Maintaining an Organization For Extension Program Development 
Anthony Reed areed@lorman.alcorn.edu 

The Extension Program Council is the organization providing lay leadership and coordination to Extension’s educational program in each county. Through its executive board, program committees and special task forces, the Council rings citizen representation and involvement into areas toward which Extension education is directed.

Programming is a collaborative effort involving both the professional Extension educator and learners, represented in program groups whose members are fully involved in planning and implementation of all phases described in the program development model.

Every county Extension agent has responsibility for working with one or more parts of the county Extension Program Council, the group that guides agents in long-range and annual programming. Agents should be familiar with possible Council structures, functions of specific units within the Council (the executive board and program area committees), membership qualifications, purposes and timetable for meetings, duties of officers and members, and resources available to provide support to the Council. These are addressed in this chapter, in Appendix A, Appendix B and in supporting materials.

PURPOSE OF COUNTY EXTENSION PROGRAM COUNCIL

The specific responsibilities and functions are carried out in the work of the executive board and program committees as they analyze various county situations and seek to understand the scope of Extension’s program possibilities. Together all the components generate and support a total Extension program. Cooperation and local support are essential for a successful county program development operation. It is important, therefore, that the purpose and functions of the total Extension Program Council are explained to and understood by its members and key leaders, such as commissioners courts, legislators, civic leaders and community organizations.

The Council’s work should not duplicate efforts of other organizations functioning in the county. However, in many instances, it will be advantageous for groups and agencies to work together on mutual concerns. It is essential that this be understood by all who assist in the Council operations.

In addition to the executive board and program area committees being the Council’s two major components, special sub-committees may occasionally be formed to do specific, short-term organizational assignments. These tasks may be program related (as when the Council sponsors a special project or educational activity) or related to organizational maintenance (such as nominating a slate of officers or planning the annual meeting). Membership may come from any part of the Council the executive board or program area committees. The executive board should dissolve special committees promptly upon completion of their talks.

Annual Meeting and Information Day. The Council meets as a whole once or twice a year, but the board and committees meet more frequently for their unique responsibilities toward program development.

The Council’s annual meeting serves for recognition of total program accomplishments and significant contributions/service by individuals. It can be a motivational or an educational event for its members and invited guests. The information day serves to interpret the Extension program and the Council’s work to different audiences each year. It may focus on recent programming in an area of wide public concern or present information about a specialized interest of the invited group, or even introduce Extension faculty to a segment of the community.

Reorganizing an Extension Program Council. In counties where agents are faced with a need to reorganize or form a new Council, they may begin with a temporary steering committee. The steering committee will be charged with defining its own general and specific purposes with guidelines presented in this handbook.

In most cases, however, a Council and various program area committees will have been established according to an understanding of concerns and interests for a previous time. Board members and agents should study county situations and determine the structure and resources needed currently for Extension program development.

THE EXECUTIVE BOARD

The executive board usually has from 12 to 20 members, including Extension Program Council officers, chairpersons of all program area committees, and other key leaders to provide needed representation for geographic, racial/ethnic and organizational segments of the county.

Meetings. The executive board should schedule meetings as needed to carry out its responsibilities. It is anticipated that this will require at least three or four meetings each year to carry out its functions and oversee Extension programming.



The board calls the whole Extension Program Council together once a year for officer election, evaluation of program direction, and recognition of achievements by program area committees and others.

1 Recognize, motivate and inspire Extension Program Council members toward exemplary service. 
2 Review work of the executive board and other parts of the council, evaluate accomplishments and take the lead in program re-direction when and where needed.

PROGRAM AREA COMMITTEES

Program area committees are usually referred to by terms that designate the specific area of their concern, such as “Extension beef cattle committee,” “Extension home economics committee,” “Extension 4-H and youth development committee” and “Extension marine resources committee.”

The number of program area committees and nature of their assignments are governed by the scope of the county’s Extension program and may change over time. Decisions about which committees should exist are made only after thorough analysis of county situations and action by the executive board. By being part of the Extension Program Council, each program area committee will operate within its authority or functions and not independently. Committees usually range in size from 8 to 12 members, although committees handling many interests may need a larger and more diverse membership. Program area committee members should represent the concerns and interests related to the group’s assignment. Chairpersons of program

A chairperson is selected by appointment of the executive board or election by the members of the program area committee itself, according to provisions in the “standing rules.”

Functions of Program Committees. As program groups, their responsibilities relate to planning, implementing, evaluating and interpreting (reporting) the educational program of work in a specific subject or issue area.

Primary responsibilities of program area committees are to:

1. Establish appropriate long-range goals based on thorough study of relevant county issues and conditions surrounding the issues. 
2. Study program direction and give particular attention to research and subject matter information pertaining to the committee’s assigned area.

3. Collect and interpret additional background information as needed.

4. Establish annual goals as benchmarks for program activity.

5. Make specific plans of action and discuss annual plans with the Executive board.