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4-h OFFICER’S Training. 2018. You have been selected by your fellow 4-H members to be an officer for your club !!!. Youth- Adult Partnerships describes how young people can partner with adults to learn and grow together.
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You have been selected by your fellow 4-H members to be an officer for your club!!!
Youth- Adult Partnerships describes how young people can partner with adults to learn and grow together. • Club Officers represent the interests of their fellow 4-H members by doing some of the following things: • Help lead Club meetings • Plan meetings, projects, activities and events • Keep records and share reports with club members • Manage the Club’s money. What is Youth Governance and why does it matter?
What are the things in your life that give you joy, energy or purpose? -Write it down on a piece of paper -Keep it a secret! -Crumple it up Find Your Spark!
Club President General Duties: • Plan activities and organize events. • Meet with Club Officers and the Officer Advisor before each club Meeting to plan the agenda • Appoint members to participate on club committees, choose members that have a spark for that activity as well as members who want to learn more about it. • Ask for adult volunteers to advise and coach committees. • Become familiar with parliamentary procedures and consensus methods of making decisions.
CLUB PRESIDENT At Club Meetings: • Fill out the business section of your 4-H Club Meeting Planner. • Guide the meeting- focus on addressing and resolving issues and concerns, not your own opinions. • Appoint committees as needed, encouraging participation so that each member can serve on a committee at least once a year. • Have members approve, by budget approval or specific request, all expenses paid by the treasurer.
Vice President For Programs General Duties: • Work with the team of club officers to set and manage annual goals. Fill out the Annual 4-H Club Planner. • Arrange and lead activities, speakers and events for the program part of the meeting. • Distribute the club calendar and annual program plan to all club members and their families. • Learn the duties of the President and lead meetings when the President is absent.
Vice President For Programs AtClub Meetings: • Work with a program committee to plan the program for each club meeting. • Confirm in writing with the speaker the date, time and place of the meeting, along with your name and phone number. • Arrange to make available any audio-visual equipment needed for presentations. • Greet speakers and introduce them to the club officers and community club leaders. • TIP: Be sure to include the 4-H Pledge, Motto, Symbols, etc. in the program every year. [Make a poster to use at each meeting with the pledge and motto until it is memorized]
Vice President For Membership • General Duties: • Chair the membership committee and lead them in creating yearly plans for recruiting new members and adult volunteers. • Learn the duties of the President and Vice President for programs to step in for absences. • Recruit members from your entire community. • Plan outreach displays and public presentations by 4-H members. • Send out media releases informing the public about your club. • Personally invite potential members to attend your club meetings and help them join the club. • Greet and host guests who attend meetings. • Keep a club guest book. • Keep copies of flyers, newspaper articles, media releases, letters and other items that document the committee’s efforts.
Secretaries • Correspondence Secretary: • Collect and write all correspondence for the club. Place in Secretary Binder. • Send thank-you notes to the speakers and people who make donations to the club. • When called on by the President, read aloud any letters, cards or thank-you notes received by the club. • Report on any letters you have written on behalf of the club since the last meeting. • Attendance Secretary: • Keep attendance records for the club at each meeting. • Assist the community club leader or volunteer enrollment coordinator with enrollment- as requested. • Update the member roster. • File attendance records and member roster in the Secretary’s Binder. Recording Secretary: • Sit next to the President at club meetings and read last meeting’s minutes when prompted by President. • Take minutes for each meeting [Minutes are detailed notes about each club meeting] • Create a Secretary’s binder and keep it updated throughout the programmed year. Binder sections should include: annual club planner, club roster and attendance, meeting agendas, meeting minutes, committee reports, correspondence and outreach methods documents. • TIP: Take meeting minutes on a laptop and clean them up within a week after the meeting while your memory of what happened is still fresh!
Treasurer General Duties: • Meet with your team of club officers and officer advisors to develop a club budget for the year. • Account fully for all money that is received and /or spent. • Provide current ledger reports at all club meetings • Report on bills paid and all money received. • Maintain financial records including copies of all invoices, bills and cash receipts relating to the funds and property of your club. Save your receipts! • Keep an inventory of club property and equipment. • Ask the club to take any action on all bills that require a motion to pay- that is, the expenses were not included in the approved budget. • Give all financial records and treasurer’s reports to the club’s peer review committee for the year-end club peer review. • Complete Treasurer’s Checklist- in the Treasurer’s Manual.
Healthy Living Officer • General Duties: • Form and chair the health committee • Announce health-related opportunities, events and activities happening in the community. • Ensure there are healthy food options, sunscreen for outdoor activities, hand sanitizers at food booth fundraisers, appropriate safety signs, etc. • Lead by example- model healthy living practices. • Keep a record of everything you did at club meetings.
Recreation Leader General Duties: • Plan and start recreation activities for each club meeting. • Practice the games, songs and other activities planned for presentation. • Keep a recreation box stocked and ready to use. • Plan activities that allow members to express their inner passions, interests and talents.
Club Reporter • Take note of club activities or events that would make good news stories. • Write and submit media releases about 4-H activities and events to newspapers and radio and television stations. • Report at club meetings about new items that were printed or broadcast. Club Historian • Create and maintain a club scrapbook. • Keep complete records showcasing the club’s activities- newspaper articles, thank you notes, club certificates and awards. • Take pictures or collect member photos illustrating club activities. • Collect 4-H event programs and souvenirs. Club Newsletter Editor • Publish monthly or quarterly club newsletters to report about member accomplishments. • Ask members to write stories for the newsletter regarding projects, events and community activities. • Provide a club calendar in newsletter • Post club news on the 4-H Online Record Book.
Club Photographer • Create a file of photos of club projects, events, celebrations and meetings. • Provide photos for the club reporter’s stories, for membership recruitment displays and for the club historian to use in showcasing the club’s accomplishments during the 4-H program year. Sergeant At Arms • Check on room arrangements for each meeting and make sure proper club flags and banners are displayed and stored. • Stand in front of the room while President calls the meeting to order and ask members to stand for pledges. • Assist the President and Secretary take roll and count votes as needed. • Keep order during club meetings.
Before the Club Year Begins: • Review the duties of each Officer • Develop an Annual Club Planner • Plan the Club Budget • At the Club Meetings: • Officers should meet before each meeting to set the business agenda, program and recreational activities-AKA “Officer Executive Board Meetings” • Work as a team to set up and clean up meeting areas • Greet guests and offer help when needed • Help teach new or younger 4-H members about your club! • End of Year: • Give all the reports to the Community Club Leader. Planning the Club Year
Pick 1 or 2 areas that you want to work on over the program year and make a plan to grow or improve. • Example: if you realize you are shy in front of a group, you may want to work on your confidence in public speaking. Take 5 minutes to think of you 1 or 2 areas you would like to work on for this year
You are NOT Alone! • Adult Advisor! • Parents! • YDP Staff- Me
