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2016-2017 Club Tasks

These are our current club tasks - we have many tasks filled, but it would be great to see all of them filled. I've used initials for volunteers (except my name), but everyone should have a copy with full names.

Club Tasks   2016–2017

Task

Time/Occurrence

Person

Club Leaders

Ongoing

1.  Kris Konrad

2. 

3.

Facility Use Agreements – oversee arrangements to reserve meeting venues, coordinate with county office 

Ongoing

1. 
2.  Project leaders

Open House – arrange location for open house; coordinate invitations to potential new members with new member recruitment; coordinate member displays, handouts, etc.

August

1.
2.

Enrollment – Oversee and assist members with online enrollment system; collect appropriate forms and fees; compile and distribute member roster with address/phone/email.  Ensure that appropriate forms and fees are forwarded to the county office. 

Ongoing, especially September-October

Kris Konrad

 

Project Sign-Ups – compile information on available projects; provide information and sign-up sheets; coordinate with project rosters

August

1.
2. Kris Konrad

Project Rosters – collect project sign-up sheets; compile project rosters and waiting lists

August

Kris Konrad

Finances – review and make payments and deposits; make treasurer’s report

Monthly

Treasurer – 

adult supervisor -    

Finances – sign checks

Ongoing

1.  Kristine Konrad
2.  NA
3.  MH

4.  YB

Finances – complete mid-year and year-end audit  (cannot be check signer)

- inventory form, proposed budget for following year, extra fee form

-  remaining audit forms

 

 

Due May 31

 

Due Aug. 31

1. Kris’ mother, Joan - TBC

2.

New member orientation – organize and present orientation information to new members

September/October – Ongoing

1.

2.

 

Attendance Logs – provide and maintain meeting sign-in sheets

Monthly

Vice-Pres – FK

Committee sign-ups – provide and maintain sign-up sheets for committees

Monthly

Vice-Pres – FK

 

 

Task

Time/Occurrence

Person

Club meeting activity – Plan and initiate mid- or post-meeting game or activity

Monthly

Recreation – KS and KH

 

Raffle – Maintain collection of prizes; arrange and conduct raffle

Monthly

Hospitality – RW

Meeting minutes – record, maintain and present minutes of club meetings

Monthly

Secretary –

Newsletter – collect and/or write articles about club, county, state, national 4-H activities; provide copies to club members via email

Monthly

Newsletter Editor –
AR

 

County Leaders’ Council – attend meetings, represent East Hills, pass along information to club and members; held on the last Tuesday of the month (none in December)

Monthly

August –

September –

October –

November –

January –

February –

March –

April –

May –

Officers’ Meeting – prepare and lead discussions about issues, upcoming events, agenda items, etc.

Monthly

President – CC

Agenda – Draw up and make copies of agenda for monthly meeting

Monthly

President – CC

Ducks for Bucks – arrange for pick-up of sign-up forms; inform club members; arrange sale events; collect and deliver sign-up forms

Annual –
March-April

 

Pins – maintain records on members for year pins; order and distribute various pins to members

Annual – October

1. MH
2. YB

Record Books - get logbook covers to members; arrange for logbook orientation and other instruction for members; collect from members; arrange for club judging deliver to county judging; return to members

Ongoing

DK

County Fair- provide available info to members regarding fair entries and activities; encourage members to enter completed projects; provide info on the forms, awards

Annual – May-June

BM

 

 

Task

Time/Occurrence

Person

Cake Booth – arrange for club time slot;  ensure that all shifts are filled; attend orientation and/or arrange for members to attend orientation or get information

Annual – May-June

DS

I&R Committee – represent East Hills on county I&R Committee, which oversees Incentives & Recognition, including record books, Golden Clover awards, scholarships, Rising Stars, All Stars, Etc.

Ongoing

 

Adult Volunteers – Promote volunteering and leading a project; provide information for parents /volunteers/project leaders to be fingerprinted and trained, as necessary.

Ongoing

MH

Point of Contact – act as contact point for club; answer or refer inquiries of potential/new members; status check of new members; the “face” of East Hills

Ongoing

1.

2. Kris Konrad

P.O. Box – pick up mail from post office box regularly

Ongoing – 2-4 times/month

 

Website – maintain club website

Ongoing

1. Kris Konrad

2. IT Officer (NT)

Yahoo group moderator – maintain Yahoo Groups board; invite new members

Ongoing

YB

Clothing Pool – maintain club pool of uniforms/white clothing

Ongoing

LG

Inventory – maintain inventory and location of club materials

Ongoing

 

Historian – maintain club scrapbook

Ongoing

Historian – ZS and EG

Meeting Programs – arrange for educational, and entertaining, programs during club meetings

Ongoing

 

Healthy Living – provide information to members about healthy living choices

Ongoing

Healthy Living – QC

Photographer – take photos of club events; forward for use in website, club scrapbook, newsletter

Ongoing

Photographer – XL

 

 

Task

Time/Occurrence

Person

Publicity – Write up announcements and reports of club events and community service for the public; post on website, forward to County Office, submit to newspapers, as appropriate

Ongoing

Publicity Officer –

KW

Sergeant at Arms – maintain order in meetings; assist members as required with seating, microphone, etc.

Ongoing

Sergeant-at-Arms –

LB