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Establishment of the Joint Program Committee Meeting and Program Leadership Committee

Coordination of programs and sharing resources within the region has been a long-standing priority of Southern Extension Administrators and Directors. For years, the Southern Extension Directors looked to four program committees to share resources and coordinate programs across the Southern region--Agriculture and Natural Resources, Home Economics, 4-H Youth, and Community Resource Development. Extension Administrators.

This worked well until the economic, social, and political environments in the South and nation began changing so rapidly and frequently that a new structure was required, one that would enable the system to respond rapidly with multidisciplinary, issues-based programs.

In 1989, the Southern Extension Directors appointed a Southern Region Task Force on Organization to make recommendations on how to organize to meet regional issues and meet multidisciplinary issues. These members were:

Directors Roy Bogle (OK) and Zerle Carpenter (TX) served as administrative advisors to the group.

Directors approved the Task Force on Organization's recommendations at their September 1989 meeting. This action:
 

• Established a more interactive and multidisciplinary system for regional committee program planning, implementation, and accountability;
• Established an operating structure that encouraged anticipation of emerging regional issues and the ability to lead programming related to both single disciplinary and multidisciplinary programs;
• Created an ongoing dialogue with directors and administrators related to program needs, which avoided program duplication among committees; and
• Strengthened state programs.

In 1995, 1890 Administrators and 1862 Directors requested the Joint Southern Region Program Committee Meeting officially include 1890 partners in each committee. Although 1890 colleagues had been attending the joint meeting and several committees since the first annual meeting, the original structure did not specify 1890 membership on PLC.

The Southern Region PLC developed and approved new structure for the Southern Region Program Leadership Committee. The proposal was prepared by an ad hoc group of PLC which included Susan Holder, Billy Caldwell, Shirley Callaway, and John Bentley. The draft procedure was also shared with all program committees during the 1995 joint meeting in Charlotte, North Carolina. The proposal was accepted by Southern Region Directors and Administrators following the 1995 joint meeting. In 1996, two representatives, an 1862 and 1890 representative, were appointed from each committee to be on the Program Leadership Committee.

Mission

Foster and strengthen quality extension educational programming throughout the Southern Region by anticipating emerging program issues and needs, and implementing action processes to address them.

Vision

Anticipate emerging societal issues resulting in:
 

• Engaged Extension educational programming involving public and private sector partners, and diverse communities;
• A lifelong learning process and learning communities;
• Benefits to individuals and communities; and
• Demonstrated public value.

The Southern Region through the Joint Regional Meeting and the Program Leadership Committee is charged with four primary functions:

Strategic Planning

• Coordinating regional issue identification, development, and review process, and recommending emerging issues as new regional initiatives.

Program Leadership

• Providing leadership for anticipating emerging issues and implementing new initiatives.
• Planning and facilitating interdisciplinary Extension programs, responding to regional critical issues, and embracing the needs of diverse communities.
• Establishing and coordinating regional task forces to develop content and educational plans for new initiatives.
• Developing and recommending a program review process to set program priorities and improve Extension programs.
• Encouraging multi-state, multi-region, and international programming.
• Establishing and maintaining external linkages to promote and maintain program partnerships.

Personnel and Staff Development

• Initiating and promoting a regional system for maintaining professional competence among all employees.
• Implementing staff development to effectively address diversity issues.
• Reviewing and recommending proven methods of delivering Extension programs.
• Encouraging multi-state professional improvement.

Commitment to Committee and PLC

• Demonstrating engaged participation in all committee and joint meetings.
• Continuously serving the committee to which appointment is made by the Extension Administrator or Director.
• Demonstrating engaged commitment when appointed to serve on the Program Leadership Committee.

Annual Joint Meeting

Annually, the seven program committees meet jointly for sessions. The meeting is planned by the SR-PLC based on recommendations by committees. The annual meeting includes joint sessions of all committees and concurrent individual committee meeting times. All participants are expected to attend both joint sessions and committee sessions.

The purpose of joint sessions is to address emerging issues common to all committees and to encourage networking and partnerships among participants. Committee meetings are focused on subject-matter specifically related to the committee assignment. Committees are encouraged to work together when issues involve more that one committee.

Committee Membership

There are seven regional committees. Each land-grant institution may send a representative to each committee. They are:
 

• Agriculture and Natural Resources Program Leaders Committee,
• Communications Program Leaders Committee,
• Community Development Program Leaders Committee,
• Family and Consumer Sciences Program Leaders Committee,
• 4-H Youth Development Program Leaders Committee,
• Middle Management Program Leaders Committee, and
• Program and Staff Development Program Leaders Committee.

Each committee will elect a chair and vice chair of the committee. Elected chairs and vice chairs serve one year beginning the day after the annual meeting in which they were elected and continuing until the end of the annual meeting in the subsequent year. Vice chairs often become the committee chair following their term as vice chair.

All institutions have the opportunity to send a program leader representative to each committee. The decision for participation is based upon mission and direction of the institution.

Each committee elects two Program Leadership representatives. One is from an 1862 Land-Grant institution and one is from an 1890 land grant institution. The term of appointment on PLC is three years. Each committee has an internal process for this election and appointment. Leadership of each program committee will be shared between 1862 and 1890 institutions.

The 1862 Extension Directors and the 1890 Extension Administrators will each appoint an individual to serve as an advisor to each program committee. Advisors to program committees will be co-administrative advisors.
 
 

Membership

The Southern Region Program Leadership Committee (SR-PLC) is authorized by and is administratively responsible to the Southern Region 1862 Extension Directors and 1890 Extension Administrators.

• Membership of the SR-PLC includes:
• one 1862 representative;
• one 1890 representative from each of the seven Extension program committees (Agriculture and Natural Resources, Communications, Community Development, 4-H Youth Development, Family and Consumer Sciences, Middle Management, and Program and Staff Development); and
• an administrative advisor from 1862 and 1890 to each of the program committees.
• Members are selected or appointed by respective program committees and are appointed to three-year staggered terms to provide continuity--one representing 1862 institutions and one representing 1890 institutions. For more complete membership information, read the SRPLC Guidelines for Operation in this document.
• One-third of individuals rotate off each year.
• The SRPLC selects a chair and vice-chair from the membership of appointed representatives. Each serve for one year. Term of office begins at the end of the annual joint meeting and continues for one year through the end of the annual meeting the following year. A new chair is selected from the committee representatives each year. The chair and vice chair are responsible for communication to the system (institutions/systems), and this is a jointly shared responsibility.
• The 1862 directors and the 1890 administrators select one administrative advisor each. Their role is to advise SRPLC and communicate with regional administrators and directors. The two will serve as CO-administrative advisors.

SRPLC Responsibilities

The Southern Region Program Leadership Committee:

• Provides leadership for development of Southern region multi-program area proposals that address existing or emerging issues. These issues are identified by program committees in the form of proposals or information.
• Receives, reviews, and comments on program committee (Agriculture, Communications, Community Development, 4-H Youth Development, Family and Consumer Sciences, Middle Management, Staff Development) reports and makes recommendations to Southern Directors and Administrators. Copies of program reports, with recommendations, are sent to the chair of the SRPLC prior to forwarding to the Southern Directors and Administrators.
• Monitors the needs for regional and national programming in the Southern region including:
  • the establishment of regional task forces or committees,
  • monitoring and recommending approval of multi-program area regional activities,
  • monitoring and recommending approval of regional activities originating in the program committees, and
  • reporting and recommending of approval/disapproval of activities to the Southern Directors and Administrators on a semiannual basis.
• Assures that information related to regional multi-program area activities is distributed to program committee representatives as well as Southern Directors and Administrators. This information includes SRPLC actions and task force reports. Program leadership committee representatives will distribute this information to their respective program committee chairs and members as appropriate.
• Coordinates and plans the annual Joint Southern Region Program Committee meeting.
• Evaluates and approves all program proposals that involve two or more committees.
• Submits approved proposals to administrators and directors for approval before they can be initiated.
• Communicates continuously with Southern Region Administrators and Directors regarding important information items, proposals, the progress of task forces, and emerging program direction.
• Communicates the status of proposals to appropriate program committee representatives or to the task force chairperson after action has been taken by administrators and directors . The SRPLC also gives oversight to implementation and success of the proposed actions approved.

A joint Southern region program committee meeting is held annually. It is typically scheduled at the end of August or beginning of September. Meeting sites rotate around the region and are recommended by SRPLC and approved by Extension Administrators and Directors.

Each land-grant institution in the region may send a delegate to each of the seven program committees. The program committees meet concurrently and jointly for multidisciplinary issues. Directors through the Association of Southern Region Extension Directors and 1890 Administrators may choose an Administrative Advisor to each program committee. Advisors will serve as co-advisors and communicate program needs to their respective group of peers.

In addition to the general sessions; planned by SRPLC; time is allocated for individual program committees to meet during the SRPLC annual meeting. Committee chairs and co-chairs set the agenda for committee business. Participants are expected to fully participate in sessions for joint meetings and committee business.

Annual Meeting Sites, Themes, Chairs, and Significant Actions

Building an Extension Agenda in the Southern Region     1989-90 SRPLC
Birmingham, Alabama, September 5-7, 1990
Chair:            R. Warren McCord
                      Community Resource Development Committee
                      Alabama Cooperative Extension Service
Vice Chair:    Jimmy Richardson
                      Program and Staff Development Committee
                      Mississippi Cooperative Extension Service

Significant Actions:

• Established an Extension Work in Urban Counties Task Force chaired by George Hadley, Georgia-- Southern Region 1890 representatives were invited to participate. A proposal was developed.
• Implemented the organizational structure of the Southern Region Program Leadership Committee and established an annual Joint Southern Region Program Committee Meeting where program committee met concurrently.

Cultural Diversity/Technology Trends and Application     1990-91 SRPLC
Atlanta, Georgia, September 1991
Chair:              Jimmy Richardson
                        Program and Staff Development Committee
                        Mississippi Cooperative Extension Service
Vice Chair:     William A. Allen
                        Agriculture and Natural Resources Committee
                        Virginia Cooperative Extension Service

Significant Actions:

• Established "Task Force on the Working Poor," with Martha Johnson, Alabama, as advisor.
• Established "Task Force on 4-H Health Curriculum," with Sharon Roland, North Carolina, as chair.
• Established "Water Quality/Waste Management Task Force," with Horace Hudson, Georgia, as advisor.
• Established "Ad Hoc Group on Cultural Diversify," with Meatra Harrison, Texas, as advisor.

Changing Environment for the Cooperative Extension Service   1991-92 SRPLC
Nashville, Tennessee, September 1992
Chair:             William A. Allen
                       Agriculture and Natural Resources Committee
                       Virginia Cooperative Extension Service
Vice Chair:     Horace Hudson
                       Community Resource Development Committee
                       Georgia Cooperative Extension Service

Significant Actions:

• Approved a health initiative that later became a SERA and the basis for a new national initiative, "Decisions for Health." Martha Johnson, Alabama was appointed advisor.
• Approved and conducted a regional workshop, Tennessee Valley Authority Regional Training. Horace Hudson, Georgia was chair.
• Established a Communities in Economic Transition, chaired by Larry Graves, Mississippi.

Moving the Extension Vision Forward        1992-93 SRPLC
New Orleans, Louisiana, September 1993
Chair:             Horace Hudson
                       Community Resource Development Committee
                       Georgia Cooperative Extension Service
Vice Chair:     Bill Schimel
                       Communications Committee
                       South Carolina Extension Service

Significant Actions:

• Reviewed all regional committees and SERA's.

Frameworks for Change       1992-93 SRPLC
San Antonio, Texas, September 1994
Chair:             Horace Hudson
                       Community Resource Development Committee
                       Georgia Cooperative Extension Service
Vice Chair:     Bill Schimel
                       Communications Committee
                       South Carolina Extension Service

Significant Actions:

• Extension Director, Zerle Carpenter, Texas, and Administrator, Lawrence Carter, Florida, drafted a new charge related to involvement and membership in SRPLC.

Empowerment Through Change      1994-95 SRPLC
Charlotte, North Carolina, September 1995
Chair:             Bill Schimel
                       Communications Committee
                       South Carolina Extension Service
Vice Chair:     Susan Holder
                       4-H Youth Committee
                       Mississippi Cooperative Extension Service

Significant Actions:

• Formed an "Organizational Structure Task Force," co-chaired by Susan Holder, Mississippi, and Billy Caldwell, North Carolina. Drafted a proposal that was approved by SRPLC, directors, and administrators.

Taking Responsibility      1995-96 SRPLC
Birmingham, Alabama, September 1996
Chair:            Susan Holder
                      4-H Youth Committee
                      Mississippi Cooperative Extension Service
Vice Chair:    Patricia Ganter
                      Family and Consumer Sciences Committee
                      Tennessee Agricultural Extension Service

Significant Actions:

• Implemented changes in the SRPLC structure.
• Established an "Ad Hoc Group on Accountability" to address concerns of directors, administrators and committee representatives. This ad hoc group was chaired by Patricia Ganter, Tennessee. It developed a strategic plan and action steps. The plan was approved by administrators and directors. The 1996 joint meeting focused on this theme. As a result there was a recommendation to develop a regional workshop on accountability that would include GPRA. The implementation of this workshop was delayed until GPRA goals and indicators were fully developed.

Building Collaborative Partnerships    1996-97 SRPLC
Tallahassee, Florida, August 24 - 27, 1997
Chair:             Patricia Ganter Sobrero
                       Family and Consumer Sciences Committee
                       Tennessee Agricultural Extension Service
Vice Chair:     Gregg Taylor
                       Community Resource Development Committee
                       Texas Agricultural Extension Service

Significant Actions:

• Asked the Program and Staff Development Committee to oversee Diversity programming.
• Asked the Middle Management Committee to oversee Urban programming. Retired the Urban Task Force.
• 4-H Health Task Force successfully completed the health curriculum and began implementation. The SRPLC requested information at the December 1997 meeting reporting implementation results.
• Retired the Ad Hoc Accountability Group and established a Task Force on Accountability to include SRPLC members and representatives of Directors and Administrators. The task force developed and presented an accountability framework model during the 1997 joint meeting and proposed it become a Southern Region model to encourage a common language for demonstrating program accountability at county, district, state, regional, and national levels.
• Approved and conducted a regional workshop on water quality.
• Approved a regional Rural Health workshop. Greg Taylor was chair.

New Relevance, New Challenges    1996-97 SRPLC
Little Rock, Arkansas, September 1998
Chair:             Greg Taylor
                       Community Resource Development Committee
                       Texas Agricultural Extension Service
Vice Chair:     Michael Ouart
                       Agriculture and Natural Resources
                       Mississippi Cooperative Extension