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 |