2017 Hocking County. 4-H Club Handbook

Transcription

1 OHIO STATE UNIVERSITY EXTENSION 2017 Hocking County 4-H Club Handbook 150 N. Homer Ave. Logan, OH (P) (F) hocking.osu.edu Club Advisor hocking.osu.edu CFAES provides research and related educational programs to clientele on a nondiscriminatory basis. For more information: go.osu.edu/cfaesdiversity.

2 Ohio State University Extension Staff Hocking County Buckeye Hills EERA Joyce Shriner, CFLE Extension Educator, 4-H Youth Development County Extension Director Angie Seum 4-H Program Assistant Tim McDermott, DVM Extension Educator, Agriculture and Natural Resources Jane Thoman SNAP Ed Program Assistant Marilyn Fisk Office Associate Office Hours Monday - Friday 8 AM to 4 PM Volunteer's 4-H Pledge I pledge my Head to give children the information I can, to help them see things clearly and to make wise decisions. I pledge my Heart to encourage and support children no matter whether they have success or disappointments. I pledge my Hands to help children's groups; if I cannot be a leader, I can help in many equally important ways. I pledge my Health to keep children strong and will for a better world through 4-H, for children's groups, our community, our country, and our world. The 4-H Motto: To Make the Best Better Credits Joyce Shriner and Marilyn Fisk Page 2

3 Table of Contents OSU Extension Information H Club Handbook Table of Contents... 3 General Rules for Hocking County Advisor Overview of the 4-H Year The Ohio 4-H Organizational Structure H Club Enrollment H Distribution List for Advisors Web Sites Miscellaneous Information Awards and Opportunities Use of 4-H Name and Emblem H Treasury Guidelines Managing 4-H Club Finances Recommended Review Procedures When Should Your Club Raise Funds Guidelines for Raising Funds for 4-H Local Clubs Hocking County Fair Food Handling Policy First Meeting of the Year Guidelines Basics for Handling Food Safely See Addendum Page 3

4 General 4-H Rules for Hocking County 1. 4-H Clubs are Our Foundation 4-H clubs have been the foundation of the Ohio 4-H Program for generations. 4-H Clubs are groups of young people who join together to learn leadership, citizenship and life skills. Regardless of whether they are community clubs, project clubs, after-school clubs, or some other type, most clubs have several things in common. 4-H clubs usually: Meet regularly to conduct club business and do educational, service or social activities. Are advised by one or more adult club advisors. Conduct club business through organized and agreed upon group decision making. (Clubs have a constitution and by-laws and involve members in committees to plan and conduct portions of the program.) Provide opportunities for members to complete 4-H projects and other educational activities, develop leadership, contribute service, participate in local and county events, evaluate their work, and earn recognition. 2. Age Requirements The OSU Extension Administrative Cabinet clarified age requirements for 4-H Youth Development membership. 4-H Club Membership: Eligibility for 4-H membership begins when a child is at least age 8 and enrolled in third grade as of January 1 of the current year. Cloverbud Membership: Eligibility for 4-H membership begins when a child has reached age 5 and is enrolled in Kindergarten as of January 1 of the current year. Upper age: Ohio 4-H membership ends on December 31 of the year in which an individual attains the age of Meeting Attendance, Club Size, Project Books and Evaluation Each club must hold a minimum of six (6) meetings during each project year. 4-H members must attend at least four (4) meetings in order to receive a completed grade in their project. A minimum of five (5) members from three different families is required to constitute a 4-H club. Note: All members are required to purchase and complete a project book and/or record book for each project in which they are enrolled. Some projects require supplemental materials such as record books, resource handbooks, etc. See the Ohio 4-H Family Guide for complete information on required materials for each project. Members must also participate in project evaluation (judging/skillathon) with a minimum of one project to be considered complete at the county level. However, members are encouraged to participate in project evaluation with all projects. See pages for more details. Continued Page 4

5 4. 4-H Membership Across County Lines Parents seeking 4-H membership for their child in a county in which they do not reside, should complete the appropriate request form and submit it to the County Extension 4-H Professional in the county of request. That professional will contact the professional in the county of residence, discuss and decide. Allow 30 days for the communications and decisions to be made and for the parents to receive notification. See 4-H Membership Across County Lines posted on our website at Click on 4-H Youth Development, then 4-H Forms and Applications. This request is completed one time per member. The form does not need to be completed each year H Completion and Exhibition Requirement To complete a project requires that all the above rules be followed and that the advisor be satisfied with the member s participation in club meetings. Anything less than this will be considered Incomplete. Projects made or taken in school or as part of other youth organizations may not also be used as 4-H projects. Exhibition of the completed project at the fair is strongly encouraged, but optional. Incomplete projects may not be exhibited. 4-H members must be enrolled in their county, in the project in which they enter, to show at The Ohio State Fair Junior Livestock Shows, regardless of whether that project is offered for the county exhibition. Page 5

6 Overview of the 4-H Year for Advisors January/February Attend Volunteer Update Remind older youth to apply for participation as camp counselors and other teen opportunities Meet with other advisors in your club to discuss plans for the year, schedule meeting dates and reserve meeting locations Hold club meeting and distribute materials to members (request parents attend that meeting) Review information in family newsletter Register to attend the Ohio 4-H Conference. Encourage older youth to register for the conference Assist with new member recruitment (Idea: hold recruitment campaign within your club) Review new project materials and current Family Guide at meeting Have members, and their parents, complete enrollment forms Collect and review enrollment forms for accuracy and completeness March Members submit enrollment and publication orders to club volunteers Volunteers need to call the Extension office, mid-month, to schedule an appointment to turn in member enrollment forms, publication orders and all annual paperwork All enrollment paperwork must be submitted to the Extension Office by March 30th; no changes or additions after this date April/May Encourage members to register for camp Encourage members to sign up for regional speaking and demonstration contests Remind members with livestock projects to attend a Quality Assurance Clinic to be certified Borrow skill-a-thon kits from Extension Office to practice during club meetings June Encourage members to prepare and participate in 4-H Judging/ Livestock Skillathons Ensure that members are prepared for style revue July Attend Awards Program / Style Revue to support members at the Logan Hocking Middle School Review information in Summer Clovergram Newsletter with members Reserve a fair booth and encourage club members to plan how your club will decorate their fair club booth August Remind members to complete junior fair entry forms for animals (remember: anything that breathes must be entered!) Page 6

7 Overview of the 4-H Year for Advisors, Continued September Help your members have an enjoyable time at the fair. As advisor, you have the responsibility to oversee your members progress and conduct at the fair. Relax and enjoy the GREAT Hocking County Fair Set up and tear down your club booth Apply for the distinction of Honor Club and Honor Member Encourage members to apply for county awards October / November / December Watch for end of year advisors recognition event Schedule end of year achievement club meeting to celebrate the 4-H year Page 7

8 The Ohio 4-H Organizational Structure How 4-H is structured in Ohio Understanding who is commissioning the 4-H program and funding the team's experiences will help you better realize your role with your club team. The Ohio 4-H program is part of the Ohio State University Extension and the federal Extension Service through the U.S. Department of Agriculture. A State 4-H staff, under the direction of Tom Archer and Kirk Bloir, give leadership to the overall Ohio 4-H Program. County Extension offices are your local door to the Ohio 4-H Program and OSU Extension. Staffed by one or more Ohio State University Extension Educators, Program Coordinators, Program Assistants, and/or Support Staff that plan, implement and evaluate a comprehensive 4-H Youth Development program and other core program areas including Agriculture and Natural Resources, Horticulture, Family & Consumer Sciences and Community Development. How 4-H is funded in Ohio OSU Extension and 4-H is tax supported through a cooperative agreement between county, state and federal government. Our county commissioners are important partners in providing the essential financial resources to fund local 4-H and Extension programs be sure to thank them for their support! Your local Extension and 4-H Advisory Committee(s) are involved with staff in helping to raise funds through local fundraising efforts, establishment of endowment funds, solicitation of gifts and donations, establishment of fees and/or applying for grants to supplement and support greater diversity of local programming. Page 8

9 4-H Club Enrollment 4-H Enrollment Form and Individual Enrollment Forms Each 4-H member completes an Enrollment Form. Please carefully review that sheet with the member to verify their information. The 4-H organizational advisor for each club is responsible for collecting the enrollment sheets and verifying that the information is complete and correct. Errors on the enrollment form result in 4-H members missing mailings, being enrolled in wrong projects or not having specific needs met by program activities. Your careful review of these important forms is appreciated. The organizational advisor will call the Extension Office in mid-march to schedule an appointment to bring the completed forms to the Extension office. Additional copies can be made at this time. The organizational advisor and Extension office will each keep a copy for their records. 4-H Organizational Advisors must submit completed 4-H enrollment information to the OSU Extension, Hocking County Office by the designated deadline. See the 4-H Calendar for the exact date. Call OSU Extension at if you have questions regarding 4-H club enrollment. The activity fee of $6 per member must be paid when turning in enrollment forms. 4-H Club Chartering New clubs are required to complete a Club Chartering Checklist form. Established clubs will renew their charter every year. 4-H clubs are required to have an Employer Identification Number (EIN), an account at a financial institution, and to complete a yearly Financial Summary and an annual e-postcard. 4-H Club Information Form The organizational advisor of each club will receive a form to complete and return. This form will provide us with information about your club and will assist us in our recruitment campaign held in the spring. 4-H Recruitment in the Schools During January/February the 4-H staff conducts a recruitment campaign. The staff may recruit in several ways. Members who want to enroll in 4-H are given a phone list of advisors that they may call to learn more about joining a club. Participate in parent/teacher conferences at schools. Promote 4-H at schools. Page 9

10 4-H Forms Distribution List Due to the Extension Office by March 30, 2017 Pre-printed Member Enrollment Forms Your packet contains white, pre-printed forms from Use 1 for each ongoing member. OSUE copies the completed form for the Organizational Advisor. OSUE keeps the original. Standards of Behavior Youth Code of Conduct 1 pink form per member, place with their pre-printed Member Enrollment Form. Health Considerations Form Use if using the white, pre-printed Member Enrollment Forms from per member. This is included on the yellow blank Member Enrollment Form for new members. Blank Member Enrollment Forms New members will complete a yellow, Ohio 4-H Member/Cloverbud Enrollment Form. 4-H Parent/Guardian Expectation List 1 per family Request for 4-H Membership Across County Lines (if applicable) 1 per member. Complete before the member s first year in Hocking County. Does not need to be completed every year. 4-H Publication Order Form 1 per family 4-H Family Guide 1 per family Volunteer Enrollment Form Your packet contains pre-printed forms from 2016, the Standards of Behavior is stapled to Enrollment Form. OSUE copies the completed form for the Organizational Advisor. OSUE keeps the original. Youth Development 4-H Program Policies Form 1 copy per volunteer Club Program Form 1 per club. Complete the form, then make copies for your families and your club. OSU gets the original. Charter Form (Including EIN) 1 per club Club Constitution (required) 1 per club By-Laws (optional) 1 per club, then complete the form by typing up your club s by-laws and have each member sign. Each member should get a copy, the Extension Office needs one copy of the completed by-laws with the member s signatures. Club Audit Form 1 per club Fundraiser Form 1 per club Winning 4-H Form (if applicable) 1 per member Request to Use the 4-H Emblem Form 1 per club Guidelines for 4-H Name/Emblem 1 per club Fair Booth Form 1 per club Guidelines for Social Networking and Web Sites 1 per family Updated Page 10

11 Helpful Links OSU Extension Hocking Co. Family Guide Member Page Ohio 4-H OSU Extension H Animal Sciences Dog Program Horse Program Fact Sheet Index H Mall Cloverbud Connections Newsletter Club Advisors Handbook OSU, Hocking Co. Facebook go.osu.edu/4-hvolunteerhandbook Page 11

12 Miscellaneous Information 4-H CARTEENS CARTEENS is a two-hour program offered to first time juvenile traffic offenders, and any teen driver, as preventative education. OSU Extension offers this program in Hocking County six times each year as a result of a collaborative effort between OSU Extension, 4-H Youth Development, Hocking County Juvenile Court, local law enforcement, insurance agencies, and other interested individuals. Junior Leadership Program Junior Leadership (JL) is an organized program of activities, which encourage older 4-H club members to develop new knowledge and expand skills and attitudes related to leadership and citizenship. Our program encourages learning new skills in an enjoyable, and fun environment! Any 4-H member years of age, as of January 1 may join. Everyone who completes a sign-up sheet will be accepted; there are no interviews. The meeting year will run from January to December with few or no meetings held in the summer months. All meetings will be in the evening and there is no cost to join. Quality Assurance Completion of Quality Assurance (QA) is required for all 4-H and FFA members with animal projects with the exception of small animals (like gerbils, hamsters and cats), horses and dogs. Those with rabbit projects must attend QA. These guidelines are set by the Ohio Department of Agriculture, and completion is required to show and/or sell at the Hocking County Fair. Quality Assurance dates will be posted on the 4-H Calendar. The Hocking County Fair Board requires members to participate in QA training in Hocking County. Cloverbud and Senior Graduation This event celebrates our Cloverbud members who will be age 8 and in the third grade as they become traditional club members, and those who have graduated from high school and are completing their 4-H career. Check the calendar for the date of this important event. Community Service Projects A community service project can be a variety of many things as long as someone else will benefit from the service. Projects can range from collecting and donating food, assisting other organizations, or helping those in need. There is an endless list of possibilities for 4-H club community service projects. Activity and Club Insurance There are a few insurance companies that offer low cost, minimum supplemental coverage insurance for 4-H activities. It can be purchased to cover the whole year of activities or to cover a single event the club is doing. Cost is usually $1 per member and $2 for horse members. One dollar of the $6 activity fee is used by the Hocking County 4-H Committee to purchase accident insurance for all 4-H members. Clubs are encouraged to get accident insurance for their volunteers and event insurance to cover 4-H family members who actively participate in 4-H events. The event insurance does not cover spectators. A copy of the insurance enrollment form is included in your forms packet and is available on our website. Page 12

13 Miscellaneous Information Hocking County Youth Board The Hocking County Youth Board is made up of youth in grades 8 through 12, four adults and one leader. Youth terms expire upon graduation. Members learn leadership skills, manage interest earned through their endowment, raise funds for sustainability and award mini-grants for youth led community service projects. The group s motto is Developing Future Leaders for Community Service. PetPALS 4-H Volunteers teach youth the skills needed to interact with residents in healthcare facilities, like assisted living and nursing home facilities, enhancing intergenerational relationships. Youth learn about the physical challenges associated with aging, as well as medical conditions they may encounter while visiting. They learn to communicate with residents, and gain an understanding of their rich histories, while becoming more compassionate and caring. Young people learn to train and prepare their pets so they can participate in animal assisted activities as a team. Youth learn about animal behavior, animal handling techniques and proper pet care. They gain a greater appreciation for their pet and form a stronger human-animal bond. Camp Counselors Youth need to be years of age and are required to participate in 24 hours of training. Serving as a camp counselor offers an opportunity to learn new skills, meet new people and have a great time. Trip or Activity Permission Forms Emergency Medical Forms You are strongly encouraged to require completion of consent forms if your club will be involved in a trip or activity other than a typical meeting. This is for your protection from liability as well as the protection of our 4-H Program. As a 4-H volunteer, you are working under the auspices of The Ohio State University. All club activities are considered part of The Ohio State University 4-H Program. Any time you take and or transport children somewhere where you will be away from their home/parents for a length of time (several hours or out of the county), you will want to have them sign two forms: the Permission to Transport Form and an Emergency Medical Form, in case you need to seek treatment for a child. The Permission to Transport Form and an Emergency Medical Form are posted on our website at or you may call or stop in the Extension Office for a copy. Photo Release Permission There is a section on the enrollment forms called Photo/Media Release. Parents who allow OSU Extension to publish in print, electronic, or video format the likeness or image of the children must check mark the I give box. Page 13

14 Miscellaneous Information Contracts It is not permissible for you as a volunteer to sign contracts on behalf of 4-H. Any contract with 4-H is a contract with The Ohio State University and as such must pass through University legal review. An example would be a contract for the use of a meeting facility other than the Youth Center. If you sign these contracts, you personally assume all liability. Alcohol, Illegal Drug and Tobacco Policies These are policies on the use of some substances. These could be added to your club by-laws. Possession or use of illegal drugs at 4-H sponsored events is prohibited. Alcohol is prohibited at all 4-H sponsored events. Tobacco products possession and use, by 4-H youth participants is prohibited at all 4-H sponsored events. Tobacco use by adults is discouraged and should only be done in designated areas and not in the view of youth participants County Volunteer Recognition Event The Hocking County 4-H Committee plans a recognition event each fall to recognize the leadership given by 4-H volunteers to the 4-H Program. All volunteers are invited to the event. All advisors are encouraged to attend this event to be honored for the time and dedication they have given to 4-H. Standards of Behavior By signing and dating the Volunteer Standards of Behavior and the Ohio 4-H Volunteer Enrollment Form, advisors affirm they will conduct themselves accordingly, as they are looked upon as a role model to others in the community. In addition to the standards set by OSU Extension, our advisors agree to abide by our county Program Policies. Advisors receive a copy of both documents each year. Food Handling Policy Please review this document located in this handbook prior to club potlucks and gatherings when food will be served. Page 14

15 Awards and Opportunities Members may apply for many awards and opportunities twice each year. In January, older members may submit applications for trips awarded by the 4-H Committee, Ohio State or OSU Extension. In September, applications are due for awards which are presented during the annual Hocking County 4-H Recognition Banquet. More information about awards and opportunities for 4-H members can be found in the front of the 4-H Family Guide. Please encourage your members to apply for these wonderful opportunities. Secretary Award Club secretaries have a big responsibility in their clubs to keep accurate minutes of meetings and activities. To reward them for their efforts, two awards are given annually to a Junior (ages 8-13) and a Senior (ages 14 and older) member who serves as secretary. Completed books must be turned in to the Extension Office in September and: Must have the club name and secretary name written on the front of the book Must include the club constitution, by-laws and club program Must have attendance records completed Minutes should be signed by the club president and secretary News clippings and photos are not required, but are encouraged Notebooks will be accepted Accepted in handwritten or typed form Secretary book must be turned in by the due date for the club to receive Honor Club status/points Treasurer Award Club treasurers have a big responsibility to keep accurate accounting of all club funds. To reward them for their efforts, two awards are given annually to a Junior (ages 8-13) and a Senior (ages 14 and older) member who serves as treasurer. Completed books must be turned in to the Extension Office in September and: Must have the club name and treasurer s name written on the front of the book Must have complete records of income and expenses recorded in the book Notebooks will be accepted News Reporter Award News Reporters have a big responsibility to promote the 4-H Program and their club. We encourage news reporters to take every opportunity to spread awareness about the great things being done by our youth. To reward them for their efforts, two awards are given annually to a Junior (ages 8-13) and a Senior (ages 14 and older) member who serves as news reporter. Completed books must be turned in to the Extension Office in September and: Must have the club name and news reporter s name written on the front of the book Must contain both articles submitted to the newspaper along with clippings of articles that ran in the paper Clip the name of the newspaper, along with the date and page number from the page on which the article appears and tape it to the article Must contain a summary of work completed as news reporter Notebooks will be accepted Page 15

16 County Educators Authority to Grant Use of 4-H Name and Emblem The 4-H Name and emblem is a federal trade mark, protected by 18 USC 707. Ultimately, the responsibility for protection of the trademark is the U.S. Secretary of Agriculture. In practicality, the responsibility lies in the hands of the County Educator and State 4-H Leaders. In Ohio we have taken steps to protect the name and emblem by setting standards for each club to follow by certifying their willingness to adhere to the guidelines. Ohio 4-H Club Charters are granted to clubs that are in compliance. County Educators have the responsibility to protect the use of the name and emblem within their county. Educators have oversight to the use of the name and emblem for fundraising activities and promotions that are held in the name of 4-H by clubs, committees, organizations, and the business community. Examples: 1. A 4-H club is conducting a sale of 4-H T-shirts with the 4-H emblem and the county name printed on the front. Since the sale of the t-shirts is directed at members within the county, the Educator can authorize the club to use the name and emblem. The county Educator will provide the club with information on the proper use and display of the 4-H name and emblem. 2. A 4-H Advisory Committee is selling 4-H calendars and is planning on selling them at various festivals and stores in the North Central Region. Since the sale of the calendars is multi-county, the decision making is transferred to the state 4-H office. All groups that are fundraising and using the name and/or emblem of 4-H beyond a single county must complete the Ohio 4-H Name and Emblem and Fundraising Request Form and submit it to the state 4-H office for authorization to use the name and emblem. 3. Sally s Fabric Shop wants to hold 4-H Days at their store.they plan to advertise the event in the local newspaper. They will provide the public free educational seminars and a 10% discount on all supplies for 4-H club members. In this example, Sally s Fabric Shop is conducting a promotional event at their local store. The Educator needs to decide whether 4-H gains from the event, or whether the Fabric Shop is just interested in increasing their profits. The county Educator is empowered to make the decision since the use of the 4-H name is limited to one shop in their county.( If Sally s Fabric Shops were a chain of shops in multi counties and planning promotions in several counties, then the decision making is transferred to the state 4-H office.) Things to remember: The 4-H Name and Emblem shall not be used to imply endorsement of commercial firms, products or services. Granting use of the name and emblem beyond a single county (i.e. multicounty) is the responsibility of the State 4-H office). Page 16

17 4-H Treasury Guidelines (Approved by Administrative Cabinet 12/93, 10/95, 5/06) 1. There must be a real need and purpose for developing a group or club treasury. Do not raise money for the sake of raising money. This need and purpose should be understood and supported by the group. All club money (receipts and expenses) should be through the Treasurer. The clubs are encouraged to establish a budget each year and report actual amounts against budget at each meeting. 2. Local 4-H Club treasuries should have a minimum carryover from year to year. Those that raise the money should spend the money. If the treasury is saving for a major project, the money should be given to the project, annually. 3. The Treasurer should keep accurate records and report the status on the treasury at each meeting. The Ohio 4-H Treasurer s Record Book, Circular 935, should be used and should help maintain accurate records. Online information, including the Ohio 4-H Treasurer s Handbook and a video can be found at A treasurer s report should be given at each meeting and the secretary minutes should reflect action taken. Three or four signatories should be provided for each account, with two signatures required on all checks. 4. The club treasury should be reviewed annually by a committee from the club, appointed by the President, or by someone not directly associated with the Treasurer. Annually, the Extension office will request a financial statement itemizing receipts and expenses and copy of the review. 5. Money should be deposited in a local bank at least weekly. Withdrawal and/or payment of bills should be by approval of the club or executive committee. Blank checks should be kept in a secure location. 6. If a 4-H Club disbands, the funds in the club treasury should be given to a worthy cause. If possible the club should decide on the cause. Examples: County 4-H Committee, 4-H County Endowment Account, 4-H Camp Development Fund, Ohio 4-H Foundation, Charity, etc H organizations have an obligation to file with the Internal Revenue Service and Annual Information Return and e-postcard. More information will be mailed at a later date. 8. Employee Identification Number An employee identification number (EIN) is required when a 4-H club opens an account at a bank. Clubs are not to use the university number that is assigned to the county office. Clubs need to apply for their own number by completing an SS-4 form. For additional information stop by or phone the 4-H Educator at Page 17

18 Managing 4-H Committee Finances Ohio State University Extension Accurate financial management is critical for committees regardless of the amount of money or its intended purpose. The establishment of checking accounts is a recommended practice for committees that collect money and pay bills. The following practices should be reviewed prior to establishing treasuries and as a reference for managing finances. Checking accounts should be established in the committee name, not an individual s name. A minimum of two signatures should be required to write a check. A suggested practice for checks is to have the treasurer and secretary as signatories. Each committee, 4-H club, or group is required to have its own Employee Identification Number (EIN), sometimes referred to as a Taxpayer Identification Number (TIN). The group must complete an SS-4 form available through any local Social Security Office or from the Internal Revenue Service. Social security numbers of committee members, parents or volunteers are not to be used as a committee s Taxpayer Identification Number (TIN). Please call the Extension Office if you have questions. Bank statements should be sent to a committee Chair, or someone who does not have authority to sign checks. After review (i.e. correct number of deposits, checks and balance) statements should be given to treasurer, reconciled and included in the official records. If possible, committees should request actual cancelled checks from their bank. Bills should be approved for payment by the committee members before checks are written. When a check is written, it is to be correctly recorded in the Treasurer s records and Secretary s minutes. The Treasurer will keep copies of documents supporting expenditures (cash register receipt, invoice, etc.). All income should be documented by pre-numbered receipts, with appropriate copies kept with the Treasurer s records. All income should be deposited in the committee s checking account at least weekly. The treasurer must keep accurate records and report the status of the treasury at each meeting. The secretary s minutes should reflect financial actions and/or account balances. This should be done for each business meeting. The committee treasury should be reviewed annually and prior to a new treasurer assuming office. The President/Chair should appoint a sub-committee, made up of persons not directly associated/related to the Treasurer. The OSU Extension office has the authority to ask for a committee s financial statement that itemizes receipts and expenses and a copy of the review. See the attached: Recommended Review Procedures. Page 18

19 Managing 4-H Committee Finances Ohio State University Extension Organizations have an obligation to file an Annual Information Return, e-postcard, with the Internal Revenue Service. More information will be mailed at a later date. 4-H Educators and other Extension staff are not to be responsible for handling 4-H Committee monies and are not to have signature authority on 4-H Committee bank accounts. Developed by: Ryan J. Schmiesing, (5/2000) Reviewed by: Cindy Crawrford, Bill Henderson Revised by: Ryan J. Schmiesing, Brian McClain (6/2006) Source: Ohio State University Extension Business Office Procedure Manual Page 19

20 Recommended Review Procedures Secure all financial records (blank checks, cancelled checks, bank statements, ledgers, receipts) for the review period, which is generally annually. Review each check for correct signatures and appropriateness of payment or vendor. In instances when it is necessary for check(s) to be written to a signatory, the check(s) should be signed by someone other than the signatory. Match documentation (invoice, cash register receipt) to each check. Select a sample of expenditures and review minutes to determine whether expenditures were authorized. Trace receipts/expenditures recorded on the ledger to the bank statement. Compare dates of receipts to dates of deposits. Document any extended delays in deposits (more than one week). Review numerical sequences of canceled and unused checks. List any missing checks. Compare donor records to recorded receipts. Document any differences. Review the reconciliation of at least two bank statements to the records. If certificates of deposit are owned, verify that they are still on deposit with the bank. If no longer on deposit, trace proceeds to deposit in checking account. Compare receipts/expenditures to budget. Determine if level of activity appears to be reasonable. Provide mathematical accuracy of records: Cash Balance 12/31/04 + Receipts During Expenditures During 2004 Cash Balance 12/31/04 List any checks that are outstanding and date of issue. Compare financial records of treasurer s report for at least two months. Document unreasonable differences. Report to the membership of the 4-H committee the state of the past years records. Revised: 6/06 Page 20

21 Ohio 4-H Clubs, Advisors Handbook When Should Your Club Raise Funds? Achieve your 4-H team goals by using the 4-H fiscal playbook to raise and properly manage funds. You and your 4-H team may need to raise funds to conduct educational programs and activities. Do not let fundraising get in the way of positive youth development through fun learning team experiences. Use these guidelines and the Guidelines for Raising Local 4-H Club Funds before starting your club fundraisers: Have a specific purpose for raising and using the funds. Avoid using games of chance as a means of raising funds. If charging club dues and/or activity fees, list exact amount in your 4-H club by-laws and include how the dues/fees will benefit the membership. If using the 4-H Name and Emblem in fundraising or sale of product(s), submit Use of 4-H Name and Emblem Request Form to the County 4-H Educator. Submit the 4-H Fundraising Request Form (located in the Forms Handbook) to OSU Extension Hocking County before beginning fundraising activities. 1. To avoid duplication of requests and to help document community support, especially before soliciting for donations. 2. To determine taxable status, special permitting, licensing or training needs and appropriate use of the 4-H name and emblem. What Is the Best Way to Manage Your Club s Funds? Accurate financial management is critical for 4-H clubs regardless of the amount of money your club raises or spends. Establish a checking account for your 4-H Club, if you plan to collect money or pay bills. Follow these simple steps to open your club s checking account and manage club funds: Open the account in the club s name, not an individual s name. You will need to obtain an EIN (employer identification number) by completing the SS-4 form. Do not use a personal social security number instead of obtaining an EIN. Require two signatures on all checks written. The treasurer and another officer or a club advisor could serve in this role. Page 21

22 Send bank statements to a non-check signer. After review, give statements to the treasurer to include with financial records. Approve all expenditures at a club meeting, before writing the check. Keep receipts and invoices with financial records. Document all income. File a carbon receipt of cash and list all checks and cash in the Treasurer Book. Keep accurate records and give a treasurer s report at each meeting. Audit treasury records and club s account annually. Use Recommended Audit Procedures provided by OSU Extension. Spend money raised for intended purposes to limit carryover funds. Contact your County Extension Educator to answer questions regarding dispersal of club funds under this situation. In Hocking County the Extension Educator for 4-H Youth Development is Joyce Shiner. She can be reached at Ohio 4-H Clubs Advisors Handbook Club Management - Funds Page 22

23 Guidelines for Raising Funds for Local 4-H Clubs Many clubs assess their own members for dues at each meeting. This is accepted practice in some communities, but has certain undesirable features. Encourage members to sell animals or products coming from their own project work. Discourage lotteries or games of chance. Rather, plan 4-H fundraising so the public or customer will receive full value. Remember, there are State and local laws and regulations prohibiting or regulating lotteries, raffles, and games of chance. Refer to Ohio Revised Code #2915. Where there is a proposal to conduct a game of chance (raffle) the 4-H Committee should review the proposal and determine the implications the proposal will have on the 4-H program in the county. In counties where such a proposal is acceptable as viewed by the committee, then the proposal may be pursued within the county. Try to avoid door-to-door canvass or tag days for donations. Give people something for their money or sell them on the merits of direct help with the education program. Consider carefully before accepting money from a United Way Fund; such membership is not generally approved. Rather, Extension should be held in the status as public schools and other education. The 4-H program may receive funding from United Way for programs that are conducted in collaboration with United Way affiliated agencies. Use accepted fundraising procedures for specific worthy projects, such as a 4-H camp program, and inform the general public how funds will be used and controlled. Insist that any fundraising project come about as a result of interest and appreciation for 4-H work, its precepts, ideals, and goals. Remember the basic purpose of 4-H is education. Do not let sideline busy work like door-to-door canvassing get in the way of more fundamental programs of learning and doing. Keep fundraising to a minimum. One or two special drives per year should be the maximum and keep these campaigns short. Never let fundraising lower the status or prestige of 4-H. Wholesome educational purpose for funds and wise use of them are the most important guiding principles. Source: 4-H Policy Handbook, appendix H Page 23

24 Hocking County Fair Hocking County 4-H members are fortunate that they have the opportunity to exhibit at our local fair. If a member chooses to exhibit at the fair, they need to follow the fair guidelines as found in the Hocking County Fair Book. A member does not have to participate in a fair in order to complete their project or a year of 4- H membership. No advisor may require their members to participate in the fair in order to complete their project. It is important for advisors to remember that the 4-H Program and the Hocking County Fair are entirely separate entities. Please explain to your members that the fair board and the 4-H program work hand-in-hand, but the Senior Fair Board is responsible for policies and procedures on the fairgrounds. The 4-H program does not make fair policies or rules, and Junior or Senior Fair Boards do not make 4-H rules and policies. When a 4-H er decides to exhibit at the fair, they must follow the rules established by the Junior and Senior Fair Boards. It is their responsibility to be knowledgeable of all fair rules. These may be different or in addition to any rules the 4-H program has related to their project. Decisions related to the fairs are made by the Senior Fair Board. Advisors who have questions about procedures or decisions will be referred to the appropriate fair board or committee. Fair Booths All 4-H clubs are encouraged to have a fair booth. A booth reservation form holds a booth space for your club. This form was included in the club forms packet. The booth is one way to show your pride for your members and their projects and successes. Please note that if the 4-H Committee designates a theme for the fair booths, your club will be notified early in the 4-H year. Clubs receive a $10 award from the fair board for putting up a booth. Fair Passes OSU Extension will give the Hocking County Fair Board a list of members who are complete in each club. Advisors will need to visit the Hocking County Fair Board Office to receive their fair passes. In order to receive a fair pass, the member must receive a complete grade on at least one of his/her projects. The organizational advisor will be asked in late July to award a grade to each project your members are enrolled in. Some of the things to be considered as grades are assigned are: attendance, compliance with club constitution, demonstrations given, project work, community service, and leadership demonstrated. Fair passes are being provided courtesy of the Hocking County 4-H Committee. Be sure to thank them when you see them and encourage your members to write them a note! Entries The Senior Fair Board may refuse any entries that are turned in late. See the current fair book for entry deadlines. To exhibit at the fair, the entry sheet must be completely filled out, and turned in prior to the deadline. Page 24

25 Thank You Signs Encourage your members to display a sign thanking their buyer from the previous year. Please note that thank you signs are not to be printed on political campaign signs thanks! The 4-H Motto To Make the Best Better The 4-H Pledge I pledge: My Head to clearer thinking, My Heart to greater loyalty, My Hands to larger service, My Health to better living, for my club, my community, my country and my world. The 4-H Colors White Symbolizes purity and high ideals Green Nature s most abundant color Page 25

26 Ohio State University Extension Food Handling Policy Ohio State University Extension has a Food Handling Policy which is part of the Faculty and Staff Policy and Procedures Handbook. This policy is to protect those individuals who are involved in food preparation as part of university business and to ensure safe food. All Extension Staff and volunteers who are involved in food preparation need to be aware of the policy. In the past we have recommended training through the Safe Food Handling for the Occasional Quality Cook (OQC) Program. To make this easier to access the training, we have developed a moodle online course for the OQC Program. A one page direction sheet is available from the Extension Office. Participants will create a log in account and be asked to take a pre-test prior to completing the online training. There will be a post-test at the end of the training. When participants have completed the post-test with at least a 70% the moodle will generate a Certificate of Completion with a completion date on it. Participants should submit the Certificate of Completion to the Extension Office when they have finished the program. The certificate is good for three years. Page 26

27 Effective Club Meetings First Meeting of the Year Guidelines It is important that at the first 4-H Club meeting of the year, the advisor should go over the expectations for each member of the club, as well as for the parents. It s a good idea to request that a parent attend the first meeting so they will know what you expect. Use the 4-H Parent Expectation List to accomplish this. The club will run smoothly and efficiently if everyone knows what the expectations are at the beginning of the year. These might include: 1. The club officers will conduct the meetings, with the advisor s assistance, if needed. 2. The club will hold at least six (6) meetings, and each member is expected to attend four (4) meetings to be considered complete for one year of 4-H work. Each member will notify the organizational advisor prior to the meeting if unable to attend. 3. Each member will complete the 4-H enrollment sheet on time and return it to the advisor. 4. Each member will give a demonstration for the other club members. 5. Each member will pay the club dues (if applicable). 6. Each member will participate in club community service projects. 7. Club officers will meet the responsibilities of the office they hold. 8. Other guidelines specific to your club by-laws; see below. 9. Members will purchase and complete a 4-H project book for each project in which they plan to be complete. However, members are encouraged to participate in project evaluation for all their projects. Club Officers Each club is encouraged to select officers at one of the first meetings of the club year. When electing officers, it is suggested that the duties of each officer be explained to club members. Emphasis should be placed on the importance of good club officers. It is acceptable to establish guidelines for election of officers, such as minimum age, minimum number of years in 4-H, etc. to ensure that your club officers are able to do an outstanding job. Resources are available at such as Practical Parliamentary Procedure, and 4-H Club Officers and Committee. The following officers can be elected: President, Vice President, Secretary, Treasurer, News Reporter, Safety Leader, Health Leader, and Recreation Leader. Some clubs may combine some offices or create others. Examples of additional officers some clubs have included: Historian, Photographer, Energy/Conservation and Song Leader. New officer books can be downloaded at or a complete set of officer books may be purchased for $5 from the Extension Office. Officer books are also located on our website under 4-H Youth Development, then choose Officer Resources. Club Constitution Your club members should use the standard Constitution and optional by-laws. Templates are provided by OSU Extension. You may vote to make activities mandatory in your club as long as all members receive a copy of the by-laws and sign that they have received the information. For Page 27

28 your convenience, the Club Constitution and By-laws templates are available, as well as more information at Club Program of Activities A successful 4-H club depends a great deal on planning and communication. One valuable tool for organization and communication is a Club Program Book made at the beginning of the year. Every club is encouraged to hold a meeting to plan their meetings and activities for the year. After planning, this information should be printed in a program book and one made for every family in the club, and a copy turned into the Extension Office by the deadline (worth points on your Honor Club Form). To make this easy for every club, a template for a club program was included in your club packet. Club Demonstrations Demonstrations are a valuable learning experience for every 4-H er. Every 4-H Club is encouraged to have each of its members do a 4-H demonstration for their club during the year. Demonstrations help members learn planning, organizing, public speaking and teaching skills. It is a good idea to plan which members will present demonstrations at the same time as the club program of activities. That way each member will know when they are scheduled. If you have a large club, several members could do a demonstration after each business meeting. To do a good demonstration, a member must pick a topic, collect and organize information, practice the skills to be demonstrated and then put this all together for an interesting presentation in front of advisors and peers. Junior Leaders or advisors should strive to help members prepare their demonstration so that this learning experience becomes a positive one. 4-H Completion and Exhibition Requirements A. Requirements to complete a project Member purchased a project book(s) and completed work as specified in the project book guidelines (usually found on the inside cover or first several pages of the book). 1. Member has participated in project evaluation (judging/skillathon). 2. The project must be taken in 4-H, only. A school project or FFA project cannot also be used as a 4-H project. 3. Age requirements are met. 4. Has met the membership across county lines requirement (if applicable). 5. Member attended the required number of meetings. 6. Member met the requirements outlined in the club by-laws (if applicable). Page 28