CLUB MAINTENANCE How to Maintain a Club

Maintaining 4-H Clubs is a year round endeavor. Maintenance is easier when a systematic process is used in organizing the unit and when the volunteer leaders and agent have a commitment to yearly renewal.

Basic elements of maintenance include:

1. Use an annual club renewal system that incorporates applying for a club seal and submitting the planned club calendar. Distribute an annual renewal package that include some items that remain year to year and some that must be renewed annually.

   • Application for Club Charter
   • Request for a Charter Seal
   • Steps in 4-H Program Planning
   • Steps in 4-H Program Planning Worksheet
   • Project Selection Sheets
   • County 4-H Calendar
   • Code of Conduct/Medical Release Forms
   • Insurance Information
   • Membership Cards (order from State 4-H Office)
   • Club Roster/Enrollment Form

2. Plan and conduct systematic leader/helper orientation and enhancement training in groups or individually to volunteers.

3. Establish a club officer training program using the 4-H Officer's Guide as resource material.

4. Develop and utilize a reporting system to help monitor clubs and detect problems before they become monumental. Utilize (or modify as needed) the Club Contact Form to keep up with monthly communication.

5. Communicate to and from clubs through:

   • Visits
   • Phone Calls
   • 4-H Newsletters—utilize monthly newsletter to provide some of the training identified by leaders and agent
   • County Council
   • Leader's Group/Association—utilize to provide some of the training identified by agent and leaders
   • Club Reports
   • Special Mailings
   • County Events and Activities

6. Keep accurate records of club leader and member participation. A file for each club should be kept with the program plan, club roster, leader application, reports, etc. (see Club Checklist—modify as needed).

7. Plan systematic recruitment of new members within existing clubs.

8. Provide all clients (members and leaders) with a six month county calendar of events.

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Prepared by:
Diane Gibson, Extension Agent, 4-H Youth Development

Distributed in furtherance of the Acts of Congress of May 8 and June 30, 1914. Employment and program opportunities are offered to all people regardless of race, color, national origin, sex, age, or disability. North Carolina State University, North Carolina A&T State University, U.S. Department of Agriculture, and local governments cooperating.

First Placed on the Web: July 1997 (DBL)

Last updated Nov 12, 2004

November 20, 2008