4-H Club Leader s Guide to Charter Renewal

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1 All Maryland 4-H clubs and authorized groups must renew their charters as directed by the State 4-H Program Leader. Prior to 2016, Maryland 4-H required clubs and groups to renew their charters annually. In 2016 the State 4-H Leader tasked a working group to develop an improved plan for management of the club charter program. Based on the working group s recommendations, the charter renewal program shifted to a three-year cycle, instead of requiring clubs to re-charter every year. The club chartering program is managed by the State 4-H Office. In addition to processing new club charter applications and ensuring compliance with state and national rules, the State 4-H Office manages the triennial charter renewal effort. Rather than each individual club renewing its charter on the three-year anniversary of the charter issue date, all clubs and authorized groups submit their application package to renew their charters at the same time, at the beginning of every third year. All Maryland 4-H clubs and groups will re-charter in January of 2019 and every third year after that (2022, 2025, 2028, etc). To complete the charter renewal process, 4-H club leaders and officers work together, with guidance and support from their county/city program s 4-H staff. Each club must prepare required documents and submit them to their 4-H program office by a set deadline. The majority of these documents are the same ones each club submits annually, with only a few additions. All chartered Maryland 4-H clubs must submit the following completed documents to their county/city 4-H office, to renew their charter in January 2019: Charter Renewal Application Current Bylaws Annual Program/Education Plan Club Officer Roster Public Relations Efforts by Clubs Report (for past year) In addition to the documents listed above, each 4-H Club must meet membership/leadership requirements by having youth and adult Organization Club Leaders actively enrolled in 4HOnline by January 31: At least 5 youth members from 3 different families At least 2 active UME Volunteer adults identified as Organizational Club Leaders

2 The club/group must also be in compliance with annual financial reporting requirements, which means they must have submitted the following documents for the fiscal year that ended June 30 (due to State Office November 1): Proof of filing/acceptance IRS Form 990 (postcard or full form) Annual Financial Report Club Property Inventory All documents must be provided to the county/city 4-H office by the established due date. The county/city 4-H Chartering Program Manager will: Review all documents for accuracy and compliance, working with club leaders on corrections/additional information as needed Upload required documents to each club s 4HOnline profile Mail the original Application for Charter Renewal to the State 4-H Office, to be received by January 31 Keep all original documents except the in the club s file at the local office o Once the club s charter renewal is approved by the State 4-H Leader, the signed original application will be kept at the State 4-H Office Charter Renewal Documents & Requirements Detailed description of the requirements that must be met for a Maryland 4-H charter to be renewed are listed below. The chart on the last page of this document also summarizes this information. All documents can be provided by your county/city 4-H Office. 4-H Club Charter Renewal Application The application includes a checklist of all requirements for renewal of the club s charter. The club leader should complete the first column; the county/city 4-H Educator will complete the second column, verifying all requirements are met. The application must be signed by the Club President, both Organizational Club Leaders, and the county/city 4-H Educator. This document will be mailed to the State 4-H Office for the State 4-H Program Leader s signature. Current Club Bylaws Every 4-H Club must have written bylaws that include all required items identified in the State 4-H Club Bylaws Outline (template). Additionally, the bylaws must be customized to the club, not simply a printout of the template with the club s name inserted in blanks. The club must have re-ratified their bylaws by club vote, either unchanged or with revisions, within the three months prior to the date the Charter Renewal Application is signed. Club bylaws must be signed by the club President and both club leaders. NOTE: Changes have been recently made to required items the Club Bylaws Outline (template dated 11/2018). Be sure these changes are included in your club s bylaws that are submitted with your Charter Renewal Application. Page 2 of 4

3 Annual Program/Education Plan The club must submit their month-by-month plan for club meetings, events, and activities for the upcoming 4-H year (January-December). The plan must include a minimum of 6 club meetings over the coming year. Club meetings are defined as gathering of the full club membership for purposes of conducting club business or education. Events like shows, field trips, parties/celebrations, etc may not be counted as club meetings unless a formal meeting is held in combination with these events. Roster of Club Officers The club must submit the names of youth officers duly elected by the club for the coming year. The offices of President, Vice President, Secretary, and Treasurer must be filled; additional offices are optional and at the discretion of the club. NOTE: Club officers, responsibilities, leadership succession, and election procedures should be included in the club bylaws. Public Relations Efforts by 4-H Clubs (UMD Form AA-4-HA) The club must submit a report of their efforts to publicize club activities and recruit new members for the past 4-H year (previous 12 months). This form is an annual requirement of University of Maryland Extension. Club Membership and Adult Leadership To be eligible for renewal of the club charter, at least 5 youth members from 3 different families must be actively enrolled and designated as club members in 4HOnline by January 31. Two UME Volunteer adults must also be actively enrolled and designated as Organizational Club Leaders in 4HOnline by January 31. County/city 4-H Educators must use 4HOnline to verify that membership and leadership requirements are met before forwarding the Charter Renewal Application to the State 4-H Program Leader for approval. Financial Reporting Documents Because the 4-H enrollment and fiscal years operate on different calendars, financial reporting documents are no longer submitted as part of the club charter renewal process. However, a club s charter will not be renewed if financial reporting requirements have not been met for the previous fiscal year. County/city 4-H Educators must verify that a club has submitted the IRS Form 990 tax filing (postcard or form), Annual Financial Summary, and Property Inventory Report for the fiscal year that ended June 30. These reports are due to the State 4-H Office by November 1 of each year. Due Dates Each county/city 4-H program will set a due date for clubs to turn in the Club Charter Renewal Application and supporting documents to their office. The due date set by your county will be based on local needs and conditions. If you cannot meet your county s established due date, please notify your 4-H Educator as soon as possible to work out an alternative. All 4-H Club Charter Renewal Applications are due to the State 4-H Office by January 31. Supporting documents must be uploaded to 4HOnline by the county/city manager. Applications MUST be mailed to the State 4-H Office by the county/city 4-H Educator, and will not be accepted directly from clubs. Page 3 of 4

4 Clubs Not Seeking Charter Renewal If your club does NOT wish to seek renewal of its charter, contact your county/city 4-H Educator immediately. Your 4-H Educator will guide you in taking appropriate action to make your club inactive, transfer leadership, or close according to State 4-H Program rules. Incomplete/Insufficient Applications for Renewal If a club does not submit a charter and all supporting documentation, has not complied with financial reporting requirements, or does not have sufficient membership or volunteer leadership to meet state requirements, it will be placed in probationary status and the county/city 4-H Educator will be notified. The club will be given the opportunity to correct any discrepancies to become eligible for charter renewal, within a reasonable time period. If the club fails to meet requirements for renewal of the charter after a reasonable period, the club will be closed according to State 4-H Program policy and procedures. If a club is closed for noncompliance with charter requirements, the 4-H Educator will assist youth members in aligning with other active clubs. Maryland 4-H Chartering Program Series Authored by: Catherine Porterfield, State 4-H Coordinator Created 11/2018 Current Version 11/2018 Based on materials and guidance developed by the Maryland 4-H Club Enhancement Committee, 2016 Page 4 of 4

5 4-H Club Charter Renewal Requirements Clubs must submit these documents and comply with these requirements to be eligible for renewal of Club Charter Item Description/Comments Actions Club Charter Renewal Application Formal request for renewal of charter by State 4-H Leader Lists all requirements & supporting documentation Signed to verify compliance with all requirements & eligibility for renewal o Club President o Both Club Leaders o 4-H Educator Club Bylaws Rules by which club conducts business and governs Must use newest Maryland 4-H Club Bylaws Outline (11/2018) as template o Must include all required items identified in template o More complete nondiscrimination statement required in bylaws, for compliance with UME policy Must be current within 3 months of o Club must ratify by vote (changes or not) o Signatures of President and both leaders required Club submits to county/city with all supporting documentation County/city verifies, signs & mails to State 4-H Office State 4-H Leader approves & signs to renew charter for 3 more years o Signed form uploaded to 4HOnline & kept at State 4-H Office Annual Program/ Education Plan Outline of club s plans for upcoming 4-H (calendar) year Must include at least 6 club meetings o Meeting = Gathering of full club membership for purposes of conducting club business or education o Fairs, shows, field trips, etc are not meetings by themselves Club Officer Roster List of club s elected officers for upcoming 4-H (calendar) year o President, Vice President, Secretary, Treasurer required o Other officers as defined in club bylaws

6 Public Relations Efforts by Clubs Report of club s efforts to publicize club activities and recruit new members o Completed for previous 4-H (calendar) year Annual UME requirement for internal compliance review 4-H Club Charter Renewal Requirements Membership & Leadership Club must have minimum number of youth members & leaders o 5 youth from 3 different families, actively enrolled in 4HOnline o 2 UME Volunteer adult leaders, actively enrolled & designated as Organizational Club Leaders in 4HOnline No need to print a membership roster; can be viewed in 4HOnline Financial Reporting Club must be in compliance with Financial Reporting requirements for previous fiscal year (July 1 - June 30 o IRS 990 (postcard or form) filed & accepted o Annual Financial Summary submitted o Annual Property Inventory report submitted 5 youth members and 2 adult leaders must be actively enrolled in 4HOnline by January 31 Enrollment & membership managed by county/city office through 4HOnline All documents were due to county/city offices in October Uploaded to 4HOnline by November 1 Original documents in club files at county/city office Maryland 4-H Chartering Program Series Authored by: Catherine Porterfield, State 4-H Coordinator Created 11/2018 Current Version 11/2018 Based on materials and guidance developed by the Maryland 4-H Club Enhancement Committee, 2016 Page 2 of 2