Club Officer Training and Expectations in Texas 4-H Clubs

Texas 4 Texas 4- -H H CLUB OFFICER CLUB OFFICER TRAINING TRAINING Leadership is action NOT position -Donald H McGannon

EXPECTATION OF CLUB EXPECTATION OF CLUB OFFICERS OFFICERS

President President Preside at all club meetings Use basic parliamentary procedure steps as a tool to conduct effective, orderly meetings With assistance from 4-H club manager, arrange for meeting time and place Work with club manager and officers to develop agenda for the meeting Remind and encourage each person on the program to be prepared Ensure maximum member involvement in all club activities Appoint committees as needed

1 1st stVice President Vice President Assist the President Preside at meetings in the absence of the President Serve as chairman of the Program Committee, which consists of you, other club members and an adult advisor.

2 2nd ndVice President Vice President Assist the President and First Vice President Preside at meetings in the absence of the President and First Vice President Serve as Chairman of the Recreation Committee and work closely with the committee adult advisor and members to plan the recreation for each meeting and make arrangements for the activity to be led by a committee member Appoint 4-H families to be hosts and provide refreshments at each club meeting. You and your group plan additional social activities of the club, such as holiday parties and picnics.

3rd Vice President 3rd Vice President Assist the President and Vice Presidents. Preside at meetings in the absence of the President and Vice Presidents Serve as chair of the Membership Committee. You will work closely with the committee adult advisor and members to recruit, enroll and orient new members of the club.

Secretary Secretary Call the role and check attendance Read the minutes from the last meeting Keep complete and accurate minutes of all meetings Read letters of information or any other club correspondence to the club Prepare emails and other social media correspondence for the club to keep members informed

Treasurer Treasurer Keep accurate, up-to-date records of all club funds. This includes receipts and expenditures, and the balance on hand. Work with club manager to pay bills as approved by the club. Report the club s financial condition at each meeting or as requested by the President. May serve as Finance Committee Chair, working closely with committee members and the adult advisor to develop and present a budget to club members for approval.

Reporter/Public Relations Reporter/Public Relations Submit interesting reports and pictures of club activities, members and leaders to local newspapers, and radio and television stations. Visit local newspapers, and radio and television stations to learn about their requirements for submitting news. Report club news to the county Extension office for the county 4- H newsletter or for the county 4-H website. Work with the Secretary to complete the 4-H Club Meeting Report form Work with the Secretary to conduct any social media correspondence

Parliamentarian Parliamentarian Keep order at club meetings. Follow 4-H Parliamentary Procedure Guidelines. Advise the President, or presiding officer, on parliamentary procedure. Help train all club officers in parliamentary procedure. Make parliamentary rulings during the business portion of the meeting.

Council Delegate Council Delegate Attend all county 4-H Council meetings. Report local club activities and recommendations at each County Council meeting. Report on County Council activities, recommendations, committee reports and activities of other clubs at your local club meeting. Serve on countywide committees when appointed by the County Council chairman/president. Participate in training opportunities at county, district and state levels.

Health & Safety Officer Health & Safety Officer Help the President and other officers plan your 4-H club s annual activities calendar. Serve as chairman of the Health/ Safety Committee. Provide some type of health/safety information at club meetings.

Club Committees Club Committees Committees should be appointed only when necessary. Otherwise, committee work will lose its importance. A club officer should be appointed to each committee to keep communication open with the Executive Committee. To involve adults, appoint a parent or leader to each committee as an advisor. Plan time for committees to meet, work and report at regular club meetings.

ROLE OF THE CLUB ROLE OF THE CLUB MANAGER MANAGER

Club Managers Club Managers Assist club officers in the planning of each 4-H club meeting and the yearly calendar Ensure that each officer knows his/her responsibilities Provide an atmosphere where club members conduct their 4-H club meeting and adults do not take over Delegate responsibilities to club officers or volunteers Encourage involvement of club officers, members, and volunteers

Officer Club Manager Officer Club Manager Teamwork Teamwork

Officers & Club Manager Officers & Club Manager Teamwork Teamwork Club Managers working in full partnership with Club Officers on issues facing the local 4-H club Club Officers take ownership of their 4-H club, not relying on the 4-H club manager to do everything. Club Officers working with Club Managers to ensure the success of the 4-H club and the club s members.

Barriers to strong Team Barriers to strong Team Work Work Let s Brainstorm! How do adults view young people? How do young people view adults? What behaviors have you experienced in intergenerational meetings that would not be helpful in building healthy partnerships?

How to overcome barriers How to overcome barriers Let s Brainstorm What behaviors have you seen that help build strong partnerships? What blocks us from building effective working relationships between youth and adults? How can we ensure that barriers to building effective partnerships are minimized or eliminated?

How to overcome barriers How to overcome barriers Current emphasis is on infusing young people into all levels of organizational decision-making Young people need to be involved not only in day-to-day programming decisions, but they should also be involved in organizational governance Adolescents infrequently invited to engage in collective problem-solving Isolation creates social contexts where negative stereotypes may flourish

Officers + Club Managers Officers + Club Managers = Winning Team = Winning Team Club Officers achieve mastery, compassion, and health Club Managers understand the needs and concerns of youth, making them more likely to reach outside the organization and share their new knowledge and insights. Everyone gains a stronger sense of community connectedness Adults and organizations as a whole became more connected and responsive to youth in the community, leading to strengthening the 4-H club Including youth in decision-making leads 4-H Club to reach out to the community in more diverse ways