Federation Officer Duties
President:
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Consult with Extension staff ahead of meeting to prepare for each meeting.
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Prepare agenda and items needed for each meeting and/or activity.
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Notify Extension staff and Vice-President several days before the meeting if you will be absent.
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Conduct meetings according to parliamentary procedure and in a courteous and tactful manner.
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Encourage everyone to participate in the meetings and/or activities.
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Delegate responsibilities to other board members and delegates from clubs through committee
work and county activities.
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Represent Federation at other meetings and events.
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Help other officers carry out their duties.
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Make guests feel welcome.
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Avoid dominating the meeting by giving too many personal opinions.
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Serve as a youth liason on Extension Council.
Vice-President:
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Consult with President on plans or special work to be done.
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Inform the President and Extension staff if you are going to be absent
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Take roll call at meetings and activities.
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Preside at the meeting in the absence of the President.
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Represent Federation at other meetings and events.
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Work with leaders and officers on committees and other group activities.
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Work with Program Committee to help plan group meetings and activities.
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Check with those responsible for the program to see if they are ready or need assistance.
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Serve as a liason on Extension Council.
Secretary:
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Inform the President and Extension staff if you are going to be absent
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Discuss items of business with the Extension staff and President.
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Read minutes of the previous meeting and make corrections if necessary.
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Take accurate notes of the events of each meeting and assist the President during the meeting by
writing the motions as stated and restating the motion if necessary.
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Read correspondence directed to group and write letters sent from the group
(Thank you’s, inquires, etc.)
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State any unfinished business left from the previous meeting and restating the necessary.
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Maintain a record of all officers and committees.
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Work with Vice-President and keep an accurate record of attendance from officers & delegates.
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Cooperate with the reporter by giving information the reporter needs to prepare articles for the
newsletter or media.
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Provide typed copies of the minutes to the Extension staff and officers to keep on file.
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Work with officers and committees and county activities throughout the year.
Treasurer:
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Inform the President and Extension staff if you are going to be absent.
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Inform bank of your new office to Federation Board and request a new signature card that you and
the Extension staff will sign.
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Keep an accurate record in the treasurers book of how all money is used.
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Deposit funds once a month in bank.
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Pay all bills promptly as directed by the group and approved by the President.
Treasurer continued
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Prepare a summary of income and expenses to present for each meeting as well as a report of the
current balance.
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Complete a financial summary report at the end of the year and turn into Extension staff.
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Provide an audit at the end of the year.
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Lead discussion at May Federation meeting on grant distribution.
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Work with officers and committees and county activities throughout the year.
Program Manager:
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Inform the President and Extension staff if you are going to be absent.
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Work with other officers to develop program for the current year.
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Provide recreational activities for monthly Federation meetings.
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Chair Youth Ambassador Program committee to help promote 4-H and the Cooperative Extension
Service.
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Help develop new ideas and activities for the McLean County 4-H Federation.
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Attend other events to promote 4-H and other activities.
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Work with officers and committees and county activities throughout the year.
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Serve as a liason to 4-H clubs and delegates.
Reporter:
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Inform the President and Extension staff if you are going to be absent.
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Report 4-H news in an accurate and interesting way.
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Write an article before the meeting to invite people other 4-H members to come to the meetings.
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Consult with the Secretary to confirm meeting information.
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Take accurate notes at each meeting.
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Write news story promptly after each meeting.
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Include pictures with some articles for the news releases and newsletters.
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Work with officers and committees and county activities throughout the year.
Sentinel:
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Inform the President and Extension staff if you are going to be absent.
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Arrive 15-20 minutes before the Board meeting to set up flags and be sure room is set up.
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Consult with President, Vice-President, or Program Manager to see what types of equipment is
needed for the program or Extension staff.
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Help President maintain control at meetings and serve as parliamentarian.
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Work with officers and committees and county activities throughout the year.
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Lead the pledges at each meeting.
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Work with clubs or officers to provide refreshments for each meeting.
Historian:
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Work with officers and committees and county activities throughout the year.
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Inform the President and Extension staff if you are going to be absent.
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Develop archives for county Federation program.
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Work with other officers and plan community service activities for year.
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Update and help create new additions to Federation web page.
Directors (4):
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Inform the President and Extension staff if you are going to be absent.
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Work with all officers and committees and county activities throughout the year.
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Chair committees on the county level.
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Encourage other 4-H members to participate and join Federation.
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Help in promoting 4-H Federation and activities to clubs in county.