4-H Club Manager Training
Published on Jun 15, 2018
2018-2019 4-H Club Manager Training and Charter information
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PRESENTATION OUTLINE
4-H Club Manager Traiing
- Chartering Process
- Financial Management
- Office Expectations of Clubs
- Trouble Shooting
Today we will be covering the reasoning behind what the office will be asking you to do this year. We understand that it may be different than what you have experienced in years passed, however we are going to be working towards conducting business in the most professional and responsible manner possible.
Photo by Kelly Sikkema
Why Charter?
A charter is a permit that allows a club to function with rights and privileges of 4-H membership.
Once chartered, the office will provide you with the documentation to validate this
Chartering also protects the extension office by allowing for faculty to verify financial status, club business, and legal documentation for each club
Without chartering you cannot operate as a 501.3(C)
Once chartered, the office will provide you with the documentation to validate this
Chartering also protects the extension office by allowing for faculty to verify financial status, club business, and legal documentation for each club
Without chartering you cannot operate as a 501.3(C)
Photo by Ian Schneider
Charter Application
To make this training worth more of your time, I am going to work with you on filling out the charter application during this time.
Charter Application
https://drive.google.com/open?id=1vZ1CjwOSFEQJEKs5X5mPs_lhTOwbtWYS
Charter Application
https://drive.google.com/open?id=1vZ1CjwOSFEQJEKs5X5mPs_lhTOwbtWYS
Basics of Chartering
- July 10th deadline
- Charter Application
- Bylaws- updated from county office
- EIN
- Budget
- Bank Account Information
- Annual Planning Sheet
- Annual Financial Review Document
https://drive.google.com/open?id=1uY64SRdBqY99QftoUh6lMXDf7PM7RDfL
Link to folder of charter documents
EIN Application
https://www.irs.gov/businesses/small-businesses-self-employed/apply-for-an-...
Link to folder of charter documents
EIN Application
https://www.irs.gov/businesses/small-businesses-self-employed/apply-for-an-...
Photo by wili_hybrid
Financial Management
- Budgeting
- Inventory
- Fundraising
- Cash Management
Bugeting- Plan must be in place for chartering
Inventory- keep a record of purchases so that when club management changes hands we have access to the materials purchased to insure they do not go missing
Fundraising- Staying legal and tax exempt while avoiding conflict
Cash Management- Non Negotiable rules that we will follow
Inventory- keep a record of purchases so that when club management changes hands we have access to the materials purchased to insure they do not go missing
Fundraising- Staying legal and tax exempt while avoiding conflict
Cash Management- Non Negotiable rules that we will follow
Budgeting
- What are your Line Items?
- How much money is coming in?
- How much money is going out per line item?
- All funds must be accountable to the club budget
Inventory
- develop lists of resources available
- any item purchased by or donated to the 4-H Club or Project Group
Fundraising
- no more than 2 untaxed fundraisers per year
- must be good representation of the 4-H Brand
- must recieve prior approval from the Cass County Agrilife Extension Office
Fundraiser Request
https://drive.google.com/open?id=1zArhr0qiHXXh24IntKsSgnpxAEAGwtXp
If you have more than 2 fundraisers per year, regardless of the nature of the fundraiser, you are required by law to pay income tax on them due to your 501.3 (c)
https://drive.google.com/open?id=1zArhr0qiHXXh24IntKsSgnpxAEAGwtXp
If you have more than 2 fundraisers per year, regardless of the nature of the fundraiser, you are required by law to pay income tax on them due to your 501.3 (c)
Cash Managment
- Bank Accounts
- Receiving Funds
- Disbursing Funds
- Reconciliation
- Annual Review of Funds
Bank Accounts
- Secured with EIN
- No extension or cass county in the name
- 2 unrelated check signers
names on accounts cannot have anything to do with cass county or extension
signers of checks cannot be a married couple
each club should only have one
signers of checks cannot be a married couple
each club should only have one
Receiving Funds
- always record receipts immediately
- keep a record of receipts vs deposits into the account
- person collecting funds should not be who writes checks
receipts need to include date, from whom, amount collected, why
safe combinations and lock boxes can be used but the information should be kept confidential between as few people as possible
safe combinations and lock boxes can be used but the information should be kept confidential between as few people as possible
Outgoing Funds
- Check Request must be filled out and kept
- Serially number checks
- Stamp supporting documents and keep a copy
- No checks made payable to cash
- Reimbursements supported by invoices or receipts
- For prepayment where an invoice is not available, a signed statement is sufficient
Reconciliation
- must be done monthly
- reconciler cannot be a signer or in charge of deposits
- Keep all reconciliations for 3 years per IRS standards
Annual Financial Review
- Monthly financial reports are to be approved at group meetings
- County office should receive a copy of the treasurers report monthly
- Financial review is used for the chartering process
https://texas4-h.tamu.edu/wp-content/uploads/17-18_TX4H_FInancial_Mgt_Guide...
Annual Review document at back of financial review guide
Annual Review document at back of financial review guide
County Expectations
- Forms due to office monthly
- Newletter Articles due to office by 20th of the Month
- News Articles and Outlets through the office
- Strong County Programs
https://cass.agrilife.org/club-manager-resources/
Must have forms turned in to office monthly (by last day would be ideal)- we need them for our reports
Email office with articles and allow us to forward them-- this will allow us to make sure they meet our compliance guidelines to protect our office
County as a whole is our priority. If we have a strong county program, strong club programs will follow.
Must have forms turned in to office monthly (by last day would be ideal)- we need them for our reports
Email office with articles and allow us to forward them-- this will allow us to make sure they meet our compliance guidelines to protect our office
County as a whole is our priority. If we have a strong county program, strong club programs will follow.
TroubleShooting
- Code of Conduct
- Conflict Resolution
- Chain of Command
Create and Adapt one for your club- use a demerit system
Please include social media issues as this is where issues occur in 2018
Follow all guidelines set forth by the Texas 4-H, that will then be enforced by our office.
Conflict Resolution- Club level first, then county, then district ---- Follow this chain of command to get maximum results
Our office can refuse club charters of clubs who are consistently not willing to comply with what is fair, equitable, and correct- Per District Office
Please include social media issues as this is where issues occur in 2018
Follow all guidelines set forth by the Texas 4-H, that will then be enforced by our office.
Conflict Resolution- Club level first, then county, then district ---- Follow this chain of command to get maximum results
Our office can refuse club charters of clubs who are consistently not willing to comply with what is fair, equitable, and correct- Per District Office
