Southern Region 4-H Program Leaders
August 25-27, 2003
August 25, 2003

Commenced at 10:15


Introductions were made with a brief update of progress on the Rural Youth Development Grant: Charles Cox (Oklahoma), Alice Moore (Tennessee), Terril Faul (Louisiana), Paul Coreil – new adviser (Louisiana), Bob Meadows (Virginia), Bo Ryles (Georgia), Darlene Baker (Arkansas), Ruth LeBion (Puerto Rico), Dorothy Taggart (Arkansas), Dorothy Wilson (Oklahoma), Martha Couch (Texas), Joe Kurth (Kentucky), Susan Holder (Mississippi), Thearon McKinney (North Carolina), Kyle Fogt (N4-HYDC), Paul Waddy (Alabama), Wanda Burke, (Louisiana), Susan Halbert (National Council), and Marilyn Norman (Florida).  

Addition to the agenda included: religious neutrality, history & purpose of the group, dealing with privatization, membership fees, fee generation, and financial issues facing 4-H, copyright issues around CECEP.  Paul Coreil, Adviser, briefly discussed the issues of Copyright and the problems that are hidden in any joint effort. 

Darlene Baker has made arrangement for dinner. Transportation will be provided. Pick-up will be at 6:00 P.M.

Advisor Comments: 

National Updates:

Cathann Kress:
Bo presented a written and verbal report from her. She expressed her regrets at not being in attendance. Questions and advice should be shared back with her.  Bo presented the written report which reviewed staff assignments at the national level.  There is one position which is vacant currently. Name and emblem committee is moving forward, the delays have been running through Federal channels.  Version should be on the way.  An animated version, digitized, and power point presentation on correct usage should be coming.  Military installation efforts are continuing to expand. Programs of Excellence efforts are moving to being an on-going input effort rather than just having a call once a year. A decision has not been made for its format in the future-making it easier and more relevant, as well as tying into scholarship for youth development. One area of consternation – 4-H International efforts are highly impactful – both positive and high risk. The 4-H International Task Force has a great deal of work to pull together and make recommendations to Cathann. She will most likely be making recommendations to the Trust that will model the things we have done best, as well as reducing some of the liabilities. The Trust will be the group that will bring this to the forefront, rather than any individual.

National Conference will be moved (Thursday to Tuesday schedule) with the State Leader’s Meeting  held Tuesday through Thursday.  This will allow both to be successful (March 18-28). The conference will be shortened, but the cost will be the same.  4-H YDC is taking over the leadership for the programmatic part of the conference. Date needs to be established very soon. This is a ten day window.  The establishment of a date, 18 months ahead, is very important.  It was strongly suggested that we now have the 2005 date soon.

National 4-H Youth Directions Council – Kyle Fogt, Executive Director shared a presentation. The National 4-H Youth Directions Council is ensuring an equal voice for youth through youth and adult partnership at all levels of the 4-H system since 1998.  He noted that progress is being made and more is coming. He shared strategies, current efforts, council activities, and a written year-end report that was distributed. Specific suggestions were made into how to help state leaders bring positive changes via N4-HYDC.  In addition, goals for the coming year were outlined.  Questions and comments discussed included: current age of state representatives, creating a process for recruitment as well as content, a recommendation to get more involved in Collegiate 4-H activities,

4-H Trust Discussion:

4-H…The Power of YOUth is a six page quarterly newsletter that is produced by the NLT and there is a need to provide additional input from states and counties.  There are important communications that need to be opened to allow more state / county input.

4-H Brand Talking Points

Emerging Issues:

  Dr. Joe McGilberry, Director at Mississippi State, and Dr. Ramirez from Puerto Rico joined the group. 

Southern Region Leader’s Forum report was given by Bob Meadows. Dates are October 2nd through the 5th.  Virginia is in charge of the workshops, Florida is in charge of the Forum.  Seminars and workshops are great. There are excellent opportunities for socialization and leader development.  Fun shops / learning activities are held in the evening.  Agents, program assistants, and volunteers all benefit from the experience.  The rotation schedule needs to be updated.  Bob will update this and send it out. Planning committee for the 2004 will meet in Virginia in the fall.

PLC / PLN update
was provided by Charles Cox. It will be in Biloxi, August 29 – September 1, as a joint meeting with AEA and ASRED.  There was already a contract for a hotel and it will be held in conjunction with ASRED.  Most of the focus this year has been on CECP.  The annual work plan was the first posted.  One issue this year has been the replacement of individuals who did not participate in calls.  There is one action item to take forward.  

Experiential Design Learning Team
was mentioned; terms have expired without people being replaced, some committee meetings have been postponed due to funding issues. It appears that there needs to be a review of the committee.

Bo discussed National 4-H Congress which will be held November 28-December 2nd.  He serves on Board of National Congress that has a contract through 2007 with the hotel.  Other locations will be bid for 2007 and beyond. There was concern that it was consistently being held in Georgia, but many of the national donors are from Georgia.  It does need to be bid out, although the package is difficult to beat.  2004 will be the time in which the bids should be taken.  National Council still staff the conference.  As a region, Bo needs to be replaced on the board by Thearon McKinney while Bo serves as the National Chair for State Leaders.  A letter of support for Thearon and the invitation for replacement needs to come from the Directors. The letter needs to come from Charles to the Chair of the Congress. Donor relationships and solicitation for donors needs to be communicated with several of the partners (Georgia, National Council Foundation members, Trust members, etc.).  Doug Lyles needs to find the original standards and also review those for all involved. It is important to communicate about solicitation letters to avoid misinformation. There have been some changes in the Congress program this year.  The focus is around environment.  There is a donor reception, state leaders should participate.

Arkansas distributed marketing materials for the 21st Century Strengthening Families Conference.  She noted specifically the opportunity to submit proposals which are due in September.  Over 400 people attended the 2002 conference.

Meeting adjourned.  Meet at 6 PM

Tuesday, we will be meeting with FCS on After School programming and Child Obesity programming opportunities. We will also spend tomorrow morning charting out more on CECP. Tomorrow bring state reports.

August 26, 2003

The meeting was called to order by Charles Cox and guests were introduced.

Terril Faul reviewed the Biennial meeting. The schedule was reviewed: 1-5 is registration and 6 P.M. is the opening banquet. Each state is required to have an exhibit. Each state will receive $1500 to assist with registration, transportation, etc, in support of the Rural Youth Grant. Opening speaker Crystal Kuykendall will focus on Adult / Youth Partnership. The afternoon and evening will be educational activities / tours. Morning on Tuesday will be abstract presentations. Exhibit requests will also be forwarded to all. Tuesday will also be concurrent sessions for both educational programs as well as position specific break-outs. Wednesday will have a speaker with the program ending at 12. $150 Registration fee plus the hotel fee will cover the costs. The location is the Hotel Monteleone, 214 Rue Royale, New Orleans, LA 504-528-3341.  He confirmed the committee for abstract review and indicated that correspondence would be resent about abstract proposals. A quick count of potential participants was completed.

The 2006 Site for the Biennial meeting needs to be set soon. Mississippi volunteered.

Several of the items from yesterday needed to be covered.

Fee generation and privatization:

Several states have been through the process. In Iowa, the reasons for implementing a program development, based on enrollment, charged against the counties. Counties found a way to raise the fees through local fundraising, charging the youth, etc. Extensive time was spent in selling the idea. Year one was tough. In other regions, they are using the name of cost recovery. Iowa and others have developed fee or cost recovery methods for all delivery modes. Missouri has done cost recovery for indirect costs such as volunteer screening, curricular materials, etc. Many counties / states are trying to work to find ways to help pay for the items which are beyond salaries. Iowa built in a way for individuals who not pay (kept confidentially). The lesson learned in Iowa is that people are more than willing to pay for 4-H. The concern that other funding sources would reduce allocations was not realized, although there was a small reaction. Iowa put the assessments to the county extension councils back into staff – it paid for five full time specialists. If the process is framed correctly, this can happen. Several states add an administrative fee to state events. Many states do charge for all literature. In any situation, the finances must be transparent. The stage must be set appropriately.

Thearon noted that budget management and financial skills is a big skill building area that 4-H (in the PRK) has not addressed very well.

Texas discussed a “whole plan” about how the 4-H program is supported. They discuss fee supported rather than fee based. They also charge $5 per day per camper for facilities improvement.

Iowa did subcontract and added a fee to cover event management. One approach he took was to keep the assessment for a given number of years. The reason the fee worked, in Iowa, the community club work is valued so highly.

Susan will share items from the other regions and the Trust will continue to explore. Kyle has participated in a cost recovery process in Ohio. They decided to hike up costs of curriculum. He tends to think that the Iowa assessment is appropriate. He would pay $10 to support the 4-H program.

Budget situations:

Legal Issues

The group reconvened for a joint meeting with FCS State Leaders.

After School programs was also introduced as a topic. Linda initiative began as a result of several different things: School Age Child Care initiative had a task force to work in afterschool, and the National 4-H Council work with JC Penny who indicated that all they wanted to work on was After School efforts. A task force was initiated to help move Extension into this arena. Also the 21st Century Grants became available. Two grants were obtained, the first a planning grant, and the second – 4-H AfterSchool in a Box. This curriculum is primarily a sampler of various activities as well as a staff development guide. Many FCS agents are already involved in Child Care Providers and do training; this staff development is comfortable. The three guides in the “box” has been very popular and is a good resource. Last spring, there was a national roll out conference in St. Louis. A state plan was required. In addition, we have had access to the rural development grants which had as a component of After School. It is very important that Extension partner with other partners in youth development based in the community. This is very important as a part of the next stage. We also are seeing Clubs in a club. Having the kids and the place, there is a great opportunity to serve kids. 4-H agents may be a barrier, but they need to see that the process is the same. It is being promoted throughout the JC Penny stores.

We want to insure that all Extension professionals realize that the agents continue to provide educational services to after school staff, not work directly with the youth. FCS and many other program areas have a great opportunity to have information presented in a club / afterschool setting. Childhood obesity is a wonderful topic for work in an afterschool setting. Teen 4-Hers and HERO members could be involved in teaching. Arkansas – LIFE after school (Leadership Information for Educators)– great experiences.  

Susan Halbert, from National 4-H Council, needs to know that we as both FCS and 4-H State Leaders are supportive of this. JC Penny wants Extension to be working through the other partners – they see Extension as an educational partner with positive things to contribute to the effort.  

The groups parted and continued meeting separately. 

Innovative Grant opportunities were shared by Dorothy Wilson. OrganWise kits – for 5th graders and adolescents. EFNEP / FNP and 4-H could purchase and then share. Training is extremely important. FF News is also a good vehicle.  

Susan recommended that we always keep ourselves aware of how we incorporate young people into a long-term series of supportive environments. And that we are continuing to sustaining the relationship with FCS.


Items to be included on the plan of work-presented by Charles (incomplete list)

Calendar item:

Recommend the following dates for the State Leaders Meeting – March 23-25, 2004, at the National 4-H Center. This should be shared with the Regional Chairs. We will meet alternately East and West.

The concept of “Club in a Club” has possibility, particularly for after school and urban community.

State Reports:

South Carolina sent a state report and a job description.

Virginia provided a written report of urban and rural reports.

Arkansas reported on the afterschool training that was conducted, and shared the resources that were provided. Mike Klump did the leadership initiative training, staff development training modules.

Meeting adjourned 4:45 PM

August 27, 2003

The meeting was called to order at 8:30. Dr. Charles Norman and Dr. Henry Brooks were additional guests, and later during the morning, Dr. Anna Mae Koebbe joined the group.

State reports were given both orally and in written reports.  

Meeting adjourned 11:00 a.m.

Notes taken by Marilyn N. Norman, Florida.