Club Information and Annual Forms

Annual Forms for Clubs

• Plan of Work for 4-H Clubs and Independent Members (Due November 30)
  • 4-H-Plan-of-Work-Form (PDF)
  • How to Set Goals and Make Plans
  • Clover Survey (PDF): Getting youth input for the annual plan
• 4-H-End-of-Year-Form (PDF) (Due November 30)
• Intent to Exhibit Form (Due June 30) We have five agricultural fairs in which our members can exhibit, space is sometimes limited. Please register early!
• File 990N with the IRS (any time July- November 15)

Forms for Members and Volunteers

• Join 4-H! Member Enrollment Forms (Due Nov 30, Must be enrolled by April 1 for current 4-H Year)
  • Enrollment form for Participants (Word | PDF)
    • Para Español presione aquí:  (Word | PDF)
  • Photo Release Form – 4-H Specific University of Maine Official Form (Word | PDF)
    • Para Español presione aquí:  (Word | PDF)
  • 4-H Program Participation Permission, Agreements, and Health Form (Word | PDF)
    • Para Español presione aquí:  (Word | PDF)
• Project Records are work that individuals complete to earn project pins. Starting in October, youth set goals in a project area and using the record, track their progress, time, and budget for their projects. Project Records are due November 30 to the county office. Awards will be given in February at our annual celebration.
• Animal Approval Forms (Due June 30 unless otherwise noted)
  • Animal Approval Form for 4-H Animal Shows (Word | PDF)
  • Animal Approval Forms – Leader Guidelines (Word | PDF)
  • Lease Form – Contract for Rental/Lease of ALL Animals (Word | PDF)

• National Trips
• Public Speaking
• Volunteer Enrollment Forms (Due November 30)
• Volunteer Handbook and Maine 4-H Policies

Information for Starting and Maintaining 4-H Clubs in Kennebec County

• Basic Requirements and Recommendations for a 4-H Club in Kennebec

Understanding 4-H

As with any youth organization 4-H has, it’s own culture and a way of doing things. From how we teach and ask questions to how to use the 4-H clover, these videos and fact sheets from around the country will help you understand the program better!

• 4-H Pledge and Motto & Using the 4-H Name and Emblem
• Positive Youth Development: Giving young people a high-quality learning experience
  • Video: Introduction to PYD from Oregon State University
• How to do Hands-On Learning: The Experiential Learning Model
  • Video: Experiential Learning Process from Kansas State University
• The Essential Elements of 4-H: Independence, Generosity, Mastery, and Belonging
  • Video: Incorporating the Essential Elements of 4-H from Utah State University

Steps to Create a 4-H Club in Maine

• Call your local 4-H office and chat with your local educator. Clubs can be created locally in communities, in after-school programs, or in schools! The possibilities are endless. For short-term SPIN clubs, this process is different and much shorter!
• Gather families from the community to gauge interest and ask questions. Family members are a great source for volunteers in a community club, as are teachers.
• Host a meeting- youth can determine their club name.
• Volunteers get trained, background checked and enrolled.
• Once you have a name, come to the 4-H office to apply for an EIN number.
• With the EIN number, you can open a bank account and apply for a charter through the University of Maine.
• Enroll youth members.
• Determine meeting location (with accessibility in mind) and meeting time that works for families.

How to Host a Meeting

4-H meetings are a great opportunity for older youth to have leadership roles. They can be elected to office and help shape the meetings and topics shared.  We use parliamentary procedure to shape the meeting structure as it enables many youth to have a voice and the opportunity to share. It also establishes how decisions are discussed and made. Meetings can be hosted weekly, monthly, or on a determined schedule.  Meetings are typically 1-2 hours and follow this pattern: 15 minutes for Business Meeting, 30 minutes for education, and 15 minutes for recreation and fun.

• Parliamentary Procedure
  • Video: Parliamentary Procedure Basics
• Electing Youth Officers
• Club Meeting Agenda Template
• Parent Involvement from Purdue University. Parents can be a great support in 4-H, sometimes they can share skills that they have, or helping set up and bring a snack!

Every 4-H club, whether long or short term, should include these basic elements:

• A Health or Safety Meeting: Whether you’re studying dairy cows or robotics technology, understanding the health and safety impacts of your topic is fun.
• Service: This is a pillar of 4-H because we want to develop generous young people in our communities. Have youth brainstorm how they want to give back.
• Celebration: Celebrating accomplishments, celebrating learning, or simply celebrating the people involved. This can range from certificates to a potluck.
• Risk Management in 4-H
  • American Income Life Supplemental Insurance for 4-H Activities
• Cloverbuds (5-8-year-olds)
• Financial Management
  • IRS requirements for 4-H Clubs
  • Club Financial Records
• Behavior Management
  • Ages and Stages of Childhood Development: how activities can be age appropriate
  • Handling Group Problems
• 4-H Camping: Tanglewood, Blueberry Cove, and Bryant Pond 4-H Camps and Learning Centers