Below are the expectations and job descriptions of our Officer Team:
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 & 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. VP of Programs and VP of Membership
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 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
- Maintains order
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