TEXAS 4-H AND YOUTH DEVELOPMENT MANGEMENT GUIDE

MEMBERSHIP UNITS - LEADERSHIP OPPORTUNITIES IN 4-H CLUBS

MANAGEMENT GUIDE TABLE OF CONTENTS
Management Overview	Program Development
Membership Units	Volunteer Development
Risk Management	Collaboration
Curriculum	Resource Development
Diversity	Recognition
Interpretation
MEMBERSHIP UNIT SECTIONS
Membership Unit - Complete Section
Organizing 4-H Membership Units
Defining Membership Unit Types
Leadership Opportunities in 4-H Clubs
4-H Club Bylaws
Planning and Conducting a 4-H Club Meeting
Parliamentary Procedure
Community and School Clubs
4-H Clover Kids
4-H Project Clubs
4-H Enrichment Curriculum
4-H Speciali Interest

LEADERSHIP OPPORTUNITIES IN 4-H CLUBS

4-H CLUB OFFICERS

The 4-H club officers are elected by the club each year and have the responsibility of planning, implementing and evaluating all club meetings and activities. Working with the club managers, they form an executive committee to give overall guidance to the club. Clubs can determine the requirements to run or be nominated for office. The officer requirements must be included in the club bylaws. One method that can be used to help identify interests of members in running for office and to solicit nominations is to use the Nominations For 4-H Club Officer Form. Be sure that 4-H members are familar with the officer requirements for their club and have a list of eligible members.

At the beginning of the year, the executive committee staffs the 4-H club leadership team by recruiting adult, junior and teen volunteer leaders and appointing all club members as chairmen and members of committees.

If the 4-H club has enough members, it is suggested that a 4-H member should not serve as the same club officer for more than one year, but should move to other leadership positions and allow all members of the club an opportunity to serve as club officers.

Time Commitment: Club officers are elected each year and serve for one year.

Major Duties And Responsibilities Of Officers

PRESIDENT

1. Serves as chairman of the executive committee.
2. Oversees the yearly plan of club meetings and activities, and makes the plan and calendar available to all club members, families and the county Extension office.
3. Coordinates the activities of officers, leaders and committees by having planning sessions each month or as needed to ensure maximum member involvement and good preparation in all club activities.
4. Appoints committees as needed. The president is an ex-officio member of all committees except the nominating committee.
5. Arranges for a regular meeting time and place each month.
6. Makes yearly plan of club meeting agendas with first vice-president.
7. Develops a club meeting agenda for each meeting.
8. Contacts each person who has a part during the meeting or on the program and encourages them to be prepared.
9. Presides effectively at all club meetings.
10. Uses basic parliamentary procedure as a tool to conduct effective, orderly meetings.
11. Arrives at least 30 minutes before the meeting to set up the room for the meeting and program, which includes setting up flags and banners.
12. Counsels with other officers, managers and leaders about last minute additions to the agenda.
13. Serves as one of the club’s delegates to County 4-H Council and should be present at council meetings, activities and training sessions.
14. Exhibits good leadership qualities and is a role model to the members of the club.

FIRST VICE-PRESIDENT (in charge of programs)

1. Assists the president.
2. Presides at meetings and performs other duties of the president in the absence of the president.
3. Becomes president if the president leaves, resigns or is relieved of office.
4. Serves as chairman of the program committee and sees that a yearly program plan for monthly club meetings is made.
5. Works closely with program committee advisor.
6. Recruits committee or club members to introduce the program each month.
7. Contacts all people at the beginning of the year to request or coordinate programs, and gets their agreement to attend the meeting and present the program.
8. Reminds program participants at least one month before they are to present a program and gives them details of program plans.
9. Arrives at least 30 minutes before meeting is to start and sets up the room for the meeting and program.
10. Serves as host to club speakers before and after the meeting along with the member who is responsible for the introduction.
11. Checks to see that a thank-you letter is written to the person presenting the program.
12. May serve as one of the club delegates to the County 4-H Council.

SECOND VICE-PRESIDENT (in charge of recreation)

1. Assists the president.
2. Performs the duties of the president, in the absence of the president and the first vice-president.
3. Serves as chairman of the recreation committee and sees that recreation is planned and led at each meeting.
4. Works closely with recreation committee advisor.
5. Appoints 4-H families to be hosts and provides refreshments at each meeting.
6. Plans other recreational activities of the club such as Christmas parties, picnics, etc.
7. Attempts to keep sportsmanship, fairness and playing for fun foremost in all recreational activities.

THIRD VICE-PRESIDENT (in charge of membership)

1. Assists the president.
2. Performs the duties of the president, in the absence of that officer and the first and second vice-presidents.
3. Serves as chairman of the membership committee to recruit, enroll and orient new members of the club.
4. Works closely with membership committee advisor and/or the new member family coordinator.
5. Prepares new member packets and gives them to new members who join the club during the year.
6. Sees that a member of the membership committee arrives at least 15 minutes before each meeting to greet members and parents/adults and give a special welcome to new members and families.
7. Is responsible for new members filling out enrollment forms and introducing new members and guests at meetings.
8. Re-enrolls members for the coming year each spring (May or June). Provides completed enrollment forms to club manager.
9. Plans for an orientation of new members and families to the club and 4-H.
10. Plans recruitment efforts to invite all boys and girls in the club unit territory to join 4-H.

COUNCIL DELEGATE(S)
Each club is to have delegates elected to serve on the County 4-H Council. These delegates may be the president and first vice-president, or separate elected offices. The council delegate duties include:

1. Reports local club activities and recommendations at county council meetings.
2. Reports on county council activities, recommendations, committee reports and activities of other clubs at local club meetings.
3. Serves on county-wide committees as appointed by the county council chairman or president.
4. Recruits older members of club to serve on county-wide committee.
5. Attends all club meetings and council meetings.
6. Should attend available training opportunities at county, district and state levels.

SECRETARY

1. Keeps the secretary’s book up-to-date.
2. Calls the roll and checks attendance.
3. Reads the minutes of the last meetings.
4. Keeps complete and accurate minutes of all meetings.
5. Reads letter of information or any other correspondence to the group.
6. Writes letters for the club.
7. Contacts members who have missed three consecutive meetings in a row and extends a special invitation for them to attend the next meeting.

TREASURER

1. Keeps accurate, up-to-date records of all receipts and expenditures of club funds and the balance in the club treasury.
2. Plans a club budget and presents to the club for approval.
3. Pays bills as approved by the club.
4. Gives reports of club’s financial condition at each meeting or as requested by the president.
5. Prepares a financial report for the year and presents it to the club, and also gives a written report to the secretary, club manager and county Extension agent.
6. May serve as chairman of finance committee.

REPORTER

1. Submits interesting reports and pictures of club activities, members and leaders to local newspapers, radio stations and television stations.
2. Reports club news to the county Extension office for the county 4-H newsletter.
3. Visits local newspapers, and radio and TV stations to learn about their requirements for using news articles.
4. Works with the secretary in reporting monthly club meeting information to county Extension office.

HEALTH & SAFETY OFFICER

This is a new office that has been added and it is designed that clubs appoint a member to this position for the 4-H year. Duties of this office include:

1. Assist the president and other officers in planning the 4-H clubs's annual activities calendar.
2. Serve as chairman of the Health/Safety Committee.
3. Provide some type of health/safety information at club meetings. This could be a scheduled guest speaker, roll call, demonstrations, ice breaker, or recreation activity.
4. Provide a news release to the club reporter on each health activity.
5. Provide the club manager with any requested information.

PARLIAMENTARIAN

1. Provides advice to the presiding officer on parliamentary procedure.
2. Instructs members in correct parliamentary procedure.

NOTE: A club may elect or appoint other officers as needed such as historian, corresponding secretary or librarian.

Resources for Club Leadership

4-H Club Committee Chairman

Committees can serve many functions in a 4-H club. They can give many members extra involvement and leadership opportunities in the club. Committees can also make business meetings go more smoothly and quickly since much of the detailed planning and/or fact finding can be done outside of the regular club meeting. Committee chairmen give leadership to club committees. Their work varies according to the task of the committee.

Time Commitment: Committee chairmen are appointed by the executive committee and usually serve for one year. Some committee chairmen are appointed for a shorter period of time.

Major Duties and Responsibilities of 4-H Club Committee Chairman include:

1. Meet and coordinate plans with the adult advisor assigned to the committee.
2. Have a list of committee members and phone numbers.
3. Schedule, plan and conduct committee meetings.
4. Develop committee meeting agenda for each meeting.
5. Notify committee members of meeting.
6. Develop and give report of committee work to club.
7. Follow specific recommendations of the club in carrying out committee responsibilities.

4-H Club Committee Members

Committees serve many functions in a 4-H club:

• They give members extra involvement and leadership opportunities.
• They make business meetings and other activities go more smoothly since most of the detailed planning is done outside of the meeting.
• Committees allow several peoples ideas to be incorporated, which is usually more effective than one person’s opinion.

Time Commitment: Standing committee members are appointed by the executive committee and serve for one year. Special committee members may be appointed for shorter periods of time.

Major Responsibilities of a Committee Member include:

1. Attend all committee meetings. If you cannot attend, notify the chairman before the meeting. After the meeting, check with the chairman to find out what was missed.
2. Take part in discussion, carefully staying on the subject.
3. Help the committee reach a group decision and then support that decision.
4. Take specific assignments to carry out committee plans.
5. Assist the chairman in preparing a report.
6. Complete all assigned tasks before and after the committee meeting.
7. Add items to the agenda when necessary.
8. Try to express yourself easily and clearly.
9. Take time to listen objectively and consider others’ opinions.
10. Be flexible and open-minded when considering ideas.
11. Ask questions if you do not understand something.

4-H Junior Leader

A Junior Leader is a 4-H club member who has done a good job in his or her project and exhibits leadership. There is no set number of junior leaders for any 4-H club or for any project group. Junior leaders are recruited to serve in specific roles within a 4-H club or group.

Requirements:

• Must be a member of a 4-H club and have had one year of 4-H experience
• Must be between the ages of 10 and 19
• Works under the supervision of an adult volunteer
• Willing to attend training and learn leadership skills
• Willing to keep a record of activities and accomplishments

Time Commitment: Junior leaders are recruited each year and serve one-year terms in specific roles. Junior leaders may continue in the same role for several years or volunteer for other Junior Leader responsibilities.

Major Roles and Responsibilities of Junior Leaders include:

1. Provide motivation and enthusiasm to other 4-H members.
2. Assist adult volunteers with leadership responsibilities in the 4-H club, project groups or activity groups.
3. Recruit 4-H members individually and in groups.
4. Assist 4-H members individually and in groups.
5. Help plan and conduct regular club meetings and activities.
6. Volunteer to assist with county, district and state 4-H activities.
7. Participate in a variety of 4-H educational experiences.
8. Demonstrate good leadership qualities and serve as a role model for other 4-H members.
9. Register as a Junior Leader and enroll in the 4-H leadership project.
10. Complete a 4-H leadership project record form.

4-H Teen Leader

A Teen Leader is a youth between the ages of 13 and 19 with one year of project experience who accepts the full leadership responsibility for a 4-H club or project group of a 4-H club or a special interest short-term group. The teen leader works with the guidance and advice of an adult advisor. Previous experience in working with boys and girls is helpful.

Time Commitment: Teen leaders serve for a one-year term. They may volunteer for teen leader positions during the time they are ages 13 to 19.

Major Roles and Responsibilities of a Teen Leader include:

1. Be at least 13 years of age.
2. Lead a group of youth in a 4-H club, 4-H project group or a 4-H special interest project.
3. Participate in basic 4-H Leader training.
4. Participate in specific project training, if applicable.
5. Participate in specific club manager training, if applicable.
6. Obtain an adult as a 4-H advisor and cooperate and counsel with adult advisor in carrying out responsibilities.
7. Recruit 4-H members for 4-H club or project group, and recruit an adult advisor.
8. May secure another youth age 13 to 19 to work as a team in the leadership roles.
9. Help increase membership and tenure in 4-H.
10. Provide 4-H experiences for those not already involved in 4-H.

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Page last updated: September 14, 2007