Skip Navigation

Table of Contents - Youth Development Leadership Structure and Decision-Making Process

Print Friendly

Introduction

The UMCE 4-H Youth Development (4-HYD) leadership structure and decision-making process has been designed to effectively allocate resources to focus on positive youth development with respect to our UMCE plan of work.  The structure includes a central 4-H Program Leadership Team (4-H PLT) designed to be a core communication link and policy-making body, and to promote visionary leadership, direction and coordination within the program with respect to state and national initiatives. The 4-H PLT consists of all 4-H educators and professionals.  In addition, four core program teams have been created to direct statewide youth educational programs and initiatives.

4-H Program Leadership Team (PLT)

  • Membership: all 4-HYD educators and professionals and Pine Tree State 4-H Foundation Executive Director, this would also include Bryant Pond and Tanglewood staff.
  • Responsibilities:
    • Meet every other month (or as needed) to report on and coordinate the work of all Program Teams
    • Ensure the implementation of the 4-HYD strategic plan
    • Make any decisions needing to be addressed by the entire PLT
    • Responsible for the usage of the 4-H Name and Emblem
    • Serve as a point of final approval and accountability on all 4-HYD policies and procedures
    • Ensure development and implementation of appropriate 4-HYD policies and procedures, including issues related to liability, risk management, and dispute resolution
    • Seek input of staff, volunteers and youth as needed for decision making
    • Provide leadership in addressing staff development needs, evaluation of programs, and connecting 4-HYD staff with academic departments
    • Encourage collaborations among staff (4-H and UMCE)
    • Liaison Team to National 4-H, CSREES, other states, etc.
    • Promote visionary leadership, direction and coordination within UMCE 4-HYD program in cooperation with the 4-HYD PLT

4-H Policy team, subcommittee of 4-H “PLT”

  • Membership:
    • Program Administrator
    • Program Coordinator
    • Additional 4-H PLT members and 4-H Foundation Executive Director as needed depending on issue
  • Responsibilities:
    • Meet monthly, or as needed, between 4-H PLT meetings
    • Consider and prepare background information on changes or additions to 4-HYD policies and procedures for recommendation to the 4-H PLT
    • Create 4-H PLT agenda and send out one week before meeting
    • Review and finalize 4-H PLT minutes and send out to 4-H PLT within one week of receipt

Decision-Making Process

  • 4-H PLT makes final decisions regarding 4-H policies and procedures
  • All PLT members can contact the Policy Team to put business/policy items on the PLT agenda
  • 4-H PLT seeks input from staff, volunteers and youth as needed throughout the decision making process
  • 4-H Policy Team will  prepare background information on changes or additions to 4-HYD policies and procedures for recommendation to the 4-H PLT
  • 4-H Policy Team will send the proposed policy change to the PLT for a decision via e-mail or at the next PLT meeting
  • At each 4-H PLT meeting there will be one hour designated to discuss and decide on new policy and policy revisions that can not be handled via e-mail.  In the event that a resolution can not be achieved then the new policy or policy revision will be delegated to a subcommittee for further research and revision.

Procedure for amending the Policies and Procedures Manual

  • Any 4-H staff, volunteer, or youth may propose amendments to the Policies and Procedures manual
  • The proposed amendment should be presented to the Policy Team.  4-H volunteers and youth may give proposals to county staff, to be passed on to the Policy Team
  • The 4-H PLT will serve as a point of final approval and accountability on all 4-H Youth Development policies and procedures.
  • The Policy Team insures that approved amendments are integrated into the web-based manual.  All approved amendments include a date of revision and staff will be notified when revisions are made.
  • Staff will keep the 4-H community informed of changes

Communication Process

  • Minutes are taken at all PLT meetings and sent out to PLT members
  • Updates on Program Team activities are included in PLT minutes
  • Reports on Program Team activities are made to the broader 4-H community and other stakeholders on a regular basis

Individual Roles & Responsibilities

Program Administrator with 4-HYD responsibilities

  • Provide link between Administrative Council and 4-HYD PLT
  • Review and analyze roles and responsibilities of all 4-HYD staff
  • Prompt and guide strategic planning with the 4-H PLT
  • Conduct ongoing review of staffing and its implications with Administrative Council with advice from the 4-HYD PLT
  • Inform constituents of and represent the 4-HYD program with others (Administrative Council/Cooperative Extension/UM/state)
  • Encourage collaborations among staff (4-H and Cooperative Extension)
  • Supervise state 4-HYD Office
  • Review and approve budgets, with Administrative Council
  • Member of sub-committee for policy development (Policy Team) with Program Coordinator and 4-H Staff (as needed depending on issue)

Pine Tree State 4-H Foundation Executive Director

  • Act as programmatic liaison with Pine Tree State 4-H Foundation
  • Provide resources for funding opportunities to support the Program Teams and 4-H PLT
  • Provide leadership and a link between national funding sources and other 4-H Foundations to the Program Teams and PLT
  • Review and approve budgets, with Administrative Council
  • Review and present Pine Tree State 4-H Foundation Budget to the PLT
  • Coordinate Pine Tree State 4-H Foundation annual appeal, county fund development campaigns and state wide initiatives

Tanglewood 4-H Camp and Learning Center Executive Director and Bryant Pond 4-H camp and Learning Center Program Director

  • Act as programmatic liaison with Tanglewood 4-H Camp and Learning Center and Bryant Pond 4-H camp and Learning Center.
  • Provide link between Tanglewood, Bryant Pond and 4-HYD PLT
  • Provide resources for funding opportunities to support Tanglewood, Bryant Pond, the Program Teams and 4-H PLT
  • Provide leadership and a link between national funding sources and other 4-H Foundations to the Program Teams and 4-H PLT
  • Review and approve budgets, with Administrative Council
  • Review and present Tanglewood 4-H Budget and the Bryant Pond 4-H Budget to the PLT
  • Coordinate Tanglewood and Bryant Pond annual appeal, fund development campaigns and state wide initiatives

4-HYD Program Coordinator

  • Serve as primary programmatic contact for 4-HYD externally
  • Serve as liaison with CSREES (official “Program Leader”)
  • Serve as liaison with 4-H national/regional opportunities and with other states (in support of multi-state collaborations)
  • Share relevant information and resources from others with Maine staff and ours with them (agencies/organizations/universities in-state and out-of-state)
  • Interpret national directions as they impact and inform University of Maine Cooperative Extension 4-HYD
  • Take the lead in establishing a collaborative of Northern NE or NE states to provide representation to 4-H Cooperative Curriculum System
  • Make Maine visible in state and national 4-H scene
  • Disseminate information and minutes from state leader list-serves with 4-HYD staff, as well as other relevant information
  • Attend regional, national meetings and conferences in support of 4-HYD programming
  • Member of sub-committee for policy development (Policy Team) with Program Administrator and other 4-H staff as needed

4-HYD Program Team Leaders

  • Promote visionary leadership, direction and coordination within University of Maine Cooperative Extension 4-HYD program in cooperation with the 4-H PLT (Plan of Work specific to each team)
  • Attend regional, national meetings and conferences in support of 4-HYD programming
  • Provide leadership around capturing and accurate reporting of statewide impacts
  • Serve as primary programmatic contact for 4-H internally for the Program Team
  • Recognize and encourage collaborations among staff (4-H and Cooperative Extension)
  • Promote scholarly and creative youth development work with other faculty
  • Support processes that ensure ongoing system-wide evaluation of 4-HYD efforts
  • Support the Program Team by seeking external funding
  • Work with team to create Program Team budget
  • Report on Program Team activities to PLT and other stakeholders on a regular basis

Program Teams
The Program Teams are designed to carry forward the 4-HYD program work across the state.  Each Program Team has been recognized by the Administrative Council as a PLT group to receive funding in support of their goals.

  • Membership:
    All Program Teams are open to staff, volunteers, youth, and community members.
  • Responsibilities:
    All Program Teams are responsible for implementing the team plan of work.  Terms of the Program Team Leaders will be two years.
  • Programs Team Descriptions:

(To be updated every 2 years to reflect new program leadership team budget proposals.)

  1. Healthy Lifestyles
    1. Program Description: Provides skills to staff and volunteers that promote physical activity, nutrition and safety in their program designs, which lead to healthy lifestyle choices by youth.
    2. Programs:
      Farm and animal safety, Babysitting, Self-care programs, Nutrition, Cooking, and Food Preparation programs, Eat Well school and youth programs, Health Rocks and prevention programs, Enrichment/4-H Clubs. 
  2. Youth Community Action
    1. Program Description: Youth will gain the skills needed for responsible citizenship, service to the community, entrepreneurship and the ability to take leadership roles.
    2. Programs:
      Learn & Serve, Youth Action Programs, Youth Teen Leadership, Enrichment/4-H Clubs, Citizenship Washington Focus, National 4-H Congress, National 4-H Conference, Teen Conference, Teen Council, Leadership Conference, Civil Rights and Respect Teams 
  3. Science, Engineering, Technology
    1. Program description: We live in an information and technology age that makes learning skills and accessing science and technology critical.  Programs provide opportunities for youth to use science process skills, research based information, and critical thinking skills to solve problems and make decisions in the fields of natural science and technology.  Media literacy skills include ability to access, analyze, evaluate and create media.
    2. Programs:
      Animal science education and animal science 4-H clubs, Earth Connections, Environmental education programs, nature programs, GPS/GIS, after-school science programs/4-H Club/Enrichment Clubs, media literacy, Wind Power
  4. Sustainable Living
    1. Program description: Youth and adults will gain an appreciation for sustainable lifestyles for the preservation of a healthy environment and way of living (life skills). The goal of Sustainable Living:  adults, youth and families see themselves as part of an interconnected world and are committed to a sustainable future.
    2. Programs:
      Tanglewood 4-H Camp and Learning Center, Bryant Pond 4-H Camp and Learning Center, life skills, environmental outdoor education, 4-H club and school-based enrichment, youth leadership training, marine education, Vaughn’s Island, Blueberry Cove Camp, natural resource education, sustainable living

2008 Update: The 4-H PLT as a group decided to eliminate the Green Team. It was determined that there was a need for greater communication and 4-H PLT involvement.  The 4-H PLT will now meet every other month with a significant portion of the meeting being devoted to 4-H Program Team interaction.  The current Program Coordinator and Program Administrator will propose revisions to the Maine 4-H structure and decision making process to reflect this change with ultimate approval by the 4-H PLT.

In 2008 the Pine Tree State 4-H Foundation was given the Maine Conservation School camp located in Bryant Pond, Maine.  The camp has been renamed the Bryant Pond 4-H Camp and Learning Center and will serve as a statewide facility similar to that of Tanglewood 4-H Camp and Learning Center.

A new Program Administrator was hired and we continue to utilize a two-year rotation model for the Program Coordinator.  Each of the 4-H Program Leadership Teams submitted new funding proposals to the Cooperative Extension Administrative Council and all received full funding.


Back to Table of Contents