2023-24 Elected Club Officers
President - Vered
Vice President, Program - Frederick
Vice President, Membership - Charles
Secretary, Recording - Fiona
Secretary, Correspondence - Ella
Treasurer - Jacob
Treasure in Training - Phoebe
Civic Engagement Officer - Alayna
Sergeant at Arms - Roan
Hospitality - David
Healthy Living Officer - Virginia
Webmaster - Richard
Historian (Open position)
Recreation Leader (Open position)
Supported by Club Leaders Sally Philbin & David Vane
As president, you will help provide leadership to your team of officers. You will work with the other officers to set club goals, organize activities and plan programs for the year. The president leads the monthly club meetings, makes sure that officers give reports on club business and engages all members in club committees and activities.
Lead the team of club officers to set and manage annual goals using the GPS goal management system, plan activities and organize events.
Meet with club officers and the officer advisor before each club meeting to plan the agenda.
Lead the monthly club meetings.
Lead the business part of the club meeting.
Make sure that officers have reports and activities ready for your club meeting.
Ask the vice president for programs to lead the meeting when you are unable to attend.
Communicate with officers and the officer advisors regularly.
Appoint members to participate on club committees, choose members that have a spark for that activity as well as members who want to learn more about it.
Ask for adult volunteers to advise and coach committees.
Become familiar with parliamentary procedures and consensus methods of making decisions.
At Club Meetings
Fill out the business section of your 4-H Club Meeting Planner.
Begin and end the meeting on time.
Follow the planned meeting agenda.
Appoint an alternate recording secretary if the elected one is absent. All leaders have times when they have to shift gears on the fly.
Guide the meeting. During discussions focus on addressing and resolving issues and concerns, not your own opinions.
Appoint committees as needed, encouraging participation so that each member can serve on a committee at least once a year.
Have members approve, by budget approval or specific request, all expenses paid by the treasurer.
End of Year
Appoint a committee of members and adult volunteers to review the treasurer’s records. This review process ensures clear, accurate and complete financial records.
See that the club officers give their completed books or yearend reports to the club advisor by the due date set by the club.
Remember to thank the club officers and the advisor for their cooperation and support as you leave the office.
Vice President - Program
The vice president for programs has several duties including the creation and distribution of an annual club program calendar. Perhaps the most important part of this officer’s job is to lead the program of every club meeting. You make sure that club members learn something new, experience something different and build their skills during the club meeting. This club officer position can be combined with the vice president for membership’s role, or can be done separately to allow more club members to participate as a club officer.
Work with the team of club officers to set and manage annual goals using the GPS goal management system, plan activities and organize events for the program year. Fill out the Annual 4-H Club Planner.
Arrange activities, speakers and events for the program part of the club meeting. Think of presentations that will increase members’ competence and love of learning.
Lead the program part of the club meetings.
Distribute the club program calendar and annual program plan to all club members and their families.
Learn the duties of the president and lead meetings when the president is absent.
For Club Meetings
Work with a program committee to plan the program for each club meeting.
Fill out the program section of your 4-H Club Meeting Planner.
Contact presenters or speakers immediately after plans for a program have been made.
Confirm in writing with the speaker the date, time and place of the meeting, along with your name and phone number.
Arrange to make available any audio-visual equipment that you might need for the presentation.
At Club Meetings
Greet speakers at the door, and introduce them to the other club officers and community club leader before the meeting.
Before the presentation, introduce the speaker to the club.
Say the title of the presentation and give some background
information about the speaker.
At the end of a presentation, thank the speaker and ask the audience to say a few things about what they learned.
Ask the correspondence secretary to write a thank-you note to the speaker.
End of Year
Think about ways to improve your club program in the future and share with the officer team.
Suggest activities, speakers and presentations for next year.
Steps to Planning a Program:
Survey the members’ interests.
Prioritize ideas and select one.
Establish a planning committee.
Plan the program
Celebrate and evaluate the completed program.
Vice President - Membership
The vice president for membership, which can also be combined with the duties of the vice president of programs, is responsible for doing outreach. Outreach is reaching out to people in order to get them interested, excited and involved in 4-H and your work.
As the club officer in this role, it is your job to do your best to make sure that the community surrounding your club is aware that the club exists, understands what your club does and knows how to get involved. You will basically be promoting 4-H and your club to youth, parents and other people that might be able to help your club in reaching its goals. This is what persistent resourcefulness is all about – engaging people and resources to help you.
Join with club officers to identify goals, activities, and events for the club year.
Form a membership committee.
Chair the membership committee and lead them in creating yearly plans for recruiting new members and adult volunteers.
Take notes on all outreach efforts.
Learn the duties of the president and the vice president for programs (in case that isn’t already you) so that you can lead club meetings in their absence.
During Club Year
Plan outreach displays and public presentations by 4-H members.
Send out media releases informing the public about your club.
Sample releases may be obtained from your UCCE county office.
Personally invite potential members to attend your club meetings and help them join the club.
Greet and host guests who attend your club meetings.
Introduce guests to club members during the meeting, when called upon by the president.
Answer questions about 4-H and your club.
Keep a club guest book.
Keep a record of the membership committee’s outreach activities, such as personal invitations you or others have made, lists of personal contacts, presentations, displays arranged and public events sponsored.
Keep copies of flyers, newspaper articles, media releases, letters and other items that document the committee’s efforts.
End of Year
Work with the officer advisor to complete the 4-H Outreach Methods Documentation form.
In cooperation with the community club leader, submit completed 4-H Outreach Methods Documentation form to the UCCE county office.
The secretary’s duties can be done by one, two or three people. Think about sharing the responsibilities with 4-H members in your club to give more people a chance to try doing something different and new that they might not have tried before. If there is more than one secretary, you probably want to figure out ahead of time what each person will be doing. The secretary’s, or secretaries’, main job is to make a secretary’s binder and keep it updated with important club documents.
Take minutes for each meeting. Minutes are notes about the who, what, when and how of the club meeting. If there is ever a dispute later, your minutes will be important in determining if an issue was brought up and fully discussed.
It is important to keep accurate, legible minutes.
Create and keep updated a secretary’s binder for the program year. Your binder sections should include: annual goals and annual program plans; annual club planner; the club roster and attendance; meeting agendas; meeting minutes; committee reports; correspondence; and outreach methods documentation.
At Club Meetings
Sit next to the president.
Stand up and read minutes of the last meeting when the president calls for them to be read. Make corrections to the minutes if club members tell you they are needed.
Take minutes for all club meetings.
Record all motions and the names of the people who make and second those motions. In parliamentary procedure, motions are requests for a decision to be made at a meeting. As needed, the secretary reads the motion aloud to the group. Note changes to a motion. Enter the final motion and membership vote in your minutes.
Record the names of officers elected, committees appointed and other business conducted during the meeting. Make note of the meeting’s guest speakers and any demonstrations, entertainment or activities that took place during the meeting.
Record the treasurer’s report in your minutes of the meeting.
Keep lists of topics that are talked about and require further discussion at the next meeting (“old business”). When asked by the president, share the nature of any old business that needs attention. If there is no old business, state that to the president.
Collect and file all committee reports in your binder.
If you have to miss a meeting, make sure that the secretary’s binder gets to the meeting. The corresponding secretary or someone picked by the president will take the minutes.
End of Year
Give the community club leader a completed secretary’s binder, including minutes from all club meetings. You may need to collect documents from the other officers (e.g., outreach methods documentation) to finish your binder.
Collect and write all correspondence for the club.
Send thank-you notes to guest speakers and to people who make donations to the club. Work with the treasurer to make sure you are informed of any donations so that you can send a thank-you in a timely manner.
File all correspondence in the secretary’s binder.
At Club Meetings
When called on by the president, read aloud to the club members any letters, cards or thank-you notes received by the club.
Report on any letters you have written on behalf of the club since the last meeting.
During the meeting, make notes of any letters, notes or cards that club members decide they want you to write and send out.
End of Year
Make sure you have filed all correspondence for the club in the secretary’s binder.
Keep attendance records for the club.
As requested, assist the community club leader or volunteer enrollment coordinator with enrollment.
Update the member roster.
File attendance records and member roster in the secretary’s binder.
At Club Meetings
Take roll at each club meeting and keep a record of who attended each meeting.
This can be done in a fun way by using one of the Healthy Living roll call activities.
Check with the Healthy Living Officer for each month’s “Roll Call for Health”. Other methods include calling each name, passing around a sign-in sheet or taking attendance as members arrive. The method that works best will depend on the size of your club.
End of Year
Make sure you have filed all attendance records and the member roster for the club in the secretary’s binder.
As the treasurer, you help plan the club’s budget for the year, keep all the banking and financial records for your club and help make sure that your club’s money is used responsibly, ethically and fairly.
Being in charge of the club’s finances is a big responsibility, and if you have limited experience creating a budget and managing large sums of money, it could be difficult at first and with effort and persistence it will get easier over time. Managing money is a life skill that all successful people learn. Seeking other help is also an important skill—ask questions when you need to. Your officer advisor, club officer team, the 4-H Treasurer’s Manual and maybe even last year’s treasurer will all be available to assist you.
Meet with your team of club officers and officer advisor(s) to develop a club budget for the year.
Account fully for all money that is received and/or spent.
Pay all bills authorized for payment by the club budget or by club members.
Maintain financial records including copies of all invoices, bills and cash receipts relating to the funds and property of your club. Save your receipts, they are important!
Keep accurate, up-to-date records in the ledgers or on a computer using accounting software.
Balance (“reconcile”) the ledger reports with monthly bank statements. Balance refers to the money paid versus the money your club has.
Keep an inventory of club property and equipment.
Participate in the annual treasurer training.
At Club Meetings
Provide current ledger reports at all club meetings.
Report on all bills paid and all money received since the last meeting.
Report on sub-account balances. Sub-accounts are the smaller accounts in one account that help you keep track of club money. For example, you might have a club account, and sub-accounts like “conference funds,” “shore cleanup fund,” and “funds for fair” to track how much money your club spends on each of those things out of the total.
Tell the membership the present club balance.
Ask if there are any bills to be presented by members or adult volunteers to you for payment.
Ask the club to take action on all bills that require a motion to pay – that is, the expenses were not included in the approved club budget.
End of Year
Complete the Annual Financial Report.
Update the Annual Inventory Report.
Give all financial records and treasurer’s reports to the club’s peer review committee for the year-end club peer review.
In cooperation with the community club leader, furnish copies of all end-of-year reports to the club, the county volunteer management organization (e.g., council) and the UCCE county office.
Meet with the next year’s treasurer to go over the club finances.
Complete all tasks outlined in the 4-H Member Treasurer’s Checklist (found in the
4-H Treasurer’s Manual).
Civic Engagement Officer
Your role as the club’s Civic Engagement Officer is to be responsible for all aspects of one or more service projects that your club participates in during the 4-H year. You will give leadership to the project and create a Civic Engagement Committee who will collaborate and delegate responsibilities to club members, advisors, and parents. In addition to promoting community service and service learning activities, you will also help inform your club’s members about the differences between the two. You will work with other officers to provide ways to introduce service projects to your club during club meetings and throughout the year.
Meet with other club officers and officer advisor(s) as part of the Executive Board
Form a Civic Engagement Committee including at least two adult partners.
Chair the Civic Engagement Committee.
Work with other club officers to organize a Service Learning training for your club to make sure the members understand the difference between community service and service learning.
With the Civic Engagement Committee, plan, execute, and promote at least one Service Learning project for the program.
Take pictures during the service activity
Write an article about Service Learning for your club or county newsletter.
Encourage members to document their participation on their Personal Development report and or Annual Project Report.
Keep detailed financial records of your club's service projects.
Report on the completion of service learning projects to the 4-H Delivers Story (e.g. what issue did your project address Why was the project important? What did 4-H do? Describe the impact on participants, 4-H clubs/county and the broader community. Why was this project significant? Make sure you take pictures during the service activity.
At Club Meetings
Report on the Civic Engagement Committee’s activities and plans.
Give a training or presentation on Community Service and Service Learning.
Ask for ideas of service activities from the members.
Enlist members to participate in planned service activities.
Encourage members to consider civic-minded topics for Presentation Day entries.
End of Year
Report completed Community Service and Service Learning Projects through a 4-H Delivers Story
Create a full committee report detailing Community Service and Service Learning projects completed or in process.
Transition all record keeping and meeting notes to the new Civic Engagement Officer.
Activities, games and songs help members build club spirit, maintain tradition, friendships and have fun. Being a recreation leader is not all about fun and games though. As the recreation leader for your club, you can motivate, inspire, ignite sparks and set the general tone for the rest of your club. What kind of recreation leader do you want to be?
Plan recreation activities for each club meeting. Work with the healthy living officer to include each month’s “Let’s Move Activity”.
Practice the games, songs and other activities planned for presentation.
Involve everyone in the recreation activities.
Serve on club committees and organize ceremonies and parties.
Keep a recreation box stocked in preparation for those times when unexpected recreational needs arise at 4-H club meetings, events and activities.
Keep track of your club’s songbooks and recreation supplies.
At Club Meetings
Arrive early to help the other officers greet members and guests as they arrive.
Start an activity or game before the meeting to give people who arrive early something to do.
Use games, songs and activities to help members get acquainted (also known as “Icebreakers”).
Give directions in a voice loud enough to be heard by everyone. Explain the game or song to the group and make sure that everyone understands what to do. Get all members and visitors involved. Smile, be enthusiastic and stick to your time schedule.
After the meeting, store songbooks and recreation supplies.
ACTIVITIES SHOULD INCLUDE
Plan ways for members to figure out their spark, or what it is in 4-H that they are passionate about.
Plan activities that allow members to express their inner passions, interests and talents. You can find ideas for activities on specific sparks on the Search Institute website: http://www.search-institute.org/sparks/resources/links
Give chances for club members to ask questions, be listened to and get encouragement for effort and practice.
Build skills that members can use whenever they experience new challenges.
Focus on moments where members show joy and energy.
BEGINNING OF THE YEAR ACTIVITIES
Consider starting the year by setting up a large sheet of butcher paper on the wall during the first club meeting and ask members to draw a picture of what excites them about joining 4-H.
Organize a club fair by having representatives from each project set up a table during a meeting to showcase their projects and recruit new members.
Hold a monthly show-and-tell by having one project share stories and give the club updates on what they are doing or have planned for the coming year.
Plan a regular schedule of how-to demonstrations led by a different member of the club during each meeting.
Work with the vice president for programs to invite guest speakers who can lead club members through activities that will increase their understanding of thriving concepts.
(Check with the vice president for programs for ideas.)
Sergeant at Arms
The sergeant at arms helps the president with club duties and helps keep order during meetings. You should be available to help officers and officer advisor(s) with errands and responsibilities. This role is really important from a youth governance perspective, because you will help make sure that meetings run smoothly.
Check on room arrangements for each meeting.
Arrive early to each meeting, set up chairs and tables appropriately, and heat or cool the meeting space as needed.
Make sure that club flags and banners are properly displayed and stored.
Help guest speakers carry and set up their audio-visual equipment.
At Club Meetings
Stand in front of the room while the president calls the meeting to order.
Ask members to stand for pledges, and lead the American flag and 4-H pledges, upon the president’s request.
Help the president count votes during the meeting.
Help the secretary take roll. If a sign-in sheet is used, make sure everyone signs it.
Keep order during the meeting. Politely ask members and adults who insist on talking to stop or step outside.
Hand out and collect items.
After the meeting, clean and put away tables and chairs, if required. Make sure the meeting room is clean.