Claude Bess, Chair, District Director, Oklahoma presided over the Middle Management Committee meeting on August 28-30, 2007.

August 28, 2007

Claude distributed to those present the names currently on the Middle Management listserv for corrections and updates.

The minutes of the 2006 San Juan, Puerto Rico meeting were reviewed. Ray Rice, District Director, Alabama moved the minutes be accepted, Steve Mullins, Regional Director, Louisiana seconded the motion.  The motion was approved.

Urban Pre-Conference Report

Barbara Board, District Director, Virginia, Chair, Urban Programs reported nine individuals participated in the Pre-Conference Urban Tour sponsored by the Middle Management Committee on August 27, 2007.  Barbara expressed appreciation to Richard Carraway, District Director, Kentucky and his area staff and volunteers for making arrangements for visits to local programs in the Louisville/Jefferson County area.  The tour included: Master Food Volunteer program for pregnant and expectant mothers in an area treatment program, 4-H Ambassador Program focused on leadership and communications at a local television station, WLKY32, and a community garden program involving Master Gardeners.  

Administrative Advisors’ Report

Dr Larry Arrington, Dean, Extension, University of Florida and Dr Celvia Stovall, Associate Administrator, North Carolina A&T State University reporting.

Dr Stovall reported that $100,000 EFNEP funds have been earmarked for 1890 programs.

 Dr Arrington reported that conversations are occurring on the organization of ECOP and how it should operate in the future.  The North Central Region has indicated they wish to stop paying an assessment to ECOP and they recommend that Executive Directors should be hired for the regions similar to the Southern Region. A group representing the five regions has been formed to develop inputs the NASLGCU.  Dr Arrington is on that committee.

 

PLC Report

Joe Schaefer, District Director Florida and the Middle Management Representative to the PLC reporting.  Joe reported that he had been participating in the quarterly conference calls to plan the annual joint meeting.  He has kept the group apprised of our progress and our Bi-Annual Conference held in Blacksburg, April 9-12, 2007.

 

2007 Middle Managers’ Conference Report

The 2007 Middle Management Conference was held at The Inn at Virginia Tech and Skelton Conference Center, Blacksburg, Virginia April 9-12, 2007.  Claude complimented Dr Judith Jones, Chair of the planning committee and the Virginia District Directors for their hosting and facilitation of the conference.  The Virginia District Directors present expressed appreciation to all for the support given by their institutions after the April 16 VA Tech tragedy which occurred one week later on campus.

Claude distributed an evaluation summary and income and expense report of the conference.  Conference Income was reported as $11, 400.00 from 60 registrants at $190.00 per person. Conference cost was reported at $12,011.17.
A discussion toke place whether or not the Middle Management Account should be left with North Carolina Foundation at NC State with Russell King now retiring.  The group did not see it to be an issue and thought the funds should remain there.  Donald Cobb, District Director, North Carolina agreed to work with the group and monitor the account.

Evaluation forms were returned by 42 conference participants.  A handout was distributed. Of particular note from the evaluation; 74% indicated increased awareness/understanding/skills regarding their middle management role, 98% indicated the conference experience to be excellence, and 100% indicated a future middle management conference should be held in 2009.  Georgia was cited as a good location for the 2009 Conference and North Carolina was cited for consideration for a future conference.

2009 Bi-Annual Middle Management Conference

Tony Roberts, Vice Chair and Southwest District Extension Director, Georgia proposed that the 2009 Bi-Annual Middle Management be hosted by Georgia.  John Parks, Georgia District Director discussed the possible tours that could be provided by Georgia.  A handout on proposed tours was distributed. Joe Schaefer moved that the conference be held in Georgia.  Quinton Hornsby, District Director, Arkansas seconded.  The motion carried.  

Appointment of Nominating Committee

Claude appointed the following to serve on the nominating committee:
Pam Hobson, Chair, District Director, Louisiana
Richard Carraway, District Director, Kentucky
Bonnie McGee, Urban Program Director, Texas
Quinton Hornsby
Joe Schaefer

The nominating committee had the responsibilities of developing a slate for the following positions: Secretary, Co-Chair Urban Program (Joe Schaefer will assume the Chair position), and CCEP Steering Committee Representative.
It was noted that Joe Schaefer has one more year to serve as the Middle Management committee’s representative to the PLC.

Call for Action Items

Claude asked the group to provide action/information items that could be placed before the PLC.  The following discussion took place regarding action/information items:

Joe Schaefer reported that he had been contacted by email from middle managers in other states regarding whether or not there was a need to have a national gathering to share practices and discuss the interest others might have. Perhaps a meeting during the 2008 Galaxy Conference and/or a web gathering.
The NC Region has a professional development conference like ours and it was suggested that representatives attend to gather insight on possible directions

Kyle Smith, Associate Director, County Programs, Texas recommended that the Chair contact the Directors and Administrators to encourage their urban representatives be included with the state delegation to the Middle Management functions.  Claude recommended that the PLC representatives need to make sure the Urban Pre-Conference goes on the overall PLN Conference agenda.

It was discussed that based upon the trends of recent years to reduce staffing due to budget cuts, increase responsibilities of middle managers, and the reluctance to add additional administrative staff due to perception, the need was identified by the group to look at the future of middle management in Extension.  The group desired that consideration be given to  succession planning due to prevailing conditions and the departure of many current middle managers in the next few years due to eligibility for retirement.

This discussion to this point resulted in the formation of the following action/items.

 

Information Item

1. 2009 Bi-Annual Middle Management Conference, Georgia
2. Succession Planning

Action Item

1. A Few Southern Region Middle Managers Participate in the NC Region

Middle Managers’ Conference
2. Middle Managers Participate in Galaxy Session

Perspectives on Middle Management from Advisors

Dr. Celvia Stovall shared with the group survey results on middle management from the literature and responses from informal discussions with Directors.  Dr Stovall recommended that attention be devoted by the group on the functioning of middle management and its sustainability.

Dr Larry Arrington commented that middle managers perform key functions for Extension.  He stated that they secure and manage diverse funding, manage a diversity of products/needs, facilitate communication, manage personnel, close the land-grant loop, and keep us out of trouble/litigation.  The following challenges with middle management were discussed.
            How much control do middle managers have?
            Local versus organizational needs
            Finding time to develop significant relationships
            How do we get our organizations to know the roles we do play?
            There is no one model for middle management in Cooperative Extension

Claude asked the group to consider what might be an effective model for middle management and how might we deal with developing our replacements.  Kyle Smith recommended that we propose to Directors some means of developing middle managers.  Larry Arrington recommended that we consider a track for PLN for leadership development.
 
Survey Results of Middle Managers in Southern Region

Prior to the conference, Joe Schaefer and Tony Roberts facilitated the development and distribution of a survey to Southern Region Middle Managers to determine their responsibilities.  All states except TN, PR, and VI responded to the survey.  The results were reviewed and discussed.  The survey results indicated the following:

● County Extension Directors Reporting to Middle Manager: Average 20 (range 2 to 41)

● Number of County Educators/Agents in Regions/Districts Reporting: Average 73 (range 40-200)
● Primary (P) or Secondary (S) Responsibilities
            19P/0S Recruiting and Hiring Professional County Educators/Agents
            17P/1S Annual Evaluations of Professional Educators/Agents
            18P/1S Personnel Issues
            17P/2S Budget and Salary Matters
            17P/2S Travel Authorization
            10P/7S Professional Development
            17P/2S Promotion
            12P/7S Leadership for County Extension Programs, Outcomes/Impacts
            12P/7S Maintaining Effective Working Relationships between Extension
                        and Local Governments
            11P/7S Developing and Maintaining Appropriate IT Plans and Equipment
                        for District/Region
            5P/13S Securing and Managing County Budgets

In addition, 18 respondents indicated they managed their own budgets, 15 indicated they have funds within their budgets to support county/city travel, professional meetings, equipment, etc, and 13 indicated they have long term programming plans for their district/region.

Future of Middle Managers’ in Cooperative Extension

To assist the committee with recommendations to Directors and Administrations on succession planning to prepare individuals for middle manager roles, the group felt it was important to identify needs and concerns related to fulfilling the role of middle managers.  During the August 28 and 29 meetings of the committee, discussions were held by attendees relevant to characteristics of effective middle managers, positive reasons to be in middle management, and barriers to middle management. The group brainstormed the following relevant to the aforementioned over the course of the conference.

Characteristics of an Effective Middle Manager

1. Strong work ethic

 

2. Good communication skills
3. Patience
4. Critical thinking skills
5. Experience with county programs
6. Organized
7. People skills
8. Decision maker
9. Broad knowledge and application of all areas
10. Committed to diversity
11. Leadership/Management skills
12. Vision for the big picture
13. Flexibility
14. Accept/Understand change
15. Loyalty to organization
16. Optimistic outlook
17. Tough hide
18. Professional role model
19. Willing to learn new skills
20. Able to motivate/facilitate
21. Understand group dynamics
22. Team player
23. Facilitation skills
24. Coaching skills
25. Political savvy
26. Graciousness
27. Ability to handle stress
28. Volunteer management skills
29. Ability to operate independently
30. Self-starter
31. Honesty/integrity/trustworthy
32. Empower others to accept responsibility
33. Helper

Positive Reasons to be in a Middle Manager Role
The group thought that in order to encourage others to assume middle manager roles, positive reasons for assuming roles needed to be identified and expressed. The following positive reasons were brainstormed.
 

1. Seeing staff development occur
2. Be a role model
3. Diversity of work/non-routine
4. Regional/national meetings
5. Ability to influence district/region/state
6. Resource for program leaders
7. Opportunity to lead
8. Opportunity to see big picture
9. Personal growth and development
10. Reward for excellent work
11. Salary/Retirement benefits
12. New challenge
13. Opportunity to make things happen
14. Prepares individual for next level
15. Opportunity for lifelong learning
16. New networking partners
17. Hiring/Offering jobs
18. Ability to shape future
19. Fix things
20. Opportunity to serve/use power for positive uses
21. Help others serve and solve problems
22. Opportunity to coach

Barriers
Committee members were concerned that often Extension faculty are reluctant to pursue middle manager roles.  The following was brainstormed as barriers associated with the role of middle manager

1. Salary differential not enough
2. Fear of making unpopular decisions
3. Travel/Time commitments
4. Too many responsibilities
5. Lack of mobility/relocation
6. Lack of understanding about job
7. Resistant to give up program area success
8. Fear of personnel issues
9. Loss of personal time management
10. Family issues/support
11. Limited pool of candidates
12. Change in peer group/relations
13. Academic requirements
14. Fear of “college related” issues

 

Claude recommended that a word document of the characteristics, barriers, and positives be sent out by the secretary to the middle manager listserv for additions and reactions after the conference. 

Adjourn

Nominating Committee Report and Elections
The following slate was presented:

Secretary:
Joe Schaefer District Director, University of Florida

CCEP Steering Committee Representative:
Steve Mullen, Region Director, and Louisiana State University (2 Year Term: 2007-2008 and 2008-2009)

Urban Program Representatives:
Chair: Joe Schaefer District Director, University of Florida
Co-Chair: Clarene Teague-Johnson, District Director, Alabama

Bonnie McGee moved we accept the slate presented for office.  Kyle Smith seconded.  The motion carried.

In addition to the positions elected, Tony Roberts, District Director Georgia will assume the Chair role (2007-2008), Barbara Board, District Director, Virginia will assume the Vice-Chair role (2007-2008), and along with Joe Schafer, District Director, Florida (2008) and Ellen Smoak, Regional Program Director, NC A&T (2009) will serve as PLC representatives.  

Guest Presentation

Andy Vestal and Shannon Degenhart, Extension Specialists, Texas presented information on an Animal Security and Health Network model.  A handout was distributed on this pilot effort which includes in addition to Montana, the Southern Region States of Virginia, North Carolina, Texas, Arkansas, and Kentucky.

 

Meeting with Program and Staff Development Committee 

The Program and Staff Development Committee joined the group to discuss curriculum needs.  Claude shared with the PSD committee the need for leadership curriculum to assist with the development of middle management leadership.  A discussion took place identifying leadership curriculum individuals were aware that might be useful.  Curriculum mentioned included: North Carolina’s County Directors, Kentucky’s Leadership Checklist, Arkansas’s County Managers, and American Academy’s Certified Public Managers. 

The Program and Staff Development Committee will have a round-table discussion in Atlanta in October and indicated they will share with us items that come from their discussions that relate to our leadership interest, as well as a compilation of leadership programs that currently exist.  The Middle Management Committee will look over what is shared, fill in the gaps, and identify those items that can be a part of a state and regional training and be included with CCEP.

Plan of Work

Claude shared a copy of last year’s Plan of Work.  He indicated the officers will develop the new Plan of Wok due in November.

State Reports

 State reports were submitted on line prior to the conference.  Claude distributed the committee a compilation handout of those reports gathered prior to the conference.  Individual state reports were given by the following beginning August 29 and concluding on August 30.

Mississippi: Tricia Knight, Interim Director, Coastal Research Center
Georgia: Lannie Lanier, District Director
Louisiana: Steve Mullen, District Director
Virginia: Beverly Butterfield, District Director
North Carolina: Donald Cobb, District Director. 
Florida: Joe Schaefer, District Director
Kentucky: Karen Ramage, District Director
Alabama: Ray Rice, District Director
Arkansas: Quinton Hornsby, District Director
Tennessee: Connie Heiskell, Regional Director
Texas: Kyle Smith, Associate Director, County Program
Successful Program North Carolina A & T State University/Small
Farm Week: Shelia Sutton, Executive Assistant to Administrator
Other Business

Urban Extension Conference: Bonnie McGee, Urban Program Director,
Texas reported the 2007 Urban Extension Conference in Kansas
City had over 400 participants and the 100 participants attended the pre-conference. The conference offered over 90 choices for workshops.
 Bonnie stated the 2009 conference will be held in Milwaukee and the

pre-conference will focus on administration. She urged all to consider attending the Milwaukee conference. Adjourn
Submitted by Barbara Board, Secretary

At the conclusion of the state reports, the meeting was adjourned until 2008.