Managing 4-H Clubs in Guadalupe County

1. Managing 4-H Clubs in Guadalupe County County 4-H Club Manager Training Thursday, July 31, 2014

2. Meeting Agenda • Responsibilities of the Club Managers & County Agent • Participation Fees and 4-H Enrollment • 4-H Enrollment, Re-charter and By Law Changes • Taxes • Fundraising • Quality Counts • Club Reporting • Risk Management, Financial Management & Dispute Resolution • Agent Programs • Misc • Depart

3. Welcome and Club Roll Call • 4-H Horse Club • Navarro 4-H and Clover Kids Club • New Berlin 4-H and Clover Kids Club • Santa Clara 4-H Club • Seguin 4-H Club • St. James 4-H Club • SCUC 4-H Club • Robotics 4-H Club • Seguin Christian Academy SET SPIN Club • 4-H Shooting Sports Club • 4-H Shotgun Club • Clemens 4-H Club • Kingsbury 4-H and Clover Kids Club • Marion 4-H Club • Mc Queeney 4-H and Clover Kids Club • Outdoor Challenge 4-H Club • St. James SET SPIN Club

4. Psychogeometrics • When I bring up the picture, pick the shape you first notice and write it down

5. Squares • hard worker, determined to get the job done, very structured • emphasize organization and logic • need life to be predictable; everything must be in the right place at the right time & almost compulsive to detail • make great administrators (not managers) and love to collect and organize data • excel when instructions and requirements are clear • better at following a plan than designing one • procrastinate over major decisions & status quo instead taking risks • uncomfortable with conflict and emotional situations

6. Squares Cont. • Positive Traits • Organized • Detail Oriented • Knowledgeable • Analytical • Persevering • Perfectionist • Patient • Negative Traits • Meticulous • Obsessive over details • Procrastinating • Cool, Aloof • Resistant to Change • Loner • Complaining

7. Squares Continued • Personal habits • Love routines, lists, calendars, like tangible things, i.e. put it in writing, promptness, neatness, cleanliness, precision, attention to detail, social loner • Stressful Shapes for Boxes: • Squiggles, Circles, Rectangles, Triangles • Working with Boxes • Do not catch the box unprepared to discuss a problem • Avoid chaos, surprised and emotional situations • Think through your argument thoroughly before approaching a box • Keep tasks on schedule

8. Triangles • less interested in the work itself, more concerned with their career • ambitious and focused toward the top • shape symbolizes leadership • very competitive • loves to make decisions for self and others • able to focus on the goal of the moment • needs to be seen as “right” by others, has trouble admitting mistakes • movers and shakers, best politicians • Well respected, sometimes feared by others

9. Triangles Cont. • Positive Traits • Leader • Focused • Decisive • Ambitious • Competitive • Athletic • Negative Traits • Can Be Self-focused • Overloaded • Dogmatic • Status Oriented • Political • Driven

10. Triangles Cont. • Personal Habits • Early arriver, good “scooper” of situations, fidgety, interrupter, power handshake, addiction (compulsive behavior possible), game player, informed, good problem solver, prefers small groups • Stressful Shapes for Triangles: • Squiggles, Rectangles, Circles • Working with Triangles • Conflict is dealt with using direct confrontation and is viewed as competition. In true personalities, they get mad and they get even! • Sometimes prefer being a coach rather than a team player • Prefer having several options from which to choose • Timing is very important when approaching them • Maintain emotional control, especially when triangles cannot maintain their own • Present information logically and sequentially • Show them all different perspectives and make sure you understand them

11. Circles • really care about others, about all people • will do whatever it takes to make co-workers, friends, and family happy • smooth the waters and keep the peace • interested in interpersonal relationships; “reads” others well • best communicators and listeners of all shapes • Not good at making unpopular decisions • Don’t not care who has control; can be taken advantage of by more dominant personalities- • excellent “people” problem solvers and team players

12. Circles Cont. • Positive Traits • Friendly • Nurturing • Persuasive • Empathetic • Generous • Stabilizing • Reflective • Negative Traits • Over-Personal • Melancholy • Manipulative without knowing it • Gossipy • Self-blaming • Apolitical • Indecisive

13. Circles Cont. • Personal Habits • Face to face communications, easygoing, joiner, often in charge of social events, prefer small groups, old-fashioned and sentimental, complimentary, neatness not a priority, artistic, reader, loves to fix things • Stressful Shapes for Circles: • Boxes, Triangles • Working with Circles • Conflict distresses them a great deal; they tend to take everything personally • Focus on accommodation and compromise when disagreeing; it is more important for the circle to preserve a relationship than to solve the problem • Let them know it is OK to disagree • Keep the discussion focused and confidential; circles are prone to involve other issues and people • Circles can be very persuasive

14. Squiggle • symbolic of creativity (most unique of all shapes because it has no closure) • able to produce truly great and new ideas • challenge the status quo • future oriented; more interested is possibilities than reality • excitable; energized by change • uninterested in details, facts, figures • disdains highly structured and mechanized work environments; prefers free flowing, independent situations

15. Squiggles Cont. • Positive Traits • Competitive • Excitable • Independent • Innovative • Creative • Motivating and Bold • Active and Physical • Negative Traits • Disorganized • Illogical • Impractical • Uninhibited • Unrealistic • Preachy • Naive

16. Squiggles • Personal Habits • Fast mover, interrupts a lot, loses things, daydreams constantly, seeks stimulation, enjoys new people and new situations, rebel, life of party, spontaneous, will talk to anyone • Stressful Shapes for Squiggles: • Boxes, Triangles • Working with Squiggles • Squiggles perceive most conflicts as unimportant compared to other things they need to do; however, when they do find it worthwhile, they can be very persuasive and competitive • You may have to guard yourself again sttheir powerful energy if it is too overbearing • Hold discussions in neutral locations • When you reach an agreement you should follow up and work out the details; the squiggle will be off to other activities

17. Rectangles • rectangle symbolizes change and a state of flux • dissatisfied with their personal or professional life • unsure of self for time being • unpredictable, may appear to be a different person each day • in a period of growth, change, learning, and searching • open to new ideas and people • Everyone goes thru periods of being a rectangle • All have another shape as well

18. Rectangles Cont. • Positive Traits • Open Minded • Exciting • Searching • Inquisitive • Growing • Courageous • Negative Traits • Confused • Lower self-esteem for time being • Inconsistent • Gullible • Ingenuine • Unpredictable

19. Rectangles Cont. • Personal Habits • Forgetful, nervous, on edge, very late or very early, compulsive, emotional outbursts often followed by total withdrawal, avoids conflict, prefers large groups, bad timing, blurting out, somewhat wary of old friends. • Stressful Shapes for Rectangle: • Triangles, Squiggles, Boxes • Working with Rectangles • Typical rectangles avoid conflict; when they are involved their behavior is erratic, making them very difficult to work with • Put things in writing so they can more easily remember what has been decided and maintain accountability • Present a “sure front” because rectangles are often confused and uncertain; they tend to respond to those who have it all together • Keep focused and help them stick to the point of the conversation • Work towards win-win situations and preserve the rectangle ’s sense of pride • reinforce your relationship; when they come out of this phase they will remember how you have treated them

20. Responsibilities of the Club Manager • The Club Manager is the Adult Leader in charge of making sure the club runs smoothly • They are assisted by the assistant managers, project leaders and committees • The main responsibility of the Club Manager is to organize and coordinate the functions of a 4-H club • It’s important that a commitment is made for at least one year

21. Possible duties of the Club Manager Some of the duties of the club manager include • To assist 4-H members in registering on 4-H Connect for membership or events • To serve as a liaison between the County Extension office and the 4-H club they serve • Through e-mail, Facebook, etc… • To keep informed and up to date on changes in the 4-H Program by reading the 4-H Gazette and the Facebook page, attend Adult Leaders & Parents Association meetings and attend any leader trainings • To recruit project leaders and community resource people to help with club programs • Keep club leaders, parents and members informed of ALL countywide activities, programs and events offered; It may not be pertinent to you but someone in the club could be interested

22. Possible duties of the Club Manager • Assist members in setting their goals and selecting projects and activities to reach those goals • However, the manager does not choose the goals • Assist club officers in planning worthwhile club meetings by helping them with their agenda and parliamentary procedure • However, the manager does not run the meeting or make any of the decisions, its up to the club members!!! The manager can make suggestions! • Assist with planning and facilitating good club programs • Offer advice for the completion of the Recordbook or awards application. • Fill out necessary reports on time and return to Extension Office • This helps tell us what the club is doing along with the reporter • Provide support and encouragement to project and activity leaders.

23. More About Managing the Club • Remember, the club belongs to the kids…we as adult leaders and agents can make suggestions, but it is up to the club members to vote and make the decisions • The bylaws must be enforce at all times, this prevents disagreements and arguments and makes sure everything done is by the rules • Minutes and Treasurers’ Reports • Will be REQUIRED for Chartering next year • Minutes • Should include what happened at the meeting and kept on file • Treasurers’ Report • Should include balance at start of month • Deposits • Withdrawls • Balance at end of month • Copies for each month will be required during 2016 Charter Cycle

24. More About Managing the Club • It is up to you as the manager to send out all information you see to the club! • Doesn’t matter if you feel its not applicable to you or the club, it may matter to a member • Be sure to encourage your council delegates to attend all council meetings, it is important for updates and for them to come back and report to the club • Also, encourage all of your adult leaders to attend the ALPA Meetings • If you don’t go, then you don’t have a voice in the county when it comes to making decisions for 4-H!

25. More About Managing the Club • Communication!!! • Communication between members, adults, club managers and committees is KEY in the smooth operation of a club. • It cuts down on disagreements and leads to better teamwork • Committees • These are very important in the day to day business of the club • They include financial, membership/welcoming, program, recreation, leadership, 4-H business, project & fundraiser committees • Problem Solving • If a problem arises in the club between members or adults, the club managers are usually the ones to take care of it. If it continues to grow or the manager feels like help is needed, contact the county 4-H agent for help

26. Duties of the County 4-H Agent To organize and direct the overall county 4-H youth program, focusing on issues affecting youth and family. • Identify and analyze critical issues affecting youth and the family • Develop and administer educational approaches to help youth and the family address and resolve the critical issues • Recruit, train and support 4-H leaders to lead 4-H clubs, special-interest groups and school-enrichment groups. • Organize 4-H units throughout the county so that all interested youth may be involved in 4-H educational programs. • Obtain educational resources, materials and funds to conduct the 4-H program. • To attend as many county events and meetings as possible, to be the face of Texas A&M AgriLife Extension and help wherever needed

27. Expectations of 4-H Clubs and Club Managers It is important to know what is expected from 4-H clubs during the year on various issues! • All reports Must be turned in on time, every month • All Clubs must be sending their council delegates to county council meeting and ALPA meetings • All clubs should participate in the county fundraisers andthe ALPA fundraisers • These monies go to help OUR kids! • NO child should be involved in adult disagreements…EVER • All clubs must participate in County-Wide Community Service projects for 2015-2016 • Should a problem arise between people or ideas, bring it to my attention quickly

28. Expectations of 4-H Clubs and Club Managers • All clubs will participate in major county events like the county fair, halloween carnival, etc • All clubs should submit a rookie of the year nomination by December 15, 2015 • Clubs will be responsible for a booth at the county fair kids corral this year • Clubs should encourage the kids to join a Project Development Committee • Club manager must ensure that all participating members are enrolled on 4-H connect • Failure to do this will result in the 4-her not being allowed to participate in any 4-H event. • All 4-H clubs should donate an item to the Youth Show Gala Silent Auction, as well as the ALPA Raffle and Banquet Silent Auction • All clubs must have elected their officers by June 2015 and have their yearbook info to me by August 2015

29. Expectations of 4-H Agent It is important to know what is expected from ME during the year • I will do my best to attend as many various projects and club meetings as possible • I do not play favorites • I will work to make sure all info from the extension office is up to date and accurate • Ed.D • Work toward better communication

30. 4-H Club/Group Charters • Due July 15 each year from now on • Must complete and attach all necessary forms • Texas 4-H Charter Form • 3 Page Financial Review Form • Must find three people outside your club to review the books • Information including treasurers reports and bank statements are required • Budget • You only need to resubmit your bylaws if they have changed from last year • Bank Statement from most current month • List of coming officers • For this year…

31. How to Promote your 4-H Club • You may have a large club, but notice participation is dropping off • Reasons • Programs • Recreation • Opportunities • Too Big?

32. Federal Tax Exemption, Filing Taxes and Texas 4-H INC. • Form 990-EZ • Due December 15th, 2015 • All clubs must file

33. The Participation Fee • To raise a portion of the money needed, the state office has implemented the Participation Fee for 4-H • This system is a way to offset the burden that has been placed on extension due to budget cuts • Without these fees, extension would not be able to continue with its programming in the counties

34. The Participation Fee Continued • The participation fee is for all 4-H age youth • Adult leaders and Clover Kids/buds are exempt from paying the fee • They are not 4-Hers • The cost will be $20 per child from September 1 to October 31. • After October 31, the fee will go up to $25

35. 4-H Enrollment • On August 15th , all profiles on 4-H Connect will go “inactive” in order to begin enrollment for the `15-`16 4-H year • To enroll/re-enroll in 4-H: • Go on 4-H Connect and update your profile • If anyone forgets/misplaces their password, contact our office and we can reset it • 4-Hers will not be enrolled until the participation fee is paid • 4-H Club Managers and Adult Leaders can have access to their club/group’s enrollment on 4-H Connect • You will be able to pay the participation fee by credit/debit card or by a county check • Personal e-check no longer allowed

36. 4-H Adult Leader Enrollment • Volunteers are required to pay a $5.00 annual fee • The application fee will cover the cost of volunteer screening and expedite the screening process when paid by debit/credit card • An additional volunteer screening fee will not be assessed.

37. Fundraisers • Fundraisers are a great way to raise money for your club, to reduce the cost of the participation fee for the members or other club business • Currently, clubs are allowed two (2) fundraisers per year. More than that are allowed but you will then need to report the proceeds to the IRS when doing taxes • It is highly advisable to stick to 2 per year and find other ways to raise money, like grants and sponsorships

38. Quality Counts • Quality County Verification will be required for ALL youth exhibiting livestock at major stock shows • This includes San Antonio, Houston, Ft. Worth, Star of Texas, San Angelo, and more

39. Club Reports, Managers’ Update • Your club reports let us know what your club is up to every month! • This information is used in the 4-H Gazette, Facebook and reports to the district • It is VERY important that your club turns in your reports on time (25th of the month) so we can get it ready for the newsletter • Without the reports, I do not know what the clubs are doing if they are entering contests, going to be in the paper, sending kids to something special

40. Club Reports • It is the job of the club reporter to turn in a report for the club • If for whatever reason the reporter does not turn in the report on time, I need you as the club manager to get everything turned in • If you don’t tell me what you are doing, I can’t know what is going on • This year, there is an Online Form again! It Includes • Number of kids, adults, demographics, what you did, what you plan for next month, boys, girls, program, etc

41. Risk Management • The act of planning for the possibility that some future event will cause harm • Provides strategies, techniques, and an approach to recognizing and confronting any threat • Risk Management Process • 1 – Look for risks to people, property, etc. • 2 – Evaluate the risks to determine which ones need to be addressed and which ones can be tolerated • 3 – Decide how to manage the risks Source: http://texas4-h.tamu.edu/adults/mgtguide/riskmgt.html

42. Steps For Risk Management • Make meetings welcoming to everyone • Ensure that only screened and cleared volunteers are working directly with youth • Both members and leaders agree to “codes” of behavior and conduct during enrollment process • Failure to adhere to these codes by adult or child WILL result in a consequence as laid out in the code of conduct • Your club can buy insurance for a particular event or for each member for a year from American Income Life Insurance • This is a good idea with events that can be dangerous • It comes out to around $1 per child per year and the benefits can greatly outweigh the cost of it is needed

43. Risk Management • Texas A&M AgriLife Extension Service is dedicated to providing information and resources to all citizens of the state of Texas regardless of socioeconomic level, race, color, sex, religion, disability or national origin • Be aware and abide by ADA (Americans with Disabilities) Act • Consider locations of activities and accessibility

44. Risk Management • Weapons • No firearms, handguns, mace, pocket knives, tasers or any other weapons will be allowed at ANY 4-H event. • Firearms WILL be allowed at some events for shooting sports • Outside of shooting sports events, if a firearm is present, it must be broken down, open and free of ammo • This includes adults • If there are any questions, just ask! • Issues • If you find there is a problem, issue or rule question that comes up, call me immediately! • It will do you, the offender and the affected NO GOOD if the issue is not brought up quickly

45. Financial & Charter Management • As we move to better recordkeeping, there is some information you can keep to make chartering much easier each year • Treasurers Report Form • Check Request/ Deposit Form

48. Financial Management Cont. • Remember to get receipts from people you are reimbursing and make a copy to add to your check request form • You don’t need to turn in your treasurers report each month, but make sure you turn them all in, in June 2016 • Along with your bank statements for the year as well • If for some reason your club closes, all monies and property must be turned into the County Extension Office

49. Dispute Resolution • Once in a while, disagreements spring up between youth or adult leaders; While most work themselves out, some require extra steps to resolve • Disagreements can lead to constructive criticism and better cooperation in the end; however, if handled improperly it can lead to arguments and fights • When this occurs, it can spill over from kids to adults or adults to kids • If you need a dispute to be resolved, contact the county office • If You have an issue with something I or another agent is doing, PLEASE let me know!!! Lighting the way for 4-H!

50. Agent Programs • "Quality Counts"- Jeff Hanselka or Travis Franke • This program will discuss the importance of raising quality livestock projects; provide methods to raising quality livestock projects, and share resources that are available to them for project meetings. Quality Counts certification is required for 2011-2012 • "Writing your 4-H Story- Matthew Miranda • This program talks how to work on your recordbook. at the start of the 4-H year instead of waiting until the deadline! Covers the types of record books available, what you can consider a project and anything else you can think of related to record books! • “4-H Food Challenge” – Charla Bading • Invite your fellow 4-Hers to learn about "4-H Food Challenge“. Set up similar to the TV Show, Iron Chef, you and your team members can make a recipe, calculate the cost per serving, explore food safety challenges, and Learn nutrition Facts!! • “That’s a 4-H Project?” - Matt Miranda • Think only livestock and food can be 4-H projects? Think again!! Consider all the possibilities and learn about the basics of a 4-H project. • "Raising Show Poultry" - Jeff Hanselka • This program will cover what is involved in raising show broilers and turkeys, management tips, and resources available to them. • “Show Pig Health Care and Management” - Travis Franke • Travis will provide some instructions and tips that will help you with swine projects.