Club Officer descriptions - OLIVENHAIN VALLEY 4-H CLUB

OV4-H CLUB OFFICER
POSITION DESCRIPTIONS

Serving as a 4-H club officer is a privilege and a big responsibility. Members and volunteers of your 4-H Club will depend on you to help lead and guide the club through the year. You will need to be committed to working together to carry out the goals of your club. Officer meetings are the 1st Tues. of every month at 7:00. General Meetings are the 2nd Tues. and officers should plan to arrive at 6:50 to set up the meeting hall and welcome members. Please stay after to help clean up and answer questions. Review the officer duties below and make a commitment to do your very best!

President
The president is the head of the 4-H club. He/she should preside in such a manner that all members will feel free to take part. A properly conducted
4-H meeting is an excellent example of true democracy. A Good President will:

• Work closely with volunteer leaders and officer team to plan club meetings and activities.
• Checks with the secretary-treasurer before each meeting to see that the minutes and the treasurer's report are up-to-date.
• Prepare the agenda.
• Preside at all meetings using parliamentary procedure in a fair and courteous manner.
• Keep meetings moving, allow discussion on only one topic at a time, and finish on time. • Restate motions in a clear manner when conducting votes.
• Appoint committees as necessary for operation of the club.
• Suggests goals for the club to strive toward.
• Be a good example for other members

Vice-President
The Vice President is the key to good club meetings! She/he should be ready to assist in presidential duties and ready to execute various tasks and head sub-committees. A Good Vice President will:

• Work closely with the President.
• Prepare and circulate a snack/drink sign-up for general meetings and officer meetings and send out a reminder before each meeting to the parents who volunteered.
• Prepare and circulate a project demo sign-up among the leaders for general meetings so each project leader may choose a meeting to do a project demo. There should be at least one at each general mtg. Send out a reminder before each meeting, well in advance.
• Work with leaders, officers, and members to plan educational programs and events for the year.
• Recruit a different member before each general meeting to lead the flag salutes, coach and prepare them, and inform president who to call on.
• Learn parliamentary procedure and be ready to preside over meetings if the president is absent.
• Be a good example for other members

Secretary
The secretary is important because he/she keeps a lasting record of club meetings, decisions, activities, and involvement. A Good Secretary will:

• Keep accurate records of membership and attendance at each meeting
• Execute all duties as described in the 4-H Secretary’s Manual
• Take notes of each meeting and write accurate minutes for secretary's notebook
• Stand at the podium and read the minutes of the previous at beginning of each meeting in a loud and clear voice
• Write letters, “Thank You” notes, and other correspondence on behalf of the club
• Prepare Secretary’s book at the end of the year and submit to the county office
• Be a good example for other members

Treasurer
The treasurer is important because he/she keeps a record of all club income and expenses. A Good Treasurer will:

• Stand at the podium and report monthly income and expenses of club account and collect fees as necessary from members
• Keep cash box ready for fundraisers
• Approve and reimburse leaders and members for approved expenses in a timely manner
• Execute all duties as described in the 4-H Treasurer’s Manual
• Prepare end of year accounting and submit to the county office
• Be a good example for other members

Social Chair
The Social Chair can be the life of the party for a 4-H meeting. Members will come back for future meetings if they have FUN! A Good Social Chair will:

• know a bunch of games and be able to explain the rules to other members
• be ready with necessary equipment, props, and a place to play games
• have indoor or outdoor games planned based on meeting location and weather.
• Involve all members in games; if someone does not want to be a participant, ask them to be a judge, referee, scorekeeper, etc.
• Help set up the snack table with a tablecloth and unwrap any food and make it look inviting. Serve and supervise the snack at the end of the meetings and clean up the table afterward.
• Be a good example for other members

Newsletter Editor
People in your club are interested in what your 4-H club is doing. A newsletter editor is responsible for seeing that they are informed about club activities. A Newsletter Editor will:

• Work with 4-H county office about what is happening in the county and state that is relevant to our members and to report club members
• Diligently request information through repeat emails from club leaders and officer about upcoming project meetings and club events.
• Prepare a monthly newsletter and send it to club membership as an email attachment.
• Use good written skills; spelling, grammar, and composition.
• Be a good example for other members

Sergeant at Arms
The Sergeant at Arms is critical to the success of a 4-H meeting. Overseeing our use of the Olivenhain Town Hall in a way that maintains our good standing with the Olivenhain Town Council is paramount to our club’s success.

• Come early to club meetings
• Learn code to the Olivenhain Meeting Hall and open the building
• Oversee and delegate help setting up and putting away of tables and chairs
• Be sure there is a garbage can before the meeting and be sure someone takes all the trash out after the meeting
• Oversee and delegate help sweeping and cleaning up
• Management and leadership are key qualities for this role. It is not intended that the Sargent at Arms work as the club janitor.
• Encourage all members to help with this role
• Bang the gavel when the President calls the meeting to order or needs to restore order
• Bring flags to the meetings and hang them
• Be a good example for other members

Librarian
The Librarian is critical to the success of a 4-H meeting. A good librarian should:

• Come early to club meetings
• Librarian should inventory the club’s books and list them by category on the club’s website so members can request books
• Bring books to meetings and promote use of the library and inform members about this valuable resource
• Be a good example for other members

Website Master
The Website Master is key to a successful 4-H club. A good Website Master should:

• Design and maintain Weebly and Shutterfly websites
• Update and manage the online calendars for club meetings
• Help teach club members how to use the Shutterfly site for photos and sign-ups
• Be a good example for other members

Community Service Leader
The Community Service Leader is critical to the success of a 4-H club. A good Community Service Leader should:

• Come early to club meetings
• Plan and coordinate monthly community service events
• Communicate information about community service events to the club and distribute sign-up sheets
• Be a good example for other members