County Extension agents receive many requests from parents and leaders to start new 4-H clubs. New clubs provide additional opportunities to reach youth who might not be able to participate due to the geographic location of the current 4-H clubs. County Extension agents need to evaluate the leader’s or parent’s request to form a new club, and their purpose. The following questions need to be answered before agreeing to form a new 4-H club:
- How many members and leaders are interested in joining and assisting with the club?
- Is the club going to limit youth by meeting location and/or time?
- Are the leaders/parents truly concerned about forming a new club and providing additional opportunities for youth, or are they upset with their current club leadership?
- Would the creation of the new club add strength to the overall program?
What is Required for Official Club Recognition
Club managers and officers must prepare a 4-H Club Charter Application/Renewal Form (Attachment) and to provide all required documentation to the county Extension office to become a recognized 4-H membership unit. A checklist has been provided for county Extension agents to use in requiring documentation from club managers and leaders. The county Extension office will receive the charters from the State 4-H office and keep them on file. Approval of the 4-H Club Charter provides clubs permission to operate and use the 4-H name and emblem.
County Extension Agents may request a Charter to be pulled if clubs are not following Agency procedures. Examples would include, but are not limited to, clubs that do not meet the minimum number of members, no enrolled adult volunteers, not submitting requested paperwork in a timely fashion including enrollment forms, and conducting practices that are discriminatory.
Items of documentation that a County Extension Agent must require include:
- 4-H Bylaws (Updated and revised annually) Bylaws must include a dissolution clause indicating that all monies and property held by the club become the property of the county 4-H program, upon dissolution.
- Copy of existing 4-H Charter (Issued by State 4-H office) for renewals
- 4-H Club information (Meeting dates/managers/officers/leaders)
- Annual planning sheet for club (Club programs/community service, etc.)
- Fund raising request forms (Applications for club fund raisers)
- Annual audit report (Required annually of club funds)
- EIN Form (Proof of employer identification number - IRS issued)
- copy of IRS form 990 or 990-N filed annually
- 4-H member enrollment forms
- 4-H leader enrollment forms
- Monthly Club Manager Reports that include meeting attendance, program presented and community service conducted.
4-H Club Charter
What is the Purpose of the 4-H Charter?
A charter certifies a properly organized and functioning 4-H club and/or group.
What is a Charter?
The charter becomes a permit for use of the 4-H club name and emblem. It allows a group to function with all the rights and privileges of 4-H membership. For a club to initially start, a County Extension agent may submit the charter application/renewal form as soon as a group meets the following requirements:
- Five of more members
- Two or more teen and/or adult leaders
- An initial plan of operation (for at least 3 months in advance)
- Elected officers
- All members enrolled in a least one 4-H project experience
- An official club or group name.
What Groups Must Be Chartered?
Any organized group who wishes to use the 4-H name and emblem must complete the charter process in order to be granted permission to do so.
Exceptions would be groups that have their own board of directors and Extension does not have direct control such as livestock show boards or private fund raising groups. Memorandums of Understanding should be done with these groups granting them permission to use the 4-H name and emblem. Groups to charter would include but are not limited to the following:
- County 4-H Council
- County 4-H Youth Board
- County Volunteer Leaders Association
- County 4-H Booster Club
- County 4-H Ambassador Program
- District 4-H Program Development Committee
- District 4-H Council
- District Volunteer Leaders Association
- Texas 4-H Council
- Volunteer Leaders Association of Texas
Club Chartering Application and Group Chartering Application (Attachment) -- Complete this document for each 4-H Club or Group and make sure that all required elements are complete and attached to the application. Make sure that required signatures are complete before submitting to the Texas 4-H Office.
Club charters need to be completed and mailed to the County Extension Office by September 1. County Extension Agents will enter chartering informaiton via an on-line system through 4-H Connect.
A checklist has been provided for county Extension agents to use in requiring documentation from club managers and leaders as part of the annual charter application process. The local county Extension office will provide club or group charter applications with a charter (new clubs) and letters of permission to operate and use the 4-H name and emblem.
4-H Club Checklist
In addition to the items required for annual chartering (see club charter application form), the county Extension agent will also ask for the following documents:
- Annual planning sheet for club (Club programs/community service, etc.)
- Fund raising strategies for the club
- Copy of EIN Form (Proof of employer identification number - IRS issued) -- IRS website to apply for EIN Number
- 4-H member enrollment forms
- Monthly reports on attendance, program presented and community service (Club Manager Report Form)
2005-2006 Chartering Letter
Sample Letters for Counties
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