OHIO STATE UNIVERSITY EXTENSION 2018 4-H Club Organizational Information OSU Extension - Muskingum County 225 Underwood St. Zanesville, OH 43701 740-454-0144 Jamie McConnell Extension Educator 4-H Youth Development mcconnell.210@osu.edu Stefanie Prevatt Extension Educator 4-H Youth Development prevatt.2@osu.edu Revised 2018 muskingum.osu.edu CFAES provides research and related educational programs to clientele on a nondiscriminatory basis. For more information: go.osu.edu/cfaesdiversity.
2018 4-H Club Organizational Information Please read all the information in this packet to assist your club in meeting all deadlines and remain in good standing for 2018. Feel free to contact the Extension Office if you have any questions. 2018 Enrollment Materials 2018 Muskingum County 4-H Family Handbook: One must be distributed per family in your club. Family Guide: One should be distributed per family in your club. This document provides a brief description of all projects, making the selection of projects easier. 4HOnline Family E-mail List: This list will identify the Family E-mail listed for each member of your club last year. The family will need this e-mail address to be able to log in to 4HOnline and enroll in 4-H this year. If a member is not listed, they do not have a family e-mail in the system and will need to contact the Extension Office to provide one before they will be able to enroll. Cross County Lines Requests: ALL non-muskingum County youth must complete the Cross County Line Application and be approved by Educators in both the county of request and county of residence before their enrollment will be accepted. Requests must be approved by the March 15 enrollment deadline. It is recommended that request forms be turned in at least two weeks in advance of this deadline to allow adequate time to be processed. Dog Permission Forms: Dog Permission Form must be completed and submitted for all youth enrolled in a dog project (except 200 All About Dogs) before their enrollment will be approved. Permission to Participate in 4-H Horse Activities: Previously included in the Horse Registration packet due June 15, this form must be completed and submitted for all youth enrolled in a horse project (except 173 Horseless Horse) before their enrollment will the approved. Winning 4-H Plan Request Forms: The Winning 4-H Plan enables youth to tailor the 4-H experience to their needs and helps maintain a positive relationship between the youth s family, 4-H volunteers, and the county 4-H professionals. See the Family Handbook, page 6 for more details. Documents Due by March 15 4-H Member & Volunteer Enrollments: Must be entered by the family and approved by the club data manager. See page 4 for more details. Club Information Sheet: This sheet requires information about your club including: club name, organizational advisor contact information, club contact information, club financial information, club meeting information and club officers. Club Constitution and By-laws: 4-H Club Constitutions need to be reviewed annually by current club members and adopted. Clubs must use the 4-H Club Constitution provided by Ohio 4-H which is available in a fillable form on our website. Club By-laws are optional but encouraged as they provide clubs the opportunity to make guidelines specific to their club. If your club has by-laws, they need to be reviewed and adopted annually as well. Currently signed copies of the Constitution and By-laws must be submitted to the Extension Office for your club file. It is encouraged to provide a copy for each member and have one copy signed by all members and kept by the organizational volunteer. 4-H Club Charter: 4-H National Headquarters and Ohio 4-H Youth Development requires that all clubs be chartered. Clubs must have a minimum of 5 members from at least 3 different families to be a chartered club. Dog Permission Forms Permission to Participate in 4-H Horse Activities Winning 4-H Plan Requests
4-H Enrollment Beginning this year, all 4-H enrollments will transition to the 4HOnline enrollment system. Families and volunteers will need to log on to the website to enroll youth in 4-H. No paper enrollment forms will be required or accepted. Information on how to enroll can be found on our website under 4-H Youth Development>4HOnline Tips & Tricks. Families can download the Family Enrollment guide for easy to follow step-by-step instructions. Enrollments can be entered beginning February 1. Club Organizational Volunteers must designate one volunteer from their club to be the club data manager. It can be the organizational volunteer or a delegate. This individual will be responsible for approving club enrollments and will have access to a variety of reports to help organize club information. The club data manager is expected to share club rosters with other club volunteers. The data manager must enroll in 4-H for the current year before they will be able to log in and access the club s information. Volunteers are not able to enroll in 4-H until their background check reports have been received from BCI. All enrollments must be approved by the club data manager by the March 15 enrollment deadline so they can be reviewed and approved by the Extension Office. A guide for the data manager was distributed at the Mandatory Volunteer Training in January and is available on our website under 4-H Youth Development>4HOnline Tips and Tricks. Community Club Guidelines A club will consist of a minimum of five members from three different families and at least two approved adult volunteers. It is recommended that two adults be present at all activities and meetings with youth even if only one adult is an approved volunteer. Must have at least two Cloverbud members to offer Cloverbuds within your club. Clubs must apply for and receive a club charter from the 4-H Youth Development Educator in order to be a recognized community club in the county, state and national 4-H programs. Club Charters are valid for one year. Clubs must reapply for their charter each year by March 15. Club organizational meetings should be held between November and January. A club will meet a minimum of six times from November through October. 4-H Community Club enrollment is open all year. To participate in judging and to exhibit at the fair, final member and project enrollment is due to the Extension Office by March 15th of the current year. Enrollments must be submitted via 4HOnline. Clubs will elect members to fill the positions of President, Vice-President, Secretary and Treasurer. Other optional offices include: News Reporter, Health Leader, Safety Leader and Recreational Leader. This information is included on the Club Information Sheet due March 15. Officer books are available on our website under 4-H Youth Development>Club Resources or at the Extension Office at a cost of $2.00 per book. Call Extension Office to place an order. Club members should begin each meeting by reciting the Pledge of Allegiance and the 4-H Pledge. Each 4-H club shall have a constitution, approved annually by the members of the club, which shall provide the guidelines and structure for their club, beyond the guidelines above. Clubs may approve stricter guidelines for their own use through their club by-laws as long as those rules do not constitute discrimination. A copy of the approved constitution and by-laws should be submitted to the Extension Office by March 15 of the current year to be put on file. If clubs have members who do not meet requirements they are asked to turn in the Incomplete Member Form to the Extension Office by August 1. Paperwork due January 31 of the following year: Yearly Financial Summary, Year End Bank Statement and Club Participation Sheet.
Muskingum County 4-H Finances and Fundraising Managing 4-H Finances (Adapted from Managing 4-H Finances, Ohio 4-H Development, by R. J. Schmiesing, C. Crawford, B. Henderson and L. Johnson, Feb. 2000.) Accurate financial management is critical for Ohio 4-H clubs regardless of the amount of money or its intended purpose. The following practices should be reviewed prior to establishing club treasuries and as a reference for managing club finances. 4-H club or group checking accounts must be established for each club in the club or group name, not an individual s name. Two to three signatures should be provided for each account, with two signatures required on all checks. Signatures must be approved 4-H volunteers and members, if permitted by the financial institution. Signatures must not all be related or family members, must include at least one non-family member. Under guidance from adult volunteers, a suggested practice for checks is to have the treasurer and secretary as signatories. Bank statements should be sent to a 4-H club volunteer or group leader, 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, 4-H clubs should request actual cancelled checks or copies from their bank. Bills should be approved for payment by the 4-H Club or group 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 is to keep copies of documents supporting expenditures (cash register receipt, invoice, etc.). All income should be documented in the Treasurer s records and deposited immediately into the club s checking account. 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 Ohio 4-H Treasurer s Record Book should be used to maintain accurate records. No club funds are permitted to be distributed to club members or volunteers unless for reimbursement for an approved club expense. If clubs receive a premium check from the Muskingum County Agricultural Society, premiums should be paid directly to club members. The club treasury should be audited annually by a committee from the club, appointed by the President, or by someone not directly associated with the Treasurer. This audit should occur prior to a new treasurer assuming office. Following the review, the club must submit their Yearly Financial Summary for the current year s records, January 1 December 31, by January 31 of the year after the records conclude. The final bank statement of the year, which must include activity through December 31, must also be submitted. Employee Identification Number An employee identification number (EIN) is required when a 4-H club or group opens an account at a bank. Clubs or groups need to apply for their own number by completing an SS-4 form. For additional information, please contact the Extension Office. The IRS requires all 4-H clubs file a 990-N (e-postcard) to report any and all income the club had each calendar year. The Extension Office will file for each 4-H club using their completed Financial Summary. If Organizational Volunteers receive any documentation from the IRS throughout the year, please bring a copy to the Extension Office and keep the original in your club financial files. Local 4-H Club or group treasuries should have a minimum carry over from year to year. Those that raise money should spend the money. If the treasury is saving for a major project, the money should be given to the project annually. If a 4-H club or group disbands, the funds in the treasury should be given to a worthy cause. If possible, the club should decide on the cause. Examples: 4-H Committee, 4-H Endowment Fund, 4-H Camp Ohio, etc. If a club or group votes to divide, the treasury should be divided upon membership with equal shares per member going to the member s new club treasury. If a club or group is divided without mutual agreement and cannot decide on division of the treasury, the problem should be referred to 4-H Committee. Money cannot be given to the club members.
4-H Educators and other Extension staff cannot be responsible for handling 4-H club or affiliate monies and are not to have signature authority on 4-H club or affiliate bank accounts. 4-H Professional Staff has the right to request any and all financial information for your club as needed. Financial records should be kept for 7 years before being destroyed. 4-H Fundraising (Adapted from Guideline for Raising Funds for Local 4-H Clubs - Appendix H, from the Ohio 4-H Program Agent s Handbook, 1995.) Fundraising for club treasuries must go through the club checking account. Clubs are not permitted to fundraise using games of chance, such as raffles. Rather, plan a 4-H fundraiser so the public or customer will receive full value. Keep fundraising to a minimum. One or two special fundraisers per year. Remember the basic purpose of 4-H is education. Funds must be raised for a specific worthy project and inform the general public of how the funds will be used and controlled. Raising funds to give money to your members is prohibited by the Ohio 4-H Club Constitution. Muskingum County 4-H and Food Service 4-H clubs and committees who prepare and serve food at 4-H related events or fundraisers must have at least one volunteer certified in the Occasional Quantity Cook Program. The individual who will provide leadership to the onsite preparation and service of food for sale or to be given away (not including carry-in, covered dish, pot-luck dinners, or bake sales) will be required to complete the training and obtain a minimum score on the post-program test prior to engaging in the food preparation or service. The certification is valid for three years and a certificate of completion must be submitted to the Extension Office. Individuals needing to obtain certification should contact the Extension Office. 4-H club or affiliates selling prepared food must apply for and secure a food license from the Muskingum County Health Department at least one week prior to the sale of food. Contact the Health Department at 454-9741 for more details. All clubs selling or providing bake goods for donation must make a list of ingredients and location of production available for clientele to view in case of potential food allergies. Making Sense of 4-H Project Book Ordering Book Order Appointments Organizational volunteers will receive an e-mail in February about scheduling appointments. At the scheduled time, bring your Project Book Order report. Volunteers will leave the office with the club books (unless out of stock), so come prepared to pay. Clubs must pay with a club check or cash to not be charged sales tax. Clubs that received a project book refund voucher in 2017 must provide the voucher in 2018 in order to receive credit for the refund amount. Clubs that return acceptable books will receive a refund voucher (good for one year) that must be presented to the Extension Office to receive refund credit. Assembling Your Book Order It is the responsibility of the organizational volunteer to determine how may books are needed by club members. When members are filling out their enrollment online, they should indicate if a book or books is needed. The volunteer can then pull a Project Book Order report from 4HOnline. To check this report for accuracy, download the Club Directory Youth in Multiple Clubs and compare this with your book order report and confirm that they entered the correct books for their projects. Volunteers cannot access a member s enrollment to make changes and the member cannot edit it once it has been submitted, so you will have to make note of any additional publications needed.
All project books are available at a cost of $6. Even though some books have a higher charge, the cost to members will remain at $6, thanks to sponsorship by the Muskingum County 4-H Committee. Resource handbooks are available at a cost of $10 (except the Cake Decorating Resource Book, which is $6). The 4-H Committee covers any amount over $10. The following information will assist you in helping members choose the right books. This information is also available to members as part of the 4HOnline Family Enrollment Guide. Unless a book is a multi-year project book, members must purchase a new book each year even if they have taken the project before. Members only need one record book per species. In many animal science projects, a resource handbook is required. Families are to share these resource books, so one per family is sufficient. If members have access to a book, they do not need to purchase another. Cake Decorating: Cake Decorating Handbook (#492R) AND Cake Decorating Project & Record Book (#492) are needed. Beef: Beef Resource Handbook (#117R) AND Beef Project (#117) needed for Market Beef (#117M), Beef Breeding (#117B), Beef Feeder (#117BF), Dairy Beef Feeder (#117DF). Dairy: Dairy Resource Handbook (#127R) is needed with any of the following books: Dairy Heifer Project & Record Book (#122) and Dairy Cow Project & Record Book (#126). Dogs: Dog Resource Handbook (#201R) AND Dog Project & Record Book (#201) are needed for You & Your Dog (#201D), Obedience (#201O), Showmanship (#201S), Performance (#201P), Working Dogs (#201W). The Dog Resource Handbook is also required for #202 Dog Achievement Program. Cavy: Cavy Resource Handbook (#215R) AND Cavy Project & Record Book (#215) are needed. Pocket Pets: Pocket Pets Resource Handbook (#220R) AND Pocket Pets Project & Record Book (#220) are needed. Goats: Goat Resource Handbook (#135R) AND Goat Project & Record Book (#135) are needed for Breeding Dairy Goats (#135BD), Breeding-Meat Goats (#135BM), Fiber Goats (#135F), Harness Goat (#135H), Market Goat (#135M), Pack Goat (#135P), Pygmy Goat (#135PY), Companion Goat (#135C). Horse: All horse project books can be used multiple years. All books except Beginning Horse Management (#174) require a Horse Record Book (#190R) each year. Llamas/Alpacas: Llama and Alpaca Resource Handbook (#132R) AND Llama and Alpaca Project & Record Book (#132) are needed. Poultry: Poultry Project & Record Book (#150) AND The Ohio 4-H Poultry Printable Resource are needed. The resource can be downloaded from our website at 4-H Youth Development>Member Resources>Livestock Project Resources or the pages can be purchased to place in a notebook from the Extension Office for $10. Rabbits: Rabbit Resource Handbook (#227R) is needed with any of the following books: Breeding Rabbit Project & Record Book (#225), Market Rabbit Project & Record Book (#226), Pet Rabbit Project & Record Book (#227). Sheep: Sheep Resource Handbook (#194R) is needed with either of the following books: Market Lamb Project & Record Book (#198) and Sheep Breeding Project & Record Book (#199). Swine: Swine Resource Handbook (#134R) is needed with either of the following books: Market Hog Project & Record Book (#139) and Swine Project & Record Book (#140).
The primary goal of the Cloverbud program is to promote the mental, physical, social, emotional and healthy development of children. Special program objectives: Develop self understanding and confidence through positive and cooperative based learning environments Experience achievement through an age appropriate and success oriented activity based curriculum Develop positive attitudes to self, family and community through cooperative learning, positive social interaction and immediate feedback reinforcement in a wide variety of short term experiences Cloverbud members are not eligible for activities and/or projects designed for 8 through 19 year olds such as out of county activities, residential camps and/or projects. These K-2 youth are not eligible for any competitive 4-H events or activities. Direct parental involvement in the learning process is vital to all 4-H education programs. Volunteers are encouraged to keep parents informed and involved in all 4-H programs. Cloverbud groups must be affiliated with an existing project-based community 4-H club. Cloverbud volunteers are to submit a Cloverbud Activities Sheet to the Extension Office by August 1. Cloverbud volunteers should work with the club s Organizational Volunteer to report any members who do not meet requirements on the Incomplete Member Form due to the Extension Office August 1. Members should participate in at least 50% of the groups activities to be considered satisfactory and receive a participation ribbon and take advantage of benefits offered by the Senior Fair Board. 2018 CLOVERBUD DATES OF INTEREST: February 22 New Cloverbud Volunteer Orientation at the Extension Office, 6-8 p.m. This is required of all NEW Cloverbud volunteers. March 10 Ohio 4-H Conference in Columbus, offers great idea sessions for Cloverbuds volunteers. (Partial registration scholarships paid for by the 4-H Committee for all volunteers who wish to attend.) March 15 Cloverbud Member and Volunteer Enrollment deadline August 1 Cloverbud Activities Sheet turned into Extension Office August 9 & 11 Bring Cloverbud display items to Junior Fair Building August 12 Junior Fair Parade Cloverbud groups may enter August 12 Cloverbud Show and Tell at fair 4-H Cloverbud Kits Cloverbuds Are you looking for a fun activity to do at your next club meeting? Something educational and fun? Then check out these kits from the Extension Office. Each kit contains several activities and a notebook full of curriculum and can be signed out one at a time. Our Country Cloverbuds will learn about our country and how to fold a flag, put together a floor puzzle of the United States, learn about the history of the 4-H flag, weave a 4-H flag, sing patriotic songs with a CD, learn fun facts about Ohio and enjoy a children s book about America Is. The Science of Sound Cloverbuds will learn all about sound with sound experiments, participate in sound matching activities, play music on pipe chimes, color their way through a listening skills activity, play games, learn about Sounds All Around from a children s book and have fun with sound clips on a CD. Food Fun Cloverbuds will play food bingo, enjoy a music CD, read about Eating the Alphabet from a children s book, experience healthy snack ideas and understand serving sizes using food models. Sports Fun Cloverbuds will learn about different sporting activities, play Sports Bingo, read several books related to sports, learn about good sportsmanship, sing classic sporting songs such as Take me out to the Ballgame and create their own sports pennant. Fitness is Fun - Get your Cloverbuds moving with Halfpint Skillastics, follow along to bean bag activities & coordination skills and read Get Up and Go! Weather Fun - This kit includes five weather-related science activities and all the materials needed to complete them. It also includes the book, Storm is Coming, which is a fun look at storms to help kids deal with any fear they may have. The kit also contains games, crafts, songs, and snack ideas.
Club Name: Club Organizational Volunteer: Name: Phone: Email: Other Approved Volunteers: Cloverbud Volunteers: Club Email (REQUIRED - email of person responsible for communicating to club): Club EIN #: Club Checking Account Bank Name: Authorized Check Signers: Club Savings Account: Yes No 2018 CLUB INFORMATION Due March 15 Names on Club Savings Account: Club meeting location: Normal meeting day and time: Area majority of members are from (ex. name of township, school district): 2018 CLUB OFFICERS: OFFICE President Vice President Secretary Treasurer News Reporter Recreation Leader Health Officer Safety Leader Other: Other: MEMBERS NAME
Ohio 4-H Charter Checklist 4-H National Headquarters and Ohio 4-H Youth Development require that all clubs be chartered. Please complete this checklist to determine whether your club has met the Ohio 4-H Club charter requirements. This checklist will be reviewed by your County 4-H Extension Professional. Chartered 4-H clubs are permitted to use the 4-H Name and Emblem according to 4-H National Headquarter guidelines. Clubs that meet these minimum requirements will be granted/continue a charter. The charter checklist must be reviewed every year to assure a club s continued compliance with the 4-H Club criteria. Name of 4-H Club EIN # - (9 digits) Name of Contact Advisor Criteria Advisors to mark (x) the appropriate box: All of our adult club volunteers are approved through the Ohio 4-H Volunteer Selection Process. Our 4-H club has at least five youth members from three different families The name of our 4-H club was approved through the County Extension Office. Our club plans to conduct a minimum of six regular club meetings per year. Our club has a current constitution. Our club has elected officers. Our 4-H club agrees to provide a welcoming and safe environment for all club members. Our 4-H club plans a series of experiential learning experiences for club members. Requirements Met Not Met Our 4-H club agrees to follow all national, state and county 4-H policies and procedures. Our 4-H club agrees to follow the national and state 4-H guidelines for the use of the 4-H Name and Emblem. Our club agrees to follow national and state 4-H guidelines for fundraising. Our club agrees to maintain its own Taxpayer Identification Number (EIN/TIN) and complete an IRS 990 filing by May 15 each tax year. Our 4-H club will not participate in any political campaign or devote time to attempt to influence legislation. Our club agrees to submit a financial report at the end of each club program year. Upon dissolution of this club, we agree that any assets will be distributed for a tax exempt purpose. Additional Comments from Club Advisor(s): Advisor s Signature/Date Circle One Charter Granted Charter Denied Reviewer Comments: Extension Professional s Signature/Date Charter Granted Circle One Charter Denied
Ohio 4-H Youth Development Club Constitution Article I. Name The name of the Club shall be 4-H Club (the Club ). Organized in the County of Muskingum, OH. The Club shall be organized as an unincorporated association. Article II. Purpose The Club will work with boys and girls to help them grow into productive, contributing members of society. The Club will offer fun, active opportunities for personal learning and growth through club meetings, projects, hands-on learning, leadership opportunities, fairs and activities. The Club is organized exclusively for charitable and educational purposes including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501(c) (3) of the Internal Revenue Code, or the corresponding section of any future federal tax code. Article III. Ohio State University Extension Affiliation The Club agrees to comply with all applicable OSU Extension policies and procedures governing Ohio 4-H and agrees that the County 4-H Youth Development Professional has all necessary and proper authority to oversee the Club to ensure the Club s compliance. OSU Extension is authorized to include the Club in a group tax exemption, and the Club will supply all necessary documentation to ensure the Club s inclusion in a group tax exemption. Article IV. Policies Any major decisions of the Club must be voted on by 2/3 of the membership unless the Executive committee was authorized to make the decision. Major decisions include: 1. Amendment of this constitution 2. Financial disbursement from the Club treasury 3. Article V. Membership Section A. The Club will follow the current (revised for calendar year 2018 and forward) Ohio 4-H policy requirements that define eligibility age for membership: Ohio 4-H membership is based on a child s age AND grade as of January 1 of the current calendar year. Eligibility for Cloverbud participation begins when a child is age 5 and enrolled in kindergarten. Eligibility for participation in 4-H projects and competitive events begins when a child is age 8 and in third grade. Any youth age 9 or above is eligible for project membership, regardless of grade level. Membership requires enrollment in an authorized Ohio 4-H club or group under the direction of an OSU Extension professional or an approved adult volunteer. A youth s 4-H eligibility ends December 31 the year he or she turns 19. Joining Ohio 4 H is a privilege and responsibility for individuals and is subject to the Ohio 4-H Code of Conduct and applicable policies of The Ohio State University. Section B. The Club may work with Cloverbuds, as well as project members, age 8 and in 3rd grade through age 18 as of January 1st of the current year. If working with Cloverbud members they will be part of the total club, but will have separate activity based learning that is appropriate for their age group.
Section C. To become a member, individuals must complete an enrollment form each year with a parent/guardian signature and agree to abide by the rules defined by the Club, the Ohio 4-H Program and the County 4-H program. Members must make a commitment to follow the values stated in the 4-H Club Member Pledge. Section D. The Club will enroll at least 5 members from at least 3 families each year. Section F. The Club will meet the standards of usage and protect the 4-H Name & Emblem as set by 4-H National Headquarters. Article VI. Officers, Elections, and Duties Section A. The Club will have the following officers: President, Vice President, Secretary, Treasurer, (and the following optional choices of officers) Recreation Leader, Historian, News Reporter, Health Officer, Safety Officer, Environmental Officer and Community Service Leader. Section B. Officers shall be elected annually. Section C. Officers shall perform duties as defined in the 4-H officer guides and/or resources. If an officer resigns or can no longer serve as an officer, the Club will select a replacement. Article VII. Committees Section A. Executive Committee The Executive committee will be made up of President, Vice President, Secretary, and Treasurer. This committee shall make any business decisions that must be made prior to the next regular business meeting. The Club members may also delegate decisions to this group. Section B. Standing Committees Standing committees are appointed by the Club president and serve as long as needed. Each committee will consist of a chair, and enough members to get the task completed. Article VIII. Meetings Section A. The Club will meet a minimum of six times per year. A calendar of meeting dates, times, and locations will be distributed to members. Section B. Members will be given an excused absence for illness and other reasons. Members must contact an advisor or officer, prior to the meeting and explain why they are unable to attend the meeting. Article IX. Leadership The Club shall be under the direction and guidance of adult local club leader(s) who have completed the Ohio 4-H Youth Development volunteer selection process. Article X. Enrollment and Registrations Annually, members are required to complete a variety of enrollment registration forms and other paperwork in order to participate in 4-H activities and events such as project judging, fairs, clinics, workshops, camps, and awards. It is each member s responsibility to meet the deadline for
completion of these forms. Failure to complete the materials in a timely manner may result in non-participation in the activity. Article XI. Financial Reporting and Responsibilities Section A. The Ohio 4-H fiscal year is defined as January 1 through December 31. Section B. The Club will obtain and maintain its own Tax Payer Identification Number (TIN), also known as Employee Identification Number (EIN). Section C. The Club Annual Financial Report in the format requested by OSU Extension must be submitted to the County Extension office every year by the date established by OSU Extension. Section D. An annual IRS 990 filing (Form 990, 990EZ, or 990N, depending on Club revenue) must be completed by May 15 for the previous tax year. Article XII. Use of Club Revenue Section 501(c)(3) of the Internal Revenue Code prohibits the Club from paying any net earnings beyond reimbursements for the Club s expenses, to any of its members, directors, or officers. Additionally, Section 501(c)(3) prohibits the Club from participating in or taking sides either in political campaigns or in any effort to pass a specific law. The Club will primarily operate for educational purposes. The above limitations are explained in more detail in the following paragraph. No part of the net earnings of the Club shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the Club shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article II. above. No substantial part of the activities of the Club shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the Club shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of or in opposition to any candidate for public office. Notwithstanding any other provision of this constitution the Club shall not carry on any other activities not permitted to be carried on (a) by a corporation or unincorporated association exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or (b) by a corporation, or unincorporated association contributions to which are deductible under section 170(c)(2) of the Internal Revenue Code, or the corresponding section of any future federal tax code. Article XIII. Dissolution Upon dissolution of the Club, any assets shall be distributed to a recognized 4-H club/ 4 -H affiliate or distributed to the Ohio 4-H Youth Development Foundation with the approval of the county 4-H Youth Development Professional as long as such organization is an exempt organization within the meaning of section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose if such organization is not exempt. Any such assets not so disposed of shall be disposed of by a Court of Competent Jurisdiction of the county in which the principal office of the corporation is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes. This constitution has been adopted by the members of
4-H Club On (date) Signature Print name here Club Organizational Advisor Date Signature Print name here Club Youth President Date
4-H Club By-Laws - OPTIONAL - SAMPLE The 4-H Club Constitution is required for every 4-H Club. Though optional, Clubs may create their own set of operational By-Laws, as long the added rules do not conflict with the Club Constitution. Include any additional Club rules, guidelines, expectations or policies not listed in the constitution: dues, committees, achievement requirements, record books, project exhibition, fund raising, club trip, etc. Below are examples of optional articles that could be included in a 4-H Club s By-Law. 4-H Club By-Laws Article I. The name of the Club shall be 4-H Club (the Club ). Organized in the County of, OH. Article II. Meetings Meetings held at on the 3 rd Wednesday, 7 pm, monthly. The re-organization meeting held the third Wednesday in January. The annual achievement and awards program held the 3rd Wednesday in October. Article III. Policies The Club will hold meetings that include business, social and recreation activities, and hands-on fun learning. A simple majority of votes in favor will pass decisions. Article V. Parliamentary Procedures The Club will use basic principles of parliamentary procedures as defined in Roberts Rules of Order. Article VI. Officers Election of officers will occur one month after the re-organization meeting. Nominations from the floor will also be permitted. The Club will vote on vacancies in any given office. Article VII. Committees Standing committees will be: (1) Awards and Recognition Banquet Committee, (2) Fundraising Committee, (3) Community Service, (4) Constitution and By-laws. (5) Activities Committee. These By-Laws have been adopted by the members of 4-H Club on date ; Signature Print name here Club Organizational Advisor Date Signature Print name here Club Youth President Date Date(s) of amendment:
Club Name:
OHIO STATE UNIVERSITY EXTENSION PERMISSION TO PARTICIPATE IN 4-H HORSE ACTIVITIES DISCLOSURE AND RELEASE OF CLAIMS I,, have chosen to participate in the Ohio 4-H Horse Program and its related horse activities. I understand that this participation will involve contact with horses and may give rise to a risk of physical injury. I am aware that: A. Horses have a tendency to behave in ways which may result in injury, death, or loss to riders, or other persons in the immediate vicinity; B. Horses may react in an unpredictable way to sounds, sudden movement, unfamiliar objects, persons or other animals; C. Riding a horse may give rise to a risk of injury from hazards arising from the surface or subsurface of the ground in which these riding activities occur; D. While in the vicinity of a horse or while riding a horse, I may be involved in a collision with another horse, another animal, a person, or an object; E. Other participants in the program may fail to maintain control over a horse or fail to act within their abilities, thus causing harm to me or other participants; and F. Other participants in the program may act in a negligent manner, which could result in harm to me. As parent or guardian I have discussed with my child the need to behave in a safe manner. I will make sure that my child wears appropriate clothing and footwear during horse activities. I further agree that my child shall be subject to the helmet policy which is reprinted for convenience on the reverse side. In consideration for the opportunity to participate in club, county, district and state 4-H horse activities and the use of services and facilities made available through these 4-H horse activities, I do release and forever discharge for myself and my heirs, executors, administrators, and assigns, the Ohio 4-H Horse Program professional and volunteer leaders, agents, The Ohio State University and its Board of Trustees, its administrators, faculty and staff, from all claims, demands, and causes of action for personal injury or any other damage which may arise out of or be in any way related to my participation in this activity or program. I understand that my child is not required to participate in any horse activity, but grant permission for him/her to do so, despite the possible risks. I recognize that by participating in these activities, as with any physical activity, my child may risk personal injury. I hereby attest and verify that I have been advised of the potential risks, that I have full knowledge of the risks involved in these activities, and that I assume any expense that may be incurred in the event of an accident, illness, or other incapacity, regardless of whether I have authorized such expenses. As a parent/guardian, I assume the same risk for myself, and other family members and friends present at these horse activities. Signed: Date: (4-H Member) Signed: Date: (parent or guardian) This form needs to be signed and on file for each youth participant in any 4-H horse program activity. The form needs to be signed each year and turned in with horse registration papers before a youth participates in the Ohio 4-H Program Activities. Under Ohio law, Section 2305.321 of the Revised Code, an equine activity sponsor, professional, volunteer, participant or other person is not liable for an injury to or the death of a participant in the equine activities resulting from the inherent risks of equine activities. -OVER- muskingum.osu.edu CFAES provides research and related educational programs to clientele on a nondiscriminatory basis. For more information: go.osu.edu/cfaesdiversity.
4-H Equine Mandatory Helmet Use Policy All youth 19 years and under, participating in any 4-H equestrian activity, are required to wear properly fitted protective headgear which meets or exceeds current ASTM (American Society for Testing and Materials)/SEI (Safety Equipment Institute) standards with the chin harness securely fastened at all times while riding or driving an equine. It is the responsibility of the rider, or the parent or guardian of the youth participant to make sure that the headgear worn complies with appropriate safety standards for protective headgear intended for equestrian use, and is properly fitted and in good condition. The Ohio 4-H Horse Program, Show Committees, Officials, Extension Personnel and Volunteer Leaders are not responsible for checking headgear worn for such compliance. The Ohio 4-H Horse Program, Show Committees, Officials, Extension Personnel and Volunteer Leaders make no representation or warranty, expressed or implied, about any protective headgear, and cautions riders that death or serious injury may result despite wearing such headgear, as no helmet can protect against all foreseeable injuries in equestrian activities. The Ohio 4-H Horse Program, Show Committees, Officials, Judges, Extension Personnel and Volunteer Leaders may, at his/her discretion, check a participant s protective headgear for proper standards. If the youth is found to be wearing unapproved, defective, or improperly fitted headgear, he/she will not be permitted to participate in riding or driving activities until proper headgear is acquired. Revised 2012
OHIO STATE UNIVERSITY EXTENSION Incomplete Member Form Due to the Extension Office By August 1 Club Name: From the Muskingum County 4-H Family Handbook: A 4-H member in good standing: Must be enrolled in a club and have project(s) for the current year submitted to the Extension office by March 15th of the current year to participate in judging and exhibit at the county fair. Must attend a minimum of four meetings from November through August. Attendance at more meetings is encouraged and may be required in the club by-laws. Extenuating circumstances preventing attendance at 4-H meetings can be reviewed by the 4-H organizational advisor if a written request describing the circumstances is presented. If the case cannot be resolved in the local club, the member and advisor can present the case to the county 4-H professional staff for review. Must complete at least one project in order to receive credit for their year in 4-H. Must follow the Ohio 4-H Code of Conduct as agreed to on the enrollment form. Clubs may implement additional requirements in their club bylaws. (Examples: participation in a community service project, fundraiser or special activity; completion of a demonstration; participation in Livestock Skillathon, etc.) Cloverbuds: Cloverbud members must attend a minimum of four meetings from November through August to obtain credit for one year in 4-H. Attendance at more meetings is encouraged and may be required by the club. Extenuating circumstances preventing attendance at Cloverbud meetings can be reviewed by the Cloverbud organizational advisor if a written request describing the circumstances is presented. If the case cannot be resolved in the local club, the member and advisor can present the case to the county 4-H professional staff for review. The following club members, including Cloverbuds, did not meet the above requirements and are not in good standing for 2018: 1) First and Last Name 2) 3) 4) 5) 6) 7) 8) Completed by: Print Name: Signature: muskingum.osu.edu CFAES provides research and related educational programs to clientele on a nondiscriminatory basis. For more information: go.osu.edu/cfaesdiversity.
OHIO STATE UNIVERSITY EXTENSION 4-H CLOVERBUD ACTIVITIES Due to Extension Office by August 1 Name of 4-H Club Year: Person Submitting: Date Lesson or Activity Completed Example Pets - Pet Riddles, Pet Book, Pet Survey and Graph, Pet Rock Craft muskingum.osu.edu CFAES provides research and related educational programs to clientele on a nondiscriminatory basis. For more information: go.osu.edu/cfaesdiversity.
Dear 4-H Volunteer, Must be downloaded from muskingum.osu.edu and submitted electronically. Ohio 4-H Club / Affiliate Yearly Financial Summary Due January 31 Thank you for taking the time to complete this form to account for your club's yearly financials. Please carefully read the following information to assist you in filling out this form correctly. Additionally, the following information will provide guidance on how to submit the form to your county's 4-H office. Please note that this form must be completed for each calendar year's bank transactions for your club. This form must be completed by January 31 of the following year. (Example: if you are reporting on the financials of your club for calendar year 2012, this form is due no later than January 31, 2013). COMPLETING THE FORM: MANDATORY FIELDS Several fields on this form are MANDATORY. Several buttons ('Save As,' 'Print,' 'Hide account information,' and 'Email' buttons) are NOT visible on the form until all the mandatory fields are completed. The mandatory fields (indicated by a red asterisk, *, on the following pages) include the following fields: Club / Affiliate Information Program Year Club / Affiliate Name (Club / Affiliate) County Name of person completing this 'Ohio 4-H Club / Affiliate Yearly Financial Summary Form' (i.e., YOU!) Bank Information Bank Name EIN Account number Bank Address (Bank) State (Bank) Zip Code Account signer name(s) [You MUST provide at least 1 name, but you SHOULD list all names that are designated signers for the account you are describing]. Beginning account balance [this should be the amount that was in your account as of January 1 of the program year on which you are reporting.] TABLES: ADDING AND DELETING ITEMS Please note that the form has three tables -- one for account signer names, one for club / affiliate income, and one for club / affiliate expenses. Each of these tables can "grow" -- you may add more lines (as many as necessary) to the tables by clicking the "Add..." buttons near the top left of each table. You are expected to list ALL transactions that appear on your bank statement for the calendar year. To remove the last row in a table, click the "Remove last...from list" button. ***NOTE: once the "Remove" button has been clicked for a table, the last item will disappear. THIS IS NOT AN ACTION THAT CAN BE UNDONE!!! Please exercise caution when using this button.*** VALIDATING THE FORM / CHECKING FOR COMPLETED MANDATORY FIELDS Once you have completed ALL mandatory fields, and filled in the appropriate information on the form for your club / affiliate for the program year, click the "Validate" button (which will be at the end of the last page of this form). The form will verify that you have completed all mandatory fields. If you pass the verification, the "Print" button will appear, as well as fields and buttons to hide / show the EIN and account number fields.cc You must HIDE the account number and EIN fields before you can email the form, to add extra security during electronic file transmission. In the "Enter password to lock account information" field, type the following password : HideAccount! (the field IS case sensitive. Please note the capital H and capital A). Click the "Lock account information" button. The account number and EIN fields will be invisible on the form. When the form is received by your county's 4-H professional, they have the password to unlock and display the EIN and account number fields. The email buttons will now appear next to the hide / show account info fields. SAVING THE FILE / NAMING THE FILE Before you can email the form, you will be prompted to "Save As." PLEASE use the following structure when naming your file in the "Save As" process (please note that this filename matches the filename that appears in the footer of the summary page(s)): Ohio4- HYearlyFinancials_XXXXCounty_XXXX (You should insert YOUR county name for the XXXX before County in the filename and YOUR club / affiliate name in the XXXX). Also, please refer to the text below the "Validate" button, that shows how you should name your file. SUBMITTING THE FORM ELECTRONICALLY (VIA EMAIL) IF YOU ARE USING MICROSOFT OUTLOOK / EUDORA / MAIL (desktop-based email programs), click the "Email via DESKTOP APPLICATION (Outlook, Mail, Eudora...)" button, you will first be prompted to save your file. Please save it in a location on your hard drive (or desktop) where you can easily find it again. Next, select the top option from the pop-up window, "Desktop Email Application". A new email will be created in your desktop-based program, with the email address (TO), subject line, body, and attachment already completed. Click "Send" to finalize form transmission. IF YOU ARE USING AN INTERNET-BASED EMAIL PROGRAM (Yahoo, Hotmail, Gmail, etc), click the "Email via INTERNET (Hotmail, Gmail, Yahoo, etc... )" button. You will be prompted to save your form. Be sure to choose a location on your computer that you can easily find when ready to attach to your email. Open the internet and login to your email account. Create an email to the appropriate county email address (see the list on page 2). For the subject line of your email, please type the following, "Ohio 4-H Club / Affiliate Yearly Financial Summary, XXXX County, XXXX Club " (where you will substitute YOUR county name and club name for the Xs). Don't forget to attach your saved copy of this file to the email!! Send.
Muskingum County 4-H Club Participation Sheet for the 2018 Program Year Required by each club - Due to Extension Office by January 31, 2019 (This form will serve as a required club participation sheet and as a way to submit for Honor Club status) Can your club become a 4-H Honor Club? If you accumulate 400 points or more you will earn Honor Club status and receive a certificate and special recognition at the annual 4-H Kickoff! But more than that, you will have pride in your accomplishments and the knowledge that your club is striving to Make the Best Better in our county! Note: Clubs must be in good standing with all proper paperwork completed for the year to be eligible for Honor Club consideration. Club Name: Club Management Item Points Describe what you did Points 1 Number of meetings held. 20 pts. - 10 or more meetings 2 3 4 5 A planned 4-H Club Program was used and submitted to the county office by March 15. Club officers ran the meetings and used proper parliamentary procedures, members made decisions with guidance volunteers. Club has written club guidelines and procedures and provided those to all members. Club officers participated in online training through the Ohio 4- H website. 6 Percent of members who serve on at least one club committee. 7 Number of meetings that had planned recreation. 8 Percent of youth completing at least one 4-H project. 9 Percent of members who gave a demonstration during a club meeting. OHIO STATE UNIVERSITY EXTENSION 50 pts. 30 pts. - 10 or more meetings 20 pts. - 5-9 meetings 10 pts. - 2-4 meetings 10 pts. 2 pts. for each officer (10 pts. Maximum) 20 pts. - all members 15 pts. - 80-99% of members 10 pts. - 70-79% of members 5 pts. - 50-69% of members 20 pts. - 8 or more meetings 10 pts. - 5-7 meetings 50 pts. - all youth 40 pts. - 90-99% of youth 30 pts. - 80-89% of youth 50 pts. - all members 40 pts. - 80-99% of members 30 pts. - 70-79% of members