Texas 4-H CLUB OFFICER TRAINING One sign of a successful 4-H club is the club manager working in partnership with the club officers to form the club leadership team. It cannot be assumed, however, that those elected to leadership positions within a club automatically know what responsibilities they have just agreed to accept. It is part of the role of the successful 4-H club manager to help train those officers and equip them with the knowledge and skills they need to take full ownership of the club. Another role of the successful club manager is treating all members of the club leadership team as equals as they plan for the growth and success of their 4-H club. Leadership is action NOT position -Donald H McGannon

EXPECTATION OF CLUB OFFICERS You may need to modify some of the officer roles based on your club’s expectations You may have varying officer positions based on your club’s bylaws

President Preside at all club meetings Use basic parliamentary procedure steps as a tool to conduct effective, orderly meetings With assistance from 4-H club manager, arrange for meeting time and place Work with club manager and officers to develop agenda for the meeting Remind and encourage each person on the program to be prepared Ensure maximum member involvement in all club activities Appoint committees as needed

1st Vice President Assist the President Preside at meetings in the absence of the President Serve as chairman of the Program Committee, which consists of you, other club members and an adult advisor.

2nd Vice President Assist the President and First Vice President Preside at meetings in the absence of the President and First Vice President Serve as Chairman of the Recreation Committee and work closely with the committee adult advisor and members to plan the recreation for each meeting and make arrangements for the activity to be led by a committee member Appoint 4-H families to be hosts and provide refreshments at each club meeting. You and your group plan additional social activities of the club, such as holiday parties and picnics.

3rd Vice President Assist the President and Vice Presidents. Preside at meetings in the absence of the President and Vice Presidents Serve as chair of the Membership Committee. You will work closely with the committee adult advisor and members to recruit, enroll and orient new members of the club.

Secretary Call the role and check attendance Read the minutes from the last meeting Keep complete and accurate minutes of all meetings Read letters of information or any other club correspondence to the club Prepare emails and other social media correspondence for the club to keep members informed

Treasurer Keep accurate, up-to-date records of all club funds. This includes receipts and expenditures, and the balance on hand. Work with club manager to pay bills as approved by the club. Report the club’s financial condition at each meeting or as requested by the President. May serve as Finance Committee Chair, working closely with committee members and the adult advisor to develop and present a budget to club members for approval.

Reporter/Public Relations Submit interesting reports and pictures of club activities, members and leaders to local newspapers, and radio and television stations. Visit local newspapers, and radio and television stations to learn about their requirements for submitting news. Report club news to the county Extension office for the county 4- H newsletter or for the county 4-H website. Work with the Secretary to complete the 4-H Club Meeting Report form Work with the Secretary to conduct any social media correspondence

Parliamentarian Keep order at club meetings. Follow 4-H Parliamentary Procedure Guidelines. Advise the President, or presiding officer, on parliamentary procedure. Help train all club officers in parliamentary procedure. Make parliamentary rulings during the business portion of the meeting.

Council Delegate Attend all county 4-H Council meetings. Report local club activities and recommendations at each County Council meeting. Report on County Council activities, recommendations, committee reports and activities of other clubs at your local club meeting. Serve on countywide committees when appointed by the County Council chairman/president. Participate in training opportunities at county, district and state levels.

Health & Safety Officer Help the President and other officers plan your 4-H club’s annual activities calendar. Serve as chairman of the Health/ Safety Committee. Provide some type of health/safety information at club meetings.

Club Committees Committees should be appointed only when necessary. Otherwise, committee work will lose its importance. A club officer should be appointed to each committee to keep communication open with the Executive Committee. To involve adults, appoint a parent or leader to each committee as an advisor. Plan time for committees to meet, work and report at regular club meetings.

ROLE OF THE CLUB MANAGER

Club Managers Assist club officers in the planning of each 4-H club meeting and the yearly calendar Ensure that each officer knows his/her responsibilities Provide an atmosphere where club members conduct their 4-H club meeting and adults do not take over Delegate responsibilities to club officers or volunteers Encourage involvement of club officers, members, and volunteers

Officer Club Manager Teamwork

Officers & Club Manager Teamwork Club Managers working in full partnership with Club Officers on issues facing the local 4-H club Club Officers take ownership of their 4-H club, not relying on the 4-H club manager to do everything. Club Officers working with Club Managers to ensure the success of the 4-H club and the club’s members.

Barriers to strong Team Work Let’s Brainstorm! How do adults view young people? How do young people view adults? What behaviors have you experienced in intergenerational meetings that would not be helpful in building healthy partnerships? Team work between the officers and the Club Managers is important. However, there are barriers that can and do exist that limit or prevent this full partnership between Club Managers and 4-H Club Officers. Let’s take a few moments and brainstorm what some of these barriers might be. As we think about these barriers, think about these three questions: How do adults view young people? How do young people view adults? What behaviors have you experienced in intergenerational meetings that would not be helpful in building healthy partnerships? (Take a few moments to brainstorm these barriers. Write the responses on the flip chart. Allow time for brief discussion.)

How to overcome barriers Let’s Brainstorm What behaviors have you seen that help build strong partnerships? What blocks us from building effective working relationships between youth and adults? How can we ensure that barriers to building effective partnerships are minimized or eliminated? Now that we have identified some of the barriers that exist that limit or prevent a full partnership between 4-H Club Managers and 4-H Club Officers, let us spend some time thinking about what we can do to overcome these barriers. Let’s brainstorm, once again, about how we can get past those barriers and establish a full partnership between Club Managers and 4-H Club Officers. As we do this, let us consider these three questions: What behaviors have you seen that help build strong partnerships? What blocks us from building effective working relationships between youth and adults? How can we ensure that barriers to building effective partnerships are minimized or eliminated? (Take a few moments to brainstorm how to overcome these barriers. Write the responses on the flip chart. Allow time for brief discussion.)

How to overcome barriers Current emphasis is on infusing young people into all levels of organizational decision-making Young people need to be involved not only in day-to-day programming decisions, but they should also be involved in organizational governance Adolescents infrequently invited to engage in collective problem-solving Isolation creates social contexts where negative stereotypes may flourish As we overcome these barriers, we are strengthening the quality of the overall 4-H experience. Emphasis needs to be placed on involving young people into all levels of decision making within their 4-H club. Not only do young people need to be involved in the day-to-day decisions that affect the 4-H club, they also need to be involved in the overall management of the 4-H club. This is not only important on the club level but on the county level as well. In the past, 4-H members have rarely been asked to provide input on issues affecting their 4-H club. Too many times, the club manager or adult leaders have addressed the issue. By allowing for the club manager or other adult to address these issues, it is not building leadership traits within 4-H club members. It also limits the responsibility that 4-H Club Officers learn. This does not foster an environment for a full partnership between Club Managers and Club Officers. This isolation can create negative feelings within the Club Officers. It does not create a healthy environment for the local 4-H club. As club managers and adult leaders, we often time think of club or project activities as “My Club” or “My Project Group”. In reality, the club belongs to the 4-H members. We are simply there to help guide them towards the path of positive growth and development. It is important that 4-H Club Officers and ultimately 4-H Club Members feel that this is their 4-H club and that they have ownership and a voice. This is why it is extremely important to overcome these barriers and develop the full partnership between 4-H Club Managers and 4-H Club Officers.

Officers + Club Managers = Winning Team Club Officers achieve mastery, compassion, and health Club Managers understand the needs and concerns of youth, making them more likely to reach outside the organization and share their new knowledge and insights. Everyone gains a stronger sense of community connectedness Adults and organizations as a whole became more connected and responsive to youth in the community, leading to strengthening the 4-H club Including youth in decision-making leads 4-H Club to reach out to the community in more diverse ways When everyone works together towards a common goal, everyone in the club wins! Continued success will lead the way to growth and expansion within the 4-H club. That is helping to “Make the Best Better”! To review, we have an activity to do that will help to reinforce the concepts in this lesson. This activity is also great to use with kids to teach them about their officer roles. Facilitate the Beach Ball Activity using the information in the Beach Ball Activity Handout and Beach Ball Labels.