The Live Stream is scheduled to begin at 9:00am Campus to Council August 26, 2017

Effective Councils Campus to Council August 26, 2017

Objectives Understand State Statutes Know areas of responsibility Recognize the marks of an effective council Create a positive council culture Understand characteristics of effective members Identify strategies for becoming more effective as a member of the council In this lesson, our goal is to help you: • understand the role of Missouri State Statutes as they relate to extension councils, • identify the three major responsibilities of the council • recognize the marks of an effective council, and • know what you can do to create a positive council culture

What makes an effective council? Let’s begin by discussing the council as a whole.

State Statutes Extension councils created by state law State law (statutes) established regulations for how council would organize and operate Councils are compelled to follow these rules Extension councils are created in each county by Missouri state law. The law determines how councils are to be created, determines how the membership is to be comprised, sets terms and term limits for members, and defines the power and duties of the council. With this legal framework, it is critical that councils follow the law as it is written. To find more about the state statutes on extension councils, see the resources section of this module.

Councils have three primary areas of responsibility Program Input Governance Membership Extension councils are established with three primary areas of responsibility. They include providing input on the programs to be conducted in the county by MU Extension, organizing to govern the activities and resources of the council, and sustaining the organization through establishing its membership. Let’s take a closer look at each.

Program Input Gather input and report program needs Be open to new ideas Set priorities Recognize quality programs Understand program impacts On audiences Public (public value) Be a resource in community The first area of responsibility is program input. Councils are key to listening and gathering input from the public, and reporting on needs and opportunities throughout the county. In order to ensure that the programs provided are relevant, Councils should always remain open to new ideas. This includes asking questions, seeking solutions, and supporting new ways extension can address community issues, whether emerging or ongoing issues. Another role of councils is in setting priorities. With limited resources, councils play an important role in determining which areas of educational programming are most critical for the county. Effective councils also know how to recognize quality programs. They pay attention to reports on local programs and look at how those programs impact the people participating in them. They are also aware of the public value (benefits for all citizens of the county) of Extension programs. For example, a program such as “Dining with Diabetes” not only helps the people taking the class manage their disease, it also helps everyone in the community by improving health standards and reducing health care costs. Councils should be able to explain to stakeholders how what Extension does benefits all people in the county, beyond program participants. Effective councils are a resource in the community. Members are visible and accessible to leaders and citizens alike, and recognized as the go-to source for the University of Missouri’s resources for county residents. In summary, through providing program input, the council supports Extension staff in knowing which programs and services local citizens need and seek most

Governance Operate within statutes Follow University policy Stay within council’s scope of authority Follow Sunshine Law Comply with Title IX regulations Bylaws In order to be effective, and Extension Council must organize and operate according to certain established rules. Let’s review some of the important documents that councils must follow. First and foremost, Extension Councils must operate within the state law that created them. Refer to (council manual) for details on the state statutes governing Extension Councils. It is also incumbent upon them to operate in such a way that the programs and faculty comply with University of Missouri policy. Extension Councils must keep their activities within their scope of authority. For example, councils do not have the authority to hire or fire an Extension Specialist who conducts programs in their county, but they do have the authority to make recommendations or express concerns about a local specialist to the University. Since Extension Councils receive government funding, they are required to comply with Missouri’s Sunshine Law. This open meetings law requires councils to provide notice of upcoming meetings, and to make records of past meetings available to the public upon request. Details of the Sunshine Law are available from the Missouri Attorney General. Council’s must also comply with Title IX regulations, which protect people from discrimination based on sex. Many councils also have bylaws, which establish guidelines for the operations of the council.

Governance (cont.) Organize for action Provide responsible leadership Hold regular meetings Committee structure Plan for the future Provide responsible leadership Officers and committee chairs give direction Follow established decision making process Another aspect of governance has to do with organizing in such a way that the council is able to get things done. This includes holding meetings often enough to make decisions in a timely manner, and to hold meetings at a time and place that allows for good participation. The council should create committees in order to allow smaller groups of council members to work on specific aspects of council business. An effective council takes the time to be forward thinking – to plan for future rather than merely react to problems that come along. A business plan or strategic plan can be a tool to help councils be pro-active in creating the future they want. In order for councils to be effective, they must also have responsible leadership. The duties of council officers should be clearly understood, and it is the obligation of the officers to follow through on the duties they are assigned. It is difficult for any official group to be effective unless they have a clearly established method for making decisions. Many groups adopt Roberts Rules of Order and follow parliamentary procedure in making decisions. Less formal groups, such as committees, may choose to work through consensus. Whatever process the group uses, it is important that the members understand and follow it.

Governance (cont.) Provide fiscal oversight Maintain appropriate records Demonstrate values Civil, inclusive Welcome new voices One extremely important aspect of the council’s duty to governance is that they provide oversight for the financial resources of the council. This includes maintaining appropriate records of the finances, minutes, and other important documents. Because this is such an important area of responsibility, we have included an entire module to provide you more detailed training on this topic. We also expect that Extension Councils provide an welcome, civil and inclusive environment. It it’s the council’s task to represent ALL of the people in their county, and that can only be done by inviting all voices to the table.

Governance Evaluate effectiveness Board self-evaluation Annual report Advocate for financial support Fiduciary responsibility Exit surveys The final area of governance we will discuss relates to evaluating your own effectiveness as a council. It can be very helpful for a council to take the time to reflect on what they are doing well, as well as identifying goals for improvement. The annual report provides a snapshot of both the educational programs being conducted in the county as well as the council’s finances. This can be a helpful tool as you consider your own effectiveness. Consider how effective the council has been in securing the financial resources needed to provide quality Extension programs to the county, as well as how well they are managing the resources they have. Helpful tools include ( provide link to toolbox, i.e. minimum funding levels, council checklist, audit reports) The University provides an exit survey for outgoing council members, which can be a valuable tool to help you determine areas of strength and challenges.

Membership Follow state statutes Create a positive environment Active participation Work as a team Reflect diversity of community Celebrate accomplishments Recognize service Provide training The third major area of responsibility for Extension Councils is for membership. We have provided additional modules that discuss recruiting council members and conducting elections, so we won’t go into a lot of detail here. But we do want to quickly review some key points. As with other topics related to council operations, Missouri State Statutes set forth certain rules regarding council membership and elections. It is critical that council conduct their elections within these laws. But the responsibility of an effective council goes beyond the letter of the law. In order for this group of elected and appointed officials to work well together, it is important to foster a positive work environment. One where members actively participation in the discussions, decisions, and activities of the council. One where there is a sense of teamwork and members establish and work towards common goals. One where the membership reflects the different backgrounds and interests people throughout the county. One where accomplishments are celebrated and the time and talents of those serving on the council are given recognition. To build a positive, effective council we suggest that council members receive valuable training. Your participation in this training is a step in the right direction – we hope you’ll encourage your fellow council members to join you in this journey.

Exemplary Councils Advocate for Extension Are in touch with the community Promote Extension Serve as a resource We’ve given you numerous suggestions on what an effective Extension Council looks like. But what is it that makes some councils stand out above the rest? We would like to suggest that exemplary councils go beyond the minimum in filling their obligations. They are willing to advocate on behalf of Extension to stakeholders, speaking up about the difference that Extension’s educational resources can make in people’s lives. They are engaged in their community, they care about the people that live in their county, they know what their concerns are, and they work with Extension faculty to identify opportunities to address those concerns. They promote Extension to the community, both in public forums and personal conversations. And they serve as a resource to their community, bringing the educational resources of the University of Missouri together to address critical local needs.

Effective Council Members In the first part of this lesson we discussed the characteristics of effective MU Extension councils. Now let’s shift our focus to talk about your role as an individual council member.

Effective Council Members are Informed Engaged Loyal Innovative What does it take to be an effective member of your Extension Council? We believe that effective council members are well informed of the programs and resources available through MU Extension, they are engaged in the activities of the Extension Council, they believe in the mission of Extension, and they are willing to explore new ideas on how Extension can better serve their communities.

Effective Council Members are Informed Vision and mission Community needs and issues Extension programs and resources To be a well informed council member, you first have to understand the Extension organization. This includes knowing the mission and vision of the organization – the “big picture” of who we are and what we do. You must also have knowledge of the community that you represent. What are some of the issues facing your community? Who lives in your community and what are their challenges? A council member needs to be well informed as to the programs and resources that Extension has to offer to the community. Many council members come on the council with a knowledge of a specific program with which they have had contact – for example Master Gardeners or the 4-H program. But an effective council member takes the time to learn about the broader scope of Extension programs that are available to serve the people in your county.

Effective Council Members are Informed Vision and mission Community needs and issues Extension programs and resources Engaged Enthusiastic and passionate Willing to represent constituents Open minded Independent thinker Effective council members are engaged in the council. They do more than “take up space” at Extension council meetings. They are enthusiastic about the role that the Council plays in bringing resources to the people in their county. They are also willing to represent their constituents, speaking up with ideas or concerns that people in their county may have. It is important that council members are open minded as well – willing to consider new ideas, new solutions to problems, and new ways of doing things within the council or local office. We also hope that council members will be independent thinkers – raising questions when necessary and being willing to voice the concerns of the minority rather than just going along with what others think

Effective Council Members Loyal Committed to the mission Fulfill responsibilities Informed Vision and mission Community needs and issues Extension programs and resources Engaged Enthusiastic and passionate Willing to represent constituents Open minded Independent thinker We look to council members to be loyal to the organization. By that we mean that council members should understand the mission of Extension, believe in it and publicly support it. We hope that our council members value the role that education and information can play in improving the lives of Missouri’s citizens. In order for an Extension Council to be effective, it is important that each council member fulfill their responsibilities to the council. This would include active participation at council meetings, serving on committees, and following through on responsibilities and tasks that they take on as a council member.

Effective Council Members Innovative See opportunities Look for solutions Try new things Take risks Informed Vision and mission Community needs and issues Extension programs and resources Engaged Enthusiastic and passionate Willing to represent constituents Open minded Independent thinker Loyal Committed to the mission Fulfill responsibilities Finally, we hope that our Extension Council members will be innovative. In a world of constant change, it is important that our Extension programs evolve to meet current needs. This requires that our council members be willing to look at new opportunities and methods for delivering programs. An innovative council member is one who can recognize opportunities to bring Extension resources to bear to solve problems within the community. Sometimes this involves taking a risk to try something new, and it can also mean being willing to learn from those things that don’t go as planned, rather than seeing them as a failure.

Effective Council Members Informed Vision and mission Community needs and issues Extension programs and resources Engaged Enthusiastic and passionate Willing to represent constituents Open minded Independent thinker Loyal Committed to the mission Fulfill responsibilities Innovative See opportunities Looks for solutions Try new things Take risks If these are the standards for an effective council member, how would you rate yourself? Are there areas where you could improve your performance? In the next few slides we’ll look at steps you can take to be a successful member of your county Extension council.

Steps for Success Know your responsibilities Prepare for meetings Participate in meetings Connect to the community Learn about Extension programs Now that we’ve defined what we hope an Extension Council member will be, let’s talk a bit about how you as an individual member of an Extension Council can better equip yourself to serve in that role. We see these steps as some suggested “action items” that you could consider doing to improve your effectiveness as a council member. You’ve already taken the first step! Our first suggestion is to know your responsibilities as a council member, and by taking this training you are well on your way to accomplishing this goal. Second, take the time to prepare for your council meetings. Review the minutes before the meeting – these serve as the official record of decisions made by the council, so it is critical that these are accurate. Look at the agenda to see what is going to be discussed, then give some thought to your opinions on the issues so you are prepared to contribute to the discussion. Be an active participant in your council meetings. Contribute your ideas and suggestions, particularly when you have concerns. Keep in mind that once a decision is made, it is your obligation as a council member to support the decision. The time to express concerns is while a decision is being considered, so speak up. One of your responsibilities as a member of the council is to represent your constituents, and in order to do that you have to be connected to the community. Be aware of issues being discussed in the news as well as the coffee shop. Talk to people you know about their opportunities and challenges. A big challenge for council members is to be knowledgeable of the breadth of programs and resources available. Look for opportunities to participate in programs being offered, particularly in areas you may not be familiar with. Explore your county Extension office website to see what’s available, and pay attention to the reports your faculty are providing to the council about their programs.

Steps for Success Tell others about Extension resources Get to know your faculty and staff Advocate for Extension Support council decisions Avoid conflicts of interest Once you are familiar with the resources Extension can provide, tell others. As an Extension Council member you are in a unique position to connect resources to those who need it the most. Look for opportunities to let others know how Extension can help them. Become acquainted with the faculty and staff serving your county. Most council members are familiar with the faculty headquartered in their county because you see them regularly at council meetings. But there are several other regional specialist who provide programs within your county, so look for opportunities to know them as well. Extension relies on council members to be our advocate. Because Extension relies on county, state and federal funding to operate, it is important that key decision makers know the value of local Extension programs. Be willing to speak up on behalf of Extension. It is the obligation of the member of any council or board to support the decisions made by that group – even when you may disagree with the decision. As discussed earlier, your opportunity to disagree is during the discussion that takes place before a decision is made – and we hope you will do that. But once the vote is taken it is important that all members publicly support that decision. When council members begin to publicly criticize council decisions, it undermines the effectiveness of the council and the local Extension office. Finally, be careful to avoid any potential conflict of interest. It is never appropriate for a council member to personally benefit from the decisions made by the council. If you or a close family member could benefit from a decision made by the council, you should excuse yourself from voting on that decision. For example, if the council is considering replacing the flooring in the office and you own a flooring business, it would not be appropriate for you to vote on that decision. Your council should have a conflict of interest policy. If not, a sample policy is available at your council toolbox (insert link).