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“Starting and Maintaining 4-H Clubs”
4-H 101 CES Staff Development Series
Thursday, December 10, 2009, 10:00 a.m.
Steve McKinley Carl [email protected] [email protected]
765-494-8435 765-494-8435
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To access PowerPoint slides, visit:
U: drive, “State YDAE” file folder, then “4-H 101” file folder
“Save as”, then close to allow others to access the file
Lower left hand corner of your screen
To ask questions during presentation, type in the Chat box:
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4-H 101 Series
4-H Purpose, History, and Structure (10/15/09)
Effectively Utilizing Volunteers (11/10/09) Starting and Maintaining 4-H Clubs
(12/10/09) Expanding 4-H Opportunities (1/12/10) Working with 4-H Parents (2/18) Characteristics of Positive Youth
Development & Life Skill Development (3/9)
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STARTING AND MAINTAINING
4-H CLUBS
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Objectives of Program
1. Define characteristics of a 4-H Club.2. Identify benefits of 4-H Club
participation.3. Explain steps to take when starting a
4-H Club.4. Describe methods to select 4-H Club
Officers and the roles of each office.5. Discuss the basic components of a 4-
H Club Meeting.
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Objectives of Program
6. Name 9 steps involved with planning a 4-H Club Year.
7. Describe roles and responsibilities of participants in 4-H Clubs.
8. Create a marketing plan for a 4-H Club.
9. Recognize viable options for 4-H Club programs, community service, and fund raising activities.
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OBJECTIVE #1
Define characteristics of a 4-H Club.
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Characteristics of a 4-H Club A primary means of delivering 4-H
programming Organized group of youth Planned program of activities Advised by adults Led by youth officers and committees Provides opportunities to learn skills Participates in service to the community Allows youth to gain public speaking skills
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Criteria for 4-H Youth Development Programming*
4-H Programming (including 4-H Clubs) should… Be research-based Be developmentally-appropriate Be based on needs of youth and parents Provide access to Land Grant University
resources Offer membership to all youth
* Policies established by NIFA (National Institute of Food and Agriculture)
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Criteria for 4-H Youth Development Programming*
4-H Programming (including 4-H Clubs) should… Use experiential learning strategies Encourage active participation Rely heavily on adult volunteers Provide training for adult volunteers Comply with federal 4-H Name and Emblem
policies and policies of State 4-H organization (see 4-H National Headquarters fact sheet)
* Policies established by NIFA (National Institute of Food and Agriculture)
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4-H Club Basics
4-H Motto: “To Make the Best Better”
4-H Symbol: four-leaf clover with an “H” in each leaflet
4-H Colors: green (nature’s most common color; growth) and white (purity and bright ideals)
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4-H Club Basics cont’d.
4-H Pledge
“I pledge – My HEAD to clearer thinking,My HEART to greater loyalty,My HANDS to larger service, andMy HEALTH to better living for my club, my community, my country, and my world.”
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OBJECTIVE #2
Identify benefits of 4-H Club participation.
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What are the benefits of 4-H Club participation?
Long-term involvement in a stable setting
Interaction with caring adults Provides in-depth experiences Chance to meet life-long friends Opportunities to develop and practice
leadership skills
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What are the benefits of 4-H Club participation?
Gain self confidence Learn by doing Give back to the community Build positive connections with others
* Note the similarity of these benefits to Essential Elements of 4-H Youth Development and characteristics of Positive Youth Development
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OBJECTIVE #3
Explain steps to take when starting a 4-H Club.
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Why Start a New 4-H Club?
Members, Parents, Volunteers, and Educators should work together to conduct a needs assessment that will determine if there is a need for a new 4-H Club.
Review feedback obtained from the Expansion & Review Committee to reach underserved audiences.
Consider: Are existing clubs getting too large? Do additional members need leadership
opportunities? Are there subject areas of interest to a group of
members that need to be taught in more detail? Is there a group of members who are unable to
attend meetings of a current club due to scheduling conflicts?
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Why Start a New 4-H Club?
Consider: Will members be expected to attend meetings
of this new club in addition to other club meetings?
Could the needs identified be effectively handled through a series of workshops?
Is there sufficient volunteer and parental interest to support a new club?
Is the interest in a new club due to members, parents, and/or volunteers who are dissatisfied with a current club?...probably not the best reason to start a new club!
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Enrolling as an Official 4-H Club At least 5 youth (in grades K-12) wish to join
the club (from 3 or more families) At least two adults are screened and trained as
official 4-H Volunteers A meeting place is secured An official club name is chosen The purpose and type of the 4-H Club is defined Club rules or operating guidelines are
established (Optional: may be in the form of by-laws)
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Enrolling as an Official 4-H Club Youth officers are selected to organize the club’s
activities with the advice of the Adult Volunteer A program of activities is set and communicated
with the County Extension Office At least 6 regular club meetings are held
annually, supplemented by project workshops, camps, fairs, and other 4-H learning experiences
A 4-H Charter is obtained from the State 4-H Office
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4-H Charter
Authorizes use of the official 4-H Name and Emblem.
Includes the unit under the federal Tax-Exemption Group Ruling for 4-H.
Charters should be obtained for each 4-H club and officially affiliated 4-H organization – committees, councils, etc. – submit list of clubs/units to State 4-H Office.
Charters do not expire. For more information on charters, visit:
http://www.national4-hheadquarters.gov/library/4h_polregs.htm
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4-H Charter22
Enrolling 4-H Members
4-H members enroll in 4-H Clubs annually Counties have enrollment policies that govern
their local program, determined by the local 4-H governing board with advice from the 4-H Youth Extension Educator
Enrollment policies should be inclusive to all who are interested in joining
Typically, a member will complete a 4-H Membership Card provided by the County Extension Office, turn it in to the 4-H Club Adult Volunteer Leader, who will submit it to the County Extension Office
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Enrolling 4-H Members
Enrollment forms include the following: General demographic information Options of projects/activities for members to
select Parent/legal guardian and Member
behavioral statements (see p. 5, General Terms & Conditions, Indiana 4-H Youth Program Policies & Procedures)
4-H Youth Development Member Liability Release Statement (see p. 5, General Terms & Conditions, Policies & Procedures)
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Enrolling Volunteers
All adults who wish to volunteer with the 4-H Program must complete the 4-H Adult Volunteer Application and Screening process (discussed in “Effectively Utilizing Volunteers” 4-H 101 program).
See Volunteer Management and Volunteer Management Forms sections in Indiana 4-H Youth Program Policies and Procedures notebook for additional information.
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Securing a Meeting Place
Select a location that is easily accessible, safe, and that provides a good learning environment (space, A/V needs, lighting, etc.)
Consider requirements associated with the Americans with Disabilities Act (ADA)
Convenient for parents and members Common options include: community
buildings, schools, churches, libraries, fairgrounds, etc.
A private home is not recommended due to liability risks for volunteers
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Choosing a 4-H Club Name
Allow 4-H Club members to choose the name of their 4-H Club with advice from the Adult Volunteer. Be creative
Hold contest among members Be representative
What is the 4-H Club’s major activities? Be inclusive
Avoid references to gender, race, and religion Is there anything in the name that might be
offensive to another group?
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Selecting a Type of 4-H Club
Allow members and parents to help select the type and structure of the new 4-H Club.
How can this club meet the needs of those who will be participating?
How can this club fill a gap in the services currently offered by other 4-H Clubs in the County? How will this club be unique to avoid unnecessary duplication?
Most important consideration: choose the type of club that will best contribute to the positive development of the youth who will be involved.
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Selecting a Type of 4-H Club
Options include: Neighborhood – formed by youth and families
within the same neighborhood Community/Township – youth/families who
live in a community or township Project/Activity – include youth interested in
learning about the same educational project or participating in the same activities
Mini/Exploring – youth in grades K-2 who are interested in learning about and participating in various non-competitive activities
After School – youth who attend club meetings at the end of the school day, typically at their school
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Establishing 4-H Club Guidelines 4-H Club guidelines help define the expectations
and responsibilities of all who are participating. Guidelines create structure and framework for the
operation of the club. Provide members with the opportunities to set and
approve guidelines. Can be identified through an initial brainstorming
session. Ask the members… What guidelines do you think we should have in this
club? What do you expect of the other members in this club? What do you expect of the youth and adult leaders in
this club?
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Establishing 4-H Club Rules
Adult Volunteers can offer advice and suggestions during this process to keep the focus on positive youth development and to ensure that county, state, and federal 4-H policies are maintained.
Keep these notes in mind… Rules should not be exclusive or overly restrictive. Rules should not limit positive youth development. Avoid attendance/participation requirements related
to completion and/or exhibition of 4-H projects.
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4-H Club By-Laws
Not a requirement for 4-H Clubs, but may be helpful in certain situations
A formal written agreement of the 4-H Club’s guidelines and operating policies
Approved by all of the club’s members Can lessen the chances that conflicts will arise
and will assist in handling disagreements that occur during the year
Are reviewed and approved by the 4-H Youth Educator to ensure that guidelines included are reasonable and inclusive (especially with regards to membership and attendance requirements)
Copy kept on file in the County Extension office
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By-Laws Components
Name of 4-H Club Purpose of 4-H Club Policies regarding number of meetings
held and process to make decisions Membership Officers, Elections, and Duties Committees Club Reports and Forms Procedure to make amendments to by-
laws
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OBJECTIVE #4
Describe methods to select 4-H Club Officers and the roles of each office.
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Selecting 4-H Club Officers
Officers are the members responsible for the operation of the 4-H Club.
Officers should be given the freedom and responsibility by their Adult Advisors to develop their leadership skills and to learn from their mistakes.
Typically officers are selected by their peers.
Officers may be selected at the beginning or end of a 4-H year.
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Selecting 4-H Club Officers
Methods to identify officer candidates include: Member applications – those interested in an
office complete an application detailing their interest and qualifications
Open nominations – during the election meeting, members may nominate themselves or their peers to serve as an officer
Slate of officers – typically prepared by the current officer group or nominating committee, the slate includes one nominee for each office. Nominees should be contacted in advance of the presentation of the slate.
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Selecting 4-H Club Officers
Officers are typically selected by a vote of their peers.
Officer candidates may be given the opportunity to present their qualifications in front of the club (good for developing public speaking skills).
Club members may vote on paper ballot (more secretive) or by show of hands (possibly with eyes covered).
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4-H Club Officer Duties
4-H Club Officers may include: President – presides over business portion
of meeting; coordinates activities of club Vice-President – presides in absence of
President; chairs all committees Secretary – records all club business;
maintains membership records Treasurer – keeps all financial records Historian – keeps records of club activities;
photographs activities; compiles scrapbook
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4-H Club Officer Duties
Health & Safety Reporter – presents information to club related to their health and safety
Publicity/News Reporter – writes articles related to club activities for the local print and/or broadcast media; may also include Web site/social networking page updates
Recreation Leader – plans and leads recreation activities for each meeting
Song Leader – plans and leads songs for each meeting
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Training 4-H Club Officers
Many 4-H members will have little or no experience as a 4-H Club Officer. Thus, it is important to offer resources to train the members in their officer duties.
Options include… County 4-H Club Officer Training Workshop
Led by Jr. Leaders, Adult Leaders, Collegiate 4-H Club members, etc.
4-H Club Officer Guides – web-based resources available for each office (4-H 448-455)
Additional resources are available at: http://www.four-h.purdue.edu/volunteer/otf.html#training
Ideally the training will be conducted early in the club year so that the officers will have the knowledge they need to be effective in their roles
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OBJECTIVE #5
Discuss the basic components of a 4-H Club Meeting.
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Planning the 4-H Club Meeting Typical Club Meeting Formula
Business/Opening – 15-20 minutes Education Program – 30-45 minutes Recreation/Refreshments – 15-30 minutes
Total Meeting time: 60-90 minutes
Suggestion: plan a pre-meeting activity to give something for the early-arrivers to do before the meeting officially starts.
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Business Portion of Meeting
Time to discuss future plans, receive updates on activities, discuss financial situation
Should not become overriding focus of meeting
Allow members to learn to practice democracy and to speak in front of a group
Follow basic parliamentary procedures to reach decisions
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Sample Business Meeting Agenda
Call to Order Pledges: American and 4-H Roll Call (answer in a way decided by the
group or Secretary) Introduction of guests Minutes of previous meeting Treasurer’s Report Committee Reports Leader’s Report Old (or Unfinished) Business (agenda items
discussed at previous meetings) New Business Adjournment
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Educational Portion of Meeting Can include a variety of activities to help
members learn Options may include…
Service to community Field trips or tours Career exploration 4-H Project Work Demonstrations Guest Speakers Other…
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Recreation Portion of Meeting Recreation adds enthusiasm and enjoyment to
the meetings.
Member-led activities are best. Recreation officers can be selected, or different members can volunteer to lead activities at meetings throughout the year.
Include a variety of activities over the course of the year so that everyone will have something that interests them.
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Recreation Portion of Meeting Options…
Opening or pre- meeting activity (ice-breaker, mixer)
Games Charades Relays/Sports Group activities Puzzle Challenges Picnics Hikes Songs/Music Refreshments
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Conducting the 4-H Club Meeting 4-H Club Officers and members should
be given the responsibility of conducting the 4-H Club Meeting
Adult Volunteers should serve only in an advisory role
Parents should help the 4-H members prepare for their part of the meeting prior to the meeting
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Evaluating the 4-H Club Meeting Following the 4-H Club meeting, the
officers and Adult Club Leader can meet to review the meeting.
Allow the members to discuss what went well and what could be improved for future meetings.
A checklist of meeting components can assist with this review. It may be used periodically to help track the progress of the meetings.
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Using Parliamentary Procedure
Parliamentary Procedure provides… Orderly way to conduct a meeting Fair way to make group decisions Method that respects everyone Means for everyone to have a chance to
speak Way to learn common method to conduct
business Decide early on how formal the 4-H Club
wants to follow parliamentary procedures – this may depend upon the age and experiences of the club members
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Using Parliamentary Procedure
Basics of Parliamentary Procedure Conducted by presiding officer. Members are recognized by this officer
before speaking. One person speaks at a time. Discussion stays focused on one topic. Decisions are made through motions
which require a second. Discussion is held until all have had a
chance to speak. Decisions are made by voting on the
motion.
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OBJECTIVE #6
Name 9 steps involved with planning a 4-H Club Year.
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Planning the 4-H Club Year
Involve club members in preparing a yearly club plan
The annual plan will: State goals the club wishes to accomplish Identify expectations of club members Outline member responsibilities Provide each member with specific tasks during
the year Give each person time to prepare for meetings
and events Promote a balanced experience with a variety of
activities Help the group measure how successful they were
in reaching their goals Allow families to participate in a positive way in 4-
H events.
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Step 1: Determine needs & interests All members have their own ideas about
what they would like their 4-H Club to do. Parents also would like input Needs and interests can be obtained by…
Survey box – at one of the early meetings, put a decorated container in the meeting room with blank pieces of paper and pencils nearby. Invite all who attend to write down their 4-H Club program ideas and put them in the box to be reviewed by the club officers.
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Step 1: Determine needs & interests
Sticky board – ask members to write at least one thing they would like to do, learn, or make in the club this year
Technology – ask teens to develop a web-based survey or Facebook page for members to respond to with their interests
Collages – as a meeting activity, have members create collages to suggest programs and activities
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Step 1: Determine needs & interests
Roll Call – as each person’s name is called, ask them to respond with a suggested program activity (be sure to have someone recording all of the ideas)
Brainstorming – divide the club into small groups and make suggestions within the categories of: Head – what do you want to learn? Heart – what do you want to do for others? Hands – how do you want to learn? Health – what do you want to do to promote
a healthy lifestyle for yourself and others?
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Step 2: Put Suggestions into a Plan Include youth when developing the plan –
remember it is their club! Key: be as inclusive as possible to prepare a plan
that is of interest to the majority of the club. In small clubs, form a planning committee to
develop the club’s plan. In larger clubs, form several committees…each
charged with planning a specific part of the club (meetings, service projects, recreation, etc.)
Present the plan to the entire membership for approval.
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Step 3: Select a Planning Committee
Represent all interests Involve older and younger members Include all demographic categories Involve parents, adult volunteers, and
interested community members Vice-President may chair the meeting,
with help from the club leader
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Step 4: Organize the Club Planning Meeting
Provide a hands-on learning activity in group decision-making
Ensure everyone has a voice and actively participates
Plan the meeting at a time and location that is most convenient for all.
Gather information from the methods used to collect ideas from club members
Consider county and/or state 4-H program areas of emphasis for the current year
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Step 5: Set Goals
Identify the club’s goals – what the members hope to accomplish as a result of their participation.
Goals should… Be developed from members’ interests Be stated clearly Be realistic, achievable, and measurable Meet developmental needs Promote cooperation and learning Provide individual and group achievement incentives Provide opportunities for community service,
leadership, and communication
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Step 5: Set Goals
Sample goals… Recruit 10 new 4-H members and 2
volunteers Offer 5 different educational project
workshops Train officers to conduct business meetings Participate in county and state-sponsored
conferences and workshops Provide all 4-H families with a 4-H Club
calendar of events
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Step 6: Create Action Plans
Create a plan of action that will allow the club goals to be achieved.
Include workshops, speakers, field trips, recreation, business meetings, recognition events, fund raisers, etc.
Outline how each of these steps will be accomplished.
Assign specific persons to complete the responsibilities identified.
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Step 6: Create Action Plans
A typical annual 4-H program plan includes: At least 6 meetings Educational field trips or presentations Recreational activities Special activities (e.g., picnics, parties) Projects to serve the community Opportunities for each member to make a
presentation to the club Club recognition activity Marketing/recruitment activity for the 4-H Club Meeting to plan the next year
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Step 7: Write the Yearly Club Plan Keep the plan simple, yet complete Include dates, times, and places for each event When evaluating the plan, members should be
able to answer “yes” to each of these questions: Does the plan include experiences for all members? Are activities appropriate for all ages? Can we realistically accomplish all we’ve planned? Will we have fun while learning? Have we considered how activities outside of 4-H
will affect the members’ ability to participate in our activities?
Does the plan provide opportunities for each member to experience leadership, public speaking, and service to the community?
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Step 8: Approve the Yearly Plan
Present the plan in simple language to the membership, their parents, and other volunteers.
Provide an opportunity for each person to review the plan ahead of the meeting where it will be discussed.
Provide time for discussion of the plan during the meeting.
Make revisions as necessary. Approve the plan following basic parliamentary
procedures. Provide a copy of the yearly plan to each family
and to the County Extension Office to be kept on file as a part of the club’s reporting requirements.
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Step 9: Measure Club Success Review the plan throughout the year to be sure the
activities reflect what was approved. Ask for feedback from members, parents, and volunteers
periodically throughout the year on the progress realized.
Encourage the planning committee to review their progress and make necessary adjustments.
Assess the environment of the club on a regular basis – is it conducive to positive youth development?
Use checklists to review strengths and areas for improvement. Review of a Successful 4-H Club 4-H Club Meeting Checklist
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OBJECTIVE #7Describe roles and responsibilities of participants in 4-H Clubs.
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Roles and Responsibilities
The 4-H Club has many individuals who must work together to ensure that the club experience is a successful one.
These individuals include: Youth Club Officers 4-H Club Volunteers Parents Community members Extension Staff
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Youth
Participate in meetings and activities Provide input for 4-H Club and project
offerings Carry out responsibilities as needed by
the group Interact with other members of the
group Gain competence in life skills Promote 4-H to other youth
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4-H Club Officers
Promote 4-H to other youth Mentor younger members Conduct business meetings Provide leadership for 4-H Club Work with adult volunteer to plan
meetings and programs Serve as positive role models for their
peers
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4-H Club Volunteers
Serve as a point of contact for the club Inform Extension Office of club plans Ensure 4-H members are recognized Assist with the planning and implementation of
club activities Discuss agenda prior to the meeting with the club
officers Make arrangements for the meeting Ensure supplies are available Assist youth in developing life and project skills
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4-H Club Volunteers
Adults may assume several different roles as volunteers: Organizational/Club Leader
Key point of contact with Extension Office Coordinates club activities
Project/Activity Leader Assumes responsibilities for a particular project
(e.g., Electric, Livestock) or of a specific activity (e.g., Share the Fun, Club Tour)
Committee Member Assists with the various 4-H Club committees May serve in an advisory capacity for the 4-H Club
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Parents
Volunteer to assist with 4-H projects and activities
Provide transportation for members to 4-H activities
Attend club meetings and activities Encourage participation in 4-H program Provide resources to help members complete
projects Review “Working with 4-H Parents” 4-H 101
program for more tips on involving parents effectively
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Community Members
Assist with the planning of special events for 4-H Clubs
Serve as resource persons Contribute funds and other resources
needed for club activities Provide opportunities for 4-H clubs to
serve their community May serve on an advisory board for 4-H
Club programming
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Extension Staff
Located on county, area, district, state, and federal levels
Provide information and resources to volunteers and members
Advise 4-H Clubs on procedures and guidelines to follow
Assist with the recognition of members and volunteers
Recruit member and volunteer participation
Coordinate 4-H enrollment procedures
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OBJECTIVE #8
Create a marketing plan for a 4-H Club.
Join
4-H!
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Marketing 4-H Clubs
Once a club is established, promotion and recruitment become essential.
Members want to share their excitement with others and they need an avenue to do so.
Youth gain valuable skills in communication as they develop strategies to market their 4-H Club.
Marketing strategies need to appeal to the needs and interests of youth – creativity is the key!
Remember, however, that youth join 4-H because the meetings are interesting and enjoyable; not because of a flashy marketing campaign. Be sure that the product you are marketing is worthwhile prior to marketing it.
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Marketing 4-H Clubs
Ideas for marketing Form a publicity committee Hold a special, high profile event (e.g., 4-H
Project Open House) Use technology – create a Web site or
Facebook page highlighting 4-H Club activities
Invite local media to cover a special activity of your 4-H Club
Check with the Extension Office to obtain any marketing materials they may have available.
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Marketing 4-H Clubs
Write press releases of club events Promote National 4-H Week Place a bulletin board in the school,
library, or local mall Set up 4-H information booths in school
cafeterias Arrange time to visit elementary school
classrooms to promote 4-H Have members and volunteers speak at
local service organizations and PTA/PTO meetings
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Marketing 4-H Clubs
Complete a community service project Make 4-H Club meeting announcements
a part of the daily school announcements Arrange for the public address announcer
at school sporting events to read a public service announcement about 4-H
Wear 4-H-related clothing Make personal invitations
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Use of the 4-H Name and Emblem During marketing and promotion of 4-H,
be certain to use the 4-H Name and Emblem in compliance with federal guidelines.
Review guidelines established by 4-H National Headquarters: http://www.national4-hheadquarters.gov/library/4h_polregs.htm
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OBJECTIVE #9Recognize viable options for 4-H Club programs, community service, and fund raising activities.
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Suggestions for 4-H Club Programs
As a part of the educational mission of 4-H, programs can be held during the 4-H Club year.
A number of special guests or field trips can be arranged to provide unique opportunities for 4-H members to grow and develop interests.
Consider some of the following ideas during the program planning process.
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Suggestions for 4-H Club Programs Local business tours Mock trial Police dogs Self defense Karate/Tae Kwon Do Lock-in 4-H promotion Mini/Exploring 4-H
program Multi-county programs Recycling County jail tour Picnic
Holiday parties Dance Holiday caroling Retreat Ice cream social Videos Guest speakers
Community leaders Teachers Businessmen Service professionals 4-H alumni
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Suggestions for 4-H Club Community Service Projects
4-H members learn valuable life skills by participating in projects that give back to their communities.
They learn to identify local needs, make contacts with community leaders, experience the steps required to organize an event, and realize the satisfaction that comes from helping others.
A wide range of options is available for 4-H Clubs to consider as shown in the following slide.
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Suggestions for 4-H Club Community Service Projects
Park beautification Roadside clean-up Landscaping Flagpole at fairgrounds Food drives Clothing drives Fund drives for medical
research Nursing home visits Party for underprivileged
children Relay for Life
Adopt a grandparent Childcare assistance Shopping service for
seniors Bicycle safety inspection Tutor Special Olympics Voting polls Salvation Army Community egg hunt Recycling Angel Tree
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Financial Considerations for 4-H Clubs In order to complete all of the activities identified
in the program planning process, the 4-H Club will need funds.
4-H Club members will have many good ideas on how to raise money. Encourage them to be creative and realistic.
Establishing a budget and financial goals will help members to keep on track and enthused about their fund raising projects.
Youth learn important life skills as they manage a club’s financial resources with the guidance of a knowledgeable adult.
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Financial Considerations for 4-H Clubs Funds raised by a 4-H Club are intended for the
benefit of all members. No single member, volunteer, or committee owns these funds.
Fund raising using the 4-H Name and Emblem must be conducted in compliance with USDA guidelines.
Fund raising in a single county that uses the 4-H Name and Emblem may be approved by the County Extension Educator.
The 4-H Youth Extension Educator is responsible for reviewing each 4-H Club’s financial activities to determine that they are in compliance with these guidelines.
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Financial Considerations for 4-H Clubs 4-H Club funds should be maintained in a local
financial institution. Checking accounts should have two signatures required for each check.
Bank accounts should include the 4-H Club’s Employer Identification Number (EIN). No personal Social Security Numbers should be included on a bank account. Procedures to obtain an EIN are included in the Policies and Procedures Handbook.
Receipts should be kept for all financial transactions.
Treasurer’s reports should be prepared monthly.
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Financial Considerations for 4-H Clubs Every 4-H unit shall maintain a record of its
financial activities, including the contributions and funds it receives. An annual report shall be submitted by each unit to the CES Office.
Financial Reviews/ Audits are conducted on 1/5 of the county’s 4-H Units annually by a locally-designated committee.
Financial Review/Audit should also be completed when the unit’s leadership changes hands.
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Financial Considerations for 4-H Clubs Clubs may collect dues from 4-H Club members.
However, the inability to pay dues should not prevent the member from participating.
Insurance coverage for 4-H Club members is highly recommended. The $1/year plan offered by American Income Life Insurance Company is an inexpensive method to help support 4-H families in the event of a 4-H related accident or injury.
No games of chance may be used as a method to raise funds for a 4-H unit. This includes bingo and raffles.
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Financial Considerations for 4-H Clubs A 4-H Charter signed by State Extension Officials serves as
proof that the 4-H Unit is authorized to use the 4-H Name and Emblem, and thus has federal tax-exempt status (not exempt from paying state sales tax).
Units should not share state tax exempt numbers or EIN’s. Annually file an e-postcard with the IRS by the 15th day of
the 5th month following the close of the previous accounting year. (For units with $25,000+ in gross receipts, a Form 990 is to be filed annually with the IRS.)
NOTE: the “Financial Management” and “Financial Management Forms” sections of the Indiana 4-H Youth Program Policies and Procedures Handbook contain further guidelines and information.
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Suggestions for 4-H Club Fund Raising Activities
Bake Sale Walk-a-thon Dinner Refreshment Window washing Variety show Crafts Rummage sale Lawn mowing Skating party
Work auction Product sales Play Special event Sponsorship Car wash Ice cream social Snow shoveling Boarding pet Recycling
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Summary
4-H Clubs provide positive youth development opportunities and develop numerous life skills in youth.
The ideal 4-H Club is youth-led with adults serving in an advisory capacity.
A number of individuals play significant roles in the successful operation of a 4-H Club.
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Summary
Careful program planning is essential to a successful 4-H Club year.
Marketing 4-H is important and provides further educational opportunities to members.
Numerous options are available for 4-H Club programs, community service projects, and fund raising.
4-H Clubs must carefully follow USDA guidelines when using the 4-H Name and Emblem.
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Resources
“4-H 101” Handbook, USDA/CSREES, 99-EYAR-1-0747
“4-H Club Management Guide”, University of Minnesota Extension Service, http://www.fourh.umn.edu/downloads/4HMG/index.asp
“4-H Club Resources”, University of Florida Extension, http://florida4h.org/clubs/resources.shtml
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Resources
“4-H Junior Leader Advisor Resource Guide”, 4-H 916, Purdue University Ideas for program, community service, fund
raising Parliamentary Procedure Officer Guides
“Indiana 4-H Youth Program Policies and Procedures,” Purdue University, revised 10/2009 Guidelines and policies regarding membership,
finances, volunteer screening, etc.
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NEXT 4-H 101 PROGRAM:
“Expanding 4-H Opportunities”Tuesday, January 12, 2010,
10:00 a.m.- 12 noon, Adobe Connect
Thank you for your Thank you for your participation!participation!
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