Oak Town 4-H Officers and Duties
GENERAL EXPECTATIONS OF ALL OFFICERS:
Attend all Oak Town 4-H Community Club Meetings or arrange with fellow officers for coverage when absences are necessary and notify club President and Adult Advisors
Attend an additional monthly Officers’ Meeting to plan and prepare for meetings, usually late Sunday afternoon 8 days preceding the club meetings
Actively participate in planning and running meetings. The ability to stay on-task is a big plus.
Practice good communication skills
Dependability is required
Involvement in club committees and community service is strongly encouraged
Officers are expected to adhere to the rules for all members, to perform the duties of the office and serve as role models for the Oak Town 4-H membership
Officers are expected to participate in Presentation Day and at least one other county event and one outside club event.
If you are not a member in good standing you may not run for an office.
PRESIDENT (13 and over)
Presides at all club meetings using parliamentary procedure to conduct business meetings.
Understands responsibilities of other club officers.
Holds monthly officer’s meetings collaborating to develop club meeting agenda with other officers & advisors.
Plans ways to get every member to participate in meetings and delegates responsibility.
Appoints committees as needed.
Maintains communication with Officer Team and Club as a whole
Calls the Vice-President(s) to lead the meeting if unable to attend.
VICE PRESIDENT (13 and over)
Leads meetings if the President is absent.
Serves as chairperson of the program planning committee.
Introduces educational program and guest speakers at club meetings.
Thank educational/guest speakers, presenters, member demonstrators, etc.
Assists committees as needed.
Possibly 2 positions. One to manage club meeting programs. One to directly assist President
SECRETARY (11 and over)
Keeps an accurate written record of the business meetings.
Reads club’s minutes at each meeting.
Records club’s attendance at each meeting.
Writes thank you letters to speakers, sponsors, etc.
Writes all club correspondence as directed by the President, Executive Committee and/or organizational club advisor.
post Minutes on Club website.
Can be two positions. Recording and Corresponding Secretaries
TREASURER (12 and over)
Keeps an accurate account of all 4-H club’s money received and spent by the club.
Receives monthly bank statements and retains them for recording purposes
Gives a financial report at each 4-H club meeting.
Prepares and completes, with the assistance of the Treasurer’s Advisor, an annual financial report at the end of the year and arranges a Peer Review.
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
Pays bills when approved by the club.
COMMUNICATIONS OFFICER (11 and over)
Help get information about future and past club happenings to the membership
Help keep information flowing is whatever methods are in use and effective
Have a roll in posting to the club web site
Pursue additional methods if communication that might be useful in assisting in the dispersal of information to the membership
Works with Communication Advisor or Club leadership in posting club information
Can be two positions, one to focus on website, one to focus on news blasts
COMMUNITY SERVICE/CITIZENSHIP OFFICER (10 and over)
Plans a community service activity or drive for each Club Meeting
Gathers ideas for community service for the club to pursue
Coordinates community service or outreach events at Dimond Recreation Center or Off-Site with the assistance of the Community Service Advisor or Club leadership team and works with Communications Officer to calendar and promote them
Researches additional Citizenship programs that would benefit the club’s membership and consults with President/Vise-President about scheduling and promoting
Coordinates one Service-Learning activity each year.
Can be shared by two members
HISTORIAN (10 and over)
Takes photographs at all 4-H club meetings and activities.
Collects pictures, articles, etc. from other officers and club members to include in the 4-H club’s Facebook and website.
Puts together the 4-H club’s end-of-year historical record electronically or as a scrap book as decided by club officers.
SERGEANT AT ARMS (10 and over)
Makes sure that everyone is paying attention at the meetings
Confirms that the rest of the officers have what they need for the meetings
Assist with set-up and take-down of club meetings
HEALTHY LIVING OFFICER/RECREATION LEADER (9 and over)
Help members to set a goal every month - to meet the Health-H Challenge.
Provides a "Let's Move!" activity at every meeting.
Coordinate healthy snacks for each appropriate meeting
Fill out the Choose Health Report and give it to my 4-H leader at the end of the year.
Helps with community service activities at meetings.
Can be team of four members
HOSPITALITY OFFICER (9 and over)
Greets and welcomes people to Club meetings
Helps new members feel welcome
Assists members and families in finding provided flyers and information
Before meetings including community service drives, directs families to supplies deposit location
Assists with filling in for officers not present
Work with Healthy Living Officer to assign and notify members who will provide snack at Club meetings
9 and over
Can me two members sharing the duties
It is the policy of the University of California (UC) and the UC Division of Agriculture & Natural Resources not to engage in discrimination against or harassment of any person in any of its programs or activities. Inquiries regarding nondiscrimination policies may be directed to UC ANR, Affirmative Action Compliance & Title IX Officer, University of California, Agriculture and Natural Resources, 2801 Second Street, Davis, CA 95618, (530) 750-1343.