Adult Education Advisory Committees

1
Adult Education Advisory Committees

• Director/Coordinator/CBO Training
• March 13, 2007
• St. George, Utah

2
Democracy is cumbersome, slow and
inefficient, but in due time, the voice of the
people will be heard and their latent wisdom will
prevail.Thomas Jefferson
3
The Value of Shared Decision Making in Adult
Education Programs

• Its consistent with democratic principles
• It results in greater consensus and commitment
• It generates more ideas and better decisions
• It enhances staff, student and community
  satisfaction
• It improves communications

4
However, shared decision making is not
site-based management.It should therefore be
clearly understood by all that Adult Education
Advisory Committees are established to do just
thatADVISEand are not intended to direct or run
the day-to-day activities of a program.
5
Using the power of an advisory council
is not only the right thing to do, it is the
smart thing to do!Larry E. Decker, PhDC.S.
Mott Professor, Department of Educational
Leadership, Florida Atlantic University
6
Moreover, while Adult Education Advisory
Committees are a valuable addition to any
program, and are highly recommended by the U.S.
Department of Education, they are optional, not
mandatory.
7
What are the purposes of an Advisory Committee?

• To advise and assist the Program
  Director/Coordinator
• To ensure that Adult Education services are
  appropriate for the community
• To facilitate collaboration and partnerships with
  businesses and community agencies
• To design and advocate for exemplary, accountable
  Adult Education programs at the local level

8
What are the roles of Advisory Committee members?

• To establish and maintain contact with persons,
  groups, and organizations interested in Adult
  Education
• To make recommendations to the Program
  Director/Coordinator regarding important issues
  in Adult Education
• To assist the Program Director/Coordinator in
  advising local Superintendent/Chief Executive
  Officer and/or Board of Education/Board of
  Trustees regarding appropriate services to Adult
  Education students
• To participate with the Program
  Director/Coordinator in making presentations to
  local administrative officials

9
MembershipAdult Education Advisory Committees
should be broad-based and represent as many of
the following groups and individuals as possible

• Adult Education Staff and Students
• Higher Education
• Prisons and Institutions
• Central Office Administration/School Board/Board
  of Trustees
• Business and Industry
• Governmental Agencies (i.e., DWS, DRS)
• Community At Large

10
Membership Appointments

• Vacancies should be advertised and nominations
  approved school district or board of trustee
  officials
• Terms should be fixed and appointments staggered
  so that equal numbers of experienced and new
  members serve jointly
• Chairs and Chair-Elects should be selected by
  vote of the entire Committee

11
So far Ive had a nice day, but I havent
been to any meetings yet.Funny Business Cartoon
12
Meetings

• A regular meeting schedule should be established
  and posted
• Meetings should be open
• Agendas should be posted in advance
• Minutes should be taken at all meetings
• Minutes should be published and distributed to
  all Committee members
• Decisions should be made by consensus or simple
  majority of members present
• All member duties and procedures should be
  clearly spelled out in a set of By-Laws

13
In addition to the above, well-functioning Adult
Education Advisory Committees

• Provide a vehicle for cooperation between the
  program and the local community
• Result in coordination and cooperation between
  and among other community agencies
• Help assess the needs of the program and
  establish priorities for action
• Provide leadership and resources to assist the
  program with special projects and activities
• Promote public awareness of Adult Education needs
  and services

14
Well-functioning Committees (Contd.)

• Improve support for Adult Education within the
  community
• Enlist the help of community leaders and business
  partners
• Provide a forum whereby different viewpoints can
  be expressed and shared openly
• Provide assistance with program plans, budgets,
  and grant development
• Encourage cooperation with other agencies
  involved in Adult services

15
Effective meetings require planning in
advance, both on the part of the person who
chairs them and of the people who
participate.Dr. John A. CagleProfessor of
CommunicationCalifornia State University,Fresno
16
How to Motivate Committee Members

• Public recognitionnewspaper articles,
  newsletters, awards, pictures on display, etc.
• Pins or certificates for service
• Year-end awards for 100 attendance at meetings
• Special invitations to graduation ceremonies and
  awards programs
• Participation in conferences and staff
  development workshops

17
Were not here to see through each other,
were here to see each other through.Author
Unknown
18
How to Conduct Successful Meetings

• Advisory Committee meetings are public, so make
  sure meeting schedules are published and agendas
  are on display
• Place items needing discussion and action near
  the middle part of the agenda
• Plan for an open forum
• Send out agendas and minutes from the previous
  meeting a week to 10 days in advance
• Bring extra copies of the minutes and agenda to
  the meeting
• Ask members to call in advance if they are unable
  to attend
• Put a reminder about calling at the bottom of
  each agenda with the number to call

19
How to Conduct Successful Meetings (contd.)

• Place time limits on each agenda item
• Make sure the Committee Chair and the Program
  Director/Coordinator have discussed items before
  the meetings
• Allow for discussion of possible topics for the
  next meeting
• Arrange for comfortable surroundings and a nice
  meeting environment
• Always serve light refreshments
• Make sure meetings are no longer than 2 hours,
  and start and end on time
• Provide Committee Members with a folder to keep
  minutes and other important items together

20
Are you lonely?Working on your
own?Hate making decisions?Hold a
meeting!Office Sign
21
Six Basic Steps for Agenda Development

• Agenda preparation begins at the end of the
  previous meetingall unfinished items of business
  automatically become old business items for the
  next agenda
• The Committee Chair calls for additional items
  from the membership prior to the end of the
  previous meeting
• Members may add items to the agenda up to the
  deadline established the Committee
• The Chair in cooperation with the Program
  Director/Coordinator is responsible for
  developing the agenda
• Once the agenda is developed, it is distributed
  to the entire Advisory Committee
• Agendas should be in the hands of Committee
  members a week to ten days prior to the meeting

22
Develop an agenda and distribute it in
advance. This is the single strongest tool for a
good meeting.Dr. Barbara GillissOrganizational
Consultant,Specializing in Leadership
ManagementPrescott, Arizona
23
Benefits of Keeping Advisory Committee Minutes

• Committee minutes document the process used in
  cooperative decision making, not only the results
  of the committees efforts, but demonstrating
  compliance with policies or mandates
• Minutes provide a record of Committee activities
  and aid in report writing and the development of
  future program activities
• Minutes provide credibility and accountability
  for the Committees efforts

24
Benefits of Keeping Advisory Committee Minutes
(Contd.)

• Minutes provide those who could not attend
  information they need regarding Committee actions
  and decisions
• Minutes help with follow-up to Committee actions
  and assignments
• Minutes aid in formulating agendas for upcoming
  meetings
• Minutes provide continuity for the Advisory
  Council

25
A tree is known by its fruit a meeting by
its results. Diligence is often better than
science.4-H Manual
26
References

• Canova, Barb (Ed.) A Guide to Advisory Councils.
  (n.d.). The National Advisory Council Network for
  Community Education.
• Local School Councils Where We Stand. (1994).
  Arlington, VA American Association of School
  Administrators.
• Mitchell, James E. A Facilitators Guide to the
  Development Implementation of Site-Based
  Decision Making. (1994). Paradise Valley, AZ
  Shared Leadership.
• School-Site Councils, ERIC Digest, Number 89.
• Site-Based Decision Making A Collaborative
  Model. (1997). Farmington, UT Davis School
  District.
• School-Community Councils A Guide for
  Administrators in the Davis Schools. (2003).
  Farmington, UT Davis School District.
• Wuorio, Jeff. (n.d.) Worthless Meetings Rest
  in Peace. bCentral Bulletin. Retrieved February
  25, 2003 from www.bcentral.com/articles/wuorio.