Adair County
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Awards Committee: Chairperson
should set a meeting for August and November
Determine awards that are available for 4-H
members from Michelle's list. Gifts from the 4-H Catalog are ordered for
members filling out award applications. Those have to be selected
(depending on how many forms, age, etc) and ordered as quickly after
Michelle compiles the list. Contact all sponsors of awards for
Recognition Night for continued funds, certificates, or gifts. Anyone
not willing to continue support for a certain award will have to have a
new sponsor found. Evaluate award forms yearly and update as needed. Go
over any state suggested form changes and respond to written request.
Put together awards and certificates in boxes to match script that is
done for Recognition Night. (Michelle puts together the script for
Recognition Night.) For any pins or gifts not there, a list needs to be
made and those re-ordered.
Achievement Day: Chairperson
should set a meeting for February
Location, date, time, and judges will all have to be selected for this
activity. Food being provided needs to be decided as to whether clubs
will bring in or Junior Leaders will purchase the food. (Depends on the
time and date of Achievement Day as to what will need to be served.)
Set up sign-in area for members checking in. Organize judges to the
appropriate rooms with electrical outlets and demonstrations requiring
electricity. Arrange judging posters and an adult volunteer or a Junior
Leader to describe the judging process to those who have not
participated. Score cards will need to be handed out and reasons will
need to be given to a selected person (in a certain location). Check
with Junior Leaders to see if they’re interested in coordinating Clover
Kids activities. Volunteer leaders should be selected to score cards and
be prepared to start that early in the event. Personal development,
demonstrations, working demonstrations, public speaking, etc will have
to be worked out with # signed up to do this and work to have two to
three things going on at one time. Time is a factor in this event.
Alumni: As needed
This committee now has a database to use for mailings and United Way
Fund raising efforts. Each year mailing that comes back with incorrect
addresses or information will need to be updated and saved. Yearly
enrollments need to be added for future alumni listing. Any county
alumni programs will be planned from this committee.
Audit and Review: As needed
This committee is responsible in setting up an audit and review of all
financial statements of the 4-H Council to a non-partial auditor or
accountant. Documents from this audit and review should be provided to
the Extension Council yearly for their review.
Affirmative Action: As needed
This committee will ensure that 4-H programs are accessible and open to
all.
By-Laws: As needed
When a by-law change is needed, the committee needs to take council
suggestions from discussion, add or modify current by-laws and bring
back to council. Each club will then take it back to the club for
discussion and then the by-law change will be voted at the next council
meeting. It is good to have an example of by-law change with the old
by-law (if one is available) for the council and clubs to compare.
Budget and Finance: Treasurer
should call a meeting in August
This committee will work closely with the treasurer and set up a
workable budget for the next 4-H year. Discuss areas of need and
determine the financial needs best suited for the 4-H Council.
Fashion Revue: Chairperson should
call a meeting in May
Secure a date and location for the Fashion
Revue, choose a theme, contact 2-3 judges, and send letters to all 4-H
members in Clothing, Textiles, Crochet and Knitting. Make copies of
Fashion Revue Program, gather refreshments, decorate the facility, get a
judge for the event, provide forms to winners for state competition and
get small gifts and thank you’s for the judge.
National 4-H Week: Chair should
call a meeting early September, prior to September Council Meeting
This is the first full week in October. There is a National 4-H Week
Baby selected. Need to contact the hospital and get permission to do
this. Then someone should visit with those in OB Department and they
will contact the family with the first Adair County resident born during
National 4-H Week, to see if they are interested. Gifts are picked up
(Michelle has a list of those). Arrange to take a picture and have it
put in the newspaper. Do a small write up of the event. Proclamation
of National 4-H Week has been done in the past with the County
Commissioners. Windows for competition are done during this time. They
have to be set up by a certain day and the location told to Michelle so
she can let the judges know where they are. Michelle gets the judges
for this. Also the skill-a-thon is planned during National 4-H Week. A
location has to be selected each club is told about it at the September
council meeting (date, time and place). Snacks need to be arranged and
plenty of tables need to be there and set up early before the event
starts.
Member and Volunteer Recognition
Night:
Start meeting in October or November to set up Recognition Night in
January. Set the night on the calendar and make sure the building is
available. Set date to decorate. Committee will meet early to get the
ideas arranged before hand for decoration, theme, etc. Need a Master of
Ceremony, supplies will need to be picked up early for decorating
purposes and you will need to work with royalty and Junior Leaders
Nominating Committee: Chairperson
to set meeting in May
Set up a listing of members and adult volunteer leaders who would be
willing to run for council office. Ballots need to be printed out or
written and copies made for the July council meeting. Those offices
being voted on are: 1st Vice President, 2nd Vice President, Secretary,
Treasurer (2 yr term), Parliamentarian, Reporter, 4-H Liasion X2. Each
club is to give two names to the nominating committee per by-law.
United Way Committee: Chairperson
to call meeting in May
This committee will work on the budget to turn into the United Way
Budget Committee in June of each year for the funding for the following
4-H program year. Organize county fundraiser for United Way in which
all clubs participate. Attend special meetings put on by United Way as
4-H representative, Attend financial meetings put on by the United Way
and discuss financial needs. After funding has come through, decide how
the money is divided up for activities, awards, etc. and bring this back
to council for approval.
Royalty Committee: November
Organize royalty interviews and demonstrations. Find a place to have
the event. Plan snacks, judges, and decorations if needed. Set up
responsibilities for the newly appointed royalty to do and notify them
of where and when. Get sashes, crowns, gifts for boys, judges’ gifts or
tokens, flowers, etc., for Recognition Night. Organize adult
supervision for royalty when representing 4-H in public and at the
fair.
Fair Committee: Youth Specialist
to call meeting in Dec/Jan
One adult per club serves on this committee that approves 4-H/FFA Fair
superintendents, and discusses any and all issues pertaining to the 4-H
division of the NEMO Fair.
Fair Liaisons: As needed
Two volunteers are selected to represent the 4-H council concerning 4-H
issues concerning the NEMO Fair, communicate with 4-H faculty, FFA
liaison, Fair Committee and Fairboard. Any issues that may arise
concerning 4-H/FFA members/rules/conduct, etc., will be discussed and
voted on by the 4-H liaisons and FFA representatives.
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University of Missouri Extension |
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