Transcript Effectively Utilizing Volunteers”

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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
[email protected]
765-494-8435
Carl Broady
[email protected]
765-494-8435
To access PowerPoint slides, visit:
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101” file folder
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the file
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type in the Chat box:
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4-H 101 Series
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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
Objectives of Program
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1.
2.
3.
4.
5.
Define characteristics of a 4-H Club.
Identify benefits of 4-H Club participation.
Explain steps to take when starting a 4-H Club.
Describe methods to select 4-H Club Officers
and the roles of each office.
Discuss the basic components of a 4-H Club
Meeting.
Objectives of Program
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6.
7.
8.
9.
Name 9 steps involved with planning a 4-H
Club Year.
Describe roles and responsibilities of
participants in 4-H Clubs.
Create a marketing plan for a 4-H Club.
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.
Characteristics of a 4-H Club
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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
Criteria for 4-H Youth Development
Programming*
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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)
Criteria for 4-H Youth Development
Programming*
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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)
4-H Club Basics
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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.
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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.”
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OBJECTIVE #2
Identify benefits of 4-H Club
participation.
What are the benefits of 4-H Club
participation?
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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?
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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.
Why Start a New 4-H Club?
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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?
Why Start a New 4-H Club?
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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!
Enrolling as an Official 4-H Club
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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)
Enrolling as an Official 4-H Club
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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
4-H Charter
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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
4-H Charter
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Enrolling 4-H Members
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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
Enrolling 4-H Members
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Enrollment forms include the following:
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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)
Enrolling Volunteers
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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.
Securing a Meeting Place
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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
Choosing a 4-H Club Name
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Allow 4-H Club members to choose the name of
their 4-H Club with advice from the Adult Volunteer.
 Be
creative
 Hold
 Be
contest among members
representative
 What
 Be
is the 4-H Club’s major activities?
inclusive
 Avoid
references to gender, race, and religion
 Is there anything in the name that might be offensive to
another group?
Selecting a Type of 4-H Club
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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.
Selecting a Type of 4-H Club
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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
Establishing 4-H Club Guidelines
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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…
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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?
Establishing 4-H Club Rules
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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…
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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
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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
By-Laws Components
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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.
Selecting 4-H Club Officers
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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
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Methods to identify officer candidates include:
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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
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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
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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
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; 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
Training 4-H Club Officers
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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)
Additional resources are available at: http://www.fourh.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.
Planning the 4-H Club Meeting
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Typical Club Meeting Formula
 Business/Opening
– 15-20 minutes
 Education Program – 30-45 minutes
 Recreation/Refreshments – 15-30 minutes
 Total
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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
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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
Sample Business Meeting Agenda
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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
Educational Portion of Meeting
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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…
Recreation Portion of Meeting
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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
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Options…
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Opening or pre- meeting activity (ice-breaker, mixer)
Games
Charades
Relays/Sports
Group activities
Puzzle Challenges
Picnics
Hikes
Songs/Music
Refreshments
Conducting the 4-H Club Meeting
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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
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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
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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
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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
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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.
Planning the 4-H Club Year
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Involve club members in preparing a yearly club plan
The annual plan will:
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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
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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.
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 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
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 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?
Step 2: Put Suggestions into a Plan
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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.
Step 3: Select a Planning Committee
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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
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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
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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
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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
Step 6: Create Action Plans
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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.
Step 6: Create Action Plans
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A typical annual 4-H program plan includes:
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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
Step 7: Write the Yearly Club Plan
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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 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?
Step 8: Approve the Yearly Plan
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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.
Step 9: Measure Club Success
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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.
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Review of a Successful 4-H Club
4-H Club Meeting Checklist
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OBJECTIVE #7
Describe roles and responsibilities of
participants in 4-H Clubs.
Roles and Responsibilities
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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
Youth
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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 Officers
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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
4-H Club Volunteers
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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
4-H Club Volunteers
72
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Adults may assume several different roles as volunteers:
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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
Parents
73
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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
Community Members
74
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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
75
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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
76
OBJECTIVE #8
Create a marketing plan for a
4-H Club.
Marketing 4-H Clubs
77
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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.
Marketing 4-H Clubs
78

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.
Marketing 4-H Clubs
79
 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
Marketing 4-H Clubs
80
 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
81
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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.national4hheadquarters.gov/library/4h_polregs.htm
82
OBJECTIVE #9
Recognize viable options for 4-H Club
programs, community service, and fund
raising activities.
Suggestions for 4-H Club Programs
83
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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
84
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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
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Holiday parties
Dance
Holiday caroling
Retreat
Ice cream social
Videos
Guest speakers
 Community leaders
 Teachers
 Businessmen
 Service professionals
 4-H alumni
Suggestions for 4-H Club Community Service
Projects
85
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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
86
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Park beautification

Adopt a grandparent
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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 research

Voting polls

Nursing home visits

Salvation Army

Community egg hunt

Recycling

Angel Tree

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Party for underprivileged
children
Relay for Life
Financial Considerations for 4-H Clubs
87
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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.
Financial Considerations for 4-H Clubs
88
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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
89
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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
90
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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.
Financial Considerations for 4-H Clubs
91
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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.
Financial Considerations for 4-H Clubs
92
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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.
Suggestions for 4-H Club Fund Raising
Activities
93
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Bake Sale
Walk-a-thon
Dinner
Refreshment
Window washing
Variety show
Crafts
Rummage sale
Lawn mowing
Skating party
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Work auction
Product sales
Play
Special event
Sponsorship
Car wash
Ice cream social
Snow shoveling
Boarding pet
Recycling
Summary
94
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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
95

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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
96
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“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
Resources
97
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“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.
98
QUESTIONS, COMMENTS ???
E-MAIL [email protected] OR [email protected]
99
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
participation!