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Planning for Success Effective Meetings Project Development Graham County Cooperative Extension Melvina Adolf Clint Dryden Cindy Pearson Kacie Talley Carol Willis Today, we’ll learn how… Youth-adult teams work together to: • Understand and apply guidelines for effective meetings. • Create an agenda for your project, club or partnership meeting. • Outline a project to propose to your county organization. Youth - Adult Partnerships • Recognize that every member of a community, both youth and adults, has a part in creating a healthy community. • View youth as assets to their communities, and place youth in equal roles with adults in planning, implementing, and evaluating programs that shape their development, as well as the development of their communities. • Create opportunities through 4-H for young people to learn leadership, citizenship, and life skills through shared leadership with adults and youth in community settings. Youth-Adult Partnerships With your group, identify how: •Y-A Partnerships benefit youth… •Y-A Partnerships benefit adults… •Y-A Partnerships benefit projects… Your Team What are the strengths of your team? How will each team member contribute to the partnership? Activity: What is My Strength? TEAM Activity • 18 puzzle pieces • 3 pieces per puzzle • 6 puzzles • ALL are square puzzles During our class, consider… What is important when planning effective meetings? Let’s begin with leadership. Leadership • Leaders must be capable and responsible. • Chair/President serves as facilitator • Listens and responds appropriately. • Creates agenda consistent with needs of organization and in collaboration with other officers. • Models and enforces respectful environment. • Starts and ends meeting on time. Leadership cont’d • Secretary/Recorder • Listens and records accurately. • Re-states to clarify…when in doubt. • Records using alternate marker colors for easy reading. • LARGE print used when recording. Leadership cont’d • Chair and Secretary work together to: • Ensure smooth transition from one agenda item to the next. • Ensure all people share their thoughts. • Know and follow the agenda so that all items are discussed within the time allowed. BREAK 10:00-10:15 • Read what the other groups have written and posted on their wall!!! • What is your role in your team? • Who are the leaders in your team? • Who are the recorders in your team? Successful Meetings • Agenda includes “who” and time frame • Rules of meeting established • Committee reports • Other items for future discussion • Minutes from prior meeting and current agenda mailed before meeting Agenda • Purpose • Informative • Participation • Specific start and end time • Outcomes Sample Agenda AGENDA Program Planning April 5, 2006 1 - 4:30 p.m. 1:00 Program Marketing news article to Courier every Wednesday if not published, follow up ensure all current articles are eventually published calendar of upcoming articles for April - June – who writes? Carol Cindy 1:30 Meeting with Extension Board, April 12, 5:30 - 7:30 location – dinner and meeting area agenda – member input on our logic models and reactions to our presentations Carol 2:00 ATV Grant: Report on March 29 meeting and plans for April 5 meeting Melvina Cindy/Sissy Melvina Melvina/Cindy Melvina Melvina Western Region CVI meeting Salt Lake City: poster must be paid by May 15 Update on Camp TACO (June 29 - July 1) Update on WRLF (January, 2007) Update on 4-H Camp (July 28-30) 3:00 State YAC meeting May 6 and 7 Demo Day (April 8) Judging Day (April 22) Yard Sale (May 6) Hog Raffle (started April 1, ends May 6) Community Club Calendar 4:30 Adjourn Cindy Diana Diana/Cindy Diana Diana Diana Planning an agenda… • Following the guidelines, write out an agenda for your next YAC, Teen Council, or club meeting. • Trade agendas with another team and review for the guidelines…do you have suggestions for them? Please state your suggestions in positive words, and explain ‘how to make‘ those changes!!! Why have meeting rules? • Meeting stays focused on agenda. • People are attentive to the agenda… no side conversations. • Cell phone interruptions are eliminated. • Everyone has an opportunity to be heard. • Meeting is respectful! Graham County Teen Council Rules • Cell phones OFF or meeting mode • No sidebars • No rude remarks • Raise hand to talk Your rules? What are the rules your team wants for your meeting? Project Development •Logic Model •Inclusive Participation •Communication Logic Model Why use a logic model? • communicate within as well as outside our project • make sense - simplify our perspective • maintain focus on programming • evaluate programs • look at the whole picture • utilize a common language • think clearly about our goals and outcomes • write grants Youth Civic Governance Youth and adults working together in positions of authority to make decisions and take action to strengthen organizations, communities, and our democratic society. Logic Model Youth Civic Governance Situation To teach knowledge and life skills which enhance quality of life. Issue: ATV Safety Inputs/Inclusive Participation • Background knowledge about the project: citizens, Drew John, Terry Cooper, BLM, Forest Service, Sheriff, Gail Griffin, legislators • Resources available: grant funds (UA Community Vitality, EYSC, ATV, volunteers (John and Fischler connections at legislature), in-kind contributions, Tweens/Teens, Extension faculty/staff • Grant writer (if applicable) Communication • Committee meetings • Minutes, agendas • Timely • Outcomes • Committee reported to general meeting • Notes of appreciation and project outcomes mailed to partners, volunteers, financial supporters Outputs • Learn Facilitated Deliberation skills • Participate in four council meetings • Prepare for visit with state officials • Gail Griffin, former District 4 Representative • Terry Cooper, County Manager, and Drew John, County Supervisor • Visit State Legislature to present and support issue (ATV – Senate Bill 1508) • FUTURE: Meet with congressional representative in Washington, D.C. Outcomes - Impacts • • • • • • • • • • Learned strategies for effective meetings! Increased awareness of community issues. Increased understanding of legislative actions. Became aware of options when SB 1508 ‘died’. Decided team will author new ATV bill. Learned that appearance and manners ARE important! Learned how to be heard! Wrote $7500 ATV Grant, which we received!!! Planned ATV Safety Training…October, 2006. Had FUN!!! Project Development •What is a project that your group is interested in developing? •As a team, use the logic model to outline this project…to be completed and shared with all other groups. •As a team, present your logic model!!! Project Development • As a team, identify your issue. • Start filling in the information on your logic model. TEAM Project Team_____________________________ LOGIC MODEL WORKSHEET SITUATION What is the problem or need? INPUTS What we invest Issue_____________________________ OUTPUTS OUTCOMES – IMPACT Activities Participation Short Medium Long Term What we do Who we reach What the short term results are What the medium term results are What the ultimate impact(s) is Project Development • Complete logic model. • Present logic model to our group!!! Evaluation As simple as…. - What good things happened? - What would make it better next time? As detailed as collecting data for surveys. Evaluation assesses effectiveness of program and provides direction for future opportunities. CELEBRATE!!! So what have we learned? Well planned meetings produce results. Projects benefit from joint ventures. Youth-Adult Partnerships strengthen our projects. Logic Models ensure critical components are included and keep us on track. What will you take from today? ☺ What good things happened during this presentation? ☺ What are other things you’d like to learn or know more about? 4-H is a community of young people across America who are learning leadership, citizenship and life skills.