MONTEREY COUNTY 4-H POLICY PARTICIPATION REQUIREMENTS separate supporting document COUNCIL PARTICIPATION REQUIREMENTS separate supporting document PARTICIPATION FEE separate supporting document MEMBER DISCIPLINE POLICY separate supporting document PARENT/ADULT BEHAVIOR GUIDELINES separate supporting document CURRICULUM AND LAB KIT CHECK OUT POLICY separate supporting document FOOD BOOTH POLICY: It is expected that all clubs in the Monterey County 4-H program work a designated shift as assigned at the Food Booth at Monterey County Fair. It is the responsibility of each club to provide the BBQ team, cashiers, servers, Etc. for the required shift. Each club is to incorporate this Food Booth policy into their club bylaws. Approved July 2007 for the 2008 Monterey County Fair COMPLAINT PROCESS POLICY: The 4-H Youth Development Staff is available to assist members and leaders address and create solutions to problems and for consultation and interpretation of policy and procedure. However, if the 4-H Youth Development Staff is asked to take action regarding an individual, situation or event, an Incident Report Form (IRF) must first be filed with the 4-H Youth Development Staff before any action can be taken. Process for addressing Incident Report Forms: All relevant information must be reported to 4-H program staff. This information will be used by staff to conduct an inquiry into the incident, and to assist in rectifying health and safety concerns, violations of California 4-H Member or Leader Codes of Conduct or violations of U.C. 4-H Youth Development Program Policy. 1. Complete the IRF and return it to the 4-H Youth Development Staff within 30 days of the incident. 2. The 4-H Youth Development Staff will contact the involved partied to inform them that and IRF has been received.
3. All involved parties will have 30 days from the date of the initial IRF to explain their version of the incident via the IRF 4. When all IRF reports have been received, the 4-H Youth Development Staff in conjunction with the University of California Cooperative Extension County Director will review and evaluate the IRF using such tools as the : a. 4-H Adult Volunteer Leader Code of Conduct b. 4-H Member Code of Conduct c. University of California Cooperative Extension 4-H Youth Development Program Policies d. County 4-H Youth Development Program Policies e. Club Constitution, Bylaws and Project Rules f. Possible Personal/Phone Interviews 5. Taking into consideration the severity of the current incident and any past incidents, the involved individual(s) will be placed at one of the following Incident Steps in accordance with the policies set forth by the University of California 4-H Youth Development Program Policy Handbook: a. STEP ONE: A letter will be filed and sent to all identified parties and the Community Club Leader detailing the findings of the IRF inquiry, with courses of action to ensure the situation does not continue. b. STEP TWO: A letter will be filed and sent to all identified parties and the Community Club Leader detailing the findings of the IRF inquiry and identifying individual(s) restrictions and guidelines for limited program involvement. c. STEP THREE: A letter will be filed and sent to all the identified parties and the Community Club Leader detailing the findings of the IRF inquiry and removing the mentioned individual(s) from the 4-H Youth Development Program. 6. If the volunteer is not satisfied with the decision of the responding administrator (e.g., the 4-H Youth Development Advisor and /or County Director), the volunteer may request for an appeal to the Regional Director of Associate Vice President-Programs, as appropriate. Upon determining whether such an appeal has been made, the responding administrator will forward all pertinent documentation to the Regional Director or other appropriate administrator. The reviewing administrator shall respond with a written decision within 30 calendar days of the receipt of the appeal documentation. See the support document: Monterey County 4-H Incident Report Form END OF THE YEAR CLUB BOOK REPORTING: Each club is required to turn in club books for end of the year reporting to maintain their status of good standing and to retain the club s charter. The following is necessary for complete reporting: Secretary s Book - including outreach documentation, club meeting planner, annual club planner, agendas and minutes.
Treasurer s Book including club budget, annual club planner, annual inventory report including pictures of items once or currently valued at $50.00, club ledger, project ledger, annual financial report and peer review checklist. In addition, the Community Club Leader or delegated person must submit the annual achievement award form, program planning guide, updated and signed constitution and bylaws, as well as any corrections to the roster. Any new requirements from the State 4-H office would be included in the letters to the clubs. CHAPERONE POLICY: Although the State requirement for chaperones is 21 years of age, Monterey County 4-H has voted to require chaperones to be 25 years of age. Monterey County follows the state chaperone ratio requirement of a 7 to 1 ratio (seven members per volunteer). Monterey County will only provide funds for chaperones within the ratio. Any additional volunteers wishing to attend an event would be responsible for paying their own way. SCHOLARSHIPS: Each year, Monterey County 4-H Leaders Council awards up to $4,000.00 in scholarships of up to $1,000.00 Qualifications: 1. Must be a Monterey County 4-H Member, graduating senior or not 19 years of age as of December 31 of the current 4-H program year. 2. Must have a 2.o or above grade point average 3. Must study in his/her chosen field at a college /vocational school of applicant s choice. 4. Must have a minimum of five (5) years of enrollment in 4-H and currently be enrolled in 4-H. 5. Must have participated in Community Service or Citizenship (4-H, school, community or other). 6. May only be awarded the scholarship once. Requirements: 1. Must fill out the application accurately 2. Must meet all deadlines 3. Must participate in the mandatory interview See the support document: Monterey County 4-H Scholarship Application/Process Application Sheet Adopted January 2010
MONTEREY COUNTY 4-H COUNCIL PARTICIPATION FEE As has been discussed and approved at the Monterey County 4-H Council June 18, 2002 meeting, Council has decided to ask members to give an annual $5.00 Participation Fee per member to generate needed funds for the on-going 4-H expenses in our county. The purpose of this fee is to keep the quality of programs, awards, and education up and to increase the participation in county events. We would like this to be a three-year pilot program with a yearly review of the money collected, spent, and the number of participants in County events. This fee in no way exempts a club from participating in the Food Booth at the Monterey County Fair; nor is participation in 4-H dependent on this contribution. The fee may be paid by each individual member, by the club, or may be fundraised by the club. Collection of the fee will be separate from enrollment. The monies collected will be due November 1, 2006. DO NOT INCLUDE THESE MONIES WITH THE ENROLLMENT MONIES. The reporting of the collection and use of the fees will be done by Monterey County 4-H Council treasurer and will be published monthly in the News Notes. The Participation Fee will be used for the following: Achievement Night Awards (year pins, star ranks, county medals). Each club will be allowed to send three delegates to County Mini Conference free.* Each club will be allowed to send three delegates to County Leadership Get-Away free.* The 4-H Council will pay for 20 County delegates to LCORT Conference (members wishing to attend will apply and be selected by a 4-H Council selection committee). The 4-H Council will pay $100 of the State Leadership Conference fees for 10 delegates (members wishing to attend will apply and be selected by a 4-H Council selection committee). Four thousand dollars ($4,000) per year will be awarded in scholarship money to graduating seniors ($1,000 maximum per applicant will be awarded). All chaperone fees for Monterey County Mini Conference and Monterey County Leadership Get-Away will be paid. Chaperone fees for the required ratio of youth to adults for LCORT and State Leadership Conference will be paid. All expenses for conferences and uniforms for TLAW s and All Stars will be paid. Resource library, videos, and printed material will be available from the County Office. Outreach to all clubs and to the community. Awards and facility expenses for County Presentation Day, Project Field Day, County Speaking Experience, Dessert Contest, County Fashion Revue, and County Food Preservation Day. Contributions to the Monterey County Quilt-A-Thon Project. All expenses for adult leaders to attend State Leaders Forum at Asilomar. *Clubs will determine which delegates attend the conference. If more than three delegates wish to attend, the club may split the fee and have each member pay equal amounts. The club will make that determination. Additional incidental fees may be required of members attending conferences, i.e., transportation costs, food, souvenirs, etc. The money will be prioritized by the amount of money collected and best way to service the most 4-H ers. The 4-H Council believes this Participation Fee will increase the participation at all county events. Currently our county events have small numbers of members attending. The chance to attend conferences will be offered to many more members and leaders. The 4-H Council encourages all clubs to take a hard look at the benefits and services offered by the University of California 4-H Youth Development Program and the Monterey County 4-H Council during the year, and hopes that all clubs will invest in the increased opportunities for our members by honoring our request for the $5.00 fee. Five dollars is a small price to pay for the benefits of the Monterey County 4-H Youth Development Program. *Amended to $5.00 at the June 21,2011 Council Meeting
MONTEREY COUNTY 4-H COUNCIL PARTICIPATION POLICY 1. 80% attendance shall be required at Council Meetings by Community Club Leaders or a club representative, including youth members over 14 years old, who would get credit in their record book. Monterey County 4-H Council will hold a minimum of 10 meetings a year for the months of July, August, September, October, November, January, February, March, April and June (no meeting in December and May). The 80% would include two missed meetings for a total of 8 meetings per year. The Community Club Leader would be responsible for attending, designating, or delegating the designation of a fixed or rotating representatives and keeping a record of their club s attendance obtained from the minutes. Any clubs not in compliance with 80% attendance would be brought before Council for evaluation to determine the club s standing and the effect on the club s charter. 2. Council Officers must also have 80% attendance at Council Meetings to provide a quorum and maintain their office or to complete their second year of the two year commitment. Any officer missing three consecutive meetings would also be brought before Council for evaluation and could be dismissed from their duty by a Council vote. 3. Each club is required to participate (plan, host, staff, etc) on one county committee or event per year to be considered in good standing.
Monterey County 4-H Participation Requirements The Monterey County 4-H year is from July 1 through June 30 ENROLLMENT 1. AGE REQUIREMENTS: The age requirement for regular 4-H membership, (including participation in competitive events and fairs) members must be 9 years old OR in the 4 th grade by December 31 st of the program year (July 1 st to June 30 th ) and must not have reached their 19 th birthday by December 31 st. Home schooled children are to enroll based on their chronological age. 2. PRIMARY MEMBERS: Primary age members must be 5 years old OR in Kindergarten by December 31st of the program year. Primary age members are not eligible for any competitive events. For instance, if the event offers premium money, placings (competitive or Danish systems), and the primary age member is only eligible if there is a special division/category which gives non-competitive awards (i.e. participation). In addition, primary age members are not allowed to participate in large animal projects. Approved animal projects are dogs, rabbits, rats, cats, poultry, cavies, mice, embryology, entomology, marine science, pygmy & Nigerian goats and therapeutic animal project. 3. ENROLLMENT DEADLINE: You may enroll in 4-H at any time. However, to be eligible for local 4-H sponsored competitive events (i.e. Presentation Day, Record Book competition, Fashion Revue, conferences and fairs, youth must be enrolled in the Monterey County 4-H Program and all projects by January 1. Youth must be enrolled in 4-H prior to receiving credit for attending 4-H functions, such as club meetings, project meetings or 4-H events. 4. CLUB TRANSFERS: Members may transfer clubs only once during the program year. ATTENDANCE 5. MEETING ATTENDANCE: Members are required to complete 80% of both general and project meetings to be considered in good standing or to be signed off by project volunteers for entries into the fairs. 6. ADULT ATTENDANCE: Two certified adult volunteers, or one certified volunteer and another adult (over 25) or a 4-H YDP staff member are required for all 4-H programs, events and activities. PROJECT MEETINGS 7. PROJECT MINIMUM: There must be a minimum of 6 hours of instruction to complete a project. 8. MAKE UPS FOR MISSED PROJECT MEETINGS: Are at the clubs discretion and could include the following in their Bylaws: Members must have prior approval from their Project Volunteer before counting one of the following as make up for a missed meeting. Organize a project/activity Give a demonstration at county Presentation Day Give a demonstration to a project group, classroom or another club s project meeting and get verification from the adult in charge. Other upon approval of your Project Volunteer 9. PROJECT MEETING ATTENDANCE: If a member misses 20% of the project meetings, the Project Volunteer must notify the member and the Adult Volunteer Organizational (Club) Leader that the member is not in good standing. If the member is dropped from the project, the 4-H office must be notified.
CLUB MEETINGS 10. MAKE UPS FOR MISSED CLUB MEETINGS: Are at the clubs discretion and could include the following in their Bylaws: For the club meeting that you are unable to attend, you must have prior approval from your Adult Volunteer Organizational (Club) Leader before you can make up the missed meeting with one of the following options. Attend another Club s meeting with prior approval of their Club Leader. Give your Club Leader a signed note from the Club Leader of the club meeting you visited and report back to your club about the meeting. Serve as a chairman for a committee for a club activity/event. (The activity/event must take place and you must be in attendance to receive credit for the activity/event). Give a demonstration at County Presentation Day or at club level. Video a county wide event to present to your club or take picture and write and article of a county event for the News Notes. (Submit a copy to your Club Leader for review and approval before sending to newspaper and/or 4- H Office. Participate in one community service project conducted by the club for each meeting missed. Attend a 4-H Council Meeting and report back to your club. Other upon approval of your Project Volunteer 11. CLUB MEETING ATTENDANCE: Once a member has missed 20% of club meetings, the Club Leaders must notify the member of their attendance status. LIVESTOCK 12. FFA: Members are allowed to participate in FFA and 4-H simultaneously. Members who are both Future Farmers of America and 4-H members are not permitted to take the same species of animal in both programs. Members are permitted to transfer projects between programs once per year. 13. ADDING A LIVESTOCK PROJECT: Members enrolled before January 1 st may add additional livestock projects by January 1 st (and not after) effective during Salinas Valley, Monterey, Santa Cruz, and San Benito fairs unless expressly prohibited in a club project agreement or bylaws. A hard copy, add form must be turned into the 4-H office. 14. NON-LIVESTOCK PROJECT REQUIREMENT: Members participating in livestock projects are required to also enroll in and complete a non-livestock 4-H project. Some fairs may require an entry of a non-livestock project in addition to the livestock entry. Check the fair guidebook for requirements. RESPONSIBILITY 15. PROJECT VOLUNTEER AND PARTICIPANT: Project Volunteers and participants are personally responsible for reading fair premium books to check eligibility and entry guidelines; including entries of non-livestock projects. Fair eligibility rules may be stricter that 4-H rules, but only affect eligibility for specific fairs, not for 4-H. The 4-H office does not interpret fair policy. 16. AGREEMENT: I have read the 4-H policies above and agree to abide by them. Failure to sign and/or agree to the terms of this document will result in ineligibility for exhibition of livestock in 4-H divisions. If you do not understand these rules, or need clarification, please call the 4-H Office at (831) 759-7360. 4-H Member Signature Date (I have read both sides of this form and agree to the terms.) Parent/Guardian Signature (I have read both sides of this form and agree to the terms.) Date Approved 04/21/09
MONTEREY COUNTY 4-H MEMBER DISCIPLINE POLICY While attending any 4-H event, your conduct will be viewed as representing all of 4-H. The California 4-H Code of Conduct rules will also apply to each 4-H member. I. MINOR INFRACTION Minor infractions of the California 4-H Code of Conduct (such as: obscene language, not carrying out responsibilities, disrespect, leaving grounds without permission, etc.) will be handled as follows: When the Adult Volunteer in charge determines that sufficient verbal warning and counseling to the 4-H member has not resulted in behavior modification, a written referral (available at the 4-H Office) will be given to the 4-H member's parents/guardian and a copy submitted to the executive board through the 4-H Office. Three (3) referrals during a 4-H year will result in a review of the member's behavior by the discipline committee with possible suspension. An appeal may be filed as stated below. II. MAJOR INFRACTION Major infractions of the California 4-H Code of Conduct (such as: use of alcohol or nonprescription drugs, endangering someone else's safety, burglary, theft, etc.) will result in the Monterey County 4-H member being sent home from the event or activity at the members' parents expense. The discipline action is to be handled by the Adult or Youth Advisor in charge of the event or activity. Both 4-H staff and County Director will be informed immediately. A written referral of action taken will be prepared by the Adult Volunteer in charge and submitted to the member's parents/guardian and to the discipline committee within 48 hours after the end of the event for review and documentation. The discipline committee will be composed of: a. The County Director b. The Youth Advisor responsible for the event. c. Leader's Council president. d. The leader in charge of the event. e. One youth, which could be on the current year's All-Star team. A major infraction of the rules may result in a 90-day suspension from all 4-H activities commencing from the discovery of the infraction. In addition, five (5) hours of community service and attendance at one counseling session (peer pressure, substance abuse, etc.) may be required of the member during the suspension period. In the event of damage/destruction of property, members will be held responsible for the cost of repair or replacement. The member and his/her parent may file a written appeal within one (1) week of the suspension notification. All referrals and appeals will be reviewed by the discipline committee. If an infraction is not reported within thirty (30) days following the event or activity, no action will be taken. Members with less than three (3) minor infractions will not be prevented from attending club/county/regional/state/national activities. Revised 4/21/09
Parent/Adult Behavior Guidelines 3/2010 The California 4-H Youth Development Program strives to provide quality leadership for youth participating in 4-H programs, events, and activities. The opportunity to work with youth is a privileged position of trust that should be held only by those who are willing to demonstrate behaviors that fulfill this trust. Parents and adults helping in the 4-H Youth Development Program are expected to: 1. Treat others in a courteous, respectful manner demonstrating ethical behaviors appropriate to a positive role model for youth. 2. Abide by policies and guidelines of the California 4-H Youth Development Program state and county 4-H programs. 3. Obey all laws of the locality, state, and nation, including those related to use of illegal substances, or use of firearms. 4. Recognize that verbal, sexual, physical abuse, and/or neglect of youth is unacceptable either within or outside the 4-H Youth Development Program. 5. Treat animals humanely and teach 4-H youth to provide appropriate animal care. 6. Operate machinery, vehicles, and other equipment in a safe and responsible manner, and only with a valid operator s license and the legally required insurance coverage. 7. Handle fundraising and finances in an ethical manner according to the policies and guidelines of the 4-H Youth Development Program. 8. Do not consume alcohol or use illegal substances while responsible for youth in 4-H activities nor allow 4-H youth participants under your supervision to consume alcohol or illegal substances. 9. Deliver your child on time for events and meetings, and pick-up at the agreed upon time. 10. Avoid the use of obscene, impolite, and/or discriminatory language at any 4-H activity or where youth are present. Consequences Parents and adults participating with the California 4-H Youth Development Program are expected to abide by these guidelines. If parents and/or adults do not follow these H E A D, H E A R T, H A N D S, H E A L T H
Parent/Adult Behavior Guidelines 3/2010 guidelines, they may be barred or censored from attending 4-H activities. These guidelines are issued by the State 4-H/YDP Office. Please note that counties may have stricter standards of behavior. Parents and adults helping in the 4-H YDP are encouraged to: 11. Be respectful of youth and adult volunteers, the lesson plan and the leadership. Allow adult volunteers to lead. 12. Attend meetings and participate in activities and events. 4-H is more than just a drop-off program. 13. Support your child s efforts by providing resources and supplies for projects. 14. Follow through when you volunteer. 15. Keep your expectations open; true knowledge and life skills take time to develop. 16. Provide encouragement and support, and allow your child to experience the process of 4-H, no matter the outcome. Encourage children to do their best, not to be better than someone else. 17. Respect youth ownership of projects. Allow your child to do his/her own project. 18. Encourage your child to focus on the positive in the experience or situation and turn away from emphasis on competition. 19. Allow your child to make mistakes, thereby fostering learning through correcting the mistake. 20. Observe a cool off time before presenting constructive criticism to a child after any competitive situation. 21. Mentor a child who is not your own. We tend to act differently with other people s children. 22. Avoid intruding on your child's 4-H achievements. Consider completing the process to become an appointed 4-H adult volunteer so you can develop your own 4-H experience. Volunteer Signature Date 2 H E A D, H E A R T, H A N D S, H E A L T H
LAB KIT CURRICULUM CHECK OUT LAB KIT DATE NAME CLUB PHONE RETURN DATE (Ideally 2 weeks, not more than 30 days) AGREEMENT: I agree that after my check out of the above lab kit curriculum, if anything is missing from the inventory list when checked in, my club will be responsible for the cost of the replacement of the missing item(s), including shipping and handling, plus an additional $20.00 replacement fee. Signed Staff