Transcript Document

Unsung Hero
Originally developed by
Gerry Snapp
University of Missouri 4-H
Coordinator
• the unsung Super Hero of a
successful county 4-H shooting
sports program.
• …gets no R-E-S-P-E-C-T
• …and little credit
• …BUT is critical for growing and/or
maintaining a quality program.
What is a coordinator?
• A county program coordinator is a person
who, under the guidance of an extension
staff person/volunteer administrator, works
primarily with other volunteers to deliver an
extension program.
Definitions
• Coordinate:
– To bring into common action
– To organize diverse elements in a harmonious
operations
– To act together in a smooth concerted effort
• Coordinator: Person whose job is to get different
groups to work together in an organized manner to
achieve a common task or goal.
Definitions
• Manager –
Person:
– Who has control or direction of an institution,
organization, business
– Person responsible for controlling or administering
all or part of a company or organization
– One who handles, controls, directs
Coordinator or Manager?
• Discussion
• Opinion
Facilitator
- One who helps groups & organizations to work
more effectively, to collaborate and achieve synergy.
- One who contributes structure & process to
interactions so groups are able to function effectively.
- An enabler whose goal is to support others as they
achieve exceptional performance.
- One that helps to bring about an outcome by
providing indirect or unobtrusive assistance,
guidance, or supervision.
County Coordinator position is…
• …a middle management, volunteer-led
position.
• The coordinator works closely with &
under the supervision of the local
extension/4-H staff person and local
Shooting Sports Committee; but is
the primary person responsible for the
overall coordination and management of
the county shooting sports program.
Coordinator position…
• …requires official status, usually by
approval of the county 4-H Council
(or Extension Council, Ext. staff).
The Job Description
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Length of Service – 1 year, renewable
Time commitment - ______ hours
Supervisor: Local 4-H staff person
Qualifications: ______________
Responsibilities: (many)
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B.
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D.
Etc.
Responsibilities
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Administration
Communications
Planning
Quality Control
Liaison with
extension staff
• *Volunteer recruitment
• *Publicity, promotion,
marketing
• *Resource
Development
• *Supplemental
learning experiences
What is a coordinator?
• A county program coordinator is a person
who, under the guidance of an extension
staff person/volunteer administrator, works
primarily with other volunteers to deliver an
extension program.
Definitions
• Coordinate:
– To bring into common action
– To organize diverse elements in a harmonious
operations
– To act together in a smooth concerted effort
• Coordinator: Person whose job is to get different
groups to work together in an organized manner to
achieve a common task or goal.
Administration
• Youth Enrollment
– Enrollment form
– Appropriate discipline/project
• Meets age and project guidelines?
• Certified leader available?
– Fees
• Member dues
• Range fees
– SS safety pre-requisite
– Parental permission/waiver
– Health consent form
Administration
• Adult volunteers
– Application/enrollment form
– Screening
– Volunteer Orientation
– Certification & verification
• Original certification
• Current status
– Member list to leaders
Administration (continued)
• Project information
– List of members, member data, projects
enrolled –to certified leaders
– Meeting dates/calendar to
members/families
– Project record sheet to members
Administration
• State Shoot (events)
– Distribute information (timely manner)
– Pre-registration
• Forms, signatures, fees
• Meet deadlines
• Qualifying event
– Name tags/participant numbers
– Organize travel
Administration
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Fiscal responsibilities
Equipment inventory
Firearms storage
Risk Management
- Fiscal Management • Follow Missouri 4-H guidelines
– Checking account
– Signature requirements
– Deposits
– Writing checks
– Receipts
– Records
– Reporting
– Sales tax status
- Inventory It’s about accountability.
It’s about liability.
It’s about sustainability.
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Equipment
Accessories
Usually not consumables
Inventory components
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Item description
Serial Number
Cost
Purchase details
Date
If FFL item
– Name, date, location of dealer’
– Name of person signing FFL paperwork & instant
background
• Current possession/location
• Pencil & paper
OR
•Computerize
Firearms/equipment Storage
• Whatever works for you & your situation
• THINK:
– What’s safe
– What’s necessary
– What’s prudent
– What’s reasonable
– What makes sense
One size does not fit all.
Best Practices:
• Items to consider
– Safes
– Locked hard cases
– Locked rooms
– Trigger locks
– Central location
– Individual homes
– Insurance
– Etc.
- Risk Management -
Risk Management Definitions
• Risk: an act or phenomenon which has the probability
(possibility) of causing negative outcomes.
• Liability: Being responsible or accountable
• Assets: Things of value held by an individual or
organization.
• Risk management: Protecting assets by minimizing
the potential for negative outcomes
What are the assets of the 4-H
Shooting program?
Risk Management Definitions
• Reasonable and prudent: Behaving in a
manner equal to or greater than the standard
set by a person with training and experience
in the field.
• Negligence: Failure to uphold responsibility
To prove negligence:
1. Duty of care
2. Breach of duty
3. Injury occurred
4. Reasonable connection between 2 & 3
Managing Risk
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Avoid
Assume
Reduce
Transfer
• In reality most risk management
strategies are a combination of 2 or more
MO Shooting Sports Minimum
Risk Mgt Guidelines
• Volunteer application/screening process
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Volunteer Orientation & SS certification
Medical/accident insurance
Health consent form
Parental permission/waiver of liability
Emergency plan
Incident report
Required Safety course for students
Safety Requirement
• Currently accept Hunter Ed in lieu of
740 SS Safety
• SS Safety
– 6 hour minimum (at least 2 sessions)
– Include “hands on”
– Utilize 740 SS Safety curriculum (draft)
– Conducted by local discipline instructors
Does every instructor know the mandated
risk management policies?
Are the policies followed by every
instructor?
Who is responsible for policies being
followed?
Administration
• Other ?
Communications
• Lack of – is No. 1 problem with many 4H
groups
• Internal
– Extension office & Coordinator/SS program
– Coordinator & Leaders
– Leaders & Members/families
– 2-way street
• Donors
• Community
Communications
• Communicate
– Requirements/expectations
– Dates/deadlines
– Opportunities
• Workshops
• Shoots
• State team info
• Awards
Planning –
(time & priority depends on your unique situation)
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Initiate the planning
Share your vision
Develop a plan, and
Finalize plan - with
– Certified Leaders
– Older Youth
– Parents
– Community members
(County SS Committee)
A Plan!
• Plan for success!
• Plan your work….
work your plan.
• County Plan
“Plans are only good intentions unless they
immediately degenerate into hard work.”
Peter Drucker
American (Austrian-born) management writer (1909 - 2005)
3 Questions to answer:
• Where are you now?
• Where do you want to go?
• How are you going to get there?
County Plan
• Vision/Mission Statement
• Objectives
• Structure & organization
– Program delivery
– SS Committee
• Situation statement
• Specific Goals
• Risk management – Emergency Plan
the Shooting Sports Committee
Quality Control
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Keeper of the Clover
Youth Development focus
Follow policies – State, local
Approved curriculum/methodology
Monitor the plan
Personality issues
Keep extension staff in loop
8 Essential Elements of
Positive Youth Development
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Positive relationship with a caring adult
A safe environment
Opportunity for mastery
Opportunity to value and practice service for
others
Opportunity for self-determination
An inclusive environment
Opportunity to see one’s self as an active
participant in the future
Engagement in learning
Liaison
• Establish a working relationship with
county extension staff
– Who?
– What? (expectations: staff vs. yours)
– How?
• The “go-between”
Remember that the extension staff person is
ultimately responsible for extension programming
Responsibilities - shared
• *Volunteer recruitment
and management
• *Resource
Development
• *Publicity, promotion,
marketing
• *Supplemental
learning experiences
Volunteer Recruitment &
Management
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What is needed?
Where to look?
How to persuade
Putting them to work
Supervision
How did it work out?
ISOTURE
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Identification
Selection
Orientation
Training
Utilization
Recognition
Evaluation
National
4-H Recognition Model
•The purpose of recognition
is to encourage and
support the efforts of young
people in learning to
improve their knowledge
and develop their life skills.
•Rewards positive
learning behaviors in youth.
Resource Development
• Funds
• Equipment
• Facilities
• Determine needs & wants
• Prioritize
– cooperatively
• Do the Homework
• Plan
• Pursue
Fund-raising
• NRA Grants
• “Critter Clubs”
– NWTF, Whitetails Unlimited, Pheasants/Quail
Forever, RMEF, Mule Deer Foundation, etc
• Corporate, Business, Individual Donors
• Fund-raisers
– Raffles
– Special events
– other
Publicity, Promotion, Marketing
Be careful what you wish for!
Supplemental Learning
Experiences
• Special programs
– Speakers
– Demonstrations
• Tours
• Special events
• State team preparation/try out
Responsibilities
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Administration
Communications
Planning
Quality Control
Liaison with
extension staff
• *Volunteer recruitment
• *Publicity, promotion,
marketing
• *Resource
Development
• *Supplemental
learning experiences
Hang in there!