Club Officers

Youth Board Officer Positions

Executive officers (President, Vice Presidents, Treasurer, Recording Secretary and Healthy Living Officer) are expected to attend Officer training, Officer End of year and Beginning of Year Planning retreats and at least 80% of club meetings. In addition, it is highly recommended they participate in Leadership project. 

ALL Youth Board Officers must complete an APR and attend 80% of Community club meetings to earn their officer pin. Youth Board Officers are leaders and role models for club membership therefore it is expected that you are setting a good example and that you are inclusive and encouraging to all club members at all times. Youth officer are expected to abide by the 4-H code of conduct at all times.

As a general rule no youth should serve more than 2 consecutive terms in the same position to allow others an opportunity to hold the office.  If there are no applicants for a position other than the presiding officer they may serve an additional consecutive term. 

Officer Applications are generally available in Late March/ Early April.

The following positions require youth to be a minimum age 13 and member for 1+years

PRESIDENT:• Prepares club meeting agenda with other officers & advisors. • Presides at all club meetings. • Uses parliamentary procedure to conduct business meetings. • Understands responsibilities of other club officers. • Shows a real interest in the club and helps carry out club decisions. • Plans ways to get every member to participate in meetings and delegates responsibility. • Appoints committees as needed. • Works with 4-H club advisors to establish a system for notifying 4-H club members of club meetings and activities. (i.e. – phone trees, written notices, social media, email, etc.) • Calls the Vice-President to preside over the meeting if unable to attend

Vice President(programs): • Presides at meetings if the president is absent. • Introduces educational program at club meetings. • Thanks the education guest speakers, presenters, member demonstrators, etc.  • Following up with committees to see that they stay on task. • Being responsible for the learning portion of the meeting • Introduces presenters or guests

Treasurer: Keeps an accurate account of all 4-H club’s money received and spent by the club. • Gives a financial report at each 4-H club meeting. • Prepares a year-end 4-H club Treasurer’s report and shares that report with the club and the Extension Office. • Prepares a 4-H club budget with the Executive Committee, Finance/Fund Raising Committee and/or 4-H organizational club advisor and presents to the 4-H club membership for approval. • Balances the bank statement each month (if the club has a checking account), which is a recommended practice. Please contact your County Extension Educator or visit the IRS website for an SS-4 to complete and file to obtain an Employer Identification Number to open a club account. • Pay bills when approved by the club.

VP of Membership: (public relations, newsletter or web page and Correspondence)  Leads the Newsletter committee, puts together the newsletter for the club. Oversees the maintenance of the club website, Coordinates Outreach activities for the club like MPCD Parade, chick days, etc., Helps to recruit new members through outreach opportunities.

The following positions require youth to be a minimum age 11+

Recording Secretary:• Keeps an accurate written record of the business meetings. • Provides a report by presenting the minutes from the previous meeting. • Keeps the minutes in one place so they can be referenced. • Records club’s attendance at each meeting  if there is no Attendance Secretary. Writes club correspondence if there is no Correspondence Secretary

Healthy Living Officer:leads healthy living activities, including: Providing ideas on how to incorporate physical activities and healthy eating into each club meeting, Writing Healthy Living articles for the club newsletter. Adopting and promoting a club Wellness Plan. Work with a committee to incorporate Healthy living education and activities into a club meeting.

Community Service Officer: Coordinates various club community service opportunities including TOTSOCE. Reaches out to community organizations to build relationships between 4-H and the community by determining the needs in our community. Works with the board to plan activities to meet these needs.

Civic Engagement Officer- Your role as the club’s Civic Engagement Officer is to be responsible for all aspects of one or more service projects that your club participates in during the 4-H year. You will give leadership to the project and create a Civic Engagement Committee who will collaborate and delegate responsibilities to club members, advisors, and parents. In addition to promoting community service and service learning activities, you will also help inform your club’s members about the differences between the two. You will work with other officers to provide ways to introduce service projects to your club during club meetings and throughout the year. 

Historian: Takes photographs at all 4-H club meetings and activities. • Puts together the 4-H club’s scrapbook alone or with a Scrapbook Committee. • Collects newspaper articles from News Reporter. • Collects written health, safety, and environmental reports from these officers to include in the club’s scrapbook. • Enter club scrapbook in county contest, if available • Submit competed 4-H club scrapbook or slide show to club’s 4-H organizational advisor for archival documentation.

Parliamentarian:Learn proper parliamentary procedure.  Help the President conduct an orderly meeting.  Clarify rules as needed.

Supplies Manager: Maintains and inventories the club supplies, prepares orders when needed. Helps with the annual Club T- shirt order and distribution. Maintains the club ‘store’.

Activities Officer:Conducts a recreational activity at each 4-H club meeting. • Plans or helps with Recreation Committee, the 4-H club’s social events and/or parties. • Leads or assists teen and/or junior leaders with “get acquainted” activities and mixers. 

The following positions require youth to be a minimum age 9+

Sergeant of Arms: See that the meeting space is set up and ready to go on time.  Assist the President in maintaining order during meetings.  Assist with refreshments.  Direct cleanup after meetings.  Care for any club equipment * Leads the club in the Pledge of Allegiance and the 4-H Pledge

Attendance Secretary:Records club’s attendance at each meeting and enters attendance into our Google sheet. Keeps the record of attendance sheets. Greets guests and members upon arrival.

Safety Officer in charge of (set/ clean up committee) Works with Sergeant At Arms to ensure the meeting space is set up and safe Sets up PA system with Sergeant At Arms

Correspondence Secretary: Writes thank you letters to speakers, sponsors, etc. • Writes all club correspondence as directed by the President, Executive Committee and/or organizational club advisor.

Minimum age Age 7

Guessing Jar Officer: Prepares and brings the guessing jar to meetings- announces the winner and distributes the prize.

Question of the meeting: Bring a poster with "This or That" questions, or vote for favorites etc.

Name Badge Monitor: Places name tags out on the table and collects them at the conclusion of the meeting

Birthday Monitor: Announces the monthly birthday at the Community Meetings