North Dakota 4-H Program

Oversight and Policy Board

 

 

November 24, 2003

 

 

 

November 24, 2003 

 

Present: Mike Hanson, Linda Hauge, Julie Hassebroek, Mike Ostlie, Angie Klubberud, Cindy Swenson, Jackie Buckley, Brad Cogdill

 

Absent: Gail Slinde, Rick Schmidt

 

The minutes of May 27, 2003 meeting were reviewed. Item 10 on the minutes should be corrected to read: Change rules about state livestock contests to “youth who win second place at the state contest are eligible to participate in the state contest the following year if they don’t participate at the national contest level. This will be effective September 1, 2004.” The remainder of the minutes were approved as written.

 

OLD BUSINESS: Brad reported on the follow-up requested to the youth protection policy from last meeting. He contacted NDSU General Counsel Rick Johnson and he recommended that the current policy regarding all staff being cleared/certified remain part of the policy and that no changes be made in policy regarding clearance/certification procedures for youth who turn 18 and attain adult rights during the year.

 

Item 1: DRESS CODE CHANGE PROPOSAL.

 

Following considerable discussion, Mike Hanson moved to approve the dress code proposal as presented with the exceptions that yellow, gray, green or white shirts be the solid color shirt choices and that the policy should include a statement about this being a positive approach to professional dress by the 4-Her. Motion was second by Cindy Swenson. Brad will revise the document he developed for the board and will send it to Karen Zotz for further consideration/action.

 

ACTION BY BOARD: Approved

 

Item 2: REQUEST TO ADD CONTENT TO 4-H HANDBOOK REGARDING THE RELATIONSHIP BETWEEN 4-H AND FAIR ASSOCIATIONS.

 

Karen Zotz requested that the policy board review the documentation we use that delineates the role of extension staff/program and county fair boards/associations. She requested that we review any statement(s) regarding memorandums of understanding between the extension service/4-H and fair boards/associations. The review should also consider whether delineation of roles/duties/responsibilities between county fair boards and extension agents is clearly delineated? 

 

This question arose because of a program issue that took place in another state (see attachment ‘fair associations’ to original e-mail to policy board.)

 

The board asked whether any formal memorandum of understanding is in place between extension/4-H and the state fair.

 

ACTION BY BOARD: Jackie Buckley, Linda Hauge and Angie Klubberud will review this issue and report their findings at a future board meeting.  They will solicit feedback discussion regarding this in committee work at Spring Extension Conference.

 

Item 3: REQUEST TO REVIEW THE CRITERIA FOR HOW CONTESTS/JUDGING TEAMS HOW RECEIVE FINANCIAL SUPPORT TO PARTICIPATE IN NATIONAL JUDGING TEAM/EDUCATIONAL ACTIVITY IS DETERMINED.

 

The policy board has an interest in expanding or changing the types of judging teams who receive finances to travel to national judging contests. They would like to know the criteria used to make this decision and make a future recommendation about what teams may be eligible in the future. Board members also inquired about financial resources allocated to program/curriculum areas in the Center for 4-H budget and the ND 4-H Foundation. There was an inquiry about how the International program funds will be reallocated due to the closure of that program effort.

 

ACTION BY BOARD: No information was available for this meeting.  Mike Hanson, Julie Hassebroek and Cindy Swenson volunteered to investigate this aspect of the program and report back to the board for a future agenda item. Brad offered to help gather information regarding this if needed.  

 

Item 4: REQUEST TO REVIEW 4-H HANDBOOK CHAPTERS 1-8 TO PREPARE FOR POSTING TO CENTER FOR 4-H WEB-SITE.

 

A review of the handbook will be the main item of business for the next meeting. Consensus was that board members will review the handbook and identify those portions that are policy of the 4-H program.  Board members can use the highlight feature in the word processing program or they can mark hard (paper) copy for the discussion at the next meeting. Consensus was also to pare down the size of the handbook if possible. Consensus was to finish this work previous to 4-H Updates. If possible, the board would like time on the update schedule to discuss with staff.

 

Item 5:  REVIEW OF “DRAFT” PURPOSE AND ORGANIZATIONAL STRUCTURE STATEMENT FOR ND 4-H PROGRAM OVERSIGHT AND POLICY BOARD.

 

Brad shared an initial draft of a purpose and organizational structure/operation guide with the group.  The document will continue to be refined and shared at the next meeting for further review.  The document will need to be reviewed by stakeholders previous to final adoption.

 

Item 6:  OPEN POSITION, ADULT VOLUNTEER.

 

Brad mentioned that there is still a vacant position on the board for an adult volunteer. He contacted Dale Naze regarding two recommendations from McKenzie County. Brad contacted one of the nominations by phone message but has not received a reply. A follow-up may be necessary.

 

Next Meeting: Brad will pursue scheduling the next meeting via videoconference for January 26 or 27th.  Mike Hanson would prefer to participate via telephone to eliminate driving. The others will attend at Fargo, Minot, Bismarck or Williston IVN sites.