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

• 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

• 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

• 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/

– 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