(Name of club) 4-H Community Club - Operating Procedures

Sep 2, 2026

Operating procedures define governance, membership eligibility, meeting expectations, project completion processes, and decision-making rules for a 4-H Community Club. The document sets responsibilities for members and volunteers, establishes required adult supervision and parent/guardian drop-off and pick-up guidelines, and outlines outreach method requirements and annual documentation submission. It also specifies how club finances are managed through the county VMO treasury, including budgeting, approvals, and check disbursement controls, plus dissolution procedures for handling assets and liabilities and determining final distribution.

LanguageEnglish

CategoryForms

FormatDOCX

Pages4

Reading Time2 min

AccessFree to download

Name

Purpose

Relationship

Membership

Duties of the Members

Club Meetings

Project Meetings and Completion

Decision-Making

Finances

Organization Volunteers

Parents/Guardians

Outreach Efforts

Dissolution of 4-H Club

Amendment History

(Name of club) 4-H Community Club Operating Procedures [Note: If the club will have a bank account the constitution and bylaws templates must be used instead of operating procedures. Also, consider using the constitution and bylaws templates if the club will have officers and make decisions by parliamentary procedure as they are commonly part of an organizational structure that includes these elements.] Name This unit shall be known as the (Name of Club) 4-H Community Club of (Name of County) County, California. Purpose The purpose of the (Name of Club) 4-H Community Club shall be to provide high-quality positive youth development and educational opportunities to meet the needs of young people, their families and communities that are tied to the Land Grant University knowledge base. [Note: May be more specific purposes if desired. Specifically, the club will: …] Relationship The (Name of Club) 4-H Community Club is responsible to the UCCE 4-H YDP staff and accountable to the University of California, Division of Agriculture and Natural Resources (UC ANR) and obligated to follow UC 4-H Youth Development Program (YDP) policies and procedures, and abide by the core values of the program. Membership The (Name of Club) 4-H Community Club shall consist of at least 5 youth from 3 families. Youth must be 5 years old by December 31st of the program year and may continue in the program until December 31st of the calendar year in which they become 19 years of age. Duties of the Members It shall be the duty of each member to: Be a member in good standing; Abide by the Core Values of the UC ANR 4-H YDP; and Participate in club meetings and projects they sign up for. Club Meetings There shall be at least six (6) club business meetings per year. The regular meetings of the 4-H club shall take place on the (Day) of each selected month from (time) to (time). Project Meetings and Completion Dates and times of project meetings should be communicated in advance to families. Project completion requirements are outlined in the HYPERLINK "http://4h.ucanr.edu/files/210544.pdf" Steps to Success in 4-H. 4-H Community Club projects are open to all members in the club. 4-H Community Club members may take projects in a SPIN Club. Decision-Making Club decisions are made by consensus. Junior, Intermediate and Senior members (youth ages 9 years old by December 31st of the program year to age 19) may participate in the decision-making process. [Note: Revise this section based on options selected for the club.] Finances Finances of the (Name of Club) 4-H Community Club are deposited into the county 4-H Volunteer Management Organization (VMO) treasury. The 4-H VMO treasurer must set up a separate project account in the general ledger for the (Name of Club) 4-H Community Club so that separate accountability can be maintained over funds and expenditures. All disbursements are to be made by check from the county 4-H VMO account and must include a purpose for how funds will be spent and be substantiated by receipted bills and canceled checks. If applicable, an annual budget of program expenses and proposed fundraising activities will be turned into the 4-H Regional Program Coordinator (RPC). In the absence of an RPC, the Statewide Program Manager (SPM) in consultation with the CD/Advisor or designee will approve by the county deadline. Organization Volunteers Two 4-H adult volunteers must be present at all (Name of Club) 4-H Community Club meetings and activities. The Club Leaders must be in attendance at all club meetings unless they arrange for an appointed volunteer substitute. Only in emergencies and unforeseeable circumstances when two adult volunteers cannot be present, there must be an appointed adult volunteer and another adult participant present or 4-H staff member, one of which must be at least 21 years old. Parents/Guardians Parents/guardians with youth under 18 should wait until two adult volunteers/staff are presen

FAQs

What is the purpose of the 4-H Community Club?

The purpose is to provide high-quality positive youth development and educational opportunities that meet the needs of young people, their families, and communities tied to the Land Grant University knowledge base.

How are club decisions made and who can participate?

Club decisions are made by consensus. Junior, Intermediate, and Senior members may participate in the decision-making process based on the stated age ranges.

How does the club manage finances and approve budgets?

Club finances are deposited into the county 4-H Volunteer Management Organization (VMO) treasury, with separate project accounts. Disbursements are made by check and must include a purpose and substantiation, and budgets are submitted to the 4-H Regional Program Coordinator or approved through the stated absence procedure.

Sep 2, 2026

Upload by Maya Linwood