TEXAS 4-H AND YOUTH DEVELOPMENT MANAGEMENT GUIDE

RESOURCE DEVELOPMENT

MANAGEMENT GUIDE TABLE OF CONTENTS
	Management Overview
	Program Development
	Membership Units
	Volunteer Development
	Risk Management
	Collaboration
	Curriculum
	Resource Development
	Diversity
	Recognition
	Interpretation
RESOURCE DEVELOPMENT UNIT SECTIONS

HUMAN RESOURCE DEVELOPMENT

Most county Extension agents would likely agree that their concerns with the
4-H program center on two separate but closely related factors.

1. Available leadership
2. Parent/supporting adult interest and cooperation

Most agents would also agree that there is no limit to the extent and effectiveness of the 4-H program, if these two factors are abundant. The interest and participation of parents in 4-H is highly important to the tenure of leaders and members and to the overall effectiveness of the 4-H program. In today’s society, we also have to look at the other supporting adults who may be involving youth in 4-H activities, such as grandparents, non-custodial parents, relatives, family friends, foster parents or just concerned adults, so we will use the terms “parents” and “supporting adults” synonymously. Many leaders and Extension agents are concerned because they feel too few parents/supporting adults are participating.

County Extension Agents and volunteers in key leadership roles should consider the following factors regarding volunteers.

1. Parents/supporting adults should be asked to help. Asking for help in a large group setting is rarely effective. If individuals are approached with specific tasks they will more likely volunteer.
2. Parents/supporting adults need to be reassured and recognized for doing good work, particularly by the people who asked them to assume a responsibility.
3. Parents/supporting adults need to be better informed about 4-H work. They get information by attending meetings, assisting at community and project meetings and tours, and by assuming leadership responsibilities.
4. Leaders and agents should request the parents’/supporting adults’ help rather than assume they will volunteer. Today’s volunteer will more likely commit to several weeks with specific tasks. The old days of “volunteering for 20 years” does not match with today’s society.
5. Leaders and agents should continually practice the process of “growing” parents/supporting adults into volunteers by getting them involved and then progressively giving them larger responsibilities.
6. A variety of ways need to be developed through which parents with different talents, means and amounts of time can participate. Not all people do the same thing well, and it takes some analysis to find who can, and will, do certain tasks. (The person who will never appear in a public meeting will build a booth or float, etc.)
7. Special efforts should be made recruit a diverse population of volunteers to add strength and depth to the 4-H experience.

Benefits of Parent Participation

Through research and experience, active parent/supporting adult participation has proven to have positive effects on 4-H, 4-H clubs/groups and 4-H members. These benefits are listed below.

It is important to the 4-H member.

• Studies found that boys and girls do better 4-H work when parents show their interest not only by words but by deeds.
• When parents/supporting adults participate in the 4-H program, the
  4-H member gains support, confidence, assurance and a feeling of security that he might not have otherwise.

It is important to the 4-H parent/supporting adult.

• Extending a helping or encouraging hand to a boy or girl is one of the finest ways parents/supporting adults can express affection to their children or to other youth.
• 4-H is a family affair, offering parents/supporting adults many opportunities to participate in a program where both child and adult may become involved in common interests and strengthen family unity.
• 4-H provides a means for contributing to the community.

It is important to the 4-H program.

• When parental support is positive, the chances are good for a club/group to become stronger, larger and more active.
• In clubs/groups where parental support is good, individual club/group members receive more personal attention and guidance from leaders and parents/supporting adults.
• Club/group activities and events will develop and expand with the added support of parents/supporting adults. 4-H has a positive influence on the lives of thousands of boys and girls. This happens only when parents/supporting adults care enough to share their time, efforts and talents.

How Agents Can Encourage Participation

• Develop a parent/supporting adult interest or volunteer sheet and make it available to all clubs/groups for use in recruiting parents/supporting adults to help in various ways.
• Conduct an orientation to explain what 4-H is and the opportunities for new parents each year. There are several ways this can be done.
  • Train new member/family coordinators to do this job in each
    4-H club/group.
  • Provide a countywide orientation program
  • Mail a letter series to parents of each new member who joins.
  • Mail a letter of welcome explaining the importance of parent/supporting adult participation to each new family.

Parent/Supporting Adult 4-H Pledge

I pledge my HEAD to give my child the information I can, to help him or her see things clearly and to make wise decisions.

I pledge my HEART to encourage and support my child no matter whether he or she has successes or disappointments.

I pledge my HANDS to help my child’s club/group; if I cannot be a leader, I can help in equally important ways.

I pledge my HEALTH to keep my child strong and well for a better world through 4-H, for my child’s club, our community,
our country and our world.

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TEXAS 4-H FRIENDS AND ALUMNI ASSOCIATION

The 4-H Friends and Alumni Association provides an opportunity for former 4-H members and friends of the 4-H program to give back to the organization that has meant so much to them and for friends of the 4-H program to ensure the continuance of 4-H for the youth of Texas. The association’s goal are:

1. Provide scholarships and grants for deserving youth, adults and programs for state and national level trainings and recognition events.
2. Develop programs for training and recognition.
3. Interpret programs. Example: Purchase of program exhibits and displays.
4. Offer mini-grants for unique district and county programs.

Marketing Ideas for Recruitment of 4-H Friends and Alumni Members

These are ideas for events and activities to market 4-H and collect the names and addresses of 4-H friends and alumni.

• Exhibit/display booth at county fairs, stock shows and other 4-H events
• -H Family Fair
• Club members canvas family and friends for names of former members, with a contest for the most names submitted
• National 4-H Week promotion
• National 4-H Week scavenger hunt for 4-H friends and alumni
• Proclamation by county judge of “4-H Friends and Alumni Month”
• Displays at malls, businesses, banks, restaurants, etc.
• Exhibits at local celebration
• Ask local businesses and corporations to distribute 4-H friends and alumni information through their e-mail, employee newsletters or bulletin boards
• Promote through TEEA members and other program area committees
• Develop a list of graduating high school and college seniors
• Provide a media packet to Welcome Wagon/newcomer contacts, newspapers, magazines, chamber of commerce, etc.
• Radio and TV PSAs — hold a press conference to publicize the 4-H Friends and Alumni Association
• Provide media with human interest story (oldest 4-H member, Gold Star winners, etc.)
• Develop a history list from old files
• Write the history from old files
• Write the history of 4-H in your county
• 4-H banquets and other activities to recognize 4-H friends and alumni
• 4-H billboards (some can be donated)
• Tray liners or place mats in fast food and other family restaurants
• Donors distribute 4-H friends and alumni information through newsletters, publications, “things” they give away
• Duplicate and mail 4-H friends and alumni information with annual tax statements, utility bills or bank statements

Suggested Ways of Involving 4-H Friends and Alumni

You are encouraged to add to this list other ways to involve 4-H friends and alumni.

• Direct Programs -- Volunteers who provide programs directly to 4-H on a one-to-one or small-group basis.
  • Club manager
  • Method demonstration leader
  • Camp instructor
  • Judging team coach
  • Ambassador advisor
  • Programs for clubs/groups
  • Project leader
  • Resource instructor (one or two lessons)
  • Judge
• Service to Other Volunteers -- Volunteers who work directly in the areas of recruitment, placement, training and servicing of other volunteers. Examples include volunteer recruiter, volunteer trainer, volunteer manager, spokesperson for 4-H or any other capacity that can benefit your program.
• Indirect Services -- Volunteers may have some, little or no involvement in providing educational programs directly to 4-H members or other 4-H volunteers. They can provide service to the 4-H program indirectly. The following are some ideas.
  • Become donors/sponsors
  • Establish and maintain alumni files
  • Coordinate transportation
  • Edit 4-H newsletter
  • Serve as a fair clerk
  • Write grant proposal
  • Serve as camp cook
  • Print newsletters and brochures
  • Provide space for exhibits, contests, meetings, etc.,
  • Serve as a typist
• Advocate -- Some volunteers are needed to speak out, to seek public and private resources for the support of 4-H programs. The general public, agency or organization officials may be their specific audience.
  • Raise funds
  • Write and share 4-H history
  • Seek sponsorships supporting 4-H in their advertisements
  • Serve as a speaker
• Administration -- Those who provide administrative services to program areas other than local 4-H clubs and groups. Volunteers can serve as:
  • Camp director
  • Exchange tour director
  • Treasurer
  • Citizenship tour manager
  • Fair superintendent
• Policy -- Volunteers serve on county, district and state-wide policy advising groups.
  • Program review committees
  • County Fair Board
  • Texas 4-H Foundation Board

4-H Friends & Alumni Association of Texas Website -- Membership forms and other information about the Association are available at this link. For more information, contact 4-H Friends & Alumni Association of Texas

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PROCEDURES FOR 4-H CLUB AND COUNTY GROUP'S FUNDS

County 4-H programs must have a clear-cut structure on where fiscal responsibility and accountability is placed. Planning, controls, and documentation will be major components when managing program finances, assets and taxes. 4-H financial management is the responsibility of the entire county staff according to Texas AgriLife Extension Service best management practices.

Responsibilities for Managing 4-H Program Finances and Assets

1. The responsibilities of the Texas AgriLife Extension Service Director and Associate Director for 4-H and Youth are: To authorize use of the 4-H name and emblem within the policies of the Cooperative Extension and the Secretary of the United States Department of Agriculture.
   a. To keep a record of all 4-H organizations to which authority to use the 4-H name and emblem has been granted within the county or multi-county area for which the designated agent is responsible.
   b. To secure from each organization authorized to use the 4-H name and emblem a periodic report of activities.
   c. To review each 4-H organization's activities to determine that it continues to meet the particular 4-H objectives for which it was established and that the 4-H name and emblem are used in accordance with the statute.
   d. To issue a letter, 4-H Club charter or other certificate of authorization authorizing a group, or volunteer leader to carry out a program of youth activities using the 4-H name and emblem.
2. The responsibilities of the individual 4-H organization are to maintain a record of its activities, to maintain a record of contributions received, and to prepare and keep on file a record of its financial transactions.
3. Federal law requires that funds raised or given in support of 4-H programs be handled in a manner of public trust.
4. Those responsible for handling funds must do so in an open, responsible and trustworthy manner.
5. There must be a clear-cut organizational structure on which fiscal responsibility and accountability are placed. Document the responsible parties and their responsibilities to the assets including:
   a. Name(s) of individual(s) authorized to sign on the accounts or authorized to increase or decrease the value of the assets.
   b. EIN (Employer Identification Number) of accounts.
   c. Physical location of assets.
   d. Name(s) of individual(s) responsible for reviewing the assets.
6. Administrators, faculty, staff, club managers and treasurers must be able to carry out their responsibilities as defined in the rules and guidelines for handling finances and assets.

Internal Control Procedures

• The county Extension faculty must authorize the use of the 4-H name and emblem and is responsible for communicating TCE best practice expectations for all 4-H program accounts.
• The local Extension Program Council entity, shall determine county program needs, develop a budget, assist in securing adequate finances and resources, and hold those responsible accountable for the intended use.
• The name "TCE" or "Extension" or "Texas AgriLife Extension Service" should never be listed as owner of the fund account. The owner should be the "________" 4-H Fund, "4-H Fund." Do not use the word "County" in the name of a 4-H account or it could be mixed in with other county government accounts.
• All bank accounts and/or securities held by 4-H groups should be associated with an Employer Identification Number secured by the specific 4-H group or organization. Use Form SS-4 (Attachment current Feb 2008) from the IRS to obtain an EIN. The most current copy can be obtained on the Internet at http://www.irs.gov/pub/irs-pdf/fss4.pdf . County Extension Agents, leaders, parents or members should not use their social security number on a 4-H account. Those funds will be reported to the IRS under that individual's name. This sample (attachment) SS-4 gives an overview of information to include in the application. The location to mail the SS-4 to, is attached too
  ( attachment).
• A county 4-H program should have only one county 4-H bank checking/savings account.
• Detailed records (original invoices and receipts) should be kept on money collected (date collected, from whom, amount collected, purpose) and spent (date spent, who was paid, amount paid and purpose of payment).
• Notify the bank in writing of any changes in check signers or persons authorized to withdraw funds from the account.
• A computer software package with adequate built-in controls is recommended any time a bank account is involved. A package called QUICKEN © is supported by Extension. It is easy to use and has an excellent support system by the manufacturer. It allows you to record and track transactions of several sub-accounts.
• Record cash receipts immediately upon receipt and deposit on a daily basis.
• Prepare a list of all remittances received and make comparisons of this list with subsequent bank deposits.
• Adequate physical facilities should be provided for safeguarding cash in the possession of individuals authorized to handle cash (safe, locked cabinet, etc.).
• Make all payments by serially numbered checks. All receipts, checks, orders, etc. should have a pre-numbered sequence which can be accounted for later. Maintain duplicate copies of receipts given to individuals who turn over cash.
• Safe combinations and keys to cash boxes or files should be restricted to a minimum number of persons.
• No checks are made payable to cash.
• All supporting documents are stamped or adequately marked to prevent their reuse.
• Notify the bank immediately if the check signers or those authorized to withdraw from the account change.
• Check request form should be used to authorize payment. (Attachment)
• Issue checks to vendors only for payment of approved original invoices which have been re-added and extended. Try to match with receiving documentation or other evidence that the goods or services are complete.
• Reimbursement claims should be supported by cash register tapes or paid invoices. If a receipt has been lost, an affidavit by the employee/volunteer can suffice.
• If a prepayment is needed, an initialed statement can be used as support until the item is purchased. The subsequent invoice can be attached later.
• The person who collects funds and the person who writes checks should not be the same. For example, a county secretary can collect entry fees and then give the money to the treasurer for deposit. Preparing a list of all remittances received in the mail and comparing this list with subsequent bank deposits should be a routine function of the financial review committee.
• Bank accounts should be reconciled monthly and any adjustments recorded in the records immediately. Reconciling items should be handled in the month they are discovered.
• The person who writes the checks should not be the one who reconciles the bank statement. Bank statements should be delivered unopened directly to the reconciler.
• If petty cash is a necessity, place it in the hands of a single custodian who is responsible for a set amount of money in the most secure place available. A written log should be maintained of disbursements and a copy should be stored elsewhere. If a theft occurs, a report should be made to authorities and the amount of loss determined by the log. In any case, only a minimal amount should be kept as cash on hand, as more acceptable alternatives exist. There should be a regular financial review of the funds.
• If at all possible, no barter items should be used as payment of amounts owed to outside parties or employees. These transactions must be handled by check.
• Inventory of produce, livestock, equipment or other property should be listed and the list assigned to a custodian. The custodian should make an accurate accounting initially and report this to a supervisor for report purposes. Any changes in inventory should be updated monthly. Periodic physical counts should be made by another employee to guard against shrinkage by loss or theft.
• Never use a 4-H account to "borrow" from for personal uses.
• Maintenance of Computer Records. Each record entered into the computerized system is stored on a computer disk. This storage medium should be properly labeled and catalogued. Only authorized individuals should have access to stored data and they should sign for any data diskettes checked out. Three diskette versions of each piece of data should be made and kept in separate locations. It is recommended that one backup be moved to a remote location on a monthly basis for safekeeping.
• All checks returned by the bank for insufficient funds should be dealt with immediately and a follow-up record maintained.

Federal Income Taxes

• A ruling issued to the Department of Agriculture by the Internal Revenue Service April 24, 1946, recognized that 4-H Clubs were exempt from Federal income tax under section 101(6) of the Internal Revenue Code of 1939, which corresponds to section 591(c((3) of the 1986 Code. A ruling issued to the Department of Agriculture by the Internal Revenue Service February 9, 1973, recognized that all affiliated 4-H organizations authorized to use the 4-H name and emblem by the Department of Agriculture are eligible for inclusion in the original ruling of April 24, 1946.
• The Internal Revenue Service has assigned a Federal income tax group exemption number to 4-H organizations and affiliated groups to use when filing Form 990. This number is 2704. This is not an Employer Identification number or a Sales Tax Exemption number.
• IRS form 990 or 990 N- must be filed annually for all non-profit tax exempt groups, including 4-H. Clubs must present evidence of current filed status to be chartered to operate in the name of 4-H.
  (instructions be found at
  http://www.irs.gov/pub/irs-pdf/i990-ez.pdf)

Filing Form 990 or 990-N ( electronic postcard) Support Pieces

All Texas 4-H Clubs and Groups must file a federal income tax form beginning in Spring of 2009. Earlier instructions indicated tax forms must be filed in spring of 2008, but Texas was granted an extension due to the size of our state.

Steps to prepare include:

1) All clubs and groups using the 4-H name and emblem must obtain an Employee Identification Number (EIN) - whether they have a bank account or not - the EIN is required as an identifier to file the tax form.

2) All clubs and groups will be recharterd in September 2008. Charter applications will be due to County Extension Offices by September 30, 2008.

3) County Extension Agents will input the Club's name, EIN, contact person and contact address via a chartering website on 4-H Connect.

4) Texas 4-H will provide this information to National 4-H Headquarters.

5) National 4-H Headquarters will provide the required mandatory information to the IRS.

6) By May 15, 2009 clubs must file their Federal Tax Form (990-N). When clubs input their EIN, a national data base will be searched and as the numbers were previously provided, it will find a "hit" and permit the tax form to be filed electronically.

Instructions to File Form 990-N (electronic postcard) (PDF)

• Frequently Asked Questions: Tax Exempt Status of 4-H

•  National 4-H Headquarters Fact Sheet: Tax Exempt Status for 4-H Clubs and Affiliated 4-H Organizations (PDF)

•  National 4-H Headquarters Fact Sheet : Electronic Filing Requirements of 4-H Groups (PDF)

•  National 4-H Headquarters Fact Sheet: Certification of 4-H Groups Under National 4-H Tax Exempt Status (PDF)

National 4-H Headquarters Fact Sheet: Filing for Employer Identification Number (EIN) (PDF)

•  Link to IRS website to obtain SS-4 : Application for Employer Identification Number (EIN) (LINK)

"Sample SS-4 Form" (PDF)

Link to IRS site to access 990-N or Form 990. (LINK)

 

State Sales Tax
TEXAS 4-H IS NOT STATE SALES TAX EXEMPT - TAX EXEMPTION REFERENCES FEDERAL INCOME TAX!

• Although there is not a blanket state sales tax exemption for 4-H, there may be opportunity for any 4-H organization that wishes to be considered and take advantage of sales tax exemption. All groups must first communicate with their county Extension agent to determine the need and feasibility of such a status. State sales tax exemption may be granted for a defined period of time or by event. Although all 4-H organizations may qualify to be sales tax exempt, no organization is considered sales tax exempt unless that individual group has applied for such an exemption with the Texas Comptroller of Public Accounts. There are no "blanket" sales tax exemptions for any 4-H organizations in Texas. It is also important to note that any 4-H organization that is selling goods or services may also be required to collect sales tax on those items and remit those taxes to the Comptroller. The Comptrollers office has the following resources and information.
  
• Texas Tax Exempt Organizations (http://www.window.state.tx.us/taxinfo/exempt/index.html) that identifies possible groups that may qualify for exemption status
• Guidelines to Texas Tax Exemptions, September 2003 for Educational Organizations ( http://www.window.state.tx.us/taxinfo/taxpubs/tx96_1045.html ) that help determine qualifications of tax exempt educational organizations
• Application for Exemption - Educational Organizations Form AP-207 (http://www.window.state.tx.us/taxinfo/taxforms/ap-207.pdf ) that 4-H organizations can use to apply for exemption from the Comptroller.
  The Texas Comptroller of Public Accounts
  P.O. Box 13528
  Capitol Station
  Austin, Texas 78711-3528
  1-800-252-5555

United Way Affiliation

4-H programs requiring or receiving United Way funds should check with their local board before planning fund-raising events. Counties or 4-H clubs accepting United Way type funds should only accept these funds if an agreement with the agency can be reached that specifically allows for the raising of money in addition to that received from United Way type funds.

Accountability

• All clubs/organizations and counties must have a set of by-laws that include provisions for receiving and disbursing funds and the dissolution of club/organization assets if the club/organization disbands. All assets, fiscal and property, go to the county 4-H program. An example of an approved dissolution clause is stated here:
• "Upon disbandment of the club, all real property, including money, equipment, and land, shall become the property of the County 4-H Program for care and disposition. The last official duty of the club's manager shall be to effect the transfer of club property and to turn over club records to the county Extension agent."
• County 4-H organizations and task force members should prepare an annual budget and submit it to the Resource Development Task Force. Sample Budget and Budget Planning Form
• The Resource Development Task Force will prepare an annual county budget based on input from county organizations and task forces, and submit it to the 4-H & Youth Development Committee for approval.
• Conduct an annual review of all county 4-H funds and submit a financial status report to the County Extension Office.
• The Task Force reviews clubs, organizations and task force reports, arranges for the financial review of 4-H county accounts and assets, and provides an accounting report to the 4-H & Youth Development Committee.
• It is recommended that all physical assets of more than $250 in value should be listed on the annual review report.
• 4-H & Youth Development Committee reviews and approves a report accounting for the finances and resources used to support the 4-H & Youth Development program. Place a copy on file in the county Extension office.
• County Directors and District Administrators review and approve reports at the time of performance appraisal conferences.

Essential Steps for Financing Club Programs

• Provisions for handling money
  • Standing rules
  • Receiving and disbursing funds
  • Disposition of funds
  • Form SS-4 (Attachment)
  • Timeline for Financing 4-H Clubs (Attachment)
• Electing a Treasurer
  • Qualifications
• Treasurer understands and carries out responsibilities
  • Treasurer's Record Book 4-H1-5.013
  • 4-H Club Officer Handbook 4-H 1-5.013
• Identification of needs and opportunities
  • President appoints a local finance committee composed of 4 to 6 members.
  • Ideally, the committee should have two older and two younger members.
  • One leader or parent should serve as advisor to local finance committee.
  • The local treasurer should serve as chairman of the committee.
  • Local executive committee expresses its needs and anticipated costs to finance committee.
  • Local members should have an opportunity to express their needs.
• Determine priority needs
  • Local finance committee reviews all requests and discusses approximate costs.
  • Committee develops list of needs with approximate costs.
  • Budget Planning Form (Attachment)
  • Sample Budget (Attachment)
• Project income
  • Balance from last year
  • Fund-raising strategies and approximate income
  • Appoint coordinator
• Coordinate with county program
• Submit annual financial report
  • Sample letter to club managers requesting financial review information (Attachment)
  • Sample County Support Fund Annual Report -- This should be turned in to the Extension office annually with other financial information. (Attachment)
  • The Annual Financial Summary for all accounts in a county is to be sent to the District Extension Administrator in September. (Attachment)

References

“Tax-Exempt Status of 4-H Organizations Authorized to Use the 4-H Name and Emblem”. Extension Service, United States Department of Agriculture
Program Aid 1281, May 1993

“Guidelines for Texas Agricultural Extension Service District Office Staff Regarding the Utilization of County Support Funds,” April 1992, Michael L. Dodds, Chief Accountant - TAEX

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4-H FUND RAISING

Texas AgriLife Extension Service encourages fund-raising because money helps to add enrichment to 4-H programs. The only restriction to 4-H fund-raising is that 4-H clubs and/or county programs may not accept United way type funds if the local United Way management rules state that “if you accept United Way funds you may not raise additional funds.”

Although few restrictions are applied to local 4-H fund-raising activities, always keep in mind that 4-H has an image and reputation to uphold. Certain activities may be perfectly acceptable in one community, while being taboo in another. As a general guideline, 4-H should never be connected with any activity which is illegal or which is contrary to moral standards of the community. The amount of funds raised should correspond to the amount of the projected budget. Money raised for awards and recognition should be kept in line with proper youth development principles. ( ie: developing a budget that includes $25,000 worth of awards is not necessary to properly recognize youth)

County Extension faculty must be notified regarding any fund raising done in the name of 4-H. Any group raising money in the name of 4-H must be chartered through the county Extension office. The county Extension agent is charged with the responsibility of overseeing all fund raising done in the name of 4-H. County Extension agents may work with financial task forces committees to make decision regarding individual club fund raising as well as county wide fund raising. All 4-H clubs should work cooperatively regarding fund raising. Recognizing that the same businesses may be solicitied multiple times in one year, if each club did so individually, it is more supportive of the community to have a collective approach to fund raising.

Basic Fund-Raising Procedures

The key for success in fund-raising is a very simplistic, logical and organized approach. The following procedures are recommended: Fund Raising Planning and Organizational Sheet (Attachment)

1. 1. Needs Analysis -- As a club, the 4-H members should determine what they want to do (identify their needs) for the entire club year. Each need listed should be justified in writing with a valid cost estimate. This data is submitted to the budget committee.
2. 2. File Notice -- A second important step is for the club to file a notice of fund-raising intent (if the county requires such an intent) to the proper county level 4-H organization which coordinates fund-raising in the county. This notice should specify the type of fund-raising and ensures that if more than one donor is contacted by more than one
   4-H club, the prospective donor understands that the different 4-H clubs have financial needs as well as the county program.
3. 3. Appoint Budget Committee-- The budget committee studies all needs and ranks them in prioritized order. This is done so that lower priority needs can be identified and cut if insufficient funds are raised. After the budget is finalized, the committee submits it to the club members for approval. After approval, the fund drive is ready to begin.
4. 4. Fund-Raising Committee -- Organize or appoint a 4-H club fund-raising committee. The committee should be composed of 4-H members and advised by one to two volunteer adult leaders. A typical committee will be composed of the club treasurer and several representatives from the club’s membership advised by one or more volunteer 4-H leaders. It will be helpful if the volunteer has had experience in fund-raising.
5. 5. Identify Method -- It is important to identify ways to raise needed funds that are compatible with the community. It is important that you determine the most effective way to raise the funds needed, keeping in perspective a formula that “permits you to raise the most amount of money in the shortest time with the least effort.” It is important to choose methods that allow every individual in the community to participate.An important concept is to find a method that works well for your club so that the community identifies that method as your 4-H club’s major fund drive. This list might include:
   ★ product sales (pecans, candy, cookbooks, Christmas trees)
   ★ concession stands at fairs
   ★ agriculture commodity assignments
   ★ individual gifts/donations
   ★ service method (fishing tournament, car wash, horse show, judging contest, pheasant hunt, etc.)
   ★ will and trusts (long-range funding)
   

Plan Of Action:

The best made plans lead to no end unless there is a sound plan of action to carry out those plans. The following is a listing of steps that will lead to the development of a successful plan of action:

1. Organize the Fund-Raising Force

These are the people who will do the work and comprise the various committees necessary to carry out each function. It is logical to assume that all members of the 4-H club and many of the volunteers and parents will be involved on committees in the fund-raising process.

2. Appoint Committees

Assume that the 4-H club will sell pecans prior to the holiday season. It has been determined that the club wants to raise $500 and this determines the number of pounds of pecans to be sold. What are the logical committees needed to make the fund drive successful?

3. Establish a beginning and ending time.

4. Submit the fund-raising plan to the proper county level 4-H organization, for approval, if required.

5. Conduct the fund drive.

6. Respond to donors -- Sample letter

7. Close out the fund drive.
★ Report to the 4-H club membership on the success of the drive.
★ Report to all contributors. It may be appropriate if in the case of product sales to put an ad in the newspaper thanking all contributors for purchasing the product.
★ Conduct a 4-H club party and recognize top salesmen and fund drive leaders.

In-kind Contributions

In-kind contributions are those contributions that are given in lieu of cash contributions. For example, a feed dealer might contribute three sacks of feed more readily than he might give $25 cash. In-kind contributions are very valuable and should always be sought when appropriate. This provides the opportunity for those people, perhaps being contacted at a time of a low cash-flow, the chance to participate in the fund drive by giving an “off the shelf” type gift.

Types of In-kind Gifts:

★ Facilities for meetings, etc.
★ Off the shelf awards, prizes or other items.
★ The loan and use of special equipment.
★ The services of personnel who have a particular expertise that will be valuable to the 4-H club, made available on company time.

Alternative Ways To Raise Funds

Product Sales
A product such as pecans, candy, etc, is sold by members. Chief advantages are: all members can participate; the entire community can be solicited to help; the amount of product that needs to be sold to gain an exact amount of money can be calculated. It can be done quickly.

Concession Stands
The main disadvantage is the amount of work and energy that needs to be concentrated. Often people can’t work during school or work hours. Often only a small amount of money is raised for the amount of time and energy invested. The advantage is the public image presented. Also concession stands should only be conducted in Health Department Certified/Approved and permitted areas. The liability of food safety issues is a potential risk.

Service Methods
These methods meet an identified need or interest such as a pheasant or dove hunt where hunters are charged a fee for a place to hunt. Other methods include turkey shoots, car washes, horse shows, judging contests, antique auctions, farm markets and etc.

Commodities
This is a product contribution, in-kind or “check-off” method. A producer simply consigns a calf, 20 bushels of wheat or other products to the 4-H club for the fund-raising effort. The commodity is sold for the 4-H club. The following fund-raising plan includes a number of steps, diagrams, and fill-in-the-blank items that can provide a 4-H club guidance in fund-raising. The items are listed in a progressive order of importance to the fund-raising process.

4-H Fund Raising Ideas

Listed below are some examples that have been identified to give a county or club some ideas for fund raising. Think outside the box and be creative in fund raising strategies!

Product Sales -- this is unlimited! There are numerous companies that specialize in product sales fund raisers. A few are listed below.

• popcorn
• cheese
• pecans
• peanuts
• light bulbs
• eggs
• livestock show catalogue ads
• Christmas trees
• Christmas ornaments
• fruit cakes, cakes
• seeds
• seedlings
• poinsettias
• smoked turkeys, hams, bacon
• mischief insurance for Halloween (4-Her’s agree to clean up any Halloween mischief to yard or house)

Food Booths or Activities (concession stands should only be conducted in Health Department Certified/Approved and permitted areas. The liability of food safety issues is a potential risk)

• Concession stands at stock shows, sports or community events
• Omelet suppers
• Walk-A-Thon
• Bean and cornbread supper
• Jump-A-Thon
• Rock-A-Thon
• Skate-A-Thon
• Mr. and Miss 4-H contest – clubs nominate a boy and girl and each club works to raise money for one month so their candidate will be the winner. Half of the money goes to the county fund and half remains in the club.
• 4-H Variety Show (sell tickets)
• Pee-Wee basketball tournament
• Fishing fiesta
• Turkey shoot
• Pheasant hunt
• Junior rodeo
• Volleyball tournament
• Benefit dance
• Country store at fair
• Benefit horse shows
• Benefit livestock progress shows

Services

• Raking leaves by 4-H members in fall
• Used clothing shop
• Distribute advertising flyers for percent of proceeds

Donations and Auctions

• Donations for side of beef - Donations for shotgun
• Donations for TV or radio - Donations for new truck
• Cake auctions - White elephant auction
• Antiques or garage sale type items auction
• Service auction (4-Her’s “services” to baby-sit, mow lawns, clean garages, etc.)
• Handmade craft items auction
  

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Page last updated: June 16, 2008