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Club Program Requirements

End of Year Documentation

At the end of each 4-H Program year, all clubs are required to submit a "Club Book" to the County 4-H Office.  This book allows the County 4-H Council and 4-H Staff to review the club's activities throughout the year and provide support and oversight as needed.

The Club Book includes all of the documentation required by the State 4-H Office and the USDA in order to retain the club's charter.  If a club does not submit a Club Book in a timely manner they may be placed on probation (meaning they cannot hold club or project meetings) or even dissolved.

Club Books are due to the County 4-H Office this year on August 1, 2020.

 

How to Assemble a Club Book

Club Books consist of three sections: General Documentation, Secretary's Book, and Treasurer's Book.  

Club leaders should compile all of these documents in a binder or acco file folder labeled with their club information.

 

1. General Documentation

This section contains the following documents in the following order:

 

2. Secretary's Book

This section contains copies of the following documents in the following order:

 

3. Treasurer's Book

This section contains copies of the following documents in the following order:

 

Club Seals

After the Club Books are submitted to the County 4-H Office, they are reviewed by a panel of 4-H volunteers and staff.  This panel makes sure that the club is compliant with charter requirements, and that they are providing a high-quality educational program to its members.

The panel uses a rubric to evaluate the books and awards seals accordingly.  A club must receive at least a green seal in order to be considered to be a "Club in Good Standing".

  • Green Seal - Completes the 14 minimum requirements and submits Club Book by the deadline. 
  • Blue Seal - Completes all minimum requirements plus 5 additional goals from sections 2, 3, or 4 of the 4-H Club Program Planning Guide .
  • Gold Seal - Completes all minimum requirements plus 6 or more additional goals from sections 2, 3, or 4 of the 4-H Club Program Planning Guide .

 

The 14 minimum requirements to be a "Club in Good Standing" are:

  1. Complete enrollment process and pay fees to the County 4-H Office by the due date.
  2. Hold at least 6 regularly scheduled club meetings.
  3. Ensure that the youth development and educational practices outlined in the UC 4-H Youth Development Program Framework are implemented in all club and project meetings and activities.
  4. Train all club officers.
  5. Include at least one member presentation at a club meeting.
  6. Conduct at least one club community service project.
  7. Be accountable for all monies raised and dispersed by the club and following all financial policies, including required reporting.
  8. Have representative(s) regularly attend all County Volunteer Management Organization (County Council) meetings.
  9. Club has members participate in at least 2 county/district 4-H events.
  10. Each project should include a minimum of 6 hours of project instruction.
  11. Ensure each project is under the guidance of a 4-H volunteer.
  12. Complete and submit the Club Secretary Book by the deadline. Refer to the Club Secretary Book Check Sheet for criteria on submitting an award winning book.
  13. Complete and submit the Treasurer’s Book by the deadline.  Refer to the Club Treasurer Book Check Sheet for criteria on submitting an award winning book.
  14.  A completed Club Book turned into the County 4-H Office by August 1st.