4-h OFFICER’S Training 2018

You have been selected by your fellow 4-H members to be an officer for your club!!! Your position as an officer for your club is very important! This means you help make decisions for your club, set goals, prioritize and lead the planning for the upcoming program year. Can someone tell me what is Youth Governance and why does it matter?

What is Youth Governance and why does it matter? 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 are the things in your life that give you joy, energy or purpose? Find Your Spark! 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 Snowball Fight!! -Ask them to write down one of their SPARKS and crumple it up tight -Split the room and have them engage the snowball fight! -After 1 minute, ask them all to pick 1 snowball up -Read it out loud and guess who wrote it -Depending on how many, each one can say why it is their spark. If only enough for 2 groups, have them stay in their split groups for the remainder of the training.

Officer Breakdown Start asking what does each officer do? Engage them to think of what their peers are responsible for as well as themselves.

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 At Club 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 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. 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. 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 Newsletter Editor 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 Sergeant At Arms 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.

Planning the Club Year 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.

Time to reflect Separate into groups: 5 minutes – group discussion & 5+ minutes for overall discussion/sharing Give Discussion topics: 1. What has been the most challenging situation being an Officer?*** has anyone dealt with the same situation? How did you handle it? What is your advice? 2. What made you want to be an Officer?

Parliamentary Procedure Parlim

Motion Potion Skit

Forward Thinking

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  Keep this piece of paper to look at at the end of the year to see if you met your goal for the year.

You are NOT Alone! Adult Advisor! Parents! YDP Staff- Me 