Fauquier County 4-H Volunteer Leader’s Training Your Toolbox for a Successful 4-H Club

4-H is a community of young people across America who are learning leadership, citizenship and life skills.

4-H Delivery Modes Types: Community Clubs Project Clubs Cloverbud Clubs After School Clubs Special Interest School Enrichment Programs Camping

Characteristics of Successful 4-H Clubs

Membership 5 + members 2 + leaders

Parent Involvement Enroll parents when you enroll members Have parents complete the Parent Interest form When deciding on how to involve parents, find out what talents, interests and skills they have It is important to be specific about what you ask parents to do

Membership Recruitment / Promotion Each club should be representative of the area or community in which it is organized Club should have plan for recruiting new members Each club should have at least one promotional activity during the fall (National 4-H Week) Involve new members: orientation, new member packets, eventually can assign mentors

Monthly Meetings Minimum of one meeting/month at least 9 months out of the year Clubs do better if they meet at regular times each month Regular meetings should be planned in advance Each meeting generally consists of: opening, business, program, and recreation/team building. Parents are strongly encouraged to attend all meetings

The 4-H Project

4-H Projects Project work is the major source of subject matter learning Every member should complete at least one project throughout the year How is a project conducted? In a project group or by conducting a self-determined project With a project book Each member should give a presentation to exhibit work

4-H Project How is a project completed? Beginning Set goals and plan for the project selected Build on last year’s project During Conduct project and participate in project activities A project is completed after 6 hours of learning experiences At Project End Summarize project and determine results

4-H Curriculum What’s available? VT materials are available at Extension online http://www.4-h.ext.vt.edu/programs/index.html National 4-H materials are available from http://www.4-hmall.org Other State Extension Programs offer many free resources online (ex. Ohio, Minnesota, Nebraska)

4-H Records Each member should keep a record of 4-H work Teaches fundamental record keeping skills Teaches how to set goals and analyze what they have learned in 4-H Record of accomplishments, and document successes in 4-H and other experiences (this record will help 4-Hers apply for the All Star Award, the highest award in 4-H, when they become seniors) Provide an opportunity for recognition

Elected and Trained Officers President Vice President Secretary Treasurer And More Historian Parliamentarian Reporter Recreation Leader Song Leader Community Service Director Outreach Advisor Photographer Fundraising Chair Sergeant at Arms

Constitution and bylaws Constitution – foundation of the club Bylaws – procedures of the club, easily amended These documents should be created with youth input and should be approved by all club members

Goals Club goals Member Goals May relate to the focus of the club General club goals Member Goals Support club goals Ensure that members are learning leadership, citizenship, and life-skills

Annual Program Plan Members surveyed Suggestion box Collages Idea Tapestry Committee Brainstorming Newly elected officers and club leaders plan the year’s program Special program planning committee representative of the club Program should be presented for club approval Evaluation

Service Learning Community Service + Learning Experience Leadership and citizenship opportunities Connect with the larger community - Spread awareness of 4-H

Participation in Competitive Events Judging motivates better work Kids connect with the larger 4-H community

Show and Sale

Horse Show

Contest Day

Fair

Hippology

4-H Events – beyond the county Livestock Livestock Judging Block and Bridle Stockmen’s State Fair Cattle Working Horse Horse Judging Southern Regionals Horse Bowl State Horse Show Other Project Areas Poultry Judging State Dog Show Leadership Focused Virginia 4-H Congress National 4-H Congress Citizenship Washington Focus Host weekend by Collegiate 4-H club District Contest Day Exchange Programs

Recognition and Awards Can inspire and be an incentive to greater accomplishments Individual Progress Towards Goals Results from Peer Competition Achievement Banquet Club Recognition Night

Awards – Fauquier County Outstanding 4-H Member Award Portfolio Awards Top County Awards Achievement  Leadership  Citizenship  I Dare You  Pinky Horsemanship  Senior Honor Award Sam Gouldthorpe Sr. Award 4-H Alumni Award Friend of 4-H Award

4-H All Stars What is All Stars? Purpose Nominees must: Honor/Service organization Highest honor in VA 4-H Purpose To contribute to positive youth development through service to the 4-H program Nominees must: Have completed 3 years of work as a 4-H member Be at least 15 as of Jan. 1 of current year Be an active 4-H member and no more than 19 years of age

4-H State Cabinet Who? What? Qualifications? When? 18 district level Ambassadors (3 per Extension district) Four state officers One past president Mentors Adult Advisors What? Represent 4-H across Virginia Plan and implement State 4-H Congress District meetings Contact legislators Qualifications? One full year as 4-H member Documented formal leadership training Appropriate attitudes and skills Pre-service orientation When? Apply and run for cabinet at State 4-H Congress in the summer

Club Management

Club Bank Accounts All 4-H clubs handling money should do so through a 4-H Agency Account The treasurer uses the 4-H Treasurer’s Record Book to keep a ledger of revenue and expenditures Club leaders and treasurers should plan an annual budget for the club If a club disbands any funds return to the local 4-H Program

Sales Tax Exemption Materials purchased for use by 4-H clubs are exempt Materials purchased for resale by 4-H clubs are exempt EIN = 54-6001805

Virginia Tech Insurance Coverage for Volunteers Enrolled volunteers working on behalf of VCE are covered by the University liability policy. If volunteers are charged with an illegal act, they will be excluded from this coverage.

Risk Management Purpose: To provide safe and caring environment for youth and adults; Protect salaried and volunteer staff Avoid – discontinue a risky component Transfer – insurance (http://www.americanincomelife.com/who-we-serve/4-h-insurance) Reduce – rules / code of conduct Retain – if risk is minimal

Risk Management Above Suspicion Policy Volunteers shall be screened prior to being selected to serve in a volunteer role There must be 2 volunteers or more when left in the presence of 4-H youth

Accident/Incidents Follow instructions on Risk Management Cards in case of emergency Report all other minor incidents to the 4-H Agent in a timely manner

Using the 4-H Name and Emblem If you are a member or volunteer you are permitted to use the 4-H Name and Emblem once your program is chartered with the Official 4-H charter Use the whole emblem Keep it upright Color: should never be screened, shaded or multi-colored Shape: should never be distorted

Examples of Use of Emblem Appropriate Inappropriate Kids Club Inappropriate Appropriate http://www.intra.ext.vt.edu/marketing/logos2.html

Forms for Members and Volunteers Enrollment Health History Code of Conduct Volunteer enrollment Standards of Behavior

4-H Club Charters

4-H Charters What are 4-H Charters? Certifies a group as an official VA 4-H entity that meets minimum standards Provides the following privileges: Authorization to use 4-H name and emblem Authorization to raise, allocate and disburse funds in support of local 4-H programs, projects and groups.

4-H Club Charters What Groups are required to have a charter? All 4-H clubs All Adult Volunteer Based groups

4-H Club Charters What are the requirements for 4-H Club Charters? Membership of at least 5 4-H members At least 2 enrolled and trained volunteer leaders Enrollment, Health History, Code of Conduct forms on file for all members and leaders Elected and trained youth officers An adopted club constitution and bylaws A written club annual program plan

4-H Club Charters How does a group receive a charter? Complete the 4-H Club Charter Application Form Submit the application to the Extension Office and we submit to the State 4-H Office

4-H Club Charters How Long is a Charter Valid? 4-H Charters are valid until the end of 4-H year Ways a Club Might Lose it’s Charter Failure to meet initial or renewal charter requirements Changes in 4-H club’s name Disbanding or separation of the club Failure to follow VCE policies Extension Agent revokes Charter

4-H Club Charter Renewals Continue to fulfill the minimum requirements for a club charter Submit a 4-H Club and Organization Civil Rights Compliance Form Submit a 4-H Club Annual Audit Report Submit a 4-H Property Inventory Report

Volunteer’s Responsibilities to Extension Agent Collect enrollment information and turn into Extension Agent Turn in regular 4-H club reports Keep agent informed of club activities Keep members and parents informed of information sent by the Extension Agent Inform Extension Agent of your training needs Attend leader training meetings Submit requests for information and resource materials well in advance of program being conducted Support county, district, and state events Insure club resources are appropriately managed

Extension Agent’s Responsibilities to Volunteers Provide job descriptions and explain respective roles Provide orientation training to new 4-H volunteers Keep volunteers informed of 4-H programs, events, and activities Identify training needed by volunteers Plan, coordinate, and provide training sessions to meet the needs of the local 4-H program Identify educational resources for volunteers

Volunteers Make It Happen! 4-H functions because of the efforts of volunteers Thank you for your support!

Questions and Suggestions?