Marshall, Mary

Richardson, Burl B.

Texas A&M University

Texas Agricultural Extensio • ./ Service 
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THE PROGRAM AREA COMMII it:~ =\ 
CHAIRPERSON i i ; 
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, 
Texas Agricultural Extension Service. Zerte L. Carpenter, Director. The Texas A&M University System. College Station, Texas 
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This publication was prepared for the chairperson of 
a program area committee, a part of the county's Pro-
gram Building organization. County Extension agents 
have other publications related to program area com-
mittee work, including B-1364 Program Area Commit-
tees, D-1082 Committee Guide, Program Area Com-
mittee worksheets and others. 
Prepared by Mary G. Marshall and Burl B. RichardsQ 
Extension program development specialists, The Texas 
A&M University System. 
THE PROGRAM AREA COMMITTEE 
CHAIRPERSON 
You Hold an 
Important Position! 
Whenever people gather to achieve a purpose, 
certain individuals guide the group's actions. 
Whatever the purpose or the group's size, leader-
ship is needed to help all members become in-
volved appropriately in activities. 
As chairperson of a program area committee, 
you hold a position of high leadership and great 
responsibility. You were selected chairperson 
because of your interest in the committee's pro-
ram area and your capability for guiding the 
group. Your committee can be highly effective with 
your leadership skills and understanding of how 
committees should work. 
Extension agents are your advisors. They look 
to you, the chairperson, when it is time for your 
committee to act. This means you are a "special 
individual" on your committee. 
This publication will help you to understand what 
. a program area committee is about, your respon-
sibilities as chairperson · and how to organize the 
tasks so that committee work will be satisfying and 
rewarding. Extension agents can help you, so 
keep in touch with them. They will work with you 
to plan committee meetings by outlining what to 
do before, during and after meetings. 
3 
The Chairperson's 
Responsi bil ity 
Your primary function is to organize and guide 
the committee's work in a way that members ac-
tively and enthusiastically participate in carrying 
out the committee's role. You'll organize the com-
mittee so that all members can participate effec-
tively in committee work. 
YOUR COMMITTEE'S ROLE 
The program building committee's executive 
committee periodically reviews county situations 
to determine areas in which educational programs 
are needed on a continuing basis. Then the ex-
ecutive committee establishes appropriate pro-
gram area committees that work closely with Ex-
tension agents to develop an educational program 
in defined areas of responsibility. 
You will organize or "manage" committee work 
toward active member involvement in: 
• Planning the educational program 
• Helping to carry out the plans 
• Evaluating results 
• Reporting accomplishments 
Since your program area committee has a 
specific area of responsibility (whether in 
agriculture, 4-H youth, home economics or com-
munity development), the chairperson should have 
a good understanding of the committee's subject 
matter area. This knowledge helps you and your 
committee to develop a sound educational pro-
gram that treats real problems of your committee's 
clientele. Some suggestions to help you expand 
your present knowledge of the program area in-
clude these: 
• Study the portion of the Long-Range Extension 
Program that deals with information about your 
committee's program area. This document may 
4 
ontain descriptive data about related situations 
ld major problems affecting people. 
• . (alk with Extension specialists and other 
resource people who have information about 
your committee's area of interest. Extension 
agents can arrange for specialists to talk with 
you individually or as an entire committee. They 
can help in identifying problems and in arrang-
ing opportunities for educational activities the 
committee can conduct. 
• Review publications, research information and 
written guidelines about your program area. Ex-
tension agents and specialists can provide 
these kinds of resources at your request. 
• Understand the four parts of your committee's 
role-planning, conducting, evaluating and 
reporting committee program accomplishments. 
The committee's role is described more fully in 
B-1364 "Program Area Committees." 
• Become familiar with program development pro-
cesses and resources about committee work, 
such as studying problems/needs, planning an 
annual program, publicizing and promoting 
educational programs, using resource people, 
recruiting and recognizing members, how to 
have effective committee meetings and the im- ' 
portance of involving others in decisionmaking. 
Extension agents have various aids available, 
such as worksheets and slide-tape sets, that would 
be especially appropriate to use at meetings and 
to review when new members join your committee. 
As you gain a good understanding of commit-
tee functions, you will recognize when committee 
meetings are needed, what should be accomplish-
. ed and what everyone can do to have an effec-
tive educational program for the people 
concerned. 
5 
PRODUCTIVE COMMITTEE 
MEETINGS 
Productive meetings are essential for effective 
committee work. It may not be easy, but you can 
make things happen! 
A productive meeting is one in which: 
• The reason to meet-purpose-is clear to all. ' 
• Members feel their time is well spent. 
• Interest and enthusiasm are high. 
• Attendance is good. 
• All members participate in decision making. 
• Everyone carries out some part of the work. 
• The purpose of the meeting is accomplished. 
YO!.J may have attended a meeting sometime 
when little was achieved and members just sat 
around listening. When this occurs, members 
usually leave thinking they might skip the next 
meeting. As chairperson, you are responsible for 
taking the right steps to involve people in the suc-
cess of meetings. 
It's like forgetting the can-opener on the camp-
ing trip and suffering a very frustrating situation 
If you don't have the tools for a productive 
meeting, it won't turn out right. A good meeting 
has its beginning long before the committee ac-
tually meets and carries its influence long after-
wards. You can learn what to do before, during 
and after meetings. 
Get Ready 
for the Meeting 
Adequate preparation is the most important fac-
tor for an effective meeting. This preparation 
should not be a last-minute task. Planning should 
be done at least 2 weeks before the meeting. Get 
together with your Extension agent to discuss each 
of the following items and take appropriate action: 
6 
• nderstand the purpose of the meeting. Decide 
-at should be accomplished by this meeting. 
uetermine the outcome you want. 
• Set a date and time when all or most members 
can attend. Try to avoid a schedule that con-
flicts with other events. Plan to meet when most 
members can arrange to be present. 
• Arrange for a meeting place. Sometimes you 
can't choose, but when you can, select a con-
venient place where members will be 
comfortable. 
• Decide how members will be notified about the 
meeting. Remember that the chairperson is 
responsible for calling the meeting. A personal 
contact (such as a phone call to each member) 
a day or two before the meeting assures good 
attendance. Usually the Extension agent.sends 
a reminder letter to members, but some type 
of direct contact improves attendance. 
• Prepare an agenda. This useful tool helps the 
chairperson to conduct the meeting. It includes 
a detailed list of items to do and discuss dur-
ing the meeting. 
Your Extension agent can provide a 
worksheet for preparing an agenda. Write "what 
is to be done" in one column and "who will do 
it" in another. Develop a timetable so you know 
how much time to spend on each item. This 
keeps the discussion moving and insures that 
all items are handled before adjournment. 
• Delegate responsibility to others; give 
assignments to members. Help them to get ac-
tively involved, to understand that they are 
needed and to spread the work among all 
members. Members will realize that they're ex-
pected to do more than just attend meetings. 
Members will stay interested in committee work 
if they have a constructive part in it. Assigning 
members tasks to do before or during meetings 
is an efficient way for you to help the group func-
tion. As chairperson, you delegate to others. 
• Identify and arrange for any printed material and 
resource people needed at the meeting. Before 
you go to the meeting, be sure you have 
7 
everything you need. You'll set a good exam-
ple for members to follow when YOl "e 
prepared. 
Conduct Committee 
Meetings 
Here are specific points to consider in conduc-
ting a meeting: 
• As chairperson, you preside. But don't do all 
the talking! 
• Call the meeting to order on time. 
• Set a relaxed atmosphere by being informal but 
business-like. Members tend to act or react ac-
cording to the tone set by the chairperson. Be 
enthusiastic! 
• Be sure someone on the committee keeps a 
record of the meeting. 
• Use the agenda you prepared. An outline copy 
for each member helps them stay on track, too. 
Follow Through 
After the Meeting 
A good meeting feels great!! All the members 
did their part-interest was high and you achieved 
what you intended to get done. Now that you have 
the momentum going, follow through on the tasks 
to be done after your meeting. Usua.lly you will: 
• Evaluate the meeting. Did the meeting achieve 
its purpose? Did most or all members attend? 
Could anything be done differently next time to 
improve attendance or the meeting itself? 
• Keep in touch with members who accepted 
assignments. Offer assistance when needed. 
County Extension agents will help the commit-
tee members as needed. Do not expect one per-
son to do all the assignments-it's a team ef-
fort. If all individuals do their part, the whole 
committee will achieve its purpose more easily. 
8 
• Contact members who did not attend the 
~ting and share the committee's decisions 
olld plans. You can help them see they were 
missed. 
• Send a written summary of the meeting to all 
members. The agent advisor can help in this 
effective way of communicating with everyone. 
The summary also serves as a reminder to 
those who volunteered to carry out some task 
after the meeting. 
• Keep other groups and organizations informed 
about your committee's activities, especially 
those who need to understand and support your 
committee's goals. Be sure to keep the public 
informed through mass media. What your com-
mittee does is important and others should hear 
about it. 
Maintain an Active 
Membership 
Keeping the committee active and interested is 
~ important task. Everyone needs to feel impor-
.. ...cht. Motivated members are active members! You 
can motivate members by expressing apprecia-
tion for what they do on the committee. An active 
committee makes your job more enjoyable. 
New members are needed when individual 
terms expire. Specific procedures for naming new 
members are included in the program building 
committee's standing rules. As chairperson, help 
to identify and select new members when they're 
needed. Contacting them directly and asking them 
to serve assures that new members are involved 
early in strengthening the committee's work. 
When you know members on a personal basis, 
this knowledge of their interests and capabilities 
helps you in involving each member in respon-
sibilities each would accept. 
9 
Members stay interested in committee work if 
they have a constructive part in it. Ass' "\lg 
members tasks to do before or during me 9s 
is a good way to help the group function. Match 
the assignment to the person! Ask members to do 
something they are able and willing to do. 
Someone may not feel comfortable introducing a 
guest speaker to a large group but could keep an 
attendance list or distribute materials. Othe~ 
migAt be interested in providing transportation to 
an educational event or setting up equipment 
before people arrive. 
YOUR FUNCTION AS A MEMBER 
OF THE EXECUTIVE COMMITTEE 
Your leadership is important not only to your 
program area committee but also to the executive 
committee of the program building organization. 
This group provides leadership and coordination 
to the total Extension program-the combined 
concerns and activities of all parts of the 
organ ization. 
As chairperson of your program area commit-
tee, you are also a member of the executive co 
mittee, representing your areas of concern in rela-
tion to the total Extension educational program. 
When the executive committee meets, you are ex-
pected to participate in carrying out its vital leader-
ship and coordination role within the program 
building organization. 
In representing your program area committee, 
you report on its plans, activities and ac-
complishments. You hear about what other pro-
gram area committees are doing. Major decisions 
vital to maintaining the best possible total Exten-
sion educational program and the best organiza-
tion for conducting it are made at the executive 
committee level. Your participation helps the 
group to evaluate the overall Extension program 
according to goals established by the group. 
10 

The place to go 
when you need 
to know ... 
County Extension Office 
Texas 
Agricultural ~ Extension -" Service 
The Teus A&M University System 
rr 
U 
, , , about agriculture, home economics, 
4- H and youth or community development. 
Drop by or call your county Extension office, 
You'll find friendly, well-trained agents 
ready to serve you with up-to-date 
information, advice and publications. Your 
county Extension office . .. the place to go 
when you need to know I 
Educational programs conducted by the Texas Agricultural Exten-
sion Service serve people of all ages regardless of socioeconomic 
level, race, color, sex, religion, handicap or national origin. 
Issued in furtherance of Cooperative Extension Work in Agriculture 
and Home Economics, Acts of Congress of May 8, 1914, as amend-
ed, and June 30, 1914, in cooperation with the United States Depart-
ment of Agriculture. Zerle L. Carpenter, Director, Texas Agricultural 
Extension Service, The Texas A&M University System. 
3M-1-86, Revision PB 


English

The Program Area Committee Chairperson.

Texas A&amp;M Repository

Texas Agricultural Extensio • ./ Service PM,Pte #e40~PM,Pte-----------------ZCDN~ ooo~o :..,.-....J}>o w"',..., CJ'1 ~" ~ ~ --....J ~ l THE PROGRAM AREA COMMII it:~ =\ CHAIRPERSON i i ; .~ . , Texas Agricultural Extension Service. Zerte L. Carpenter, Director. The Texas A&M University System. College Station, Texas :: cr ~ ~ -. ..c:. c 0(> ::; ..jrJ ; r \!) :: tJ ~ .-.J • Vl l,) r · c · • · This publication was prepared for the chairperson of a program area committee, a part of the county's Pro-gram Building organization. County Extension agents have other publications related to program area com-mittee work, including B-1364 Program Area Commit-tees, D-1082 Committee Guide, Program Area Com-mittee worksheets and others. Prepared by Mary G. Marshall and Burl B. RichardsQ Extension program development specialists, The Texas A&M University System. THE PROGRAM AREA COMMITTEE CHAIRPERSON You Hold an Important Position! Whenever people gather to achieve a purpose, certain individuals guide the group's actions. Whatever the purpose or the group's size, leader-ship is needed to help all members become in-volved appropriately in activities. As chairperson of a program area committee, you hold a position of high leadership and great responsibility. You were selected chairperson because of your interest in the committee's pro-ram area and your capability for guiding the group. Your committee can be highly effective with your leadership skills and understanding of how committees should work. Extension agents are your advisors. They look to you, the chairperson, when it is time for your committee to act. This means you are a "special individual" on your committee. This publication will help you to understand what . a program area committee is about, your respon-sibilities as chairperson · and how to organize the tasks so that committee work will be satisfying and rewarding. Extension agents can help you, so keep in touch with them. They will work with you to plan committee meetings by outlining what to do before, during and after meetings. 3 The Chairperson's Responsi bil ity Your primary function is to organize and guide the committee's work in a way that members ac-tively and enthusiastically participate in carrying out the committee's role. You'll organize the com-mittee so that all members can participate effec-tively in committee work. YOUR COMMITTEE'S ROLE The program building committee's executive committee periodically reviews county situations to determine areas in which educational programs are needed on a continuing basis. Then the ex-ecutive committee establishes appropriate pro-gram area committees that work closely with Ex-tension agents to develop an educational program in defined areas of responsibility. You will organize or "manage" committee work toward active member involvement in: • Planning the educational program • Helping to carry out the plans • Evaluating results • Reporting accomplishments Since your program area committee has a specific area of responsibility (whether in agriculture, 4-H youth, home economics or com-munity development), the chairperson should have a good understanding of the committee's subject matter area. This knowledge helps you and your committee to develop a sound educational pro-gram that treats real problems of your committee's clientele. Some suggestions to help you expand your present knowledge of the program area in-clude these: • Study the portion of the Long-Range Extension Program that deals with information about your committee's program area. This document may 4 ontain descriptive data about related situations ld major problems affecting people. • . (alk with Extension specialists and other resource people who have information about your committee's area of interest. Extension agents can arrange for specialists to talk with you individually or as an entire committee. They can help in identifying problems and in arrang-ing opportunities for educational activities the committee can conduct. • Review publications, research information and written guidelines about your program area. Ex-tension agents and specialists can provide these kinds of resources at your request. • Understand the four parts of your committee's role-planning, conducting, evaluating and reporting committee program accomplishments. The committee's role is described more fully in B-1364 "Program Area Committees." • Become familiar with program development pro-cesses and resources about committee work, such as studying problems/needs, planning an annual program, publicizing and promoting educational programs, using resource people, recruiting and recognizing members, how to have effective committee meetings and the im- ' portance of involving others in decisionmaking. Extension agents have various aids available, such as worksheets and slide-tape sets, that would be especially appropriate to use at meetings and to review when new members join your committee. As you gain a good understanding of commit-tee functions, you will recognize when committee meetings are needed, what should be accomplish-. ed and what everyone can do to have an effec-tive educational program for the people concerned. 5 PRODUCTIVE COMMITTEE MEETINGS Productive meetings are essential for effective committee work. It may not be easy, but you can make things happen! A productive meeting is one in which: • The reason to meet-purpose-is clear to all. ' • Members feel their time is well spent. • Interest and enthusiasm are high. • Attendance is good. • All members participate in decision making. • Everyone carries out some part of the work. • The purpose of the meeting is accomplished. YO!.J may have attended a meeting sometime when little was achieved and members just sat around listening. When this occurs, members usually leave thinking they might skip the next meeting. As chairperson, you are responsible for taking the right steps to involve people in the suc-cess of meetings. It's like forgetting the can-opener on the camp-ing trip and suffering a very frustrating situation If you don't have the tools for a productive meeting, it won't turn out right. A good meeting has its beginning long before the committee ac-tually meets and carries its influence long after-wards. You can learn what to do before, during and after meetings. Get Ready for the Meeting Adequate preparation is the most important fac-tor for an effective meeting. This preparation should not be a last-minute task. Planning should be done at least 2 weeks before the meeting. Get together with your Extension agent to discuss each of the following items and take appropriate action: 6 • nderstand the purpose of the meeting. Decide -at should be accomplished by this meeting. uetermine the outcome you want. • Set a date and time when all or most members can attend. Try to avoid a schedule that con-flicts with other events. Plan to meet when most members can arrange to be present. • Arrange for a meeting place. Sometimes you can't choose, but when you can, select a con-venient place where members will be comfortable. • Decide how members will be notified about the meeting. Remember that the chairperson is responsible for calling the meeting. A personal contact (such as a phone call to each member) a day or two before the meeting assures good attendance. Usually the Extension agent.sends a reminder letter to members, but some type of direct contact improves attendance. • Prepare an agenda. This useful tool helps the chairperson to conduct the meeting. It includes a detailed list of items to do and discuss dur-ing the meeting. Your Extension agent can provide a worksheet for preparing an agenda. Write "what is to be done" in one column and "who will do it" in another. Develop a timetable so you know how much time to spend on each item. This keeps the discussion moving and insures that all items are handled before adjournment. • Delegate responsibility to others; give assignments to members. Help them to get ac-tively involved, to understand that they are needed and to spread the work among all members. Members will realize that they're ex-pected to do more than just attend meetings. Members will stay interested in committee work if they have a constructive part in it. Assigning members tasks to do before or during meetings is an efficient way for you to help the group func-tion. As chairperson, you delegate to others. • Identify and arrange for any printed material and resource people needed at the meeting. Before you go to the meeting, be sure you have 7 everything you need. You'll set a good exam-ple for members to follow when YOl "e prepared. Conduct Committee Meetings Here are specific points to consider in conduc-ting a meeting: • As chairperson, you preside. But don't do all the talking! • Call the meeting to order on time. • Set a relaxed atmosphere by being informal but business-like. Members tend to act or react ac-cording to the tone set by the chairperson. Be enthusiastic! • Be sure someone on the committee keeps a record of the meeting. • Use the agenda you prepared. An outline copy for each member helps them stay on track, too. Follow Through After the Meeting A good meeting feels great!! All the members did their part-interest was high and you achieved what you intended to get done. Now that you have the momentum going, follow through on the tasks to be done after your meeting. Usua.lly you will: • Evaluate the meeting. Did the meeting achieve its purpose? Did most or all members attend? Could anything be done differently next time to improve attendance or the meeting itself? • Keep in touch with members who accepted assignments. Offer assistance when needed. County Extension agents will help the commit-tee members as needed. Do not expect one per-son to do all the assignments-it's a team ef-fort. If all individuals do their part, the whole committee will achieve its purpose more easily. 8 • Contact members who did not attend the ~ting and share the committee's decisions olld plans. You can help them see they were missed. • Send a written summary of the meeting to all members. The agent advisor can help in this effective way of communicating with everyone. The summary also serves as a reminder to those who volunteered to carry out some task after the meeting. • Keep other groups and organizations informed about your committee's activities, especially those who need to understand and support your committee's goals. Be sure to keep the public informed through mass media. What your com-mittee does is important and others should hear about it. Maintain an Active Membership Keeping the committee active and interested is ~ important task. Everyone needs to feel impor-.. ...cht. Motivated members are active members! You can motivate members by expressing apprecia-tion for what they do on the committee. An active committee makes your job more enjoyable. New members are needed when individual terms expire. Specific procedures for naming new members are included in the program building committee's standing rules. As chairperson, help to identify and select new members when they're needed. Contacting them directly and asking them to serve assures that new members are involved early in strengthening the committee's work. When you know members on a personal basis, this knowledge of their interests and capabilities helps you in involving each member in respon-sibilities each would accept. 9 Members stay interested in committee work if they have a constructive part in it. Ass' "\lg members tasks to do before or during me 9s is a good way to help the group function. Match the assignment to the person! Ask members to do something they are able and willing to do. Someone may not feel comfortable introducing a guest speaker to a large group but could keep an attendance list or distribute materials. Othe~ migAt be interested in providing transportation to an educational event or setting up equipment before people arrive. YOUR FUNCTION AS A MEMBER OF THE EXECUTIVE COMMITTEE Your leadership is important not only to your program area committee but also to the executive committee of the program building organization. This group provides leadership and coordination to the total Extension program-the combined concerns and activities of all parts of the organ ization. As chairperson of your program area commit-tee, you are also a member of the executive co mittee, representing your areas of concern in rela-tion to the total Extension educational program. When the executive committee meets, you are ex-pected to participate in carrying out its vital leader-ship and coordination role within the program building organization. In representing your program area committee, you report on its plans, activities and ac-complishments. You hear about what other pro-gram area committees are doing. Major decisions vital to maintaining the best possible total Exten-sion educational program and the best organiza-tion for conducting it are made at the executive committee level. Your participation helps the group to evaluate the overall Extension program according to goals established by the group. 10 The place to go when you need to know ... County Extension Office Texas Agricultural ~ Extension -" Service The Teus A&M University System rr U , , , about agriculture, home economics, 4- H and youth or community development. Drop by or call your county Extension office, You'll find friendly, well-trained agents ready to serve you with up-to-date information, advice and publications. Your county Extension office . .. the place to go when you need to know I Educational programs conducted by the Texas Agricultural Exten-sion Service serve people of all ages regardless of socioeconomic level, race, color, sex, religion, handicap or national origin. Issued in furtherance of Cooperative Extension Work in Agriculture and Home Economics, Acts of Congress of May 8, 1914, as amend-ed, and June 30, 1914, in cooperation with the United States Depart-ment of Agriculture. Zerle L. Carpenter, Director, Texas Agricultural Extension Service, The Texas A&M University System. 3M-1-86, Revision PB 

https://oaktrust.library.tamu.edu/bitstream/1969.1/129141/13/Bull1533a.pdf

The Program Area Committee Chairperson.

Abstract

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Texas A&M University

Texas A&M Repository

The Program Area Committee Chairperson.

Abstract

Similar works

Full text

Available Versions

Texas A&M University

Texas A&amp;M Repository

Texas A&M Repository