New York State Youth & Government

Advisor Role and Function

YMCA STAFF CONTACT

The Y staff contact is an important player in the staffing mix. The Y staff member can be the day-to-day advisor for the group, the district coordinator or just a link between the Youth & Government program and the administration of the YMCA facility. Duties include:

• Provide all support needed to ensure success of local program (i.e. space, assistance in "pulling in" more Ys (either on association level or community level), provide financial support
• Ensure that program participants are covered by Y's liability polices
• Assist in all fundraising endeavors
• Provide "back-up" support to District coordinator
• Establish a recognition system for teens involved in Local Y&G program
• Institutionalize Y&G (ensure long term strategic plan for program continuation)

CLUB ADVISORS
Duties include: Information Resource Person

• Attend training sessions and the District Conference.
• Obtain all Youth & Government information available, read and distribute.
• Help in providing research of any material that will help the delegation.
• Be available to delegation for consultation on matters of procedure, personal relations and general information regarding Youth & Government.

Attend meetings of delegation to guide and support

• Day-to-day administration of club activities
• Resource Management and acquisition (scheduling speakers, trips to or access to law and government related material)
• Coordination of all administrative paperwork (permission forms etc.)
• Support and guidance to Y&G participants
• Disseminate all information received from District Coordinator to participants
• Accompanies group to State Conference or secures appropriate alternate
• Actively participates in or facilitates training activities on local level

Delegation Preparation

Preparation of a delegation is the most important responsibility of the advisors. The following should be taken into consideration when planning the program:

• Provide orientation for prospective participants using the information materials distributed by the District/State Office.
• Provide training in research, development, and writing of bills and briefs.
• Provide training for delegation in Parliamentary Procedure.
• Facilitate development and practice of Public Speaking and debate skills.
• Promote the understanding and enforcement of the Code of Conduct.
• Provide training in Press Corps and Lobbyist functions, and encourage participation in all the components of the program.
• Promote and represent sound political ethics and values.

Behavior Supervisor

• Preparing delegation on what to expect from the YMCA Youth and Government experience.
• Helping the delegation to set standards of appropriate behavior so that they assume ownership of the standards.
• Dealing with behavior problems within the delegation and rectifying them.
• Accepting personal and delegation adherence to the Code of Conduct.

Administration Mechanics

The mechanics of YMCA Youth & Government are very important to a well coordinated statewide program. Advisors are responsible for the following:

• Delegation registration forms to the district coordinators by due date.
• Delegation bills, memorandums of support and resource credentials to District Coordinator. Advisors must make sure that bills are in proper form to be included in the Bill Book.
• Travel reservations to and from the State Conference weekend.

Administration Finances

Financing a YMCA Youth & Government delegation is a program in itself. Advisors should consider the following in a funding strategy:

• Develop delegation budget - income/expense
• Start installment plan for submission of fees/dues

Advisor Role

The advisor is not a chaperone, but an engaged adult who will have the most direct contact with the teens. Each club should have two advisors. (However, for clarity in this manual, the singular will be used to refer to one or more advisors.) Though it may seem harder to recruit two advisors for each club, in fact it is often easier, because the demands of the commitment are less burdensome for both advisors. They can alternate attendance at meetings or events if they wish, and know that there is always a substitute available. Club members need to be aware of the responsibilities of each advisor so that they cannot "play" one advisor against the other. Two advisors can be particularly helpful, especially if club members take part in overnight events. When the boys and girls quarters are located in separate areas, the supervision dilemma of a solitary advisor is obvious. Because advisors serve as significant role models, they must exemplify behavior appropriate for teens to emulate.

Among the characteristics important for advisors to possess are:

maturity a positive self-image an interest in and appreciation of teens an openness to change the ability to delegate effectively strong group work skills a sincere commitment to the YMCA Youth & Government program and its principles a willingness to collaborate with others in the community, and enthusiasm and a love of fun

When starting a Y&G program/club for the first time, you can approach advisor recruitment in one of two ways. You can recruit the advisor first and then the teens or you can recruit the teens first and then the advisor. When you recruit the advisor first, he or she can assist in recruiting the core group of teens and can handle much of the work involved in designing the club that the staff person would have to do otherwise. The disadvantage is that the added workload may scare off some potential advisors.

If the teens are recruited first, they can participate in recruiting an advisor. Once you know the teens, it might be easier to select an advisor. The disadvantage is that the transition to a new advisor might not be entirely smooth once the teens have begun to develop a rapport with a District Coordinator.

CLUB ADVISOR JOB DESCRIPTION

ADVISOR'S ROLE IN ALBANY AT THE STATE CONFERENCE

To provide continuity and coordination throughout the YMCA Youth & Government Program, adult advisors are asked to assume additional responsibility for the Albany Conference while they are in attendance.

The administration of the Albany Weekend has been divided into five different areas for more effective management. Advisors are expected to serve in one or more of these areas. Attendance at the Albany Advisors meeting scheduled on the 1st day of the conference is mandatory for all advisors. At the meeting, advisors will be given their assignments for the weekend. Roles and monitoring duties are on a rotational basis. Advisors will also be requested to check-in with area coordinators.

The following list describes some of the most important positions that must be filled by adult advisors:

Executive Branch

• Youth Governor Advisor
• Governor's Cabinet Advisor
• Election Advisors

Legislative Branch

• Assembly Parliamentarian
• Senate Parliamentarian
• Legislative Committees Advisors
• Sergeant-at-arms

Judicial Branch

• Judicial branch commissioner
• Judicial staff advisor

Special Purpose Groups

• Press Corps Advisor's (2)
• Lobbyist Advisor
• Page Coordinator

Operations

• Floor and area supervisors (hotel)
• Entertainment supervisors
• "Crowd Control"
• Bus Monitors

STAFFING

Staffing for YMCA Youth & Government clubs includes a District Coordinator (Y-staff member or volunteer), Y-Staff, club advisors and other adult volunteers who work directly with each club. Each Y&G staff member has his or her specific roles and responsibilities to the program.

DISTRICT COORDINATOR

Duties include:

• Overall coordination of Y&G program within district (develops a communication plan to disseminate information, collects and reviews all material generated by local clubs before sending to State office)
• Coordinates transportation between club members/district participants to all local and state-wide events
• Attends all state-wide events or secures appropriate alternate
• Develops district resource "library" (database - people, material etc.)
• Actively seeks funds for support of local program
• Actively pursues expansion opportunities within their district>
• Acts as liaison between State office and district program
• Provides support to advisors and teens involved in local program
• Ensures that material/guidelines/philosophy of State program are followed by local clubs
• Act as "back-up advisor" to any local club or full-time advisor if advisor is not identified

A District Coordinator, first and foremost, must be able to relate to young people as well as to adults, earning the trust of both groups. The District Coordinator must be able to allow teens to make some mistakes in order to learn from them while maintaining the respect of policy makers, donors, and key adult leaders. The District Coordinator must be a self-motivated, high-energy individual sensitive to the needs of teens and mature enough to handle the problems that will inevitably arise. The District Coordinator must know how to accomplish things through both teen and adult volunteers and be skilled in group work techniques and training.

Primary importance is the District Coordinator's ability to select and train club advisors. Initially, the District coordinator may have to assume the role of club advisor. But to serve teens in significant numbers, the District Coordinator should serve as the advisor only during the club formation stage. After that time, the District Coordinator should still communicate regularly with the teens in leadership positions in the club as well as the adult advisor. Because of their continued direct contact with teens, District Coordinators should exemplify the characteristics sought in advisors.