Emily Eubanks - Managing Volunteer Resources

Managing Your Volunteer Resources

Emily EubanksInterim Florida Master Gardener CoordinatorCommunications Coordinator, UF/IFAS CLCE

My Volunteer Experience

• Interim State Master Gardener Coordinator • Micanopy Friendship 4-H Leader• Florida Farm Bureau Women’s Leadership

Committee

Master Gardeners

• Citizens helping citizens• Extending information• Principles and practices

of environmental horticulture

• Volunteers in action helping to beautify and protect our environment

• Recognized service title

Partnerships

• Cooperative Extension Service• County and State Government• Land-Grant University• USDA• Citizens

MG Program History

• Began in 1972• State of Washington• Based on the premise– Well trained volunteers could respond to many

homeowner questions– Programs now in 50 states and Canada

Mission & Vision

• Mission– To assist Extension Agents in providing research-

based horticultural education to Florida residents.

• Vision– To be the most trusted resource for horticultural

education in Florida.

2014 Numbers

• 4,763 Active Volunteers in 60 Counties• 382,648.39 hours donated• Value: $7.3 Million• 536,524 Clientele Contacts• Reporting– Hours– Contacts– CEUs

Statewide Master Gardener Activity Hours

• 22% Plant Clinics• 18% Work with Demo

Landscapes• 5% Give or Assist with

Presentations• 5% Set-up Exhibits• 5% Work with 4-H or

other youth• 6% Community

Gardens• 1% FYN Program• 18% Other

Demographics

• 55+ years old• Majority women• Caucasian• Retired• Tend to be long-term

volunteers• Voracious information

seekers

Volunteers & Coordinators

• 1 Statewide Coordinator• 58 County Coordinators in 60 Counties• 4,763 Volunteers• Attrition of approximately ¼ each year• Train approximately 1,000 new MGs each year

Volunteer Screening

• Application• Background Check• Interview • Paperwork

Volunteer Training

• Trainees receive 50+ hours of initial training • Must provide 75 hours of volunteer time in

the first year as volunteer• 35 hours every year after + 10 CEU hours

Volunteer Training

• County Training– Meetings, field trips, advanced training

• Conferences– Odd Year – Statewide 3-day conference– Even Year – District 1-day conferences (5)– Even Year – Leadership School for MG Exec

Committees– Southern Region– International

Curriculum

• 20 Modules • Fully developed lesson plans– Facilitator’s guide– Participant’s guide and lab book– Powerpoints

• To be released this summer• Will provide baseline of what MGs should

know

Coordinator Training

• In-Service Trainings• One-on-One• Regional Meetings• Conferences• Often will have horticulture knowledge, but no

volunteer management experience

Volunteer Roles

• Every county is different• A good volunteer knows what is expected of

them • Board vs. Committee Structure• Provide ownership and input into the program• Example Roles:– President or Chair– Field Trip Coordinator– Speaker’s Bureau Chair

Volunteer Responsibilities

• Try to match volunteers to their interests, skills, and strengths

• Work to empower them • Give them a duty they are comfortable with or

provide them training to get there

Volunteer Mentors

• Formal vs. informal mentoring program• Veteran MG paired with an MG trainee• Checks on them• Accompanies them to their volunteer

assignments• Explains culture and experiences of MG

program

MG Projects

• Plant Clinics• Demonstration Gardens• Youth Gardens/School Gardens• Speaking• Citizen Scientists• Clerical Help

Disgruntled Volunteers

• Variety of reasons• Often will contact BOCC or UF President/Dean• Hear from all sides• Work towards resolution• Don’t leave an outspoken, disgruntled person

in volunteer group• Volunteers can be fired!

Volunteer Recognition

• Service Awards– Every 5 years– Recognized our first 35 year

volunteer in 2014• Awards of Excellence– Recognized for projects– Competitive application

process– External judges

Association with UF

• Considered an unpaid employee of UF• Must comply with UF/IFAS recommendations• Aware of Sunshine State Law• Protection of UF brand

Identity Management

• Recognized service title that is earned• Maintain our own identity guidelines that

match UF/IFAS policies• “Nascar” issue

Communication Efforts

• County newsletters• Newspaper columns • Direct email• Meetings

Other Social Media

• Twitter• Pinterest• Blog• Flickr• YouTube

Challenges

• Training new demographic of volunteers• Reaching underserved audiences• Maintaining quality control of content• University awareness

Tips

• Only recruit volunteers when you have a specific job for them

• Train them well• Give them ownership• Provide recognition that means something to

them• Make it fun!

Questions?

Emily [email protected]