Transcript Effectively Utilizing Volunteers”

Return to the Basics: 4-H 101
“Starting and Maintaining
4-H Clubs”
CES Staff Development Series
Tuesday, November 15, 2005,
9:30-11:30 a.m.
IP Video Presentation
by Steve McKinley
[email protected]; 765-494-8435
4-H 101 Series
 Effectively Utilizing Volunteers (10/4)
 Starting and Maintaining 4-H Clubs (11/15)
 Expanding 4-H Opportunities (12/13)
 Characteristics of Positive Youth
Development & Life Skill Development (1/10)
 4-H Purpose, History, and Structure (2/14)
 Conflict Management Techniques (3/14)
Program information…
 Disconnected? Contact the AgIT Help Desk
at 765-494-8333
 Provide feedback to: Steve at 765-494-8435,
or [email protected]
Starting and Maintaining
4-H Clubs
Objectives:
Starting and Maintaining 4-H Clubs
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.
Objectives:
Starting and Maintaining 4-H Clubs
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.
Objective #1
Define characteristics of a 4-H Club.
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
 Provides opportunities to learn skills
 Participates in service projects
 Allows youth to gain public speaking skills
Criteria for 4-H Youth Development
Programming
 USDA/CSREES policies state that 4-H
Programming (including 4-H Clubs) should…
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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
Criteria for 4-H Youth Development
Programming
 USDA/CSREES policies state that 4-H
Programming (including 4-H Clubs) should…
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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
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)
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, and
My HEALTH to better living for my club, my
community, my country, and my world.”
Objective #2
Identify benefits of 4-H Club participation.
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
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
Objective #3
Explain steps to take when starting a 4-H
Club.
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.
 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?
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/volunteers who are
dissatisfied with a current club?
Enrolling as an Official 4-H Club
 At least 5 youth (in grades K-12) wish to join
the club (from 2 or more families)
 At least one adult is screened and trained as
an official 4-H Volunteer
 A meeting place is secured
 An official club name is chosen
 The purpose and type of the 4-H Club is
defined
Enrolling as an Official 4-H Club
 Club rules are established (may be in the
form of by-laws)
 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 local CES Office
 A 4-H Charter is obtained from the State 4-H
Office
USDA 4-H Charter
 Authorizes use of the official 4-H Name and
Emblem.
 Includes the unit under the federal TaxExemption Group Ruling for 4-H.
 Charters should be obtained for each 4-H unit
– club, committee, etc. – submit list of units to
State 4-H Office.
 For more information on charters, visit:
http://www.national4hheadquarters.gov/library/4h_polregs.htm
4-H Charter
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 CES Office, turn it in to
the 4-H Club Adult Volunteer Leader, who will submit
it to the County CES Office
Enrolling 4-H Members
 Enrollment forms may include the following:
 General demographic information
 Options of projects/activities for members to select
 Parent/legal guardian behavioral statement (see p. 4,
General Terms & Conditions, Indiana 4-H Youth
Program Policies & Procedures)
 Member behavioral statement
 Photo policy statement
 Activities release form - required for Horse & Pony,
Shooting Sports, and ATV (see p. 2, Risk Management,
and p. 2, Risk Management Forms - Policies &
Procedures)
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 previous 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.
Securing a Meeting Place
 Select 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
 Should not be in a private home
 Common options include: community
buildings, schools, churches, libraries,
fairgrounds, etc.
Choosing a 4-H Club Name
 Allow 4-H Club members to choose the name
of their 4-H Club with the advice of the Adult
Volunteer.
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Be creative
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Be representative
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Hold contest among members
What is the 4-H Club’s major activities?
Be inclusive
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Avoid references to gender, race, and religion
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? Try to
avoid unnecessary duplication. How will this club be
unique?
 Most important consideration: choose the type of
club that will best contribute to the positive
development of the youth who will be involved.
Selecting a Type of 4-H Club
 Options include:
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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
Establishing 4-H Club Rules
 4-H Club rules help define the expectations and
responsibilities of all who are participating
 Rules create structure and framework for the
operation of the club
 Provide members with the opportunities to set and
approve rules.
 Can be done with an initial brainstorming session.
Ask the members…
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What rules 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 leaders in this club?
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.
4-H Club By-Laws
 Not a requirement for 4-H Clubs, but may be helpful
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in certain situations
A formal written agreement of the 4-H Club’s rules
and guidelines
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
Kept on file in the local CES office
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)
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 in by-laws
Objective #4
Describe methods to select 4-H Club
Officers and the roles of each office.
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.
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.
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).
4-H Club Officer Duties
 4-H Club Officers may include:
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President – presides over business portion of
meeting
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
4-H Club Officer Duties
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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
Recreation Leader – plans and leads
recreation activities for each meeting
Song Leader – plans and leads songs for each
meeting
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…
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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)
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
Objective #5
Discuss the basic components of a 4-H
Club Meeting.
Planning the 4-H Club Meeting
 Typical Club Meeting Formula
 Business – 15-20 minutes
 Education Program – 30-45 minutes
 Recreation – 15-30 minutes
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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.
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 procedure to
reach decisions
Sample Business Meeting Agenda
 Call to Order
 Pledges: American and 4-H
 Roll Call (answer in a way decided by the group or
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Secretary)
Introduction of guests
Minutes of previous meeting
Treasurer’s Report
Committee Reports
Leader’s Report
Old Business (agenda items discussed at previous
meetings)
New Business
Adjournment
Educational Portion of Meeting
 Can include a variety of activities to help
members learn
 Options…
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Community service
Field trips or tours
Career exploration
4-H Project Work
Demonstrations
Guest Speakers
Other…
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.
Recreation Portion of Meeting
 Options…
 Opening meeting activity (ice-breaker, mixer)
 Games
 Charades
 Relays/Sports
 Group activities
 Puzzle Challenges
 Picnics
 Hikes
 Songs/Music
 Refreshments
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
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.
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
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.
10-Minute Break
Objective #6
Name 9 steps involved with planning a
4-H Club Year.
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.
Step 1: Determine needs & interests
 Each member has his or her 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…
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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 ideas that
they have 4-H Club program ideas and put
them in the box to be reviewed by the club
officers.
Step 1: Determine needs & interests
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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 webbased survey for members to respond to with
their interests
Collages – as a meeting activity, have
members create collages to suggest programs
and activities
Step 1: Determine needs & interests
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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
group and make suggestions within the
categories of:
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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?
Step 2: Put Suggestions into a Plan
 Include youth when developing the plan – remember
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it is their club!
Key: be as inclusive as possible to prepare plans of
interest to the entire 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.
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
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
Step 5: Set Goals
 Identify the club’s goals – what the members hope to
accomplish as a result of their participation.
 Goals should…
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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
Step 5: Set Goals
 Sample goals…
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Promote 4-H and recruit 10 new members and
2 volunteers
Participate in 5 different project educational
programs
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
Step 6: Create Action Plans
 Decide what experiences to provide so that
the club goals can be achieved.
 Include workshops, speakers, field trips,
recreation, business meetings, recognition
events, fund raisers, etc.
 Outline how each of these actions will be
carried out.
 Assign specific persons to complete the
responsibilities identified.
Step 6: Create Action Plans
 A typical annual 4-H program plan includes:
 Monthly meetings
 Educational field trips or presentations
 Recreational activities
 Special activities (e.g., picnics, parties)
 Community service projects
 Opportunities for each member to make a presentation
to the club
 Club recognition activity
 Club marketing/recruitment activity for the 4-H Club
 Meeting to plan the next year
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:
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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 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?
Step 8: Approve the Yearly Plan
 Present the plan in simple language to the
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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 the County
Extension Office to be kept on file as a part of the
club’s reporting requirements.
Step 9: Measure Club Success
 Review the plan throughout the year to be sure the
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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?
Complete a Successful Club indicator checklist.
Objective #7
Describe roles and responsibilities of
participants in 4-H Clubs.
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:
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Youth
4-H Club Volunteers
Club Officers
Parents
Community members
Extension Staff
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
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
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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
4-H Club Volunteers
 Adults may assume several different roles as
volunteers:
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Organizational/Club Leader
 Key point of contact with CES 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
4-H Club Officers
 Promote 4-H to other youth
 Mentor younger members
 Conduct business meeting
 Provide leadership for 4-H Club
 Work with adult volunteer to plan meetings
and program
 Serve as positive role models for their peers
Parents
 Volunteer to assist with 4-H projects and
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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
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
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
Objective #8
Create a marketing plan for a 4-H Club.
Marketing 4-H Clubs
 Once a club is established, promotion and
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recruitment becomes essential.
Members want to share their excitement with others 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.
Marketing 4-H Clubs
 Ideas for marketing
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Form a publicity committee
Hold a special, high profile event (e.g., 4-H
Project Open House)
Use technology – create a web site
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.
Marketing 4-H Clubs
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Write press releases of club events
Promote National and Indiana 4-H Weeks
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 organization and PTA/PTO meetings
Marketing 4-H Clubs
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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
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.
 Obtain appropriate approval for use of 4-H
Name and Emblem.
 Review guidelines established by National
4-H Headquarters: http://www.national4hheadquarters.gov/library/4h_polregs.htm
Objective #9
Recognize viable options for 4-H Club
programs, community service, and fund
raising activities.
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.
Suggestions for 4-H Club Programs
 Local business tours
 Holiday parties
 Mock trial
 Dance
 Police dogs
 Holiday caroling
 Self defense
 Retreat
 Karate/Tae Kwon Do
 Ice cream social
 Lock-in
 Videos
 4-H promotion
 Guest speakers
 Present Mini 4-H program
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 Multi-county programs
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 Recycling
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 Tour county jail
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 Picnic
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Community leaders
Teachers
Businessmen
Service professionals
4-H alumni
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.
Suggestions for 4-H Club Community
Service Projects
 Park beautification
 Adopt a grandparent
 Roadside clean-up
 Childcare assistance
 Landscaping
 Shopping service for seniors
 Flagpole at fairgrounds
 Bicycle safety inspection
 Food drives
 Tutor
 Clothing drives
 Special Olympics
 Fund drives for medical
 Voting polls
research
 Nursing home visits
 Party for underprivileged
children
 Salvation Army
 Community egg hunt
 Recycling
 Angel Tree
Financial Considerations for 4-H
Clubs
 In order to complete all of the activities determined 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.
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.
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.
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 locallydesignated committee.
 Financial Review/Audit should also be completed
when the unit’s leadership changes hands.
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.
 No games of chance may be used as a method to
raise funds for a 4-H unit. This includes bingo and
raffles.
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 taxexempt status (not exempt from paying state sales
tax).
 Units should not share state tax exempt numbers.
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NOTE: the “Financial Management” and “Financial Management
Forms” sections of Indiana 4-H Youth Program Policies and
Procedures Handbook contain further guidelines and information.
Suggestions for 4-H Club Fund
Raising Activities
 Bake Sales
 Work auctions
 Walk-a-thon
 Product sales
 Dinners
 Plays
 Refreshments
 Special events
 Window washing
 Sponsorship
 Variety shows
 Car wash
 Crafts
 Ice cream socials
 Rummage sales
 Snow shoveling
 Lawn mowing
 Boarding pets
 Skating parties
 Recycling
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.
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.
Resources
 “Starting a New 4-H Club, A Leader’s Guide for Getting
Through the First Year,” University of Minnesota Extension
Service
 4-H Club Meeting Outline, p. 14
 4-H Club Calendar, p. 15-16
 Parliamentary Procedure, p. 17
 Who’s on the Program?, p. 19-20
 “Indiana 4-H Youth Program Policies and Procedures,”
Purdue University, revised 10/2005
 Guidelines and policies regarding membership, finances,
volunteer screening, etc.
 “4-H 101” Handbook, USDA/CSREES, 99-EYAR-1-0747
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Example of By-Laws, p. 62-65
4-H Club meeting Agenda Worksheet, p. 73
President’s Guide to Conducting Business Meetings, p. 79
How to Design Your Own Clover, p. 89
Resources
 “4-H Junior Leader Advisor Resource Guide”, 4-H 916,
Purdue University
 Ideas for program, community service, fund raising
 Parliamentary Procedure
 Officer Guides
 “4-H Resource Electronic Database (FRED)”, Purdue
University
 Database including programming ideas from Purdue CES
staff
 Web address:
http://www2.agriculture.purdue.edu/4h/login.asp?target=.
 “4-H Club Programming”, University of Florida Extension
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Program planning tips, guidelines, templates
Questions, Comments,
Feedback???
Next 4-H 101 Program:
“Expanding 4-H Opportunities”
Tuesday, December 13, 2005,
9:30-11:30 a.m.
for your
participation!!!