VIRGINIA 4-H CHARTERING INSTRUCTIONS

2017-2018 VIRGINIA 4-H CHARTERING INSTRUCTIONS 0 PAGE

2017 2018 Virginia 4-H Youth Development Program Table of Contents Section 1: What is a Charter... 3 Purpose of Establishing and Chartering a 4-H Club... 3 Who Must Be Established and Chartered in Order to Use the 4-H Name and Emblem?... 3 What is a 4-H Club?... 4 What are the minimum requirements for a 4-H Charter for 4-H adult volunteer-based groups?... 4 How long is the 4-H Charter Valid?... 4 What circumstances might result in the loss of a 4-H Charter?... 5 What are 4-H Club Charter Seals of Achievement... 5 Section 2: What s New for 2017 2018... 5 Section 3: Timeline for Chartering 2017-2018... 7 Section 4: Timeline for Chartering 2018-2019... 7 Section 5: Requirements to Establish or Charter an Existing 4-H Club... 7 Required for ALL 4-H Clubs... 7 Section 6: Process for Chartering a 4-H Club... 7 Section 7: Revoking of a Charter for Club... 8 Section 8: Required Paperwork to ensure Club Charter... 9 Section 9: Disbandment of 4-H Clubs... 9 Section 10: 4-H Club Constitution and Bylaws... 9 Purpose of the constitution and bylaws... 9 Who is responsible for writing and approving the constitution and bylaws?... 10 Tips on writing your constitution and bylaws... 10 How to use your constitution and bylaws... 10 Sample constitution and bylaws... 10 Section 11: Annual Goals and Program Plan... 11 Why Do We Set Club Goals?... 11 Who Should Develop Club Goals and Plans?... 11 What Should Club Goals and Plans Include?... 11 How Do You Start the Process?... 12 1 PAGE

Developing Your Annual 4-H Club Program Plan... 12 Review the Club s Progress... 13 Evaluating the Club s Accomplishments... 13 2 PAGE

Section 1: What is a Charter A 4-H charter is a permit issued annually for use of the 4-H club name and emblem. It allows a club to function with all the rights and privileges of 4-H membership. Once a club is officially chartered, the CEA can download a letter from 4-HOnline with the club name and 4-H year to validate their charter recognition for the current 4-H year. Purpose of Establishing and Chartering a 4-H Club Chartering is a legal process which allows faculty to verify the financial status, business (with list of officers, volunteers, etc.) and legal documentation for each group operating in the name of 4-H. The chartering of a local 4-H club or group by the Virginia 4-H Office allows the club or group authorization to use the 4-H name and emblem, and be recognized as an Internal Revenue Service 501(c) (3) not-for-profit group. A chartered 4-H Club under Virginia Cooperative Extension provides the following benefits: Use of the 4-H name and emblem General Liability Insurance for facilities and meetings Accident/Incident Insurance for ACTIVE 4-H youth and volunteers during 4-H sponsored meetings/activities/contests IRS recognition as an entity under a 501(c)(3) not-for-profit organization 4-H Clubs who are not chartered are not allowed to use the 4-H name and emblem and are NOT considered a 501(c) (3) organization, therefore required to pay income tax annually Who Must Be Established and Chartered in Order to Use the 4-H Name and Emblem? The United States Department of Agriculture requires all 4-H groups to have a charter signed by the Secretary of Agriculture and the Director of the National 4-H Headquarters and issued by the state 4-H Office. In Virginia, all 4-H community, project, activity clubs, and SPIN clubs must be annually chartered. For a club already established under Virginia Cooperative Extension - 4-H, the chartering process should be completed by August 15 of each year. Examples of groups, which must be chartered, include, but are not limited to: Youth Based 4-H Clubs o All types of 4-H Clubs including community clubs, project clubs, school clubs, and military clubs; o Cloverbud Clubs In general, any group of 4-H members who are organized as a specific club or Cloverbud group should be chartered. Temporary youth-based groups, such as 4-H Judging Teams, 4-H Camp Counselors, Fair boards, are not required to be chartered unless they are organized as a club. 3 PAGE

Adult Volunteer-Based 4-H Groups: o 4-H Volunteer Leader Associations or their equivalent o 4-H Leadership Councils or their equivalent o 4-H Foundation In general, adult volunteer-based groups that use the 4-H name and/or handle 4-H funds should be chartered. 4-H subcommittees of unit ELC s do not need to be chartered if they do not handle 4-H Funds. If the 4-H subcommittee or the unit ELC handles 4-H Funds, then this group will need to be chartered. What is a 4-H Club? A 4-H Club is an organized group of youth ages 9 to 19, with elected officers and a planned program that is conducted throughout the year or the majority of the year. Youth are primarily responsible for decision-making, including the collection and distribution of funds. Trained volunteer leaders lead clubs. Members may focus on one or more project areas and will participate in a variety of learning experiences during the 4-H year. 4-H Clubs may be operated on the unit, district, or state level. 4-H Clubs that are required to have 4-H Charters include community clubs, project clubs, after-school clubs, and military clubs. 4-H Clubs that draw members from across the whole school population, such as a middle or high school 4-H Club also must have a 4-H Charter. In school, classroom-based 4-H clubs are also required to have 4-H Charters; however, they must meet slightly different charter application requirements. What are the minimum requirements for a 4-H Charter for 4-H adult volunteer-based groups? 4-H Adult volunteer-based groups are any structured group of adults who are formed to support the mission and programs of 4-H. Minimum requirements include: 1. A minimum of five enrolled 4-H Volunteers on 4-HOnline 2. Elected and trained officers 3. An organizational purpose, which is consistent with the mission and goals of Virginia Cooperative Extension and Virginia 4-H. 4. And adopted constitution and bylaws How long is the 4-H Charter Valid? A 4-H charter will remain valid until the end of the 4-H year (October 1 September 30) in which it was issued. Groups can maintain their charters each year by complying with the renewal requirements. The specific deadline for submitting charter renewal forms is determined by the 4-H office responsible for the group. 4-H groups failing to meet the minimum charter renewal requirements can be granted a Probational Charter to provide time to return to full status. The Extension staff member providing leadership to the 4-H club or organization can determine if a 4 PAGE

Probational Charter will be granted and the length of the probation period. However, the probational period cannot be longer than six months. Failure to meet the minimum 4-H group charter renewal requirements after the probation period will result in the charter being revoked. What circumstances might result in the loss of a 4-H Charter? Failure to meet the minimum 4-H group charter requirements or the renewal requirements, changes in the 4-H group name, disbanding or separation of the group into multiple entities, or failure to follow Virginia Cooperative Extension/4-H policies can result in the loss of a 4-H charter. The Extension staff member providing leadership to the 4-H group, in consultation with the State 4-H Leader has the right to revoke a 4-H group s charter in their unit. 4-H groups may re-apply for a charter. After a group loses its charter (for whatever reason) it can no longer use the 4-H name or emblem or raise, allocate, or disburse funds in support of 4-H programs. The group no longer has tax exemption status. If a group loses its 4-H Charter, the members and leaders of the group can still be involved in 4-H. They just cannot be part of 4-H in the group that lost its charter. They can (a) join other existing groups, (b) start a new group, or (c) become lone members. Adult volunteers can serve as volunteers in other capacities. For specifics on revoking a 4-H Charter, please see Section 7: Revoking a Club Charter What are 4-H Club Charter Seals of Achievement 4-H Charter Seals of Achievement are a means to recognize 4-H clubs with valid charters for reaching levels of achievement related to club organization and participation. In-school, classroombased clubs and Cloverbud clubs are not eligible for the Charter Seals or Achievement program; however, plans are under way to create criteria for these groups. 4-H Clubs are encouraged, but not required, to participate. Charter Seals are awarded at the conclusion of the 4-H Year. See 4-H Club Charter Seals of Achievement for more details (VCE 388-094) Section 2: What s New for 2017 2018 Several changes have been made to the Virginia 4-H Chartering process for 2017-2018. These changes are a result of a continual review of our management procedures and processes related to 4-H clubs, financial management, and rules and guidelines. The changes for 2017-2018 include: All 4-H clubs must be chartered by January 30, 2018 for the 2017-2018 club. This change ensures that all community and project 4-H clubs will be active for at least nine months in order to provide a quality 4-H experience of nine monthly meetings. For SPIN clubs or other 5 PAGE

special situations related to the formation of a club/group after January 30, a request for late submission could be made to the Fairfax County 4-H Extension Office. A budget WILL NOT be required for clubs to submit the 2017-2018 chartering process. Section 3: Timeline for Chartering 2017-2018 September 1st Clubs start chartering process for 2017-2018 4-H Year September 22nd Clubs go offline from 4-HOnline for Maintenance September 27th Club Charters are due to the Extension Office September 30th Clubs Charters will be accepted and back online October 1st New 4-H Year members will be able to enroll/re-enroll for the 2017-2018 4-H Year using 4-H Online May Section 4: Timeline for Chartering 2018-2019 August 15th Release of 2018-2019 Virginia 4-H Club Chartering Manual Deadline for submitting and approving at county office all club applications wishing to be active on June County Extension Agent (CEA) meets with Club Managers and distributes information for annual chartering process June 15th August 15 Club Managers complete charter application and sends bank statement(s), financial review, and new/revised bylaws (in pdf format) to CEA August 16th September 14 State 4-H Office reviews club charter applications and supporting documentation September 15th September 30 Chartering letters uploaded by CEA to 4-H Online. Clubs become active on 4-H Online 7 PAGE

October 1st 4-H enrollment opens for new 4-H year (October 1 September 31) January 30 Last day to submit club chartering in the 2017 2018 4-H year. Any clubs wishing to charter after said date, will need to submit a letter of request to CEA Section 5: Requirements to Establish or Charter an Existing 4-H Club Required for ALL 4-H Clubs 1. Membership of at least five (5) 4-H Members of mixed genders on 4-HOnline 2. At least two enrolled and trained volunteer leaders 3. Elected and trained youth officers 4. Charter Application Every club must submit a chartering application to their local CEA. The application and necessary supporting documents can be mailed or emailed (PDF format only) to the CEA. Once the charter application has been completed and required supporting documents received, the CEA will review and then submit to the State for final approval 5. Bylaws An approved (or proposed) set of bylaws must be provided annually. Bylaws must adhere closely to the sample set provided by the Virginia Cooperative Extension, 4-H Program. Articles 3.1, 7, 9, 11, 12 must be left as presented in bylaws provided by the Virginia Cooperative Extension, 4-H Program. 6. Annual Club Program Plan 7. Property Inventory Report Form Section 6: Process for Chartering a 4-H Club Below are the steps for completing the chartering process: 1. County 4-H Coordinator should meet with club leaders annually to explain the requirements for club chartering. (Can be most effective incorporating it into club manager/project leader trainings conducted during this period.) 2. County Extension Agents should distribute necessary information along with a deadline date for all information to be submitted back to County Extension Office by club managers/project leaders. (August 15 is the deadline for submitting and approving at county office all club applications wishing to be active on October 1. Based on state deadline, county deadline should be established early to allow for any follow-up and late submissions.) 7 PAGE

3. Club managers/project leaders responsible for club will complete worksheet and gather all information needed for the chartering process. Information needs to be scanned into pdf format by the club manager (Smart phone apps such as Genius Scan can be used for taking scans of documents and submitting). Information required to be collected, scanned into one (1) pdf file, and uploaded during application process: a. Chartering Worksheet b. Bylaws for all new club/groups or for existing club and revised bylaws c. Annual 4-H Club Program Plan d. Property Inventory Report Form e. Civil Rights Compliance of VCE Volunteer Clubs 4. Once chartering information is gathered it can be mailed together or scanned into one pdf format file and emailed to the CEA. 5. Once all information is complete and documents uploaded, the charter will be submitted to the county level for a detailed review and approval. 6. Once reviewed on the county level and submitted, the application will be reviewed at the state level. If complete, the state office will accept the charter and turn club from CLOSED to CHARTERED in 4-HOnline. This will then allow 4-H members and adults to enroll under that club. 7. If information is incorrect or incomplete, it will be returned back to the person who submitted the application with an explanation of corrections needed. During this time, the club/group will remain unable to enroll by youth and/or adults. 8. To avoid delays, charter each club separately. Section 7: Revoking of a Charter for Club County Extension Agents may revoke a 4-H Club Charter if clubs are not following Virginia Cooperative Extension, 4-H Program and/or National 4-H Headquarters procedures. Examples include, but are not limited to: Clubs that do not meet the minimum number of members requirements or members not enrolled on 4-HOnline as of January 30 th No enrolled adult volunteers on 4-HOnline as of January 30 th Not submitting requested paperwork in a timely fashion (see section 8 for required paperwork) Lack of financial accountability County Extension Agents have specific procedures for terminating or disbanding a 4-H Club. 8 PAGE

Section 8: Required Paperwork to ensure Club Charter New for the 2017-2018 4-H year, clubs are required to submit certain paperwork and proof of viability to ensure following 4-H year s club charter. Required paperwork include, but are not limited to depending on local CEA: Monthly Business Meeting Agenda Monthly Secretary Minutes Monthly Treasurer s Account Sign-In Sheets from ALL business meetings/project practices/fundraisers. Anytime 4-H members gather, a sign in sheet needs to be passed around and sent to the Extension Office All Community and Project 4-H Clubs are required to have nine (9) business meetings within the course of one 4-H year. School clubs are required to have six (6) business meetings within the course of one 4-H year. If your club is unable to achieve the established business meetings, please write a letter to your CEA explaining why this is unachievable for your club. Your local CEA may have other requirements from your 4-H Club in order to be re-chartered the following 4-H year. Section 9: Disbandment of 4-H Clubs In some cases due to lack of participation, a club may need to disband. If this is the decision of the club, it must be voted upon, and approved, by the 4-H members. Once approved, the manager will work with the CEA to transition all financial and physical assets to the county 4-H program as identified in the club bylaws. Section 10: 4-H Club Constitution and Bylaws Purpose of the constitution and bylaws In Virginia, every 4-H club is required to have a constitution and bylaws. The constitution and bylaws describe the organizational and governing structure of a 4-H club. Just like the Constitution of the United States, the 4-H club constitution is the highest law of the club. The constitution describes the purpose of the club, basic principles that govern the club, who can be members, how often the club meets, etc. The bylaws are secondary principles that govern the club. Bylaws describe in detail the steps the club must follow in order to conduct business. 9 PAGE

Who is responsible for writing and approving the constitution and bylaws? It is important that club members, volunteer leaders, and parents all have input in the development of the club s constitution and bylaws. Often a committee of club officers and adult leaders drafts the first version for the club s approval. After completing its constitution and bylaws, the club must provide a copy to the local Extension office. The unit 4-H staff must approve the 4-H club s constitution and bylaws to ensure that they comply with state and federal laws and Virginia Cooperative Extension (VCE) policies and guidelines. The purpose and needs of the 4-H club may change over time so it is important that the club review its constitution and bylaws on a regular basis. Tips on writing your constitution and bylaws In addition to using the sample templates in this publication, a 4-H club may use the Virginia 4-H Handbook, which provides information about 4-H policies that can guide the development of the club s constitution and bylaws. The constitution and bylaws must be written so that the entire membership can understand and feel ownership for these documents. The club should use simple language written from a positive point of view. For example, rather than writing Any member who misses three meetings is not in good standing and cannot exhibit at the fair. Instead, write, Members must attend seven meetings to be in good standing. Members in good standing are eligible to exhibit at the fair. How to use your constitution and bylaws A written copy of the 4-H club s constitution and bylaws should be given to all club members, leaders, and parents. This will ensure that everyone is aware of how the club will function. It also will help to unify the members by informing them about the opportunities that exist for participation and the procedures they must follow to be active, contributing members. The annual 4-H club officer training should include a thorough review of the club s constitution and bylaws. Sample constitution and bylaws A 4-H club can use the following sample templates to design its constitution and bylaws. Some sections are required without revision, other sections are required with revisions allowed, some sections are highly recommended, and others are optional. Example statements are provided to illustrate possible wording. 10 PAGE

Section 11: Annual Goals and Program Plan This guide will help 4-H members and adult leaders plan, deliver, and evaluate a successful 4-H club program for the year. Most members and leaders involved in 4-H are very busy people. Setting goals and developing an annual club program plan helps everyone integrate 4-H activities with the rest of their personal commitments. In addition, an Annual Club Program Plan is required to maintain a 4-H Club Charter. Evaluating the outcomes of club goals and plans at the end of the year helps us to Make the Best Better. Why Do We Set Club Goals? Goals serve an individual or a group in much the same way that a map guides a traveler. A goal is like a destination, something to reach for or accomplish. A goal should provide a challenge but be realistically attainable. Goal setting involves making decisions and setting priorities. Through setting goals, and planning and evaluating progress towards those goals, club officers and leaders can influence what the club and its members learn and achieve. Who Should Develop Club Goals and Plans? Youth and adults should work together to develop yearly club goals and plans. For 4-H clubs with few members, the entire membership may meet with leaders and parents to decide on club goals and plans. In larger clubs, the club officers and the volunteer leaders may be the appropriate group for this task. Obviously younger members will need more guidance in this process than older members. Older members should be encouraged to have an increasingly greater role in the goal setting and program planning process. What Should Club Goals and Plans Include? An effective annual club program should be well balanced. Some of the things it should include are: Personal and club goal setting Leadership, citizenship, and character development Hands-on learning activities through 4-H projects Development of specific life skills Opportunities for performance through competitions Presentations, demonstrations, or public speaking 4-H project record keeping Opportunities for community service Recreational and team-building activities Participation in unit, district, and state 4-H events 11 PAGE

How Do You Start the Process? Most clubs set goals and develop their annual program plan in September and October. The first step is to think about the club s purpose as stated in the club s constitution. The stated purpose should provide a guide to what the club will emphasize during the year. Next, think about why the individual members are involved with the club. What are they interested in learning? What kind of service activities would motivate them? Do they like to take trips? Are they interested in competitions? How Do We Set Goals? Goals must include three parts. 1. Result What is to be accomplished? 2. Action How will it be accomplished? 3. Time frame When will it be accomplished? For example, one of the wishes of club members might be to increase the number of youth who are members of the club. The goal might state: Increase the membership of the Happy Hooves Club by six members through a campaign in which every member invites one friend to a club meeting during the first three months of the 4-H year. 1. Result Increase the membership of Happy Hooves Club by six members... 2. Action... every member invites one friend to a club meeting 3. Time frame... during the first three months of the 4-H year. Goals should: Be realistic does the club have the necessary resources to accomplish the goal? Meet the needs and interests of the members meeting member needs and interests will motivate members to be involved Promote club and individual achievement achieving both group and member accomplishments builds teamwork skills and self-confidence When the goals have been determined, they should be shared and approved by the entire club membership. The club may set up committees to be responsible for each goal. However, as much as possible, ALL club members should be involved in completing the action steps for your club goals. Providing opportunities for members to develop and achieve goals is an excellent way for youth to learn decision-making, problem-solving, resource-management, and teamwork skills. Developing Your Annual 4-H Club Program Plan As soon as your club has developed its goals, you should develop an Annual Club Program Plan. Most of the activities in the plan will come from the action steps of your goals. The Annual Club Program Plan should also include countywide, district, and state 4-H events. The local Extension office often produces a 4-H newsletter, which provides dates and information about trainings, contests, fairs, etc. The state 4-H website also has a calendar of events. 12 PAGE

Consider having each member bring a calendar from home with space to write down important dates from the Club Program Plan. Alternatively, make copies of a club master calendar for members and their parents. Review the Club s Progress During the year, circumstances may change and the goals the club set may no longer be appropriate or possible. It is important to periodically review the club goals and action steps to see if changes to the annual program plan may be necessary. The need to modify the club s goals and program plans is not a sign of failure. Remember, goals are like a destination you are trying to reach on a trip. Sometimes there is a change in the destination of the trip. What is just as important with 4-H club work is the trip. In other words, the process of youth learning to work towards goals is as important as reaching the goal. It would be failure to not adjust goals and plans if there was a need to do so. The process of evaluating progress and making adjustments is a very useful skill that should be considered a teachable moment for club officers and leaders. Evaluating the Club s Accomplishments At the end of the club year, it is important to look back on what was accomplished. This is an important exercise, particularly for club officers, committees, and adult leaders, but all members can benefit from an evaluation exercise. Review each of the club goals. Think about the outcomes and the process. Were the results that were hoped for, achieved? If they were, what steps were most critical to the success? If the goal was not achieved or only partially so, why? What steps should be changed? Thinking about and discussing the answers to these questions should help the club and its members be more successful and Make the Best Better. 13 PAGE