Meeting Responsibilities and Expectations

November 30, 2023 - Author:

Clear expectations of members, leaders, parents and officers can help your group function more effectively during the coming year. Consider having members, parents and officers examine these expectations and responsibilities at the beginning of the year. The list suggests the kinds of measurable criteria that indicate a strong 4‑H group. Recognizing these kinds of club goals allows you to measure progress by keeping track of what is occurring. Having written goals also makes it everyone’s responsibility to work toward a better and stronger 4‑H experience. Use this list to guide a discussion with your members about group expectations and to involve all your club members in decisions about how the club will operate.

Our 4‑H Club Will Be Stronger If Each Member

❑ Attends and participates in more than half of our meetings each year.

❑ Is informed of project materials for each project in which they are enrolled.

❑ Completes necessary enrollment documents for the current year.

❑ Completes at least two projects each year.

❑ Participates in at least one county or state event each year.

❑ Has a chance to participate in project group meetings for each project in which enrolled.

❑ Has input into the process of planning the club program.

❑ Can recognize life skills and choose experiences that foster their development.

❑ Participates in at least six hours of planned learning activities each year.

❑ On two occasions each year, participates in or leads a planned recreation or educational program.

Our 4‑H Club Will Be Stronger If Each Parent or Guardian

❑ Understands the parent or guardian role in supporting project work by members at home.

❑ Receives and reviews regular communications about the club program and activities.

❑ If not already a screened volunteer, is invited to accept a volunteer role by completing the Volunteer Selection Process.

❑ Receives a personal invitation to attend and participates in at least one meeting each year.

❑ Understands the mission of 4‑H and of Michigan State University (MSU) Extension, and is familiar with the concepts of life skills and youth development.

❑ Has input into the process of planning the club program.

❑ Helps youth meet deadlines regarding the registration process for showing and signing up for 4-H.

❑ Reviews the code of conduct and goes over it with youth.

Our 4‑H Club Will Be Stronger If Each Officer or Teen Leader

❑ Sets achievable goals for themselves each year.

❑ Receives guidance in planning for the project or role they have accepted.

❑ Has an experience in which they can grow in leadership at a county, state or national event.

❑ Gives leadership to one or more components of a club program.

❑ Meets with a group of other youth leaders for learning and growth.

❑ Has a sense of belonging to the leadership team and is committed to the 4‑H program.

❑ Understands the mission of 4‑H and MSU Extension.

❑ Has received resources for the job they have accepted.

❑ Has another experienced leader to turn to for help if needed.

❑ Has clearly identified opportunities for personal growth as part of the commitment to club leadership.

❑ Can clearly understand 4‑H life skills and youth assets and helps members plan to achieve these.

❑ Has received training for the job accepted.

❑ Has opportunities to assume additional responsibilities with increasing leadership experience.

Our 4‑H Club Will Be Stronger If Our Club

❑ Holds at least six club meetings club each year.

❑ Conducts a program planning process in which all members and leaders are involved.

❑ Plans a community service/service learning activity each year.

❑ Has a program plan for the year with clearly stated, measurable goals for the year and for each meeting.

❑ Works with members to ensure that educational knowledge is gained by members in the projects in which they are enrolled.

❑ Encourages members to enroll in more advanced phases of projects they have already completed.

❑ Ensures that club membership is the same or higher level the next year.

❑ Encourages all members to attend at least one county, state, national or international event each year.

❑ Involves a range of resources from the community to enhance club programming. 

❑ Provides resources for adults in the home to support project work at home.

❑ Is open to all members without regard to race, color, national origin, gender, gender identity, religion, age, height, weight, disability, political beliefs, sexual orientation, marital status, family status or veteran status.

❑ Provides an opportunity to reflect on goals and accomplishments.

❑ Has a minimum of two gold volunteers per club with the goal of maintaining a ratio of one screened adult leader for each five members enrolled.

❑ Completes required paperwork for MSU Extension each year.

The 2023 “Meeting Responsibilities and Expectations" is based on and adapted from the “Division of Responsibility and Expectations” section of Keys to a Successful 4-H Club, 2005. A version also appears as “Meeting Planning Tips” in the 2009 version of the Michigan 4-H Club Development Guide.

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