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Extension > Extension in your Community > Cass > 4-H > Articles > Club Charters are due October 31

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Club Charters are due October 31

Club Chartering

Club Charters are due to the County Extension office by October 31st so it is time to start the chartering process at your next club meeting. Click here for more information on chartering and to download your chartering forms.  There is also a very helpful video for clubs that manage funds that walks you through each page of the charter.  Please make use of this resource.  Club Charter forms will also be sent to each club Leader in case you cannot access the information online.

Why do clubs need a charter?

The State 4-H Leader and Youth Development Extension Educator are authorized to grant use of the 4-H club name and emblem, within intended uses, to local 4-H clubs and groups. The 4-H charter is a written agreement signifying a club’s use of the 4-H club name and emblem and insuring they are providing a positive youth development experience for their youth.

What does it mean to be chartered?

Your club has the privilege of identifying itself as a 4-H club or group by using the 4-H club name and emblem.

You agree to provide a positive youth development environment that upholds the dignity and educational purposes of the 4-H program.

Your club and/or its members will be able to be a voting member of the County Federation

Screened volunteers of the club are covered by the University of Minnesota Liability Insurance.

Your club will have the privilege of using the 4-H name and the 4-H clover symbol.

Your club will have the right to raise and collect funds in the name of 4-H with the approval of 4-H staff.

 

Below is a list of things to do at your next club meeting to start preparing your club charter. Following these steps will make your club charter easy to follow.

1. Elect new officers

Club officers need to be elected and listed on your club charter. Each club needs a minimum of a President, Secretary, Youth Treasurer, and Adult Advisor to the Youth Treasurer. All officers and adult volunteers must be re-enrolled prior to the approval of the club charter.

2. Complete a Financial Review

The current youth treasurer should gather all financial records for the 2017-2018 year. After the bank statements are received for the month of September, the treasurer should prepare a report which should be reviewed by adult volunteers and included with the club charter documents. The treasurer’s report must include the balance on October 1st, 2017, the balance on September 30th, 2018, and a record of all income and expenses that occurred during the 2017-2018 4-H year.

3. Create a budget for the new 4-H year

As a club, look through your income and expenses from the previous 4-H year. Consider the numbers and propose a new budget for the upcoming 4-H year. Think about any new income or expenses you might have this year and include estimates for those. This new proposed budget should be voted on by the club.

4. Create program goals for the new 4-H year

These goals can be anything that the club wants to accomplish over the next 4-H year. Some examples might include 80% or more of the members will give a demonstration at a club meeting this year, or to increase club membership by 10% by May 15, 2020. Goals should be SMART (specific, measurable, attainable, realistic, and time-bound.)

5. Create a club calendar

The club calendar should list what months of the year you will be meeting and a meeting date if a consistent one is not already established. You must meet a minimum of 6 times during the 4-H year. It should list the main activity or learning topic of each meeting.

 

Please contact the extension office if you have any questions at 218-587-8280