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VIRGINIA 4-H
CHARTERING
INSTRUCTIONS
2017 -
2018
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2017 – 2018 Virginia 4-H Youth
Development Program
Table of Contents Section 1: What is a Charter .............................................................................................................................................. 3
Purpose of Establishing and Chartering a 4-H Club ................................................................................................ 3
Who Must Be Established and Chartered in Order to Use the 4-H Name and Emblem? ................................ 3
What is a 4-H Club? ....................................................................................................................................................... 4
What are the minimum requirements for a 4-H Charter for 4-H adult volunteer-based groups? .................... 4
How long is the 4-H Charter Valid? ............................................................................................................................ 4
What circumstances might result in the loss of a 4-H Charter? ............................................................................. 5
What are 4-H Club Charter Seals of Achievement ................................................................................................... 5
Section 2: What’s New for 2017 – 2018 .......................................................................................................................... 5
Section 3: Timeline for Chartering 2017-2018 ............................................................................................................... 7
Section 4: Timeline for Chartering 2018-2019 ............................................................................................................... 7
Section 5: Requirements to Establish or Charter an Existing 4-H Club .................................................................. 7
Required for ALL 4-H Clubs ....................................................................................................................................... 7
Section 6: Process for Chartering a 4-H Club ................................................................................................................ 7
Section 7: Revoking of a Charter for Club ..................................................................................................................... 8
Section 8: Required Paperwork to ensure Club Charter ............................................................................................... 9
Section 9: Disbandment of 4-H Clubs ............................................................................................................................ 9
Section 10: 4-H Club Constitution and Bylaws.............................................................................................................. 9
Purpose of the constitution and bylaws ..................................................................................................................... 9
Who is responsible for writing and approving the constitution and bylaws? ..................................................... 10
Tips on writing your constitution and bylaws ......................................................................................................... 10
How to use your constitution and bylaws ................................................................................................................ 10
Sample constitution and bylaws ................................................................................................................................. 10
Section 11: Annual Goals and Program Plan ............................................................................................................... 11
Why Do We Set Club Goals? ..................................................................................................................................... 11
Who Should Develop Club Goals and Plans? ......................................................................................................... 11
What Should Club Goals and Plans Include? .......................................................................................................... 11
How Do You Start the Process? ................................................................................................................................ 12
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Developing Your Annual 4-H Club Program Plan ................................................................................................ 12
Review the Club’s Progress ........................................................................................................................................ 13
Evaluating the Club’s Accomplishments .................................................................................................................. 13
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Section 1: What is a Charter A 4-H charter is a “permit” issued annually for use of the 4-H club name and emblem. It allows a
club to function with all the rights and privileges of 4-H membership. Once a club is officially
chartered, the CEA can download a letter from 4-HOnline with the club name and 4-H year to
validate their charter recognition for the current 4-H year.
Purpose of Establishing and Chartering a 4-H Club
Chartering is a legal process which allows faculty to verify the financial status, business (with list of
officers, volunteers, etc.) and legal documentation for each group operating in the name of 4-H. The
chartering of a local 4-H club or group by the Virginia 4-H Office allows the club or group
authorization to use the 4-H name and emblem, and be recognized as an Internal Revenue Service
501(c) (3) not-for-profit group.
A chartered 4-H Club under Virginia Cooperative Extension provides the following benefits:
• Use of the 4-H name and emblem
• General Liability Insurance for facilities and meetings
• Accident/Incident Insurance for ACTIVE 4-H youth and volunteers during 4-H sponsored
meetings/activities/contests
• IRS recognition as an entity under a 501(c)(3) not-for-profit organization
4-H Clubs who are not chartered are not allowed to use the 4-H name and emblem and are NOT
considered a 501(c) (3) organization, therefore required to pay income tax annually
Who Must Be Established and Chartered in Order to Use the 4-H
Name and Emblem?
The United States Department of Agriculture requires all 4-H groups to have a charter signed by the
Secretary of Agriculture and the Director of the National 4-H Headquarters and issued by the state
4-H Office.
In Virginia, all 4-H community, project, activity clubs, and SPIN clubs must be annually chartered.
For a club already established under Virginia Cooperative Extension - 4-H, the chartering process
should be completed by August 15 of each year. Examples of groups, which must be chartered,
include, but are not limited to:
Youth Based 4-H Clubs
o All types of 4-H Clubs including community clubs, project clubs, school clubs, and
military clubs;
o Cloverbud Clubs
In general, any group of 4-H members who are organized as a specific club or Cloverbud group
should be chartered. Temporary youth-based groups, such as 4-H Judging Teams, 4-H Camp
Counselors, Fair boards, are not required to be chartered unless they are organized as a club.
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Adult Volunteer-Based 4-H Groups:
o 4-H Volunteer Leader Associations or their equivalent
o 4-H Leadership Councils or their equivalent
o 4-H Foundation
In general, adult volunteer-based groups that use the 4-H name and/or handle 4-H funds should be
chartered. 4-H subcommittees of unit ELC’s do not need to be chartered if they do not handle 4-H
Funds. If the 4-H subcommittee or the unit ELC handles 4-H Funds, then this group will need to
be chartered.
What is a 4-H Club?
A 4-H Club is an organized group of youth ages 9 to 19, with elected officers and a planned
program that is conducted throughout the year or the majority of the year. Youth are primarily
responsible for decision-making, including the collection and distribution of funds. Trained
volunteer leaders lead clubs. Members may focus on one or more project areas and will participate
in a variety of learning experiences during the 4-H year. 4-H Clubs may be operated on the unit,
district, or state level. 4-H Clubs that are required to have 4-H Charters include community clubs,
project clubs, after-school clubs, and military clubs. 4-H Clubs that draw members from across the
whole school population, such as a middle or high school 4-H Club also must have a 4-H Charter.
In school, classroom-based 4-H clubs are also required to have 4-H Charters; however, they must
meet slightly different charter application requirements.
What are the minimum requirements for a 4-H Charter for 4-H
adult volunteer-based groups?
4-H Adult volunteer-based groups are any structured group of adults who are formed to support the
mission and programs of 4-H. Minimum requirements include:
1. A minimum of five enrolled 4-H Volunteers on 4-HOnline
2. Elected and trained officers
3. An organizational purpose, which is consistent with the mission and goals of Virginia
Cooperative Extension and Virginia 4-H.
4. And adopted constitution and bylaws
How long is the 4-H Charter Valid?
A 4-H charter will remain valid until the end of the 4-H year (October 1–September 30) in which it
was issued. Groups can maintain their charters each year by complying with the renewal
requirements. The specific deadline for submitting charter renewal forms is determined by the 4-H
office responsible for the group. 4-H groups failing to meet the minimum charter renewal
requirements can be granted a Probational Charter to provide time to return to full status. The
Extension staff member providing leadership to the 4-H club or organization can determine if a
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Probational Charter will be granted and the length of the probation period. However, the
probational period cannot be longer than six months. Failure to meet the minimum 4-H group
charter renewal requirements after the probation period will result in the charter being revoked.
What circumstances might result in the loss of a 4-H Charter?
Failure to meet the minimum 4-H group charter requirements or the renewal requirements, changes
in the 4-H group name, disbanding or separation of the group into multiple entities, or failure to
follow Virginia Cooperative Extension/4-H policies can result in the loss of a 4-H charter. The
Extension staff member providing leadership to the 4-H group, in consultation with the State 4-H
Leader has the right to revoke a 4-H group’s charter in their unit. 4-H groups may re-apply for a
charter.
After a group loses its charter (for whatever reason) it can no longer use the 4-H name or emblem
or raise, allocate, or disburse funds in support of 4-H programs. The group no longer has tax
exemption status.
If a group loses its 4-H Charter, the members and leaders of the group can still be involved in 4-H.
They just cannot be part of 4-H in the group that lost its charter. They can (a) join other existing
groups, (b) start a new group, or (c) become lone members. Adult volunteers can serve as volunteers
in other capacities.
For specifics on revoking a 4-H Charter, please see Section 7: Revoking a Club Charter
What are 4-H Club Charter Seals of Achievement
4-H Charter Seals of Achievement are a means to recognize 4-H clubs with valid charters for
reaching levels of achievement related to club organization and participation. In-school, classroom-
based clubs and Cloverbud clubs are not eligible for the Charter Seals or Achievement program;
however, plans are under way to create criteria for these groups. 4-H Clubs are encouraged, but not
required, to participate. Charter Seals are awarded at the conclusion of the 4-H Year. See 4-H Club
Charter Seals of Achievement for more details (VCE 388-094)
Section 2: What’s New for 2017 – 2018 Several changes have been made to the Virginia 4-H Chartering process for 2017-2018. These changes
are a result of a continual review of our management procedures and processes related to 4-H clubs,
financial management, and rules and guidelines. The changes for 2017-2018 include:
All 4-H clubs must be chartered by January 30, 2018 for the 2017-2018 club. This change
ensures that all community and project 4-H clubs will be active for at least nine months in
order to provide a quality 4-H experience of nine monthly meetings. For SPIN clubs or other
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special situations related to the formation of a club/group after January 30, a request for late
submission could be made to the Fairfax County 4-H Extension Office.
A budget WILL NOT be required for clubs to submit the 2017-2018 chartering process.
Section 3: Timeline for Chartering 2017-2018 September 1st
• Clubs start chartering process for
2017-2018 4-H Year
September 22nd
• Clubs go offline from 4-HOnline for
Maintenance
September 27th
• Club Charters are due to the
Extension Office
September 30th
• Clubs Charters will be accepted and
back online
October 1st
• New 4-H Year – members will be able
to enroll/re-enroll for the 2017-2018
4-H Year using 4-H Online
Section 4: Timeline for Chartering 2018-2019 May
• Release of 2018-2019 Virginia 4-H
Club Chartering Manual
June
• County Extension Agent (CEA) meets
with Club Managers and distributes
information for annual chartering
process
June 15th – August 15
• Club Managers complete charter
application and sends bank
statement(s), financial review, and
new/revised bylaws (in pdf format) to
CEA
August 15th
• Deadline for submitting and
approving at county office all club
applications wishing to be active on
August 16th – September 14
• State 4-H Office reviews club charter
applications and supporting
documentation
September 15th – September
30
• Chartering letters uploaded by CEA to
4-H Online.
• Clubs become active on 4-H Online
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October 1st
• 4-H enrollment opens for new 4-H
year (October 1 – September 31)
January 30
• Last day to submit club chartering in
the 2017 – 2018 4-H year. Any clubs
wishing to charter after said date, will
need to submit a letter of request to
CEA
Section 5: Requirements to Establish or Charter an Existing
4-H Club Required for ALL 4-H Clubs
1. Membership of at least five (5) 4-H Members of mixed genders on 4-HOnline
2. At least two enrolled and trained volunteer leaders
3. Elected and trained youth officers
4. Charter Application
Every club must submit a chartering application to their local CEA. The application and
necessary supporting documents can be mailed or emailed (PDF format only) to the CEA.
Once the charter application has been completed and required supporting documents
received, the CEA will review and then submit to the State for final approval
5. Bylaws
An approved (or proposed) set of bylaws must be provided annually. Bylaws must adhere
closely to the sample set provided by the Virginia Cooperative Extension, 4-H Program.
Articles 3.1, 7, 9, 11, 12 must be left as presented in bylaws provided by the Virginia
Cooperative Extension, 4-H Program.
6. Annual Club Program Plan
7. Property Inventory Report Form
Section 6: Process for Chartering a 4-H Club Below are the steps for completing the chartering process:
1. County 4-H Coordinator should meet with club leaders annually to explain the requirements for
club chartering. (Can be most effective incorporating it into club manager/project leader
trainings conducted during this period.)
2. County Extension Agents should distribute necessary information along with a deadline date for
all information to be submitted back to County Extension Office by club managers/project
leaders. (August 15 is the deadline for submitting and approving at county office all club
applications wishing to be active on October 1. Based on state deadline, county deadline should
be established early to allow for any follow-up and “late” submissions.)
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3. Club managers/project leaders responsible for club will complete worksheet and gather all
information needed for the chartering process. Information needs to be scanned into pdf
format by the club manager (Smart phone apps such as Genius Scan can be used for taking
scans of documents and submitting).
Information required to be collected, scanned into one (1) pdf file, and uploaded during application process:
a. Chartering Worksheet
b. Bylaws for all new club/groups or for existing club and revised bylaws
c. Annual 4-H Club Program Plan
d. Property Inventory Report Form
e. Civil Rights Compliance of VCE Volunteer Clubs
4. Once chartering information is gathered it can be mailed together or scanned into one pdf
format file and emailed to the CEA.
5. Once all information is complete and documents uploaded, the charter will be submitted to the
county level for a detailed review and approval.
6. Once reviewed on the county level and submitted, the application will be reviewed at the state
level. If complete, the state office will accept the charter and turn club from CLOSED to
CHARTERED in 4-HOnline. This will then allow 4-H members and adults to enroll under
that club.
7. If information is incorrect or incomplete, it will be returned back to the person who submitted
the application with an explanation of corrections needed. During this time, the club/group
will remain unable to enroll by youth and/or adults.
8. To avoid delays, charter each club separately.
Section 7: Revoking of a Charter for Club County Extension Agents may revoke a 4-H Club Charter if clubs are not following Virginia
Cooperative Extension, 4-H Program and/or National 4-H Headquarters procedures. Examples
include, but are not limited to:
• Clubs that do not meet the minimum number of members requirements or members not
enrolled on 4-HOnline as of January 30th
• No enrolled adult volunteers on 4-HOnline as of January 30th
• Not submitting requested paperwork in a timely fashion (see section 8 for required
paperwork)
• Lack of financial accountability
County Extension Agents have specific procedures for terminating or disbanding a 4-H Club.
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Section 8: Required Paperwork to ensure Club Charter New for the 2017-2018 4-H year, clubs are required to submit certain paperwork and proof of
viability to ensure following 4-H year’s club charter. Required paperwork include, but are not
limited to depending on local CEA:
• Monthly Business Meeting Agenda
• Monthly Secretary Minutes
• Monthly Treasurer’s Account
• Sign-In Sheets from ALL business meetings/project practices/fundraisers. Anytime 4-H
members gather, a sign in sheet needs to be passed around and sent to the Extension Office
All Community and Project 4-H Clubs are required to have nine (9) business meetings within the
course of one 4-H year. School clubs are required to have six (6) business meetings within the
course of one 4-H year. If your club is unable to achieve the established business meetings, please
write a letter to your CEA explaining why this is unachievable for your club.
Your local CEA may have other requirements from your 4-H Club in order to be re-chartered the
following 4-H year.
Section 9: Disbandment of 4-H Clubs In some cases due to lack of participation, a club may need to disband. If this is the decision of the
club, it must be voted upon, and approved, by the 4-H members. Once approved, the manager will
work with the CEA to transition all financial and physical assets to the county 4-H program as
identified in the club bylaws.
Section 10: 4-H Club Constitution and Bylaws
Purpose of the constitution and bylaws
In Virginia, every 4-H club is required to have a constitution and bylaws. The constitution and
bylaws describe the organizational and governing structure of a
4-H club. Just like the Constitution of the United States, the 4-H club constitution is the highest law
of the club. The constitution describes the purpose of the club, basic principles that govern the club,
who can be members, how often the club meets, etc. The bylaws are secondary principles that
govern the club. Bylaws describe in detail the steps the club must follow in order to conduct
business.
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Who is responsible for writing and approving the constitution
and bylaws?
It is important that club members, volunteer leaders, and parents all have input in the development
of the club’s constitution and bylaws. Often a committee of club officers and adult leaders drafts the
first version for the club’s approval.
After completing its constitution and bylaws, the club must provide a copy to the local Extension
office. The unit 4-H staff must approve the 4-H club’s constitution and bylaws to ensure that they
comply with state and federal laws and Virginia Cooperative Extension (VCE) policies and
guidelines. The purpose and needs of the 4-H club may change over time so it is important that the
club review its constitution and bylaws on a regular basis.
Tips on writing your constitution and bylaws
In addition to using the sample templates in this publication, a 4-H club may use the Virginia 4-H
Handbook, which provides information about 4-H policies that can guide the development of the
club’s constitution and bylaws.
The constitution and bylaws must be written so that the entire membership can understand and feel
ownership for these documents. The club should use simple language written from a positive point
of view. For example, rather than writing “Any member who misses three meetings is not in good
standing and cannot exhibit at the fair.” Instead, write, “Members must attend seven meetings to be
in good standing. Members in good standing are eligible to exhibit at the fair.”
How to use your constitution and bylaws
A written copy of the 4-H club’s constitution and bylaws should be given to all club members,
leaders, and parents. This will ensure that everyone is aware of how the club will function. It also
will help to unify the members by informing them about the opportunities that exist for
participation and the procedures they must follow to be active, contributing members. The annual
4-H club officer training should include a thorough review of the club’s constitution and bylaws.
Sample constitution and bylaws
A 4-H club can use the following sample templates to design its constitution and bylaws. Some
sections are required without revision, other sections are required with revisions allowed, some
sections are highly recommended, and others are optional. Example statements are provided to
illustrate possible wording.
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Section 11: Annual Goals and Program Plan This guide will help 4-H members and adult leaders plan, deliver, and evaluate a successful 4-H club
program for the year. Most members and leaders involved in 4-H are very busy people. Setting goals
and developing an annual club program plan helps everyone integrate 4-H activities with the rest of
their personal commitments. In addition, an Annual Club Program Plan is required to maintain a
4-H Club Charter. Evaluating the outcomes of club goals and plans at the end of the year helps us to
“Make the Best Better.”
Why Do We Set Club Goals?
Goals serve an individual or a group in much the same way that a map guides a traveler. A goal is
like a destination, something to reach for or accomplish. A goal should provide a challenge but be
realistically attainable. Goal setting involves making decisions and setting priorities. Through setting
goals, and planning and evaluating progress towards those goals, club officers and leaders can
influence what the club and its members learn and achieve.
Who Should Develop Club Goals and Plans?
Youth and adults should work together to develop yearly club goals and plans. For 4-H clubs with
few members, the entire membership may meet with leaders and parents to decide on club goals and
plans. In larger clubs, the club officers and the volunteer leaders may be the appropriate group for
this task. Obviously younger members will need more guidance in this process than older members.
Older members should be encouraged to have an increasingly greater role in the goal setting and
program planning process.
What Should Club Goals and Plans Include?
An effective annual club program should be well balanced. Some of the things it should include are:
• Personal and club goal setting
• Leadership, citizenship, and character development
• Hands-on learning activities through 4-H projects
• Development of specific life skills
• Opportunities for performance through competitions
• Presentations, demonstrations, or public speaking
• 4-H project record keeping
• Opportunities for community service
• Recreational and team-building activities
• Participation in unit, district, and state 4-H events
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How Do You Start the Process?
Most clubs set goals and develop their annual program plan in September and October. The first
step is to think about the club’s purpose as stated in the club’s constitution. The stated purpose
should provide a guide to what the club will emphasize during the year.
Next, think about why the individual members are involved with the club. What are they interested
in learning? What kind of service activities would motivate them? Do they like to take trips? Are they
interested in competitions? How Do We Set Goals? Goals must include three parts.
1. Result – What is to be accomplished?
2. Action – How will it be accomplished?
3. Time frame – When will it be accomplished?
For example, one of the wishes of club members might be to increase the number of youth who are
members of the club. The goal might state: “Increase the membership of the Happy Hooves Club
by six members through a campaign in which every member invites one friend to a club meeting
during the first three months of the 4-H year.”
1. Result – “Increase the membership of Happy Hooves Club by six members ...”
2. Action – “... every member invites one friend to a club meeting …”
3. Time frame – “... during the first three months of the 4-H year.”
Goals should:
• Be realistic – does the club have the necessary resources to accomplish the goal?
• Meet the needs and interests of the members – meeting member needs and interests will
motivate members to be involved
• Promote club and individual achievement – achieving both group and member accomplishments
builds teamwork skills and self-confidence
When the goals have been determined, they should be shared and approved by the entire club
membership. The club may set up committees to be responsible for each goal. However, as much as
possible, ALL club members should be involved in completing the action steps for your club goals.
Providing opportunities for members to develop and achieve goals is an excellent way for youth to
learn decision-making, problem-solving, resource-management, and teamwork skills.
Developing Your Annual 4-H Club Program Plan
As soon as your club has developed its goals, you should develop an Annual Club Program Plan.
Most of the activities in the plan will come from the action steps of your goals.
The Annual Club Program Plan should also include countywide, district, and state 4-H events. The
local Extension office often produces a 4-H newsletter, which provides dates and information about
trainings, contests, fairs, etc. The state 4-H website also has a calendar of events.
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Consider having each member bring a calendar from home with space to write down important
dates from the Club Program Plan. Alternatively, make copies of a club master calendar for
members and their parents.
Review the Club’s Progress
During the year, circumstances may change and the goals the club set may no longer be appropriate
or possible. It is important to periodically review the club goals and action steps to see if changes to
the annual program plan may be necessary.
The need to modify the club’s goals and program plans is not a sign of failure. Remember, goals are
like a destination you are trying to reach on a trip. Sometimes there is a change in the destination of
the trip. What is just as important with 4-H club work is the trip. In other words, the process of
youth learning to work towards goals is as important as reaching the goal. It would be failure to not
adjust goals and plans if there was a need to do so. The process of evaluating progress and making
adjustments is a very useful skill that should be considered a teachable moment for club officers and
leaders.
Evaluating the Club’s Accomplishments
At the end of the club year, it is important to look back on what was accomplished. This is an
important exercise, particularly for club officers, committees, and adult leaders, but all members can
benefit from an evaluation exercise.
• Review each of the club goals. Think about the outcomes and the process.
• Were the results that were hoped for, achieved? If they were, what steps were most critical to the
success? If the goal was not achieved or only partially so, why? What steps should be changed?
• Thinking about and discussing the answers to these questions should help the club and its
members be more successful and “Make the Best Better.”