• Topics: 4-H Youth Development | Jordan, Joy Cantrell | Butterfield, Judith R | 4-H Club

Starting and Maintaining 4-H Clubs¹

Starting and Maintaining 4-H Clubs (4H GCL 00) is the guide to help you start a 4-H Club in Florida. This guide, intended for 4-H staff and volunteers, provides an overview to the types of clubs, the criteria and forms for chartering a new club, and for maintaining club status annually. It also outlines the fiscal responsibilities of club management and the standards for recognition. Several companion pieces exist to support further development of your 4-H club program, including GCL 20 and GCL 21.

In EDIS this publication is DLN 4H281.

Visit the 4-H Youth Development Club or Curriculum website for more information on this topic at http://www.florida4h.org.

Click here to print or view the entire guide.

Criteria for 4-H Youth Development Programming Including 4-H Clubs

Both National and State 4-H Headquarters, located at USDA Cooperative State Research Education and Extension Service (CSREES) and at University of Florida (UF) respectively, have policies governing 4-H clubs. These policies govern all youth development programming delivered through 4-H:

• 4-H programs, curricula, and procedures are based in research and are developmentally appropriate.

• 4-H programs are based on the needs of children, youth, and their parents.

• 4-H provides access to resources of the Land Grant University Cooperative Extension System.

• 4-H provides members access to county, state, and national 4-H opportunities.

• 4-H membership is open to all youth.

• 4-H programs employ experiential learning strategies.

• 4-H encourages active involvement and participation by children, youth, and adults in all aspects.

• 4-H relies heavily on youth and adult volunteers or staff to provide a critical support system.

• 4-H provides training for volunteer and staff, recognizing that training is essential for effective 4-H programs.

• 4-H adapts to and supports mobility of children/youth and parents.

• 4-H clubs comply with national 4-H name and emblem policies and policies of the state.

What is a 4-H Club?

The 4-H club serves as the primary means of providing youth development programming in 4-H. It has the advantage of long-term involvement with the support of “caring” adults. 4-H clubs are organized and supported to provide community-based, positive, and structured learning opportunities for youth throughout their developmental years. Surveys of youth who have been involved in out-of-school youth programs report the importance youth place on knowing that programs will continue over many years. Youth are reluctant to take ownership in groups or establish relationships with volunteers when they appear temporary. While other 4-H delivery methods are effective, the more in-depth experiences occur in and through the club.

The goals and structure of 4-H clubs vary according to the needs of the members they serve. Some clubs offer one project topic that the entire membership experiences together at the club meeting. Others offer a selection of projects delivered through project meetings held at times outside the club. Some clubs have a singular focus such as community service clubs, or they serve a specific audience such as tribal reservation clubs, or after-school or home-school youth. But there are components and characteristics common to all 4-H clubs, and these commonalities provide the definition of a 4-H club.

A 4-H Club:

• Is an organized group of youth.

• Has a planned program that is ongoing throughout all or most of the year.

• Is advised by adult staff or volunteers.

• Typically elects officers.

• May meet in any location.

• Includes opportunities to learn skills through a wide variety of project experiences.

• Offers opportunities for leadership, citizenship/community service, and public speaking.

Who can join?

Youth ages 5–18 (as of September 1 of the current year) are eligible to be 4-H members in Florida. Organized clubs may serve youth across the age span of 5 to 18. Counties in Florida have the option to support younger members (5 to 7 years) called Cloverbuds. These clubs require additional volunteers, especially to support the younger youth, ages five to seven. Where these clubs exist, they focus on cooperative learning and do not participate in competitive events.

Types and Characteristics of Clubs

Organized 4-H Clubs

The 4-H club is one of the most effective methods used by the 4-H program. 4-H clubs are organized groups of boys and girls supported by adult volunteers. The 4-H club conducts meetings and activities throughout the year — usually holding six or more official meetings annually.

Club meetings typically include:

• the conducting of some business by the officers,

• an educational program, and

• a group team-building or recreational activity.

Figure 1. 

Pie chart illustration of typical 4-H Club meetings where ¼ of the time is spent on Club Business, ¼ involves Recreation, and ½ is for Educational Programming. (Click thumbnail to enlarge.)

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The club frequently includes opportunities for leadership, citizenship, and public speaking. It may meet in any location and is authorized through the county and state Extension Office to use the 4-H name and emblem.

In all clubs, members are encouraged to learn and participate in one or more projects. Additionally clubs do a community service activity or service-learning project during the 4-H year. All clubs require at least one designated adult club volunteer.

There are different methods and locations of organizing 4-H clubs. Clubs may be formed in communities, in schools, in after-school settings, or on military installations. Two distinctive types of methods or organizational structure exist: clubs where youth have multiple interests or singular focus. Either type of club should provide an opportunity for youth to plan and conduct their own program with the guidance of adult volunteer(s) or have input into what they want to learn within a project focus. These clubs usually have elected youth officers, develop their own club name, create their bylaws, and learn to govern themselves.

Multi-Project or General Club

The multi-project or general club ( 1 ) meets regularly to conduct a business meeting; ( 2 ) provides an educational program or activity ( often by the youth themselves ) ; ( 3 ) addresses county and community issues through community service-learning projects; and ( 4 ) offers a selection of projects delivered through project meetings held at times outside the club meeting. This format provides a wider choice of learning experiences for the 4-Her but requires more volunteers for the additional project meetings. It is more complicated than single-project clubs to manage.

Project Clubs

Clubs that ( 1 ) meet regularly, ( 2 ) conduct a business meeting, ( 3 ) address county and community issues through service, and ( 4 ) focus on one project for the entire membership are referred to as project clubs. In a single-project club, all the members are enrolled in the same project; they may be active in more than one project club.

Supplemental Learning Activities

In addition to the many activities scheduled in club meetings, 4-H members in all clubs are provided access to additional structured learning opportunities through activities such as the following:

• Community Service-Learning Projects

• Day Camps

• Overnight Camping

• Trips

• Events and Activities

• Competitive Events and Activities ( fairs, judging etc.)

• Non-Competitive Events and Activities ( clinics, workshops, lock-ins, retreats, seminars, etc. )

Complete Event Florida 4-H Guide

For a complete guide to Florida 4-H Events, and for event calendars and participation information, go to:

Florida 4-H Events and Activities Handbook or go to: http://www.florida4h.org for event calendars and participation information.

Club Program Support Materials

These or other materials may be available from your local 4-H office for club support each year:

• Club Program Planning Guide

• Club Program Planning Workbook

• Club Secretary’s Book

• Club Treasurer Book

• A Guide for Club Officers

• A Guide to County and District Councils

• Member and Leader Identification Cards—upon re-enrollment

Checklist for Annual Club Re-enrollments

• Youth enrollment forms ( completed by each member – signed by parents ) to select projects

• Participation Form ( completed by all youth – signed by parents )

• Volunteer enrollment forms ( completed by each volunteer ) to update roles/contact information

• Annual Charter Request form ( signed by leader )

Criteria for Florida 4-H Club Charters

Enrollment of clubs and all members and volunteer leaders is required for participation. The 4-H program/enrollment year operates from September 1 through August 31. This enrollment is done through the county and submitted to the State 4-H Headquarters. Florida 4-H uses a computer enrollment system called 4-H Online, which means the forms must be filled out completely and accurately. Check with your county office for procedures.

Establishing and Chartering a 4-H Club

Florida has established criteria for enrolling as an official 4-H Club. Official enrollment as a 4-H Club and receipt of a 4-H Club charter gives the club the authority to use the 4-H name and emblem. Clubs must be chartered through a request to the local Extension Office, meeting the minimum criteria and receiving written approval. Criteria for clubs in Florida are as follows:

• The club has five members (from at least two families) with completed enrollments.

• The club is organized with youth officers or defined youth leadership roles.

• There are one or more appointed club volunteers, following application, screening, and training.

• An initial meeting place is secured for at least several consecutive months.

• An official non-discriminatory club name is chosen.

• Club rules, which may be in the form of bylaws, are established.

• At least six or more regular meetings plus project meetings are scheduled.

• A written educational plan/calendar for the club program and activities is presented to the county 4-H office (draft is okay).

• Follows the affirmative action policy of the Cooperative Extension Service.

A copy of the club enrollment is kept on file with the County Extension office. When requesting a Club Charter, the New Charter Application Form should be completed by the Club Secretary and signed by the Club President, Club Organizational Leader, and Extension Faculty. Once completed, the Extension Faculty will then forward the request to the State 4-H Headquarters. This form, provided in this manual, can also be found at the Florida 4-H website listed at the front of this document.

Official Chartered 4-H Clubs can use the name and emblem of 4-H. Individual clubs may have continuous use of their charter over many years; however, an Annual Request for Charter is required from all clubs. This form is presented in this manual, but also can be obtained from the Florida 4-H website. Counties usually require this form to be completed upon the re-enrollment of individual members annually during the fall. The annual 4-H calendar follows a program year operating September 1 through August 31. A letter from the County Extension Office will acknowledge continued club status annually.

Figure 2. 

Figurative sample of NEW 4-H CLUB CHARTER APPLICATION from PDF version of DLN 4H281. (Click thumbnail to enlarge.)

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Figure 3. 

Figurative sample of ANNUAL REQUEST FOR CLUB CHARTER form from PDF version of DLN 4H281. (Click thumbnail to enlarge.)

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Enrolling Members and Volunteers

Enrolling Members

Youth may join 4-H at any time and clubs may be formed throughout the year. Enrollment of new members and volunteers who join the club during the year can be submitted immediately either electronically or in print form to the county 4-H office by the club volunteer. However, many counties promote and recruit new members and “re-enroll” clubs and their membership each fall. Annually, an “enrollment due date” for returning members of 4-H Clubs will be determined by the county 4-H faculty. Enrollment includes choices for projects, releases for use of photographs or program evaluation tools, and agreements for non-discriminatory membership. A state 4-H membership code of conduct / volunteer expectations must be read and signed and submitted with the enrollment. Samples of the Individual Youth Enrollment Form and the 4-H Participation Form are located at the Florida 4-H website. Enrolling and re-enrolling may be done through the Florida 4-H Online Enrollment System. Check with your County 4-H Agent for your county’s online enrollment procedures for members. Eligibility for competition at fairs or exhibitions and some project involvement requirements are often determined by birth date as of September 1 of the current program year. Other requirements may also be in place at the county level. Competitive event guidelines and supporting information can be obtained from your County 4-H Extension faculty.

Enrolling Volunteers

Florida requires a screening and training process prior to serving as an official 4-H volunteer and working directly with youth. Position descriptions that outline leader responsibilities are usually provided. Every Extension volunteer who works directly with youth on an on-going basis ( 3 or more times annually) or for an overnight situation must complete the 4-H Volunteer screening process, as well as complete the six-module Chaperone Certification Training and pass with a final test score of 80 or higher.

The Florida 4-H Volunteer Application Forms are located at the Florida 4-H website listed at the end of this document or from your county 4-H Extension Office. Once a volunteer is appointed following screening, an annual enrollment form is used to provide updated information to the 4-H office. Enrolling and re-enrolling may be done through the Florida 4-H Online Enrollment System. Check with your County 4-H Agent for your county’s online enrollment procedures for volunteers.

Throughout the year, youth, staff, and volunteers who participate in special programs beyond the club level ( e.g., County 4-H Camp, State 4-H Congress, State Leader’s Forum, National Conferences ) are required to complete additional forms that relate to the specific event.

Figure 4. 

Figurative sample of SAMPLE of Florida 4-H New Member Enrollment Form from PDF version of DLN 4H281. (Click thumbnail to enlarge.)

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Figure 5. 

Figurative sample of SAMPLE of Florida 4-H New Member Enrollment Form, Additional Information from PDF version of DLN 4H281. (Click thumbnail to enlarge.)

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Fiscal Requirements of 4-H Clubs

A 4-H club must be chartered to be eligible to use the name and emblem of 4-H. Chartered clubs have several rights and responsibilities for fiscal management of resources garnered in the name of 4-H. All individual clubs in Florida operate under the fiscal authority and jurisdiction of the local County Extension Director. No accounts will be opened under an individual’s name using a Social Security number. Club treasuries and fundraising activities have specific guidelines and procedures to follow. As clubs are formed, club treasurers and designated adult leaders will receive training and materials regarding county 4-H club fiscal policies. Each club receives a Florida 4-H Club Treasurer’s Book annually.

Tax Exemption

In each county, the County Extension Director (CED), on behalf of the University of Florida Cooperative Extension Service, is accountable for the administrative oversight of all funds associated with the county Extension program. All counties have an association, which serves the following purposes: (1) advisory function including Expansion and Review; (2) Program support; and (3) managing the fiscal resources of the county 4-H clubs and affiliate groups. All individual club funds will be kept with the local county 4-H association’s account. Only on occasion will there be an exception to this policy. Working with the county association’s treasurer, the club treasurer, at the end of each county 4-H fiscal year, will submit an annual audit report to the association. For review, the county association will submit all the necessary IRS information to the State 4-H Headquarters for filing with the State 4-H GEN. Individual clubs are still expected to follow all procedures in recording any income and expenses on a monthly basis in the 4-H Club Treasurer’s Book. With all county associations falling under the Florida State 4-H Association’s GEN, donors, individuals, and businesses may deduct contributions to a 4-H club or county 4-H program as afforded by IRS policy and guidelines.

Member Fees/Dues

Some counties require 4-H members to pay membership dues and some do not. Sometimes counties may assess fees to cover the cost of insurance, newsletters, or other specified items.

Insurance/Risk Management

Liability and accident insurance information is provided for county personnel in the 4-H Program Handbook. Ensuring proper coverage for members and volunteers is extremely important and protects individuals and the organization. 4-H volunteers will want to ask their county Extension agent for information and forms concerning insurance coverage available to the 4-H club.

Evaluating, Reporting, and Recognizing Club Performance

4-H Extension agents report data to the University of Florida and CSREES/USDA in an annual statistical report of summarized demographic data regarding members and volunteers. This information includes the numbers of clubs in the county, member enrollment, and project information about the program. Youth development professionals working with a 4-H club within an organization outside Extension will need to work closely with the county 4-H Extension faculty and include data on the club in this report.

In addition to the statistics gathered about the 4-H club, volunteers will want to evaluate the success of the club in providing the support youth need. This will allow club volunteers to state how well the club is contributing to the growth and development of its members. This assessment involves more than gathering numbers. While the numbers of youth participating does indicate a level of success in reaching youth (they keep coming, or drop out), there are other indicators that will help assess what is happening in the club. Work closely with the 4-H Extension faculty and use quality evaluation tools to assess club progress.

Club Performance Recognition

Club recognition systems exist to recognize clubs for their performance. Clubs may strive to reach specific standards of performance just as individual club members work to achieve standards. Florida 4-H provides four levels of recognition—bronze, silver, gold, and emerald for 4-H Club attainment. Each of the four levels of standards is available for clubs to achieve. Criteria for Club Performance Standards can be found on pages 13 and 14 of the print version of this manual.

BRONZE Clover

Club will receive a BRONZE Clover Certificate and name printed in the 4-H newsletter.

SILVER Clover

Club will receive a SILVER Clover Certificate and name printed in the 4-H newsletter.

GOLD Clover

Club will receive a GOLD Clover Certificate and name printed in the 4-H newsletter.

EMERALD Clover

Club will receive an EMERALD Clover Certificate, name printed in the 4-H newsletter, and name in a news article submitted to the local newspaper for publication.

For further information about the Florida 4-H Program, go to the Florida 4-H website at: http://www.florida4h.org

Figure 6. 

Figurative sample of Standards of Excellence for 4-H Clubs and Groups form from PDF version of DLN 4H281. (Click thumbnail to enlarge.)

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The Four H's and The 4-H Pledge

Figure 8. 

The 4-H Pledge, first adopted in 1927, summarizes 4-H as the four-fold development of youth through the Head, Heart, Hands, and Health. (Click thumbnail to enlarge.)

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Post a pledge banner at your meeting site. At the end of the first meeting, give everyone a card with the 4-H pledge to take home.

The 4-H's

The HEAD represents:

1. Thinking, planning and reasoning.

2. Gaining new and valuable knowledge.

3. Understanding the whys.

The HEART represents:

1. Being concerned about the welfare of others.

2. Accepting the responsibilities of citizenship.

3. Determining the values and attitudes by which to live.

4. Learning how to live and work with others.

5. Developing positive attitudes.

The HANDS represent:

1. Learning new skills.

2. Improving skills already known.

3. Being useful, helpful, and skillful.

4. Developing respect for work and pride in accomplishment.

The HEALTH represents:

1. Practicing healthful living.

2. Enjoying life.

3. Using leisure time wisely.

4. Protecting the well being of self and others.

The 4-H Pledge

I pledge my HEAD to clearer thinking, my HEART to greater loyalty, my HANDS to larger service, and my HEALTH to better living for my club, my community, my country, and my world.

The Institute of Food and Agricultural Sciences (IFAS) is an Equal Opportunity Institution authorized to provide research, educational information and other services only to individuals and institutions that function with non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, marital status, national origin, political opinions or affiliations. For more information on obtaining other extension publications, contact your county Cooperative Extension service.

U.S. Department of Agriculture, Cooperative Extension Service, University of Florida, IFAS, Florida A. & M. University Cooperative Extension Program, and Boards of County Commissioners Cooperating. Nick T. Place, Dean.

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