEESSET
Healthy Living Technology
CampingShooting Sports
Animal Science EducationCitizenship/Leadership
PolicyIncentives & Recognition
Multicultural & Community EngagementVolunteer Development
Positive Youth DevelopmentAmbassador
UC ANR PROGRAM TEAMS/ WORKGROUPS
Positive Youth DevelopmentDiversity in Youth Development Developing Volunteer Capacity
Science Literacy Money Talks
….
Administrative Authority & Responsibility Assistance, advice and two-way communication
State 4-H Office
Event Committees Event Committees
Administrative Authority & Responsibility Assistance, advice and two-way communication
MANAGEMENT BOARDChair
Vice ChairSecretaryTreasurer
Resource Development DirectorMarketing and Public Relations Director
Northern Area DirectorBay/Central Coast Area Director
Central Area DirectorSouthern Area Director
Program Team/Workgroup Representatives (ex-officio)Advisory Committee Representatives (ex-officio)
State Office Staff Liaison (ex-officio)
COMMITTEESCommunications
FinanceResource Development
Marketing and Public RelationsNorthern Area Program
Bay/Central Coast Area Program Central Area Program
Southern Area Program Expansion & Review (Ad Hoc)
Peer Review (Ad Hoc)
Administrative Authority & Responsibility Assistance, advice and two-way communication
State 4-H Office
Event Committees Event Committees
Administrative Authority & Responsibility Assistance, advice and two-way communication
Management Boards and Committees
= 4-H Youth Members and Adult Volunteers working together in
partnership
=
Management Board Roles and Responsibilities
• Strengthen the program and expand the programs reach. • Provide leadership for regional programming to ensure alignment
with statewide goals and priorities. • Assess local and regional needs to help ensure statewide and regional
programming addresses local needs. • Serve as a conduit to connect state and regional programming and
committees. • Support statewide and regional programming through resource
development, marketing and public relations, and internal communications.
• Manage funds for regional programming and statewide efforts under purview of the board.
Key Points
-Programming is based on needs in the area.
BUT….
-All area events and activities are open to youth and adult volunteers across the state.
AND….
-Areas are flexible and may be reviewed, assessed and revised by the Management Board.
Communications Committee
State 4-H Management Board
Northern Area Director
Northern Area Program Committee
Animal Science
Education Advisory
Committee
Youth from throughout the state invited to participate.
Marketing & Public
Relations Committee
Administrative Authority & Responsibility Assistance, advice and two-way communication
Horse Show Event Committee
Horse Show Event Committee
State 4-H Management Board
Volunteer Development
Advisory Committee
Administrative Authority & Responsibility Assistance, advice and two-way communication
Developing Volunteer Capacities
Workgroup
ACADEMIC WORK (E.G., EFFECTIVE VOLUNTEER DEVELOPMENT STRATEGIES)
Southern Area Director
Southern Area Program
Committee
DEVELOP TRAINING RESOURCES, PLAN & DELIVER TRAININGS
Other Advisory/state
level Committees
PROVIDE CONTENT EXPERTISE
SLF Event Committee SLF Event
Committee
Building Capacity for Growth
• Aligning priorities and goals across the organizational structure
• Creating more formalized connections, integration, and synergy across the state
• Improving communication• Increasing external public relations• Increasing funding from private donors
Key Points• Management Board designed to address priorities
identified by the 4-H FTF. • Management Board and Committees are composed of 4-H
youth and adult volunteers. • Area programming is based on needs in the area, but open
to all 4-H members and adult volunteers across the state. • All regional events and conferences are under the
responsibility of the Area Planning Committee, Area Director and ultimately the Management Board.
• Area Event Planning Committees work with appropriate state-level committee to leverage resources, expertise and align efforts.
Implementation Team• Appointed by the Associate Director of 4-H
Program and Policy• Composition
o Approximately 5-6 youth, volunteers and staff • Term
o 11 months: November 1 - September 30 • Responsibilities
o Review documents and provide input o Help identify any gaps and develop strategies to
address them o Serve in an advisory capacity to the Associate
Director and Management Board o Work with Councils to help support the
transition o Positive communication
TimelineOct Nov Dec Jan Feb March
Implementation Meeting
Implementation team works on MB docs
Implementation team works on MB docs
Implementation finalizes MB docs
Submit request for charter
Implementation team selected; term begins
Recruitment Begins – apps release
Implementation team works with councils on transition
Implementation team works with councils on transition
Implementation team works with councils on transition
April May June July August SeptDirector Apps Due
Committee Member Apps Due
Select committee members
New Structure Implemented
MB Annual Planning Meeting
Implementation team term over
Directors selected
Continued recruitment if needed
Director Term begins
Implementation team works with councils on transition
Implementation team works with councils on transition
Councils disbanded
Key Points• An Implementation Team will be appointed to
advise on logistics related to the implementation and support the transition and positive communication.
• The State 4-H Management Board will be implemented July 1, 2016.
15 Minute Break
Communication TimelineOct Nov Dec Jan Feb March
Phase II: Implementation Meeting
Article in 4-H updates
Q & A with Advisory Committee/ Leadership Team Chairs
Q & A North Section Council Meeting
Q & A North Central Council Meeting
Town Hall with county VMO Presidents/Chairs
Q & A on 4-H Staff VBB
Q & A South Section Council Meeting
Q & A South Central Council Meeting
FAQ monthly post on social media and website
FAQ monthly post on social media and website
FAQ monthly post on social media and website
FAQ monthly post on social media and website
FAQ monthly post on social media and website
April May June July August SeptQ & A State Council Meeting
Communication committee begins to develop plan
FAQ monthly post on social media and website
FAQ monthly post on social media and website
FAQ monthly post on social media and website
FAQ monthly post on social media and website
FAQ monthly post on social media and website
FAQ monthly post on social media and website
MB Monthly update (social media, newsletter, county VMOs)
MB Monthly update (social media, newsletter, county VMOs)
Continuous Improvement Plan
Communicate
Continuous Improvement Plan
Communicate
Wrap-Up
Continuous Improvement Process
Communicate“Engage youth
in reaching their fullest potential…”
Meet goals to strengthen and grow the 4-H
YDP
Desired Outcomes
Increased understanding of what led to the development of the 4-H FTF
11
Desired Outcomes
Shared understanding of the 4-H FTF process and recommendations
22
Desired Outcomes
• Understanding of the new State level Volunteer Management Organization
33
Desired Outcomes •Strengthen the communication and continuous improvement plan through group input44
Desired Outcomes •Address questions from the 4-H community 55
What if I have questions? • Visit/post on The Future of 4-H Starts Today Facebook
page • Visit/ask a question on the Future of 4-H Starts Today
webpage• Contact Shannon Horrillo at [email protected] or
(530) 750-1334• Attend a sectional/state council meeting, town hall
meeting, or 4-H VBB as appropriate• Read the 4-H Monthly Newsletter
Safe Travels &
Thank You for Participating