Texas 4-H Management Guide - PowerPoint Presentation

Slide1

Texas 4-H Management GuideSlide2

Management Overview

A

resource for Extension faculty and volunteer staff who have responsibility for leading

the 4-H

program into the 21st centurySlide3

4-H Basics

Motto

“To Make the Best Better”

Pledge

I Pledge

My head to clearer thinkingMy heart to greater Loyalty My hands to Service andMy health for better livingFor my club, my community, My county, and my world

ColorsGreen & WhiteEmblem Slide4

4-H Membership

4-H Year

September 1 to August 31

Age

3

rd Grade (minimum 8 years) 12th Grade (Maximum 18 years)DivisionJuniorIntermediateSenior

Enrollment 4-H Connect (texas.4honline.com)August 15th

Open Enrollment

$20-$25 Participation Fee Slide5

Use of the 4-H Name & Emblem

Club Use

Approved charter grants permission

Multi-County & State Use

State Office

3rd parties State Office * Stay away from implied testimonials or endorsements of business firms or their products or servicesSlide6

Texas 4-H Rules and Guidelines

Section 1: Membership & Enrolment

Section 2: Chartering 4-h Clubs

Section 3: School Absences & Participation in 4-H Competitive Activities

Section 4: Suspension of Participation/Removal of 4-H Members

Section 4: Medical Information for 4-H ActivitiesSection 6: Roles of the County Extension Agent, 4-H Volunteer & ParentsSection 7: Financial ManagementSection 8: Other Rules and GuidelinesSlide7

County Extension Agents

Who We Are

Counties Vary in Numbers

County 4-H Coordinator

Marine, Entomology, Hort. CEAs

Extension SpecialistsEx. District 4-H Specialist What We Do

PlanningOrganizingStaffingSupervision

Evaluation

and Quality Control Slide8

Roles of 4-H Adults

Volunteer (approved)

Support for the Organization

Parents/Guardian

Supports

their ChildThree TypesDirect VolunteersIndirect VolunteersEpisodic Volunteers Slide9

Successful Adult Cooperation Equation

Recognize the need

+ Adverse the Need

+ Identify Select Individuals + Thank them for their time = Happy Adults/Agents Slide10

Online Recourse

Texas4-h.tamu.edu (New & Improved) Slide11

County Organization Structure

County

4-H and Youth Advisory

Boards support

the 4-H and Youth Development Program

and provide

strategic support to county

Extension

agents Slide12

4-H and Youth Advisory Board

Meets twice annually

Supports the 4-H and Youth Development Program

Works with the Extension Agent:

Programs

Educational Impacts New audiences Tasks Forces or Coalitions Slide13

4-H and Youth Advisory Board Membership

Board made up of 8-15 youth (3 youth:1 adult ratio)

Interest in 4-H

Represent demographics of the county

Different schools

Adult members should have a broad perspective & be open-minded Selection ExamplesBy CEA Establish new officer for each county club Selected from County 4-H Council Slide14

4-H and Youth Board Roles and Responsibilities

Oversight of 4-H and Youth Development Program

The 4-H and Youth Advisory Board and County Extension Agents work together in what is known as the program development process

Slide15

4-H and Youth Board Roles and Responsibilities

2. Assist the CEA with Outcome Programming

Determine issues and come up with a plan to address the issuesSlide16

Differences

County Youth Board

Aid in helping CEA determine programs from year to year.

Membership should be comprised of 4-H members and other youth organizations in the county

Responsible for identifying youth issues & planning 1 major program

Conduct annual issue identification

4-H and Youth Development Advisory Board

Review, assess, and advise CEA in what direction the program is going

Members should come from diverse backgrounds

Oversight of all 4-H & Youth Development programming

Annually review 4-H program

Validate youth issues every 4 years Slide17

County 4-H Council

Purpose: provide opportunity to develop youth skills at the county and district levels. This is also a chance for 4-H members in the county to meet each other.

Represent interests of members

4-H clubs

 County 4-H Council

County 4-H Council  District 4-H Council Joint committees with 4-H Leaders Association County Youth BoardSlide18

County 4-H Parent Adult Leaders Association

Purpose: Improve and enhance opportunities available to 4-H members Slide19

4-H Booster Club

Role:

Provide financial support to 4-H programs and activities Slide20

4-H Ambassadors

Older 4-H members are the programs best spokesperson.Slide21

Annual Planning Tools

Planning is the key to successful 4-H club meetings and experiencesSlide22

Annual 4-H Club Plan

Event and Activity Outline

Club Organization

Member Involvement

Monthly Meetings

Tours and SpeakersRecreationCommunity ServiceProjects/Project ActivitiesFundraiser

4-H ExhibitClub Achievement National 4-H WeekSlide23

Methods of Program Planning

Executive Committee Program Planning

Club officers and

managers

Whole-Club Program Planning

Plan in AdvanceChecklistApplicationOfficer LeadershipReduces Planning/Helps PrepareFlexibilitySlide24

Resources for Program Planning

Club Ed

http://texas4-h.tamu.edu/club_ed

County Calendar

Materials Available

Members and Their ProjectsLeaders AvailableCommunity ServiceProgram IdeasPrevious Year’s Program

Annual Planning FormSlide25

4-H Club and Group Charters

What is a Charter?

The 4-H Name and Emblem

Memorandum of Understanding (MOU)

Requirements for Receiving a 4-H Charter

4-H Club ChecklistRevoking of a Charter for a Club/GroupProcess for Chartering a 4-H Club/GroupSlide26

4-H Club By-Laws

Required

Reviewed/Revised

Anuallly

Variation

Dissolution ClauseSlide27

Planning and Conducting a 4-H Club Meeting

Regularly Meet

Educational

4 Parts

Inspiration

BusinessProgramRecreationSlide28

Considerations for Club Meeting Time and Place

Time

Place

Arrangement

Equipment

GreetingOpen to ALL YouthSlide29

Parliamentary Procedure

Texas 4-H Leaders 4 Life

Leadership Training

Parliamentary Procedure

Service Learning

http://texas4-h.tamu.edu/projects/leadership/Slide30

Youth Leadership Opportunities

4-H youth have many opportunities for leadership Slide31

Youth Leadership Opportunities

4-H

Club Officer

S

erving

on committeesPromoting the 4-H program to other youthParticipation in County,

District or State 4-H committees, councils, etc. Youth

Board Member

National

4-H Conference

National 4-H Congress

Texas 4-H Congress

Mission Possible Mentor

County Camp Mentor

Objective : To Understand, Participate, and Strengthen 4-H Slide32

Youth Leadership Opportunities

Teen

Leader for Leadership Project

Ambassador

Teams

Leaders 4 Life ParticipationPublic Speaking ContestCelebrate 4-H Share the Fun SkitPromote 4-H Educational PresentationSlide33

Youth Leadership Opportunities

http

://texas4-h.tamu.edu/projects/leadership

/Slide34

Risk Management

Being aware of and prepared

for possible

eventsSlide35

What is Risk Management?

It is the discipline of dealing with the possibility that some future event will cause harm.

It provides strategies, techniques, and an approach to recognizing and confronting any threat faced by an organization in fulfilling its mission.

Three basic questions

What can go wrong?

What will we do (both to prevent the harm from occurring and in the aftermath of an incident?)

If something happens, how will we pay for it?Slide36

What is Risk?

Simply speaking, a risk is any uncertainty about a future event that threatens your organization’s ability to accomplish its mission.

Generally, nonprofit assets fall into the following categories.

People- board members, volunteers, employees, clients, donors, and the general public.

Property – buildings, facilities, equipment, materials, copyrights, and trademarks.

Income – sales, grants, and contributions.

Goodwill- reputation, stature in the community, and the ability to raise funds and appeal to prospective volunteers.Slide37

The risk management Process

Step 1

Look for risk - Acknowledge the reality of risks in everything you do – meetings, activities, and events.

Step 2

Evaluate the risk – Then identify which risk can be tolerated, require insurance, can be reduced or controlled, and are to great to bear.

Step 3

Decide how to manage the risk – Avoid it? Is It justified? Some other method other than avoidance? Can risk be transferred? Can it be reduced?Slide38

Where do we start?

Effective risk management requires the use of common sense and general procedures when planning and implementing 4-H programs. As your 4-h program develops, make risk management is a key party of your planning.

Know your people – Volunteers and youth. Does anyone have special needs; i.e., diet, medications, reduced activity? Any special family circumstances? Divorce. Slide39

Setting terms and conditions for 4-H clubs

Every 4-H club needs to have rules and guidelines on actions to take if a child is ill or injured. Club managers and volunteer leaders must reduce risk taken by the club. Slide40

Code of conduct and consequences of misbehavior affecting youth and adult programs

Both the youth and adult code of conduct outlines the expectations and responsibilities to every youth, adult, volunteer, and extension employee In knowing the principles of conduct for all 4-H members and volunteer leaders. 4-h members and volunteers agree to these policies when enrolling on 4-h connect on-line management system each year. Slide41

Youth protection standards

The Texas agri-life extension service youth protection standards (yps) program was implemented to assist in providing a safer and more positive environment for youth and adult volunteers. Yps involves criminal background checks of all direct adult volunteers 18 years of age or older who are involved in teaching these youth groups. Slide42

Chaperoning youth

A person must be at least 21 years of age at the time of a 4-H event to serve as an adult overnight chaperone and be an approved volunteer through

yps

.

Unescorted minors traveling – to 4-h events beyond the county level in their own vehicle where lodging is required on site are expected to turn in the vehicle ignition and door lock keys to the adult in charge upon arrival. Minors traveling to and from 4-h events beyond the county level are expected to have written permission from a custodial parent / guardian to travel alone or leave the group outside the posted schedule. Slide43

Insurance

parents/guardians, members, volunteers, and county extension staff should understand that neither Texas

Agri

-life extension service nor the 4-h youth and development program maintains a comprehensive general liability insurance policy that would pay the medical bills and expenses of injured 4-h members or volunteers, or pay the legal fees of 4-h members or volunteers sued as a result of their participation in 4-H activities. Slide44

Food safety

Food products that are prepared and / or presented in conjunction with a 4-h contest are not to be tasted or consumed by the judges and / or audience. Concession stands organized by 4-h affiliated groups should only be hosted in facilities approved by the county or city health department. Slide45

Volunteer Development

Giving volunteers the chance to learn, grow and contributeSlide46

Volunteer?

A person who freely offers to take part in an enterprise or undertake a task (noun)

Freely offer to do something (verb)

Is your volunteer an Extrovert or Introvert? Slide47

Parental Involvement

4-H is a family activity

Balanced and supportive adults create the most positive 4-H experience.

Emphasizing decision making and home responsibilities to their children

Discipline their children to become actively involved 4-H projects and events, with a firm but kind handSlide48

If

parents are:

Ask them to help with:

Artistic/ creative

Demonstrations and

parade floatsOrganized, leadersClub manager duties, record

booksFull of funRecreation

Active

in the community

Community

service

Good with teens

Jr. leadership

advising

Enjoys huntingShooting sportsSlide49

Formulation to SuccessSlide50

Staffing Leadership Team

March-April

Ask club members and parents for nominations

April-June

Slate of officers presented to club

Nominate and select new officersJune-JulyOfficers and managers meet to select leaders, committee chairmen and members AugustSubmit leadership team members information to CEASlide51

Club Managers

Leadership role

Responsible for the management/organization of the club

Coordinates the all of the team members and provides guidance

Recommend by the club and approved by the CEA

Promote clubTrain and supervise committee members and officers Slide52

Club Officers

Responsible for planning, implementing and evaluating all club meetings/activities

Work with club manager to form executive committee

Recruiting volunteers

Appoints chairmen and committee membersSlide53

Leaders

Project

: Provide structural learning experiences and counseling 4-H members on project selection

.

Activity

: Assists new members and other 4-H’ers at method demonstrations, community service, etc.Teen: Youth 13-19 years old Taking full responsibility of a project or eventJunior: Youth 10-13 years oldAssisting volunteersSlide54

New Member Coordinator

Responsible for orienting new members and families to the program

Help them get involved in 4-H during their first year

Identifies their interest to better assist in project selection

Accompany them to meetingsSlide55

Resource Development

Handling and managing resources responsiblySlide56

Responsibilities for Managing Finances & Assets

Texas AgriLife Extension Service & Program Director for 4-H

4-H name & Emblem

Record of all 4-H organizations, Report & Review activities, Authorization letter

Maintain a record

Activities, contribution, prepare & keep financial transactionsFunds raised or given publicOpen, responsible and trustworthyNames authorized & responsible, EIN, Physical locationSlide57

Internal Control Procedures

Extension Program Council entity

Budget, finance, and resources

Never use

Extension or Texas AgriLife Extension Service

County NameSocial Security NumberOnly one 4-H program accountDetailed recordMoney CollectedMoney SpentSlide58

Cont.

Notify bank

of changes in writing

Use QUIKEN or Quick Books

Safe or lock boxMinimize number of peopleHave a paper trailReceipts, invoicesChecks and BalancesNever “Borrow” for personal useSlide59

Extras

United Way Funds

Only accept if agreement is reached

State Sales Tax Exemption

Not state exempt, no number for 4-H

May declare exempt from sales taxFederal Income TaxLess than $25,000 = Form 990-N (e-postcard)Greater than $25,000 = Form 990Slide60

Accountability

By-laws with provisions for receiving and disbursing funds

Dissolution of club assets

Prepare an annual budget and submit

Conduct an annual review funds

Physical assets of more than $250 listed on reportCounty Youth Board review and approvesCopy on file in County Extension officeCounty Directors & District Administrators review and approveSlide61

Essential Steps for Financing Club Programs

Provisions for handing money

Electing a Treasurer

Understands & carries out responsibilities

Identification of needs & opportunities

Determine priority needsProject incomeCoordinate with county programSubmit annual financial reportAffirming to donorsSlide62

4-H Fund Raising Policy

Encouraged to fund-raise

May not accept United way type fund

“if you accept United Way funds you may no raise additional funds”

Never be connected with illegal or contrary moral of the community

Must be approved by County Extension facultyMust be charteredSlide63

Basic Fund-Raising Procedures

Needs Analysis

File Notice

Appoint Budget Committee

Fund-Raising Committee

Identify MethodSlide64

Plan of Action

Organize the Fund-Raising Force

Appoint Committees

Establish a beginning and ending time

Submit the fund-raising plan

Conduct the fund driveRespond to donorsClose out the fund driveSlide65

In-Kind Contributions

Facilities for meeting

Off the shelf awards, prizes or other items

Loan or use of equipment

Service of personnel with expertise that will be valuableSlide66

4-H und Raising Ideas

Products Sales

Pecans, Peanuts, Christmas Trees

Food Booths or Activities

Concession Stand, Benefit livestock show

ServicesRaking leaves, Community-wide Garage saleDonations and AuctionsService auction, Donation for side of beef, Handmade craft itemsSlide67

Recognition

Motivating

self-improvement by providing satisfaction and a feeling of accomplishment in youth, volunteers and

parents/supporting

adultsSlide68

4-H Recognition Model

What is the 4-H Recognition Model?

Recognition of 4-H Members

5 to 8 year olds

9 to 12 year olds

12 to 14 year olds14 to 19 year oldsThe National Recognition ModelDesigning your own County 4-H Recognition ModelSlide69

Recognizing 4-H’ers

4-H Participation in Educational Experiences

Examples: Project groups, project records, community service project

Awards: simple and creative items

Given at basic levels of 4-H

4-H Progress Toward Self Goal

Examples: completing goals set in a project or serving on a club/county committee

Awards: positive comments, 4-H ribbons/pins,

etc

Given at the 4-H club/project level

3. 4-H Achievement of Standards of Excellence

Examples: judging contest, hosting educational presentation

Awards: Ribbons, plaques, project pins

Given only on established standards

4-H Results from Peer Competition

Examples: various different projects

HIGH RISK TO INDIVIDUALSAwards: medals, scholarshipsGiven on established standardsSlide70

Recognizing 4-H’ers

5. 4-H Cooperation

Principles used in cooperation

Full involvement

Goals

How the group works togetherNo individual recognitionb) County Recognition ModelNeeds, interests, attitudesDifferences amongst people

Encourages and supports learning

6. Comprehensive Recognition Program

More youth Recognized

Allows for every youth to feel appreciated

Successful recognition is two-fold

Presentation in front of club to share with the group the accomplishment

Awards that recognize individual progress and growthSlide71

Recognition Continued

Parents/Supporting Adults/Volunteer leaders

Should be in county recognition plan

Recognition could differ from one person to next

Examples of recognition: personal letters, plaques, certificates,

etc

Informal Recognition

Applies to everyone!

Builds self-confidence

Develops desire to do more and better work

Can vary from a simple thank you expression to a full/partial payment for any expenses due to tripsSlide72

Recognition Continued

Formal Recognition

Self competition rather than competing against each other

Criteria based awards

Examples: Honor Roll Members, Club Officer

Pins, Volunteer Leader Pins/Certificates Everyone who completes criteria gets award

Other meaningful awards can be given based on level improvementClub Recognition Awards Events

Suggested Clubs have some type of recognition/award program or event

Possible events/programs

Club open house

Club project recognition events

Club officer installation serviceSlide73

Interpretation

Interpreting 4-H expands the image of 4-HSlide74

Why is Interpretation Important?

Informs

Improves

NetworkingSlide75

Who Interprets?

YOU!!Slide76

Developing an Interpretive Plan

Focus on the audience.

What results you want.

Gather and check information

Develop the interpretation plan

Interpretation MethodSlide77

The Message

Critical Issue

How 4-H is helping

4 W’s (What, Who, When, Where)

4-H values, purpose, mission, objectives

Invite ParticipationSlide78

Outlets for Interpreting 4-H

Web pages and/or blogs

Newspaper articles

Radio/TV Programs

Poster display

Exhibits in malls, schools, fairs, events, ect.NewslettersContacts, letters and reports to potential donors.Public Service AnnouncementsSigns, billboards, county line signsPrograms, contests, other 4-H events.

Talks/Presentations to civic organizationsTraining programs for projectsSpecial events: City celebration, National 4-H week, public gatherings.Recruiting 4-H members

Informal conversations.

4-H Meetings

Commissioners CourtSlide79

Facts to use in the 4-H Promotion and Marketing

Philosophy

Membership

Founded

World Scope

How 4-H reaches youthPartners for 4-HLocal InformationSlide80

Print Media

Simplicity

Appropriateness

Appeal

UnitySlide81

Displays

Teach

Promote

CompareSlide82

Visibility

National 4-H Week

4-H Council

One Day 4-HSlide83

Elected Officials & Reporting

Who??

Texas Data

Commissioners Court

How??Slide84

Texas 4-H Management Guide