Fauquier County 4-H Fauquier County 4-H Volunteer Leader’s Volunteer Leader’s

TrainingTraining

Your Toolbox for a Successful 4-H ClubYour Toolbox for a Successful 4-H Club

4-H is a community of 4-H is a community of young people across young people across America who are America who are learning learning leadershipleadership, , citizenshipcitizenship and and life skillslife skills..

4-H Delivery Modes4-H Delivery Modes

Types:Types: Community ClubsCommunity Clubs Project ClubsProject Clubs Cloverbud ClubsCloverbud Clubs After School ClubsAfter School Clubs Special Interest Special Interest School Enrichment ProgramsSchool Enrichment Programs CampingCamping

Characteristics of Characteristics of Successful 4-H ClubsSuccessful 4-H Clubs

MembershipMembership

5 + members5 + members 2 + leaders2 + leaders

Parent InvolvementParent Involvement

Enroll parents when you enroll membersEnroll parents when you enroll members Have parents complete the Parent Have parents complete the Parent

Interest formInterest form When deciding on how to involve When deciding on how to involve

parents, find out what talents, interests parents, find out what talents, interests and skills they have and skills they have

It is important to be specific about what It is important to be specific about what you ask parents to doyou ask parents to do

Membership Membership Recruitment / PromotionRecruitment / Promotion

Each club should be representative of the area Each club should be representative of the area or community in which it is organizedor community in which it is organized

Club should have plan for recruiting new Club should have plan for recruiting new membersmembers

Each club should have at least one Each club should have at least one promotional activity during the fall (National 4-promotional activity during the fall (National 4-H Week)H Week)

Involve new members: orientation, new Involve new members: orientation, new member packets, eventually can assign member packets, eventually can assign mentorsmentors

Monthly MeetingsMonthly Meetings

Minimum of one meeting/month at least 9 Minimum of one meeting/month at least 9 months out of the yearmonths out of the year

Clubs do better if they meet at regular times Clubs do better if they meet at regular times each montheach month

Regular meetings should be planned in Regular meetings should be planned in advanceadvance

Each meeting generally consists of: opening, Each meeting generally consists of: opening, business, program, and recreation/team business, program, and recreation/team building.building.

Parents are strongly encouraged to attend all Parents are strongly encouraged to attend all meetingsmeetings

The 4-H ProjectThe 4-H Project

4-H Projects4-H Projects

Project work is the major source of subject Project work is the major source of subject matter learningmatter learning

Every member should complete at least one Every member should complete at least one project throughout the yearproject throughout the year

How is a project conducted?How is a project conducted? In a project group or by conducting a self-In a project group or by conducting a self-

determined projectdetermined project With a project bookWith a project book

Each member should give a presentation to Each member should give a presentation to exhibit workexhibit work

4-H Project 4-H Project How is a project completed?How is a project completed?

BeginningBeginning Set goals and plan for the project selectedSet goals and plan for the project selected Build on last year’s projectBuild on last year’s project

DuringDuring Conduct project and participate in project activitiesConduct project and participate in project activities A project is completed after 6 hours of learning A project is completed after 6 hours of learning

experiencesexperiences

At Project EndAt Project End Summarize project and determine resultsSummarize project and determine results

4-H Curriculum4-H Curriculum

What’s available?What’s available? VT materials are available at Extension online VT materials are available at Extension online

http://www.4-h.ext.vt.edu/programs/indehttp://www.4-h.ext.vt.edu/programs/index.htmlx.html

National 4-H materials are available from National 4-H materials are available from http://www.4-hmall.orghttp://www.4-hmall.org

Other State Extension Programs offer many Other State Extension Programs offer many free resources online (ex. Ohio, Minnesota, free resources online (ex. Ohio, Minnesota, Nebraska)Nebraska)

4-H Records4-H Records

Each member should keep a record of 4-H workEach 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 Elected and Trained OfficersOfficers

PresidentPresident Vice PresidentVice President SecretarySecretary TreasurerTreasurer And MoreAnd More

HistorianHistorian ParliamentarianParliamentarian

ReporterReporter Recreation LeaderRecreation Leader

Song LeaderSong Leader Community Service DirectorCommunity Service Director

Outreach AdvisorOutreach Advisor PhotographerPhotographer

Fundraising ChairFundraising Chair Sergeant at ArmsSergeant at Arms

Constitution and bylawsConstitution and bylaws

Constitution – foundation of the clubConstitution – foundation of the club Bylaws – procedures of the club, easily Bylaws – procedures of the club, easily

amendedamended These documents should be created with These documents should be created with

youth input and should be approved by youth input and should be approved by all club membersall club members

GoalsGoals

Club goalsClub goals May relate to the focus of the clubMay relate to the focus of the club General club goalsGeneral club goals

Member GoalsMember Goals Support club goalsSupport club goals Ensure that members are learning Ensure that members are learning

leadership, citizenship, and life-skillsleadership, citizenship, and life-skills

Annual Program PlanAnnual Program Plan

Members surveyedMembers surveyedSuggestion boxSuggestion box CollagesCollages

Idea TapestryIdea Tapestry Committee BrainstormingCommittee Brainstorming

Newly elected officers and club leaders plan Newly elected officers and club leaders plan the year’s programthe year’s program

Special program planning committee Special program planning committee representative of the clubrepresentative of the club

Program should be presented for club approvalProgram should be presented for club approval EvaluationEvaluation

Service LearningService Learning

Community Service + Learning Community Service + Learning ExperienceExperience

Leadership and citizenship opportunitiesLeadership and citizenship opportunities Connect with the larger community - Connect with the larger community -

Spread awareness of 4-HSpread awareness of 4-H

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

communitycommunity

Show and SaleShow and Sale

Horse ShowHorse Show

Contest DayContest Day

FairFair

HippologyHippology

4-H Events – beyond the 4-H Events – beyond the countycounty

LivestockLivestockLivestock JudgingLivestock JudgingBlock and BridleBlock and BridleStockmen’s Stockmen’s State FairState FairCattle WorkingCattle Working

HorseHorseHorse JudgingHorse JudgingSouthern RegionalsSouthern RegionalsHorse BowlHorse BowlState Horse ShowState Horse Show

Other Project AreasOther Project AreasPoultry JudgingPoultry JudgingState Dog ShowState Dog Show

Leadership FocusedLeadership FocusedVirginia 4-H CongressVirginia 4-H CongressNational 4-H CongressNational 4-H CongressCitizenship Washington Citizenship Washington FocusFocusHost weekend by Collegiate Host weekend by Collegiate 4-H club4-H clubDistrict Contest DayDistrict Contest DayExchange ProgramsExchange Programs

Recognition and AwardsRecognition and Awards

Can inspire and be an incentive to Can inspire and be an incentive to greater accomplishmentsgreater accomplishments Individual Progress Towards GoalsIndividual Progress Towards Goals Results from Peer CompetitionResults from Peer Competition

Achievement BanquetAchievement Banquet Club Recognition NightClub Recognition Night

Awards – Fauquier Awards – Fauquier County 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 Stars4-H All Stars

What is All Stars?What is All Stars? Honor/Service organizationHonor/Service organization Highest honor in VA 4-HHighest honor in VA 4-H

PurposePurpose To contribute to positive youth development through To contribute to positive youth development through

service to the 4-H programservice to the 4-H program Nominees must:Nominees must:

Have completed 3 years of work as a 4-H memberHave completed 3 years of work as a 4-H member Be at least 15 as of Jan. 1 of current yearBe at least 15 as of Jan. 1 of current year Be an active 4-H member and no more than 19 Be an active 4-H member and no more than 19

years of ageyears of age

4-H State Cabinet4-H State Cabinet Who?Who?

18 district level 18 district level Ambassadors (3 per Ambassadors (3 per Extension district)Extension district)

Four state officersFour state officers One past presidentOne past president MentorsMentors Adult AdvisorsAdult Advisors

What?What? Represent 4-H across Represent 4-H across

VirginiaVirginia Plan and implement State Plan and implement State

4-H Congress4-H Congress District meetingsDistrict meetings Contact legislatorsContact legislators

Qualifications?Qualifications? One full year as 4-H One full year as 4-H

membermember Documented formal Documented formal

leadership trainingleadership training Appropriate attitudes and Appropriate attitudes and

skillsskills Pre-service orientationPre-service orientation

When?When? Apply and run for cabinet Apply and run for cabinet

at State 4-H Congress in at State 4-H Congress in the summerthe summer

Club ManagementClub Management

Club Bank AccountsClub Bank Accounts All 4-H clubs handling money should do so through a All 4-H clubs handling money should do so through a

4-H Agency Account4-H Agency Account The treasurer uses the 4-H Treasurer’s Record Book The treasurer uses the 4-H Treasurer’s Record Book

to keep a ledger of revenue and expendituresto keep a ledger of revenue and expenditures Club leaders and treasurers should plan an annual Club leaders and treasurers should plan an annual

budget for the clubbudget for the club If a club disbands any funds return to the local 4-H If a club disbands any funds return to the local 4-H

ProgramProgram

Sales Tax ExemptionSales Tax Exemption

Materials purchased for use by 4-H clubs Materials purchased for use by 4-H clubs are exemptare exempt

Materials purchased for resale by 4-H Materials purchased for resale by 4-H clubs are exemptclubs are exempt

EIN = 54-6001805EIN = 54-6001805

Virginia Tech Insurance Virginia Tech Insurance Coverage for VolunteersCoverage for Volunteers

Enrolled volunteers working on behalf of Enrolled volunteers working on behalf of VCE are covered by the University VCE are covered by the University liability policy.liability policy.

If volunteers are charged with an illegal If volunteers are charged with an illegal act, they will be excluded from this act, they will be excluded from this coverage.coverage.

Risk ManagementRisk Management

Purpose: To provide safe and caring Purpose: To provide safe and caring environment for youth and adults; Protect environment for youth and adults; Protect salaried and volunteer staffsalaried and volunteer staff Avoid – discontinue a risky componentAvoid – discontinue a risky component Transfer – insurance Transfer – insurance

(http://www.americanincomelife.com/who-we-(http://www.americanincomelife.com/who-we-serve/4-h-insurance)serve/4-h-insurance)

Reduce – rules / code of conductReduce – rules / code of conduct Retain – if risk is minimal Retain – if risk is minimal

Risk ManagementRisk Management

Above Suspicion PolicyAbove Suspicion Policy Volunteers shall be screened prior to being Volunteers shall be screened prior to being

selected to serve in a volunteer roleselected to serve in a volunteer role There must be 2 volunteers or more when There must be 2 volunteers or more when

left in the presence of 4-H youthleft in the presence of 4-H youth

Accident/IncidentsAccident/Incidents

Follow instructions on Risk Management Follow instructions on Risk Management Cards in case of emergencyCards in case of emergency

Report all other minor incidents to the 4-Report all other minor incidents to the 4-H Agent in a timely mannerH Agent in a timely manner

Using the 4-H Name and Using the 4-H Name and EmblemEmblem

If you are a member or volunteer you are If you are a member or volunteer you are permitted to use the 4-H Name and Emblem permitted to use the 4-H Name and Emblem once your program is chartered with the Official once your program is chartered with the Official 4-H charter4-H charter

Use the whole emblemUse the whole emblem Keep it uprightKeep it upright Color: should never be screened, shaded or Color: should never be screened, shaded or

multi-coloredmulti-colored Shape: should never be distortedShape: should never be distorted

Examples of Use of Examples of Use of EmblemEmblem

Kids Club

Appropriate

Appropriate

Inappropriate

Inappropriate

http://www.intra.ext.vt.edu/marketing/logos2.html

Forms for Members and Forms for Members and VolunteersVolunteers

EnrollmentEnrollment Health HistoryHealth History Code of ConductCode of Conduct Volunteer enrollmentVolunteer enrollment Standards of BehaviorStandards of Behavior

4-H Club Charters4-H Club Charters

4-H Charters4-H Charters

What are 4-H Charters?What are 4-H Charters? Certifies a group as an official VA 4-H entity Certifies a group as an official VA 4-H entity

that meets minimum standardsthat meets minimum standards Provides the following privileges:Provides the following privileges:

Authorization to use 4-H name and emblemAuthorization to use 4-H name and emblem Authorization to raise, allocate and disburse Authorization to raise, allocate and disburse

funds in support of local 4-H programs, projects funds in support of local 4-H programs, projects and groups.and groups.

4-H Club Charters4-H Club Charters

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

4-H Club Charters4-H Club Charters

What are the requirements for 4-H Club What are the requirements for 4-H Club Charters?Charters? Membership of at least 5 4-H membersMembership of at least 5 4-H members At least 2 enrolled and trained volunteer leadersAt least 2 enrolled and trained volunteer leaders Enrollment, Health History, Code of Conduct forms Enrollment, Health History, Code of Conduct forms

on file for all members and leaderson file for all members and leaders Elected and trained youth officersElected and trained youth officers An adopted club constitution and bylawsAn adopted club constitution and bylaws A written club annual program planA written club annual program plan

4-H Club Charters4-H Club Charters

How does a group receive a charter?How does a group receive a charter? Complete the 4-H Club Charter Application Complete the 4-H Club Charter Application

FormForm Submit the application to the Extension Submit the application to the Extension

Office and we submit to the State 4-H OfficeOffice and we submit to the State 4-H Office

4-H Club Charters4-H Club Charters How Long is a Charter Valid?How Long is a Charter Valid?

4-H Charters are valid until the end of 4-H year4-H Charters are valid until the end of 4-H year

Ways a Club Might Lose it’s CharterWays a Club Might Lose it’s Charter Failure to meet initial or renewal charter Failure to meet initial or renewal charter

requirementsrequirements Changes in 4-H club’s nameChanges in 4-H club’s name Disbanding or separation of the clubDisbanding or separation of the club Failure to follow VCE policiesFailure to follow VCE policies Extension Agent revokes CharterExtension Agent revokes Charter

4-H Club Charter 4-H Club Charter RenewalsRenewals

Continue to fulfill the minimum requirements for Continue to fulfill the minimum requirements for a club chartera club charter

Submit a 4-H Club and Organization Civil Submit a 4-H Club and Organization Civil Rights Compliance FormRights Compliance Form

Submit a 4-H Club Annual Audit ReportSubmit a 4-H Club Annual Audit Report Submit a 4-H Property Inventory ReportSubmit a 4-H Property Inventory Report

Volunteer’s Responsibilities Volunteer’s Responsibilities to Extension Agentto Extension Agent

Collect enrollment information and turn into Extension Collect enrollment information and turn into Extension AgentAgent

Turn in regular 4-H club reportsTurn in regular 4-H club reports Keep agent informed of club activitiesKeep agent informed of club activities Keep members and parents informed of information Keep members and parents informed of information

sent by the Extension Agentsent by the Extension Agent Inform Extension Agent of your training needsInform Extension Agent of your training needs Attend leader training meetingsAttend leader training meetings Submit requests for information and resource materials Submit requests for information and resource materials

well in advance of program being conductedwell in advance of program being conducted Support county, district, and state eventsSupport county, district, and state events Insure club resources are appropriately managedInsure club resources are appropriately managed

Extension Agent’s Extension Agent’s Responsibilities to Responsibilities to VolunteersVolunteers

Provide job descriptions and explain respective Provide job descriptions and explain respective rolesroles

Provide orientation training to new 4-H Provide orientation training to new 4-H volunteersvolunteers

Keep volunteers informed of 4-H programs, Keep volunteers informed of 4-H programs, events, and activitiesevents, and activities

Identify training needed by volunteersIdentify training needed by volunteers Plan, coordinate, and provide training sessions Plan, coordinate, and provide training sessions

to meet the needs of the local 4-H programto meet the needs of the local 4-H program Identify educational resources for volunteersIdentify educational resources for volunteers

Volunteers Make It Happen!Volunteers Make It Happen!

4-H functions because of the efforts of 4-H functions because of the efforts of volunteersvolunteers

Thank you for your support!Thank you for your support!

Questions and Questions and Suggestions?Suggestions?