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Extension > Local Extension Offices > Cass > 4-H > Articles > Club Chartering Process

Club Chartering Process

IMPORTANT:  The deadline for submitting your Club charter is drawing near (November 6) . The materials have been sent out in several different formats over the past few weeks so you should have the materials you need to complete your charter.  But if you need the items again, you can get them from the Extension Office or by following the links below.  

In addition, please make sure that if you are a volunteer for a club, that you have re-enrolled in 4-H online for the new year.  If you are a volunteer and have not re-enrolled, this will prevent your club charter from being approved until you re-enroll. 

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. Every
Minnesota 4-H club is expected to complete and submit the 4-H Charter Renewal Form  (then click on the chartering tab) to the
County Extension Office

CLUB CHARTERS will be due to the Cass County Extension Office by Monday, Nov 6. However, it’s time to start thinking about club charters NOW.

You can do a lot of the work early and make your life a lot easier when it comes time to turn in your charter documents.

Club leaders: You should start preparing your club for this AT YOUR NEXT CLUB MEETING. The following is a list of what you should do at your next club meeting to properly prepare for chartering:
1. Elect new officers
a. Officers for the new 4-H year should be chosen by the beginning of the new 4-H year on Oct 1 (or as soon as possible thereafter) and will need to be listed on your club charter. The youth treasurer and adult financial advisor that will be the second signature on your checks should ideally not be related to each other, or at the very least, should not be in the same household if at all possible. If that is unavoidable, and the youth treasurer and the adult advisor are related and in the same household, you will need to designate another adult verifier who is not related. Also, remember that all officers need to be enrolled/re-enrolled and all adults listed on the charter need to be screened volunteers.

2. Gather financial records
a. For your next club meeting, you should have your current treasurer gather all club financial records for the year. There is still a month left in the current 4-H year, but if you are behind on record-keeping, you will need to catch up right now. That will make your work much easier when you conduct a full financial review after you get your bank statements for the month of September. You should designate financial reviewers at this meeting and set a date for the review. Remember that your financial reviewers cannot be related to the current youth treasurer and adult advisor. They will need to be listed on the club charter paperwork later on.
b. After the bank statements are received for the month of September, the treasurer should prepare a report, which will also be included with the club charter documents, for your designated financial reviewers by the date that they are meeting. It should show what your club’s account balances were at the beginning of this 4-H year (Oct 1, 2016) and what they are at the end of this 4-H year (Sept 30, 2017), and provide an accounting for all income and expenditures that occurred during this 4-H year. Here is an excellent example from the previous year that you can use as a guide: Example 4-H Treasurer's Report

3. Create a proposed club budget for the upcoming 4-H year
a. As a club, take a look at your income, what has been spent so far this year, and what you have spent it on. Compare it to last year’s proposed budget. Were you close? Did you spend a lot more or a lot less? Consider the numbers and propose new ones that you think will best match what your actual income and expenses will be for the upcoming 4-H year. Think about any new income or expenses you might have this year and include estimates for those. Here is a great example from last year that you can use as a guide: Example 4-H Club Budget

4. Create program goals for the new 4-H year
a. These can be anything that your club wants to accomplish over the next 4-H year. Try to write them as SMART goals (Specific, Measurable, Attainable, Realistic, Time-bound) Examples are: Increase club membership by at least 3 members by May 15, 2018; Learn the proper use of at least 1 new type of parliamentary procedure motion during each of 6 club meetings during the upcoming 4-H year.

5. Create a club yearly calendar
a. This should list what months of the year you will be meeting and an approximate meeting date if a consistent one is not already established. It should also list what the main activity or learning topic will be at each meeting. You must meet a minimum of 6 times during the 4-H year.
If you do this work now, filling out your club charter will be a piece of cake. Once the charter paperwork comes out, if you find that you need help filling it out, please call the Extension Office at 218-587-8280. You can ask questions or even make an appointment to come in and work through it with Nic.

Downloads

Contacts

Nicholas Podoll
County 4-H Program Coordinator
(218) 587-8292
nwpodoll@umn.edu
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