Purpose

The North Dakota 4-H Program Oversight and Policy Board is an advisory board to the NDSU Extension Service 4-H Youth Development Program. It is composed of a representative and diverse group of 4-H youth, volunteers, and staff to discuss policy issues related to the North Dakota 4-H Youth Development Program.   The board examines policy issues to determine if new or revised policies are needed, draft recommendations for policies, and identifies appropriate review for policy changes.  The board makes recommendations to the Center for 4-H Youth Development Chair who will take the recommendations to the appropriate decision-making body (Extension Leadership Team, Vice President, etc.) The board also provides leadership and guidance regarding implementation of new or revised policies.  This includes developing a plan and timeline for implementation and follow up; developing supporting documents and integrating them into the communication pieces for staff, youth and adult volunteers who work with the North Dakota 4-H program.

Board Member Responsibilities Include:

• Assist with the identification of agenda items

• Participate in 4-H Program Oversight and Policy Board meetings

• Provide input and feedback on policy and/or procedural issues in the ND 4-H Program

• Gather and express ideas of constituents and stakeholders

• Complete action Items assigned at meetings

• Hold policy discussions confidential, when appropriate

Board Members are Responsible to:

• Chair, Center for 4-H Youth Development, NDSU

Board Make-up is:

• Five Extension Agents of the NDSU Extension Service

• Two Adult Volunteers in the North Dakota 4-H Program 

• Two 4-H Youth Representatives who are enrolled in the North Dakota 4-H program

• One Extension Specialist from the Center for 4-H Youth Development

• One Representative from the NDSU Extension District Directors

Ex-officio members (non-voting) of the Board:  

• Chair, Center for 4-H Youth Development

• Recorder (a support staff representative from the Center for 4-H)

Financial Support

Travel costs to participate in Board functions are reimbursable expenses through the Center for 4-H Youth Development. Volunteers and youth may be reimbursed through the ND 4-H Foundation.

Selection Process and Terms

Policy Committee members will be selected by the Chair, Center for 4-H Youth Development, with input from the NDSU Extension Service Leadership Team. Selections will be made to ensure diversity of experience and geographic/regional representation. The Chair, Center for 4-H Youth Development, can appoint replacements in the case of vacancies mid-term. The terms will be for three years with an equal representation of terms ending in each year of a three year cycle. Initial board members will draw one, two or three year terms to establish the rotation.  Members are eligible to be selected for a second term.  No member can serve more than two consecutive terms.

Timeline

Terms follow the calendar year (January 1- December 31).

The following timeline should be considered in order to allow for recruitment and replacement of members:  

            July 1 – Applications announced to county staff and posted on web

            September 1 – Applications due at Center for 4-H office

            November 1 -- New members notified and announced

            January 1 – Term begins

Meetings

Meetings will be held quarterly as warranted. 4-H policy changes for the ensuing 4-H club year will be considered and approved once per year, usually at a meeting held in late spring or early summer. The meetings may be held via different mediums including face-to-face, video-conference and telephone conference.

Policy Change Timeline

Recommendations for 4-H policy changes will not be approved until a 60 day comment period has been provided. This will provide an opportunity for staff, volunteers, youth and other stakeholders to give input.  Once approved by this board they will be forwarded to the Center for 4-H Youth Development for further consideration and possible implementation.  Generally speaking, policy changes will follow the official 4-H year (September 1-August 31) for implementation.

Board Members

Ex-Officio members (non-voting)
 

Brad Cogdill                   

Center for 4-H, Chair

bcogdill@ndsuext.nodak.edu

Developed by Brad Cogdill

for December 10, 2004 meeting

ADOPTED 12/10/2004

UPDATED 1/7/2008

EFFECTIVE 1/1/2005