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Managing 4-H Clubs in Guadalupe County Managing 4-H Clubs in Guadalupe County

Managing 4-H Clubs in Guadalupe County - PowerPoint Presentation

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Managing 4-H Clubs in Guadalupe County - PPT Presentation

County 4H Club Manager Training Thursday July 3 1 2014 Responsibilities of the Club Managers amp County Agent Participation Fees and 4H Enrollment 4H Enrollment Recharter and By Law Changes ID: 654798

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Slide1

Managing 4-H Clubs in Guadalupe County

County 4-H Club Manager TrainingThursday, July 31, 2014Slide2

Responsibilities of the Club Managers & County AgentParticipation Fees and 4-H Enrollment4-H Enrollment, Re-charter and By Law Changes Taxes

FundraisingQuality CountsClub ReportingRisk Management, Financial Management & Dispute ResolutionAgent ProgramsMiscDepartMeeting AgendaSlide3

4-H Shooting Sports Club4-H Shotgun ClubClemens 4-H Club

Kingsbury 4-H and Clover Kids ClubMarion 4-H ClubMc Queeney 4-H and Clover Kids Club Outdoor Challenge 4-H ClubSt. James SET SPIN ClubWelcome and Club Roll Call

4-H Horse Club

Navarro 4-H and Clover Kids Club

New Berlin 4-H and Clover Kids Club

Santa Clara 4-H Club

Seguin 4-H Club

St. James 4-H Club

SCUC 4-H Club

Robotics 4-H Club

Seguin Christian Academy SET SPIN ClubSlide4

PsychogeometricsWhen I bring up the picture, pick the shape you first notice and write it downSlide5

Squares

hard worker, determined to get the job done, very structuredemphasize organization and logicneed life to be predictable; everything must be in the right place at the right time & almost compulsive to detailmake great administrators (not managers) and love to collect and organize

data

excel

when instructions and requirements are

clear

better

at following a plan than designing

one

procrastinate over

major

decisions & status

quo

instead

taking

risksuncomfortable with conflict and emotional situationsSlide6

Squares Cont.Positive TraitsOrganized Detail Oriented

Knowledgeable Analytical Persevering PerfectionistPatientNegative TraitsMeticulousObsessive over detailsProcrastinatingCool, AloofResistant to ChangeLoner

ComplainingSlide7

Squares Continued Personal habitsLove routines, lists, calendars, like tangible things, i.e. put it in writing,

promptness, neatness, cleanliness, precision, attention to detail, social lonerStressful Shapes for Boxes:Squiggles, Circles, Rectangles, TrianglesWorking with BoxesDo not catch the box unprepared to discuss a problemAvoid chaos, surprised and emotional situationsThink through your argument thoroughly before approaching a

box

Keep tasks on

scheduleSlide8

Triangles less interested in the work itself, more concerned with their career

ambitious and focused toward the topshape symbolizes leadershipvery competitiveloves to make decisions for self and othersable to focus on the goal of the momentneeds to be seen as “right” by others, has trouble admitting mistakesmovers and shakers, best politiciansWell respected, sometimes feared by othersSlide9

Triangles Cont.Positive TraitsLeader

Focused Decisive Ambitious Competitive AthleticNegative TraitsCan Be Self-focusedOverloadedDogmaticStatus OrientedPoliticalDrivenSlide10

Triangles Cont.Personal Habits

Early arriver, good “scooper” of situations, fidgety, interrupter, power handshake, addiction (compulsive behavior possible), game player, informed, good problem solver, prefers small groupsStressful Shapes for Triangles:Squiggles, Rectangles, CirclesWorking with TrianglesConflict is dealt with using direct confrontation and is viewed as competition. In true personalities, they get mad and they get even!Sometimes prefer being a coach rather than a team player

Prefer

having several options from which

to choose

Timing

is very important when approaching them

Maintain

emotional control, especially when triangles cannot maintain their

own

Present

information logically and sequentially

Show

them all different perspectives and make sure you understand

themSlide11

Circlesreally care about others, about all people

will do whatever it takes to make co-workers, friends, and family happysmooth the waters and keep the peaceinterested in interpersonal relationships; “reads” others wellbest communicators and listeners of all shapesNot good at making unpopular decisionsDon’t not care who has control; can be taken advantage of by more dominant personalities-excellent “people” problem solvers and team playersSlide12

Circles Cont.Positive TraitsFriendly

NurturingPersuasiveEmpatheticGenerousStabilizingReflectiveNegative TraitsOver-PersonalMelancholyManipulative without knowing itGossipySelf-blamingApoliticalIndecisiveSlide13

Circles Cont. Personal HabitsFace to face communications, easygoing, joiner, often in charge of social

events, prefer small groups, old-fashioned and sentimental, complimentary, neatness not a priority, artistic, reader, loves to fix thingsStressful Shapes for Circles:Boxes, TrianglesWorking with CirclesConflict distresses them a great deal; they tend to take everything personallyFocus on accommodation and compromise when disagreeing; it is more

important

for the circle to preserve a relationship than to solve the

problem

Let

them know it is OK to

disagree

Keep

the discussion focused and confidential; circles are prone to involve

other

issues and

people

Circles

can be very persuasiveSlide14

Squigglesymbolic of creativity (most unique of all shapes because it has no

closure)able to produce truly great and new ideaschallenge the status quofuture oriented; more interested is possibilities than realityexcitable; energized by changeuninterested in details, facts, figuresdisdains highly structured and mechanized work environments; prefers free flowing, independent situationsSlide15

Squiggles Cont.Positive TraitsCompetitive

ExcitableIndependentInnovativeCreativeMotivating and BoldActive and PhysicalNegative TraitsDisorganizedIllogicalImpracticalUninhibitedUnrealisticPreachyNaiveSlide16

SquigglesPersonal HabitsFast mover, interrupts a lot, loses things, daydreams constantly, seeks

stimulation, enjoys new people and new situations, rebel, life of party, spontaneous, will talk to anyoneStressful Shapes for Squiggles:Boxes, TrianglesWorking with SquigglesSquiggles perceive most conflicts as unimportant compared to other things they need to do; however, when they do find it worthwhile, they can be very persuasive and competitiveYou may have to guard yourself again st

their powerful energy if it is too

overbearing

Hold

discussions in neutral

locations

When

you reach an agreement you should follow up and work out the details;

the

squiggle will be off to other activitiesSlide17

Rectanglesrectangle symbolizes change and a state of fluxdissatisfied

with their personal or professional lifeunsure of self for time beingunpredictable, may appear to be a different person each dayin a period of growth, change, learning, and searchingopen to new ideas and peopleEveryone goes thru periods of being a rectangleAll have another shape as wellSlide18

Rectangles Cont.Positive TraitsOpen Minded

ExcitingSearchingInquisitiveGrowingCourageous Negative TraitsConfusedLower self-esteem for time beingInconsistentGullibleIngenuineUnpredictable Slide19

Rectangles Cont. Personal Habits

Forgetful, nervous, on edge, very late or very early, compulsive, emotional outbursts often followed by total withdrawal, avoids conflict, prefers large groups, bad timing, blurting out, somewhat wary of old friends.Stressful Shapes for Rectangle:Triangles, Squiggles, BoxesWorking with RectanglesTypical rectangles avoid conflict; when they are involved their behavior is erratic, making them very difficult to work with

Put

things in writing so they can more easily remember what has been

decided

and maintain accountability

Present

a “sure front” because rectangles are often confused and

uncertain

; they tend to respond to those who have it all

together

Keep

focused and help them stick to the point of the conversation

Work

towards

win-win situations and preserve the rectangle ’s

sense of pridereinforce your relationship; when they come out of this phase they will remember how you have treated themSlide20

The Club Manager is the Adult Leader in charge of making sure the club runs smoothlyThey are assisted by the assistant managers, project leaders and committees The main responsibility of the Club Manager is to organize and coordinate the functions of a 4-H club

It’s important that a commitment is made for at least one yearResponsibilities of the Club ManagerSlide21

Some of the duties of the club manager includeTo assist 4-H members in registering on 4-H Connect for membership or eventsTo serve as a liaison between the County Extension office and the 4-H club they serve

Through e-mail, Facebook, etc…To keep informed and up to date on changes in the 4-H Program by reading the 4-H Gazette and the Facebook page, attend Adult Leaders & Parents Association meetings and attend any leader trainingsTo recruit project leaders and community resource people to help with club programsKeep club leaders, parents and members informed of ALL countywide activities, programs and events offered; It may not be pertinent to you but someone in the club could be interestedPossible duties of the Club ManagerSlide22

Assist members in setting their goals and selecting projects and activities to reach those goalsHowever, the manager does not choose the goalsAssist club officers in planning worthwhile club meetings by helping them with their agenda and parliamentary procedure

However, the manager does not run the meeting or make any of the decisions, its up to the club members!!! The manager can make suggestions!Assist with planning and facilitating good club programsOffer advice for the completion of the Recordbook or awards application.Fill out necessary reports on time and return to Extension OfficeThis helps tell us what the club is doing along with the reporterProvide support and encouragement to project and activity leaders.

Possible duties of the Club ManagerSlide23

Remember, the club belongs to the kids…we as adult leaders and agents can make suggestions, but it is up to the club members to vote and make the decisionsThe bylaws must be enforce at all times, this prevents disagreements and arguments and makes sure everything done is by the rules

Minutes and Treasurers’ ReportsWill be REQUIRED for Chartering next yearMinutesShould include what happened at the meeting and kept on fileTreasurers’ ReportShould include balance at start of monthDepositsWithdrawlsBalance at end of monthCopies for each month will be required during 2016 Charter Cycle

More About Managing the Club Slide24

It is up to you as the manager to send out all information you see to the club! Doesn’t matter if you feel its not applicable to you or the club, it may matter to a memberBe sure to encourage your council delegates to attend all council meetings, it is important for updates and for them to come back and report to the club

Also, encourage all of your adult leaders to attend the ALPA MeetingsIf you don’t go, then you don’t have a voice in the county when it comes to making decisions for 4-H!More About Managing the Club Slide25

Communication!!! Communication between members, adults, club managers and committees is KEY in the smooth operation of a club. It cuts down on disagreements and leads to better teamwork

CommitteesThese are very important in the day to day business of the clubThey include financial, membership/welcoming, program, recreation, leadership, 4-H business, project & fundraiser committeesProblem SolvingIf a problem arises in the club between members or adults, the club managers are usually the ones to take care of it. If it continues to grow or the manager feels like help is needed, contact the county 4-H agent for helpMore About Managing the Club Slide26

To organize and direct the overall county 4-H youth program, focusing on issues affecting youth and family.Identify and analyze critical issues affecting youth and the family

Develop and administer educational approaches to help youth and the family address and resolve the critical issuesRecruit, train and support 4-H leaders to lead 4-H clubs, special-interest groups and school-enrichment groups.Organize 4-H units throughout the county so that all interested youth may be involved in 4-H educational programs.Obtain educational resources, materials and funds to conduct the 4-H program. To attend as many county events and meetings as possible, to be the face of Texas A&M AgriLife Extension and help wherever neededDuties of the County 4-H AgentSlide27

It is important to know what is expected from 4-H clubs during the year on various issues!All reports Must be turned in on time, every month

All Clubs must be sending their council delegates to county council meeting and ALPA meetingsAll clubs should participate in the county fundraisers andthe ALPA fundraisersThese monies go to help OUR kids!NO child should be involved in adult disagreements…EVERAll clubs must participate in County-Wide Community Service projects for 2015-2016Should a problem arise between people or ideas, bring it to my attention quickly

Expectations of 4-H Clubs and Club ManagersSlide28

All clubs will participate in major county events like the county fair, halloween carnival, etc

All clubs should submit a rookie of the year nomination by December 15, 2015Clubs will be responsible for a booth at the county fair kids corral this yearClubs should encourage the kids to join a Project Development CommitteeClub manager must ensure that all participating members are enrolled on 4-H connectFailure to do this will result in the 4-her not being allowed to participate in any 4-H event.All 4-H clubs should donate an item to the Youth Show Gala Silent Auction, as well as the ALPA Raffle and Banquet Silent AuctionAll clubs must have elected their officers by June 2015 and have their yearbook info to me by August 2015

Expectations of 4-H Clubs and Club ManagersSlide29

It is important to know what is expected from ME during the yearI will do my best to attend as many various projects and club meetings as possible

I do not play favorites I will work to make sure all info from the extension office is up to date and accurateEd.DWork toward better communication Expectations of 4-H AgentSlide30

Due July 15 each year from now on

Must complete and attach all necessary formsTexas 4-H Charter Form3 Page Financial Review FormMust find three people outside your club to review the booksInformation including treasurers reports and bank statements are requiredBudgetYou only need to resubmit your bylaws if they have changed from last year

Bank Statement from most current month

List of coming officers

For this year…

4-H Club/Group ChartersSlide31

You may have a large club, but notice participation is dropping off

ReasonsProgramsRecreationOpportunitiesToo Big?How to Promote your 4-H ClubSlide32

Federal Tax Exemption, Filing Taxes and Texas 4-H INC.

Form 990-EZDue December 15th, 2015

All clubs must fileSlide33

To raise a portion of the money needed, the state office has implemented the Participation Fee for 4-HThis system is a way to offset the burden that has been placed on extension due to budget cuts

Without these fees, extension would not be able to continue with its programming in the countiesThe Participation FeeSlide34

The participation fee is for all 4-H age youthAdult leaders and Clover Kids/buds are exempt from paying the feeThey are not 4-HersThe cost will be $20 per child from September 1 to October 31.

After October 31, the fee will go up to $25The Participation Fee ContinuedSlide35

On August 15th , all profiles on 4-H Connect will go “inactive” in order to begin enrollment for the `15-`16 4-H year

To enroll/re-enroll in 4-H:Go on 4-H Connect and update your profileIf anyone forgets/misplaces their password, contact our office and we can reset it4-Hers will not be enrolled until the participation fee is paid4-H Club Managers and Adult Leaders can have access to their club/group’s enrollment on 4-H ConnectYou will be able to pay the participation fee by credit/debit card or by a county check

Personal e-check no longer allowed

4-H EnrollmentSlide36

Volunteers are required to pay a $5.00 annual feeThe application fee will cover the cost of volunteer screening and expedite the screening process when paid by debit/credit card

An additional volunteer screening fee will not be assessed. 4-H Adult Leader EnrollmentSlide37

Fundraisers are a great way to raise money for your club, to reduce the cost of the participation fee for the members or other club business

Currently, clubs are allowed two (2) fundraisers per year. More than that are allowed but you will then need to report the proceeds to the IRS when doing taxesIt is highly advisable to stick to 2 per year and find other ways to raise money, like grants and sponsorshipsFundraisersSlide38

Quality County Verification will be required for ALL youth exhibiting livestock at major stock showsThis includes San Antonio, Houston, Ft. Worth, Star of Texas, San Angelo, and more

Quality CountsSlide39

Your club reports let us know what your club is up to every month!

This information is used in the 4-H Gazette, Facebook and reports to the districtIt is VERY important that your club turns in your reports on time (25th of the month) so we can get it ready for the newsletterWithout the reports, I do not know what the clubs are doing if they are entering contests, going to be in the paper, sending kids to something special

Club Reports, Managers’ UpdateSlide40

It is the job of the club reporter to turn in a report for the club

If for whatever reason the reporter does not turn in the report on time, I need you as the club manager to get everything turned inIf you don’t tell me what you are doing, I can’t know what is going onThis year, there is an Online Form again! It IncludesNumber of kids, adults, demographics, what you did, what you plan for next month, boys, girls, program,

etc

Club ReportsSlide41

The act of planning for the possibility that some future event will cause harm

Provides strategies, techniques, and an approach to recognizing and confronting any threatRisk Management Process1 – Look for risks to people, property, etc.2 – Evaluate the risks to determine which ones need to be addressed and which ones can be tolerated3 – Decide how to manage the risks

Risk Management

Source: http://texas4-h.tamu.edu/adults/mgtguide/riskmgt.htmlSlide42

Make meetings welcoming to everyoneEnsure that only screened and cleared volunteers are working directly with youthBoth members and leaders agree to “codes” of behavior and conduct during enrollment process

Failure to adhere to these codes by adult or child WILL result in a consequence as laid out in the code of conductYour club can buy insurance for a particular event or for each member for a year from American Income Life Insurance This is a good idea with events that can be dangerousIt comes out to around $1 per child per year and the benefits can greatly outweigh the cost of it is neededSteps For Risk ManagementSlide43

Texas A&M AgriLife Extension Service is dedicated to providing information and resources to all citizens of the state of Texas regardless of socioeconomic level, race, color, sex, religion, disability or national originBe aware and abide by ADA (Americans with Disabilities) Act

Consider locations of activities and accessibilityRisk ManagementSlide44

WeaponsNo firearms, handguns, mace, pocket knives, tasers or any other weapons will be allowed at ANY 4-H event. Firearms WILL be allowed at some events for shooting sportsOutside of shooting sports events, if a firearm is present, it must be broken down, open and free of ammo

This includes adults If there are any questions, just ask! Issues If you find there is a problem, issue or rule question that comes up, call me immediately!It will do you, the offender and the affected NO GOOD if the issue is not brought up quicklyRisk ManagementSlide45

As we move to better recordkeeping, there is some information you can keep to make chartering much easier each yearTreasurers Report FormCheck Request/ Deposit Form

Financial & Charter ManagementSlide46
Slide47
Slide48

Remember to get receipts from people you are reimbursing and make a copy to add to your check request formYou don’t need to turn in your treasurers report each month, but make sure you turn them all in, in June 2016 Along with your bank statements for the year as well

If for some reason your club closes, all monies and property must be turned into the County Extension Office Financial Management Cont.Slide49

Once in a while, disagreements spring up between youth or adult leaders; While most work themselves out, some require extra steps to resolveDisagreements can lead to constructive criticism and better cooperation in the end; however, if handled improperly it can lead to arguments and fightsWhen this occurs, it can spill over from kids to adults or adults to kids

If you need a dispute to be resolved, contact the county officeIf You have an issue with something I or another agent is doing, PLEASE let me know!!!Dispute Resolution

Lighting the way for 4-H!Slide50

"Quality Counts" - Jeff Hanselka or Travis FrankeThis program will discuss the importance of raising quality livestock projects; provide methods to raising quality livestock projects, and share resources that are available to them for project meetings. Quality Counts certification is required for 2011-2012

 "Writing your 4-H Story- Matthew MirandaThis program talks how to work on your recordbook. at the start of the 4-H year instead of waiting until the deadline! Covers the types of record books available, what you can consider a project and anything else you can think of related to record books! “4-H Food Challenge” – Charla BadingInvite your fellow 4-Hers to learn about "4-H Food Challenge“. Set up similar to the TV Show, Iron Chef, you and your team members can make a recipe, calculate the cost per serving, explore food safety challenges, and Learn nutrition Facts!!

“That’s a 4-H Project?”

- Matt Miranda

Think only livestock and food can be 4-H projects? Think again!! Consider all the possibilities and learn about the basics of a 4-H project.

 

"Raising Show Poultry"

- Jeff Hanselka

This program will cover what is involved in raising show broilers and turkeys, management tips, and resources available to them.

 

“Show Pig Health Care and Management”

- Travis Franke

Travis will provide some instructions and tips that will help you with swine projects.

Agent ProgramsSlide51

“What is Consumer Decision making????” – Charla BadingTest your club's knowledge on savvy shopping skills. What is the best product for you, How do you get the most for your money, Learn these skills and more in contest held at your Club meeting.

“Texas 4-H Outdoor Challenge” - Matthew MirandaLearn about this contest that will bring out the “outdoorsmen” in all of us. Matt will provide an overview of the contest and let you know how you can get involved. We are looking to build our team for next year! “Livestock Project Update” - Travis FrankeLivestock Project Update- Travis will discuss equipment available through the Extension Office, explain the project visit procedure and give an update on county and major show changes for this year. “Livestock Safety for Kids” – Jeff HanselkaThe purpose of this program is to review basic livestock behavior, safety precautions, and provide injury prevention tips. Raising livestock projects is an excellent learning experience. To ensure that the learning experience is positive and safe, youth should learn how to behave around animals.

Parli

/Pro Made Easy!”

- Matthew Miranda

To help meetings run efficiently, all groups–including 4-H--utilize parliamentary procedure. It doesn’t have to be complicated. Matt will help provide, through some hands-on activities, some quick tips to make you’re a “

parli

pro!”

 

"Camps, Camps and More Camps"-

Matthew Miranda

There are tons of camps, leadership labs and trainings around the state at different times of the year that are great opportunities. Let Matt tell you about them and how YOU can get involved!!!

Agent ProgramsSlide52

http://guadalupe.agrilife.org/4-h/clubmanagerresources/District 10 4-H Conference- August 22

Enrollment begins on August 15Show Pig Clinic August 29, County OfficeChecks Made to Seguin Swine BreedersCost: $15.00 by August 26More info in August NewsletterSheep and Goat Clinic being planned for the fall as wellAnnouncementsSlide53

Project Development Conference for July 25 CANCELLEDWill be rescheduled for evenings in early AugustValidation Tag Orders DUE:Sheep and Goats in August

Pigs in SeptemberSheep/ Goat Validation in OctoberSwine Validation in NovemberRabbit Validation in DecemberAnnouncementsSlide54

Any Questions??

Thank You!!!!