1. Texas 4-H ROLES & RESPONSIBILITES OF CLUB MANAGERS
Welcome to the training on the roles and responsibilities of club managers. As a club manager, you are a key ingredient to the success of your 4-H club and the total county 4-H program. Your role gives continuity to the 4-H club and you also help maintain a quality 4-H program that kids will enjoy and keep coming back for more.

2. Topics Big Picture of 4-H Club Management
Qualifications and Expectations
Duties of 4-H Club Managers
Youth-Adult Partnerships
We have four main items on our agenda for today. First we’ll look at the big picture of 4-H club management. Next, we’ll review the qualifications and expectations of a 4-H club manager. These are the basic or minimum requirements that must be fulfilled to take on the club manager role. Third, we’ll look at the specific duties of the club managers and ways in which duties can be divided between the club manager and assistant club manager. Last, we will review the benefits of youth-adult partnerships and how you can facilitate this important aspect within your club leadership team.

3. A Club Manager should… Stand up!
Attend club manager trainings
Create a club atmosphere that is inclusive
Enroll all 4-H club members and leaders on 4-H Connect
Exclude new members from leadership roles in the club
Submit appropriate paperwork to the Extension Office in a timely manner
Teach all 4-H projects for the club
Plan every club meeting and tell officers the plan
Before we get started, let’s do a little activity to see what you might already know about being a 4-H club manager. I’ll read a statement and if you agree that the statement is a duty of the club manager, please stand up. If you do not agree, stay seated.
Ideally, the responses should be:
Attend club manager trainings – STAND UP
Hopefully, they all see the importance of these trainings.
Create a club atmosphere that is inclusive – STAND UP
This should also be a pretty easy statement everyone should agree with!
Enroll all 4-H club members and leaders on 4-H Connect – SIT DOWN
This could be interpreted as helping members enroll, which is ok, but mostly families should be responsible to enroll themselves. So if there is some disagreement or confusion, you can talk about it as a group.
Exclude new members from leadership roles in the club – SIT DOWN
This could also be interpreted differently. New members won’t be officers, but can assume other leadership roles as the year progresses.
Submit appropriate paperwork to the Extension Office in a timely manner – STAND UP
Teach all 4-H projects for the club – SIT DOWN
Some club managers may feel responsible for this, but we’ll talk more about how other volunteers can assist with projects.
Plan every club meeting and tell officers the plan – SIT DOWN
This could cause some differences in the group, depending upon how closely they read the statement. The club manager should not be the only one planning the meeting and simply telling the officers what to do. It should be a coordinated effort between the officers and club managers.

4. A Club Manager should… Stand up!
Communicate with the agent only when there is a problem within the club
Rely on the agent to train the officers
Amend the Texas 4-H Rules & Guidelines
Empower other volunteers to take a leadership role
Rely on the agent to provide recognition for 4-H club members and leaders
Be a positive role model for youth and adults.
Here are a few more….
Ideally, the responses should be:
Communicate with the agent only when there is a problem within the club – SIT DOWN
Communication should always be open between the clubs and the Extension Office
Rely on the agent to train the officers – SIT DOWN
While the agent does offer club officer training, the club managers still play a role in officer training
Amend the Texas 4-H Rules & Guidelines – SIT DOWN
Hopefully, this is a no-brainer and everyone sits.
Empower other volunteers to take a leadership role – STAND UP
Absolutely! A club manager shouldn’t (and most likely can’t) do it all by themselves!
Rely on the agent to provide recognition for 4-H club members and leaders – SIT DOWN
While the county office does conduct a county banquet or other recognition event, the club can still find ways to recognize youth and volunteers.
Be a positive role model for youth and adults. – STAND UP
Absolutely!
We will discuss more of these as we go further into the training.

5. What is the big picture of club management?
Volunteers:
Are the key to success
Are important role models for youth
Provide leadership in recruitment of other volunteers and 4-H members
Provide leadership for 4-H clubs, projects, and activities
Let’s take a look at the big picture of 4-H club management. Volunteers are an important reason for the success of 4-H. With the more than 110 years of rich history of our 4-H program in Texas, we have seen the impact that volunteers have made on increasing enrollment, building youth with positive life skills, and much more. There are several other things that volunteers bring to the 4-H program.
Volunteers serve as a significant adult figure and role model for youth along with their parents or guardians. There are some children who do not have strong parental support or adult role models they can look up to. The 4-H program provides the necessary safe environment for youth to be themselves and caring adults to give them some support and stability in their lives. That is one of the key ingredients in helping youth develop into positive, contributing members of society as adults.
Volunteers also provide leadership in recruiting other adults to take on leadership roles. Additionally, we would be missing some pieces of the big picture if we didn’t value the leadership that youth can bring to the table. Volunteers can help teach leadership and life skills to youth and can help identify youth who can serve in leadership positions.
Another key part of the big picture is the role volunteers play in giving leadership to 4-H clubs, projects, and activities. It takes more than just one or two volunteers to have a successful 4-H club or project. The more volunteers we can equip to be leaders, the stronger the program will become! We can’t forget about those young people and the leadership they can provide to 4-H projects and activities. Kids have great ideas and we have much to learn from them as well as what they can learn from us!

6. Club Manager’s Focus Develop the club leadership team
Play to the strength’s of team members
Model and maintain open communication
Be an active participant in club functions
Empower others to take leadership roles
There are five general areas a club manager will focus on in their role.
First, the club manager is responsible for developing the club leadership team. We’ll talk more about who that team includes later.
A club manager will be more effective if they utilize the strengths of the team members. People like to do what they are good at. If we place them in roles that they like, they will be successful!
The club manager is also responsible for modeling and maintaining open communication with the club membership, club volunteers and the county Extension office and agent advisor. If the communication breaks down, problems tend to emerge. Keeping everyone informed is critical.
Club managers need to be an active participant in club functions. Does that mean a club manager must go to every single event and club meeting? NO!
If a club manager does their job well, they will empower others to take ownership and responsibility so that they do not have to be everything to all people! And that ties right in with the last statement: Empowerment is sometimes difficult. Sometimes we feel that “I am the only one who can do it right.” As a club manager, we have to learn to let go and let others take responsibility – even if they don’t do the task just like we would.

7. Club Leadership Team Club Managers Committee chairman Club officers
Committee members
Project Leaders
Teen leaders
Activity leaders
Junior leaders
Committee advisors
Handout the document, The Club Leadership Team Model.
Here’s a list of the roles included in the Club Leadership Team. Each role on the team has specific duties. If each role is done well, then the club will operate smoothly and involve many people in leadership. We’ll be looking in more detail at the club manager’s role in a little bit. Let’s look at the other roles on the list.
Club officers are elected by their peers. You can help facilitate the election of quality leaders by encouraging youth to run for office. As a club manager, we must be fair. If a child is elected who really doesn’t have the skills needed, it is our job to help them learn the skills and build leadership.
Project leaders can be other adult leaders or teens who have an interest in a specific 4-H project. Their job is to provide structured learning experiences, personal guidance and counseling to 4-H members. Project leaders will plan project meetings, workshops, field trips, tours, or other activities to teach youth about a specific subject matter area. We want projects to be hands-on and for youth to grow and expand their knowledge each year! Our focus should be to recruit project leaders who have a real interest or passion about a subject matter area. We also want them to be able to relate to kids and be a good role model!
Activity leaders provide structured learning experiences and/or personal guidance for members involved in a specific activity. Some examples might include: educational presentations, share-the-fun, judging events, exchange programs, community service or fund-raising.
Committee advisor works with a 4-H club committee chairman to carry out the duties of that committee. They are there to provide support and guidance as needed.
Committee Chairman are 4-H members who have been elected or appointed to lead a committee. Examples of club committees include: community service, finance/fundraising, membership, programs, recreation, new member/family, health and safety. Each club will determine the committees they need. Some club bylaws may dictate some specific standing committees, so be sure to review your club’s bylaws. Sometimes committee chairmen are also an officer. An example would be the 1st vice president would chair the programs committee; 2nd vice president would chair the membership committee; the treasurer would chair the finance/fundraising committee and so on.
Committee members are other youth in the club who volunteer or are appointed to a committee. Committee members do not have an officer role.
Teen leaders are youth ages 13 to 19 who accept primary leadership responsibility for a project group or club activity. An adult volunteer will work with them to lead the project group or activity. Many teens can take on this challenge and be very successful without much guidance from an adult! Give me some examples of things a teen leader can do!
Junior leaders should have at least one year of 4-H membership and will assist an adult volunteer leader in a 4-H project, activity or club meeting. What are some examples of tasks a junior leader can do? Some examples include: leading the pledge at the club meeting; assisting a project leader in teaching a lesson, etc.

8. Qualifications and Expectations of Club Managers
Be at least 18 years of age
Apply annually as a volunteer on 4-H Connect
Pass criminal background check on 4-H Connect
Submit Volunteer Application Fee
Complete trainings on 4-H Connect:
Adult Orientation (required)
Ensuring a Safe Environment (required)
Child Protection (recommended)
Club Manager (recommended)
Financial Management (recommended)
Attend county club manager training
Handout the document, Club Manager Position Description.
Handout the document, Roles & Responsibilities of Club Managers.
There are some specific things that a volunteer must meet before they can serve as a club manager. Let’s take a look at these.
All 4-H volunteers, including club managers, must be at least 18 years of age – and at least 21 if they want to chaperone overnight activities. They must also complete the Texas 4-H Adult Volunteer Application annually online through 4-H Connect. During this online application process, an adult will be required to complete two online trainings: Adult Volunteer Orientation and Ensuring a Safe Environment. These trainings are required once every two years. Additionally, this application process includes a criminal background check that is completed once every three years. We call this program Youth Protection Standards. And there is an annual Volunteer Application Fee.
Your enrollment will become active after the following steps:
Complete the online trainings during the enrollment process
Submit your enrollment application with method of payment
Pass your criminal background check
Gain approval at the county level
Payment is received
There are additional trainings within 4-H Connect which are recommended for club managers. They are Child Protection Training, Club Manager Training, and Financial Management Training. There is also a training for Project Leaders and more are in development and will be added as they’re available.
You are fulfilling the next expectation by participating in this training! Orientation of volunteers and club managers is important because their perception of what the role is may not always be accurate! We also do volunteer training to minimize risk and equip volunteers with the resources and tools they need to carry out their job

9. Qualifications and Expectations of Club Managers
Work with volunteers and Extension professionals to teach and motivate youth
Provide environment that is nurturing, promotes self- esteem, decision-making, responsibility, and leadership
Effective in organization, delegation, and communication
Work with minimal supervision
Abide by Texas 4-H Rules & Guidelines
Another expectation is that club managers will cooperate with other volunteers and Extension professionals to teach and motivate youth, which is of course, why most of you are in this training today.
It is also important that club managers are nurturing and can promote self-esteem, decision-making, responsibility and leadership as they work with youth. These are basic life skills that will help youth in any aspect of their lives.
Club managers need to have skills in organization, delegation and communication and be able to work with minimal supervision. That does not mean that when this training is over, we turn you out to the wolves and you must survive or die! We are here to support you in any way needed. Our job is to provide training and tools to equip you for the job and then let you go forth and conquer!
The last thing the expectation that all volunteers, regardless of the role, will abide by the Texas 4-H Rules & Guidelines. It will also be critical that the club bylaws are upheld, the county rules are upheld, and that integrity be the number one priority in anything we do!

10. Duties of a Club Manager
Primary link between county Extension office, agent(s), and 4-H club
Complete charter application annually
File IRS Form 990-N (e-postcard) by January
Share enrollment information for families
Recruit members and volunteers
Now let’s get down to the specific duties of the club manager. Club managers are responsible for overseeing the day-to-day happenings of a 4-H club. They are the primary link between the 4-H club and the Extension office and agent advisor. In this county, the agent advisor is ______________ (4-H agent or 4-H coordinator; 2 agent counties divide up responsibilities). This means that the club manager will receive information and need to pass it on to the club members or other leaders OR the club manager will be responsible for providing information back to the Extension office or agent advisor. Some examples of things the club manager may be required to provide to the county Extension office is annual planning documents, charter information, club report forms or minutes, etc. Much of this can be submitted online, but may vary from county to county. In our county, our preferred method of submission is ______________.
Chartering is an annual process that must be completed before the 4-H year begins and before 4-H members will be able to enroll in the 4-H club. Typically, club chartering instructions are released from the state office in the March-May time frame and are due for submission by July 15 within 4-H Connect. This deadline allows the state 4-H office time to review the documents of the more than 2000 clubs within Texas 4-H and be ready for the new year so members can enroll. Club Managers should make sure families know that they must enroll on 4-H Connect to be considered an active 4-H members. While club managers do not need to directly enroll the families within their clubs, it may be helpful to go through the process with your own family first to help answer any potential questions.
Going along with chartering, the club manager is also required to file the Form 990-N (e-postcard) with the IRS annually between September 1 and January 15. The process is typically online and can be completed in less than 10 minutes once established. Before filing, verify no changes have come from the state 4-H office regarding the process.
Club managers are also responsible for working with officers to plan recruitment efforts of new members and volunteers. What are some examples of recruitment ideas?
Examples of recruitment ideas may include: working with officers to do a club booth at a county-wide 4-H Night, school open houses, or at various community events; promote the 4-H club in the local newspaper or other media outlets such as radio, TV PSA’s; visiting one on one with potential members/families; involving the membership committee of the club to address this issue.

11. Duties of a Club Manager
Train and supervise officers and committees
Manage executive committee, meetings, and projects
Involve other adults, leaders, parents, and youths in club projects and activities
Assist annual club program planning
Another duty of the club manager is to train and supervise officers. Some counties host county-wide officer training and it is great to send your club officers to take advantage of that resource! You may also find that there needs to be some follow-up training after that event to work on specific things with your club officers before the new year begins. Some examples might included parliamentary procedure, practicing preparing and leading recreational activities, preparing and reviewing each month’s agenda and making assignments, and any other topics you might find necessary. If you have an assistant or co-club manager, work together to identify topics, plan, and conduct the training.
As a club manager, a very important aspect of a 4-H club is to plan out your programs for the year in advance. The summer time before club meetings and the school year kick off is a good time to spend with your officer developing annual club program plans. Don’t forget about the Club Ed Toolbox resources! There are multiple years worth of monthly club meeting resources posted on the website. From inspiration to recreation, to club manager’s checklist as well as flag ceremonies and officer installation ceremonies! Why reinvent the wheel when the wheel is there and ready for your to roll!
Remember, the more volunteers you can enlist to help in various roles, the better! You’ll put less stress you put on yourself as club manager, volunteers will feel valued and take ownership in their duties, and be able to focus more closely on their specific role.
Club managers also provide oversight for the club committees. However, if you will involved other volunteers in the committee advisor role, then you should not have as much to do! As the club manager, you can then focus on the club meetings and make sure that there are 4-H projects being conducted!

12. Duties of a Club Manager
Provide recognition for members and leaders
Uphold Texas 4-H Rules & Guidelines
Be a positive role model for youth and other adults
Recognition is another important part of the 4-H program. As a club manager, you provide leadership in incorporating recognition for both youth and adult volunteers at your 4-H club meetings. Feel free to use creative ideas for recognition! There are both formal and informal ways to provide recognition and everyone likes for their efforts to be noticed by others! Try to find ways to make each member and leader feel special during the 4-H year. Formal ways may include nomination for an award, presenting a plaque, or an annual club event where members and volunteers are recognized. Informal ways may include recognizing youth and adults in front of the club for the accomplishments or volunteerism, presenting a small item during a club meeting, or sending a note outside of a meeting. What are some other ways you can brainstorm of ways we can recognize the accomplishments of our members and volunteers?
The last two items on this list go hand-in-hand. By upholding the Texas 4-H Rules & Guidelines, club bylaws, and county 4-H rules, you are setting a positive example for others. Youth, and even adults, need positive role models and all of us are responsible for providing that! Part of the volunteer application process is the volunteer code of conduct. This is something that is taken very seriously! We cannot do too much to provide a safe environment for our youth!

13. Extension’s Role in 4-H Management
Provide training for volunteers and youth
Provide educational materials and resources
Involve and engage 4-H youth in leadership roles
Be available to consult with an listen to volunteers
Provide recognition and awards for volunteers and youth
By now you may be thinking, “There are a lot of things that club managers have to do. So what will the Extension office do for me?” And that’s a good question. The Extension office and the agents are here to help and support all volunteers and oversee the total management of the County 4-H Program. Specifically, Extension’s role includes providing trainings opportunities for both youth and adults. This includes club manager training, County 4-H Council training, club officer training, parent association or booster club training, project leader trainings, club meeting programs, and other topics as requested or required.
Hand in hand with the training is to provide educational materials and resources to support the total 4-H program. You can look to the county Extension office to help provide potential curriculum resources or invite an agent to come speak at a club meeting about upcoming projects or other relevant topics. Do you have any ideas or suggestions of educational materials or resources and agent might be able to provide? Examples may include: 4-H newsletter, 4-H website, 4-H club annual planning tools, officers training tools/materials, project materials, curricula, and so much more!
Agent advisors are also a mentor to volunteers. The agent should be available to consult with and listen to volunteers – the Extension office should always be your sounding board as your work through challenges and celebrate successes. Feel free to visit the county Extension office often to stay informed and to inform agents about what is happening in your club and your members.
Finally, the Extension office and agents are there to provide recognition and awards for the members and volunteers. As we mentioned earlier, a sincere form of recognition typically goes a long way! Typically, the county Extension office oversees the county 4-H awards and recognition events such as the annual county 4-H awards banquet, recognition during National Volunteer Week or National 4-H Week, and any time during the year.

14. Youth Adult Partnerships
What is it?
Youth and adults working together in a positive, mutually respectful environment with the recognition that each group contributes unique strengths to the relationship
Hand out document, Benefits of Youth Adult Partnerships.
How an we make the most of the 4-H experience? By adopting the philosophy of youth adult partnerships! What exactly is a youth adult partnership? It is youth and adults working together in a positive, mutually respectful environment with the recognition that each group contributes unique strengths to the relationship. In layman’s terms, the means partnering with kids and playing to the strengths of everyone involved!

15. Facts about YAP 13% of the US population are ages 10-19
Youth want to become active participants in their community
Youth are tomorrow’s leaders and policymakers
Partnering with youth will benefit our future!
More than 14% of the people in the United States (almost 42 million) are between the ages of years of age The kids can and want to be active participants in their community. These youth are tomorrow’s leaders and policymakers, so it is our benefit if we partner with youth! They are the future lawmakers, business leaders, community leaders, teachers, and even 4-H club managers! And we want them to become positive, contributing members of society!

16. What do youth gain from YAP?
Life skills: leadership, planning, teamwork, and more!
A sense of belonging and being accountable
Committed to community and civic awareness
The capacity to care for others
A desire to change and improve the lives of others
Sense of pride and being valued
New respect and acceptance from adults
Let’s look at what youths gain from being involved in a youth adult partnership. First, they develop life skills that they can use, regardless of what their future hold.
Youth adult partnerships also provide a sense of belonging and even though they may say they don’t like being held accountable, they do!
They also develop a stronger commitment to their community if the community embraces them and values their contributions. Youth adult partnerships promote civic awareness and teaches them how to care for others.
It also provides an avenue for youth to change and improve the lives of others. Youth adult partnerships promote a sense of pride and being valued as an individual and equal. It also fosters new respect and acceptance from adults when you can see the commitment that youth are making!
Are there any other things you can think of that youth gain from a youth adult partnership?

17. What do adults gain from YAP?
First-hand information about youth issues
Satisfaction of seeing youth willingly accept the services and messages of the relationship
Open and honest feedback
Access to new collaborators
New perspectives on decision-making and community problem- solving
Opportunities to foster active community members for the future
On the flip side, what do adults gain from a youth adult partnership? Before we see what the experts say, share your ideas! What do you think an adult will gain from a youth adult partnership?
Those are great ideas! Let’s see if may have missed anything. Adults can received first-hand information about youth issues directly from the youth. Sometimes we think we know what the real issues are, but in reality we may be off base. Who better to tell us than the youth?
Adults have a satisfaction of seeing kids whoa re willing to accept the relationship or partnership. There’s nothing better than great communication between youth and adult when we truly consider them our partner. And this will emerge!
We may also find new people, organization, or agencies to collaborate with because kids will come to the table with different ideas than we have. They often think outside of the box. Collaborators, donors, or other resource people are also more likely to say “yes” to the youth than they are to an adult!
Adults can also gain new perspectives on decision-making and community problem-solving. By allowing youth to voice their ideas and opinions, we can learn from them. Lastly, adult can benefit from helping to grow active community members for the future.

18. What do communities gain from YAP?
Resources and creativity to solve problems and provide services
Increased trust between youth and adults
New alliances among organizations
Fresh perspectives on policy making from youth
Citizens who are more involved
What do you think a community can gain from a youth adult partnership? Excellent ideas! The experts say:
Communities gain resources – both youth and adults – and creativity to solve problems and provide services. Communities also gain increased trust between youth and adults. Communities may also see the rewards of new alliances among community organizations when they partner and draw on the strengths of each other. Communities can also gain a new perspective on policy making from youth if they are willing to listen to what they say! Communities will also gain more active citizens who care about the community.

19. Tips for creating a YAP Establish clear goals and responsibilities
Possess mutual respect
Ensure open communication
Provide capacity-building and training
Share the leadership
How can we capitalize on youth adult partnerships with our 4-H club? Here’s some tips to get us off on the right track!
First, establish clear goals and responsibilities. This starts with your 4-H club annual planning. Set some goals for the year and make sure that every team member fully understands their responsibilities and how to carry out those duties. If there’s not a clear understanding, provide a little more training to be sure everyone is on the same page.
Next, every member of the partnership must possess mutual respect. This leads to positive relationships between youth and adults and creates an environment that will enable everyone to reach the goals and fulfill their duties.
Third, it will be important to maintain open communication with everyone. When this happens, conflict will be easier to solve!
Fourth, make sure that you provide capacity-building and training. That means that you make sure youth and adults are prepared for the task before they are thrown into the situation. Meet ahead of time to review the club meeting agenda, touch base with project leaders to be sure they have the resources they need, etc. Leadership is a continuing learning process, not only for youth, but for adults, too!
And last, share the leadership! Don’t try to do it all yourself! Get the whole team on board and empower them to do their job!

20. Divide and Conquer Club managers can divide responsibilities
Play to your strengths!
Plan. Plan. Plan!
Involve executive committee in planning
Hold youth accountable to their roles
Don’t bail them out all of the time – failure can lead to learning
We have reviewed A LOT of responsibilities of club managers! But remember, you don’t need to do it all by yourself!
That is why we recommend at least 2 club managers for each club so you can divide up some of the responsibilities. Play to your strengths and to the strengths of your team members. Plan, plan, plan – if we don’t plan at all, we cannot expect that things will go well.
Parent and kids will not come to a meeting where there is chaos or no structure. Kids want the meetings to be fun – and that must be planned!!! Learning can be fun but we have to get kids involved in that planning! Make sure you involve the executive committee in the planning. Hold youth accountable to their roles. Kids learn not only when there is success, but also when there is failure. But we have to talk through those failures with them and make sure they understand WHY something failed. A short debriefing after a club meeting to touch base on what went well and what didn’t go well is a quick and easy way to address this!
Are there any other tips that you can think of to help you with the club manager responsibilities?

21. Activity: Division of Duties
Working in club groups, club managers will develop a division of club manager duties that fits their strengths and interests
Remember, some duties may be assigned to all club managers!
Distribute the handout, Club Manager Division of Duties.
Now that we’ve reviewed the duties of club managers, I’d like for each club’s managers to work together on this next activity.
The handout you have been given is the list of club manager duties. Review that list together and come up with your strategy for dividing up those duties. There is a column on the right where you can write in the name of the person who will take responsibility for each duty. Remember, there are some things that both club managers will be responsible for! There are also some blank lines where you may add other duties that are specific to your county or even your club.
Allow minutes for club managers to discuss and complete the activity. If they do not have time to complete, they may continue to work on this after the training. If the group finishes up quickly and time is available, have club managers share how they divided up duties for their club. Have club managers turn these forms back in and make copies to give back to them. Agents will be able to use these forms to know who to call with specific issues based on the division of duties.