Community Club Leader
Orientation
October 15, 2009
Veteran’s Building
UCCE Staff
• County Director: Roger Ingram
– Responsible for the supervision of staff and the
administration and management of all county extension
programs, including the 4-H Club Program.
• 4-H Youth Development Advisor: Shannon Dogan
– Plan, develop, implement, and evaluate educational
and applied research programs.
• 4-H Program Representative: Carol Perrine
– Provides day-to-day assistance, guidance, and
leadership to the 4-H youth and volunteers.
4-H Office Support Staff
• Office Assistant II: Kate Micheels
– Employed through the County of Nevada to provide
clerical support to the office, including the Master
Gardener Program, 4-H YDP, and Farm Advisor.
4-H Community Club
Leadership Team
• Organizational Unit Adult Volunteer (Club Leader)
– Coordinates (by managing and facilitating) the team that
provides support, guidance, and direction to 4-H members
and the club.
– The primary contact person for the club with the county
4-H YDP staff and the county 4-H council.
– Promotes the 4-H club, and its mission and programs to
the community.
– Ensures compliance with and adherence to UC 4-H YDP
policies, procedures and core values by parents, adult
volunteers and members.
– Provides a safe environment that fosters positive
youth development.
4-H Community Club
Leadership Team
• Activity or Event Adult Volunteer
– Advises and assists members in planning events and
activities.
– Identifies resources available to help members plan
activities.
• Project (or Program) Adult Volunteer:
– Works with members enrolled in the project to support
and guide their learning of knowledge, skills and
attitudes.
– Supports the UC 4-H YDP policies, mission and core
values.
Community Club
Leadership Team
• Resource/Key Adult Volunteer
– Provides specialized leadership and support in project
area(s) by encouraging and guiding volunteers to plan and
conduct quality project educational project experiences.
– Develops resources for project volunteers.
– Conducts project-related events and activities.
– Attends training workshops.
• Officer Advisors
– Volunteer who serves as facilitator, counselor, resource
provider, and coach to officers.
• Other Adult Volunteers
– Help with transportation, management, or recruitment.
Community Club
Leadership Team TIPS
• Utilize your Leadership Team
• USE THE COMMITTEE APPROACH
– The president may appoint committees for special
purposes at any time (see bylaws).
• Adults volunteering to chair an event or activity, it
is highly recommended to become a 4-H volunteer.
• Generally best if committees are composed of
adult volunteers.
Requirements for
Adult Volunteers
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18 years of age or older
Not currently enrolled as a 4-H member
Complete a 4-H Volunteer Application
Pay fees
Complete a LiveScan Form and have fingerprint
clearance
• Complete the 4-H Volunteer Orientation Video/Quiz
• Agree to abide by the Mission and Core Values
of the University California 4-H Club Programs
Adult Supervision
• Two appointed adult volunteers, or one appointed
adult volunteer and another adult (one of which must
be 21 years of age) are required for all programs,
events, and activities.
• No one-one-one interactions.
• When transporting youth that are not yours and if
two adults cannot be present, there should be two
or more youth.
A Note on Chaperones
• Chaperone duties may be assigned to adult
volunteers.
• Must be at least 25 years of age.
• (S)he has the responsibility of a delegation of youth
at a 4-H YDP event or activity.
• Parents and Guardians as Chaperones
– Must become a certified adult volunteer prior to
serving in a chaperone capacity.
Youth Leadership Opportunities
• Junior Leader: 6th - 8th grade (home schooled ages
11-13).
• Teen Leaders: 9th grade - age 19 (home schooled
ages 14 – 19).
• All Star
• Emerald Star
• County Jr. Coordinator Program
• Chairperson for committees, events, and activities
• Club Officer
4-H Youth Participation
• Primary Members must be 5 years old or in
kindergarten by Dec. 31st of the program year.
• Regular Members must be 9 years old or in the 4th
grade by Dec 31st of the program year.
– Junior Members, 9 years old or 4th – 5th grade
– Intermediate Members, 6th – 8th grade
– Senior Members, 9th – age 19
• Home Schooled: Enrolled based on chronological
age as of Dec 31st of the program year.
4-H Youth Fair Participation
• Youth from outside the county can participate in
Nevada County 4-H.
• To participate in the Nevada County Fair as a 4-H
member they must be a member of Nevada County
4-H and either:
1. Reside in Nevada County, Or
2. Go to School in Nevada County
Contracts
• Volunteers may not sign contracts of any kind on
behalf of UC or obligate The Regents of the
University of California in any way.
• Only the county directory can sign contracts and
agreements with any facility.
• Forward all needed paperwork and FUR Form to
county 4-H office.
– Allow approximately 2 weeks for processing.
• A FUR Form is required when a 4-H activity is
taking place at a location that requires a
contract and proof of insurance.
General Liability Insurance
• Agents are protected in the event of accidental
damage to another's property or accidental injury to
another person during the conduct of official
business, or as the result of negligence.
• Does not cover members or project animals.
• Does not provide coverage for any personal or real
property not within UC’s care, custody, and control.
• Adult volunteers should check with their insurance
carriers and review their personal insurance
coverage before assuming the risks involved in
using their personal property for 4-H YDP.
Reporting of Accidental Injury
or Death
• Full details must be promptly reported to the
4-H YDP staff and county director.
• All accidents or incidents that might result in
claims against UC must be fully and promptly
reported and an Incident Report Form must be
completed and submitted within 48 hours.
Product Liability
• UC provides product liability insurance for clubs when
making and selling a product at 4-H YDP fundraising
events.
• For pre-packaged food manufacturers assume
responsibility for prepackaged food.
Automobile Liability Insurance
• The insurance on that vehicle provides the primary
coverage; UC self-insurance is secondary.
• UC provides secondary automobile liability coverage
for agents for acts (or omissions) committed in the
course and scope of UC work.
• To qualify for UC’s secondary coverage, you must
maintain insurance coverage for the following
minimum amounts (50/100/50):
• $50,000 for personal injury to/death of one person;
• $100,000 for injury to/death of two or more
persons in one accident; and
• $50,000 for property damage.
Automobile Liability Insurance
• To be covered under 4-H insurance while
transporting 4-H volunteers and youth to and from
4-H activities, the driver:
– has to have a valid California driver’s license.
– has to have car insurance as required by the
state of California.
– has to use a safe operating vehicle.
– has to have seat belts for each passenger
– has to be 18 years of age or older
• Full details of automobile accidents or injuries
must be promptly reported on the Incident
Report Form
4-H Accident & Sickness
Insurance
• 4-H adult volunteers and members are covered when
taking part in or attending an approved, regularly
supervised 4-H YDP activity.
• Covered while traveling directly between home and
a 4-H YDP meeting place for a scheduled activity.
• The Hartford Policy will not provide coverage until
the other insurance is exhausted.
• To file a claim submit the Hartford Insurance
Company Notice of Claim Form and medical
receipts to the county 4-H YDP staff.
– The supervising adult volunteer/claimant should
review and sign the form prior to submitting it.
The Program Plan
• Planning the Club Year
– Before the club year begins, the CCL, the officer advisor(s)
and the officers meet to complete the following tasks:
• Review the duties of each officer
• Set annual club goals for membership, programs, and
community service – complete program planning guide
• Develop a year-long club program calendar
• Plan the club budget
• A program of work for the year shall be written
and adopted not later than the third meeting.
• 4-H members, volunteers and parents should
all have some part in program planning.
Getting Member’s Ideas
• Suggestion Box
• Sharing Ideas
• Small Clubs
– All members, volunteers, and a representative number of
parents should be involved in planning the program.
– Families may take turns planning and hosting meetings.
• Large Clubs
– The officers, volunteers and representative parents
should meet to plan the program. Present the plan at
the next club meeting for discussion, revision, and
approval.
– Appoint a committee for program planning.
After Establishing Your Program
Plan & Goals, Ask…
• Does the program involve all members?
• Is there something in the program of interest to all
ages?
• Is there variety in the program?
• Is the plan realistic?
• Does the plan show who is responsible?
• Does the plan indicate when the program will be
carried out?
• Are some fun and work activities included?
• Were county 4-H events considered?
• Are parents included?
4-H Club Meeting
• Make meetings democratic
– Let club members plan their own activities. Ask them
questions to help them think and plan. Help them plan
ahead.
– Ask club members instead of telling them.
– Provide opportunity for all club members to participate.
Plan the yearly program with the members so each
person has a part.
– Never do anything yourself that members can do.
– Give positive reinforcement. Praise participation,
group planning, group decisions, initiative, and
leadership shown by club members.
4-H Club Meeting
• Meet at a regular place and time consistent with
bylaws.
• Need a quorum of 4-H club (youth) members to do
business consistent with bylaws.
• Most effective club meetings last 60 - 90 minutes.
• Each meeting should be divided into 3 components:
– Recreation
– Business
– Educational program
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Club officers should plan and carry out meetings
Youth should be involved
Parliamentary Procedure should be followed
Evaluate the meeting
Logistics of Running a Club
• Gather enrollment
• Submit beginning of the year paperwork
– UPDATE CONSTITUTION AND BYLAWS
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You set club specific deadlines
Keep a record of club and project meetings attended
Keep a record of record books turned in and date
Communicate on regular basis with members
Office communicates with members through the
Club Leader
• Attend council meetings or send a delegate
• Hosting events and council meeting
• Gather end of the year documents and submit
Planning & Fundraising
• In annual budget proposal include method of
fundraising and intended use of funds.
• Any fundraising must be pre-approved using Form
8.7–Fundraising Approval.
• Any raising or use of funds must be for the purpose
of furthering the research and education goals of
the 4-H YDP.
• The 4-H Name and Emblem cannot be used to
imply endorsement of commercial firms, products
or services.
Planning & Fundraising
• The following disclaimer statement must be used on
products or services offered for sale:
– “A portion of the sales price of this product or service will
be used to promote 4-H educational programs. No
endorsement of the product or service by 4-H is implied
or intended.”
• Public, non-profit agencies are not to conduct
lotteries, drawings, raffles, bingo, and other
games of chance.
• Sales of items not made or produced by group
participants are taxable - follow all local rules
for collecting and reporting sales taxes.
Club Finances
• Allowed one checking and one savings account
– Have at least two signatures from unrelated individuals
• The UCCE county office must be the address of
record
• 4-H Clubs are not allowed to apply for or use
automatic withdrawal or credit cards
• Deposit cards may be used with the approval of
the county director
• All money transactions are to be recorded and
copied to the office at the end of the year
• Should be kept updated every month
Complaint Process!
• The conflict/issues should be attempted to be
resolved at the level where the conflict occurs.
• On some occasions conflict may need to be taken to
the county level for assistance or resolution.
– The party should complete a County 4-H Complaint Form
and submit to the 4-H YDP staff for review and possible
submission to the 4-H Council Complaint Review Board.
At the Project or Club Level!
• If there is a conflict or issue, evaluate it and make
recommendations for resolution using:
– The 4-H Adult Volunteer Code of Conduct:
• http://groups.ucanr.org/uccenevada4h/files/70592.pdf
– Parent/Adult Behavior Guidelines
• http://groups.ucanr.org/uccenevada4h/files/70593.pdf
– 4-H Member Code of Conduct
• http://groups.ucanr.org/uccenevada4h/files/70591.pdf
– UCCE 4-H YDP Policy Handbook
• http://ca4h.org/policy/
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County 4-H Youth Development Program Policies
4-H Cub Constitution and Bylaws
4-H County Constitution and Bylaws
Local 4-H Council Policies (e.g., Steps to Success)
At the Project or Club Level!
• Once the infraction/violation has been identified the
project or club leader (depending on the level) should
identify specific course of action to be taken.
– Before telling a member, parent, or volunteer they cannot
come back to the project or club try to set up some
expectations for continued participation and consequences
if the changes in behavior are not sustained.
• Communicate action with the Club Leader and 4-H
YDP staff.
• Send a letter to the party identifying the
infraction/violation and the specific course of
action to be taken. Send a copy of the letter to
the Club Leader and 4-H YDP staff.
Record Book Odds & Ends
• Required to show and/or sell their animals at fair.
• Nevada County has adopted its own record book for
regular members:
http://groups.ucanr.org/uccenevada4h/files/67851.pdf
• Changes are needed to go onto state competition:
http://groups.ucanr.org/uccenevada4h/files/65771.pdf
• Club level Record Book Evaluation Form:
http://groups.ucanr.org/uccenevada4h/files/65782.pdf
• Record Book Judging Committee in Clubs should
be composed of Adult Volunteers (orient them!!!)
• Training Needs - Record Book Coordinator.
Primary Members &
Record Keeping
• 4-H primary members do not complete a standard
4-H record book.
• 4-H primary members may be encouraged to
complete the Primary Member Personal
Development Report (PDR) with assistance:
http://groups.ucanr.org/uccenevada4h/files/62349.pdf
• Primary members do not accumulate credits on the
PDR that support the star rank system.
• The Primary Member PDR emphasizes the
project experience and allows for reflection
through drawing in addition to writing.
Primary Members, Record
Keeping, and Recognition
• Primary member’s may turn in their PDR to club
leaders/judging committee for feedback.
• No checklists or star rankings can be developed to
evaluate the primary member PDR.
• Primary members should receive a participation
award recognizing their efforts.
– They must all receive the same award, seal,
certificate, etc…
Resources Available to You!
• The state 4-H website:
http://www.ca4h.org/
• The new state 4-H policy handbook (released July 1):
http://www.ca4h.org/policy/
• The Nevada County website:
http://groups.ucanr.org/uccenevada4h/index.cfm
There is a club leader resource page!!!
• The County Coordinators
• The Nevada County Leaders’ Council
• 4-H YDP staff
Questions?
&
Evaluation