Management Overview A resource for Extension faculty and volunteer staff who have responsibility for leading the 4H program into the 21st century 4H Basics Motto To Make the Best Better ID: 640168
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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