How to plan County Focus

WHAT IS COUNTY FOCUS:

• An interactive for high school age youth to learn about city and county government through visitations and tours.

WHO IS IN CHARGE:

• Social Science Chair
• County Focus Youth Committee

WHEN:

• 2 days, 1 nights (weekdays) in June or July.  This event is held during the week because the agencies are open for visitation on weekdays.

WHAT TO DO:

• 6 months in advance:

-Check with Youth Advisor to select date

-Identify and reserve a wheelchair accessible location for overnight.  When

 reserving facility, obtain a lease agreement (if not already in place) and submit it

 unsigned to the 4-H YDA for processing.

-Notify County Vice President of date to put on the calendar

-Recruit youth and begin holding committee meetings

-Decide which places you will visit and begin calling for appointment times

• 3 months in advance:

-Put applications on the web

-Mail applications to all eligible youth through the 4-H office.  Applications must

 be approved by the YDA before they are distributed.

-Advertise specific date, time, location, directions, and who may attend in the Timely Topics.  Monthly deadline is the 15^th. 

-Continue calling civic agencies for appointment times

-Plan schedule

-Re-confirm facility

-Organize dinner and breakfast plans

-Recruit and organize chaperones and drivers.  Chaperones must be 4-H leaders.

• 1 month in advance:

-Confirm tours of agencies

-Collect applications and fees

-Finalize the schedule with committee

-Assure that there are enough chaperones (1 adult per 10 youth) and drivers

-Conduct a chaperone orientation outlining code of conduct, event rules, and 4-H program

• 1 week in advance:

-Re-confirm facility, chaperones, and tours

• Day of:

-Meet at an agreed upon location, enter vehicles and begin tours.

-That evening, have participants sign thank-you cards for tour guides

• 1 week after:

-Update the binder for the following year

-Send Thank-you cards to agencies that were toured

SAMPLE AGENCIES TO TOUR:

• County jail                                                        ·   Meet with Board of Supervisors
• Police department                                         ·   Women’s Jail: Elmwood
• Fire department                                                     Correctional Facility
• Mounted police                                                ·   Meet with City of San Jose
• Hospital                                                                       Council Members
• Computer company                                              ·   Juvenile Hall
• Theatre                                                 ·   Youth Coventry Commission
• Recycling Plant                                                ·   Garlic Farm
• Radio Station
• Television Station
• Dump
• Waste Management Plant
• Courthouse
• Morgue

COMMITTEE POSITIONS:

There should be at least one person on the committee in charge of each of the following:

• Registration
• Schedule
• Tour Confirmation
• Evening Activities Coordinator
• Dinner/Breakfast/Snack foods

PUBLICITY IDEAS:

• Report at County Council/Executive Board meetings
• Give flyer to 4-H office to send in county club packets
• Advertise in the Timely Topics
• Volunteer to attend club meetings to give reports
• Encourage members of all ages to attend and/or serve on the committee

HELPFUL HINTS:

• Have each participant bring a brown bag lunch to eat on the first day
• The application fee should cover food, gas, and any tour fees that may apply
• Participants must wear formal attire and are expected to behave in a mature manner (strict adherence to the code of conduct)
• Evening activities may include games, skits, or movies
• Each participant should bring a snack to share for the evening
• Participants should bring sleeping bags/pillows to spend the night