Club Resources
Starting a club/group
Begin by speaking with an Extension Agent in your county or reservation. They can provide details on:
- The 4-H Program and local clubs/groups.
- Qualifications for starting a new club or group.
- Relevant information for Montana 4-H.
- Ensure no other active 4-H club or group with an EIN has the same name.
- Bring three potential names to your Extension Agent for verification.
- Have your prospective club complete a charter application and submit it to the Extension Agent.
- Charter certification is required annually for all active clubs or groups.
- After submission, the Extension Office will receive a Charter Certification and Determination Letter.
Depending on the type of group, submit the following:
-
4-H Clubs:
- Club Charter Application
- Bylaws and Constitution
- Yearly Plan
- Tax-Exempt Agreement Status
-
Non-4-H Clubs (e.g., councils, booths):
- Non-Club Charter Application
- Bylaws and Constitution
- Yearly Plan
- Tax-Exempt Agreement Status
- To open a bank account, your new club must apply for an EIN.
- Report the new EIN to your Extension Office.
Materials you'll need
Club Finances
When starting a club or group, it will be put under a Group Exemption Number (GEN) for tax purposes. A club or group can either choose to become part of a group exemption through their county or through the Montana 4-H Foundation.
At the end of the 4-H year, clubs will also be responsible for reporting their club's finances and pay the 1% annual fee to their county. All financial guidance and important documents can be found on the financial resources page.
Club Officer Roles
President
This officer position comes with lots of responsibility and expectations to guide the club in the direction of its goals. Typical responsibilities of a president include creating agendas with the club organizational leader, running meetings while maintaining order and control, delegating tasks, working as a team with other officers, and being enthusiastic about club activities.
Purchase the President and Vice President's Handbook.
Vice President
The vice-president runs the meetings in the absence of the president, often serves as the chairperson of committees, helps coordinate educational programs, and works as a team with other officers.
Purchase the President and Vice President's Handbook.
Secretary
The secretary has many very important responsibilities to keep the records for the club. This includes maintaining meeting minutes, keeping track of roll, organizing the club’s correspondence, writing letters, and working with the president to correctly identify motions and unfinished business. The secretary’s records are often referenced many years later, so it is important to keep them organized to pass on to the next person or place in your club’s permanent files. The secretary should submit monthly minutes to the club and MSU Extension Office.
Purchase the Sectretary's Handbook.
Treasurer
This is one of the most important jobs in the club. Your responsibility is to track funds for both deposits and debts, keep accurate records, write checks, provide fundraising reports, and submit the end-of-the-year report. Treasurers often need to work with adult leaders to make sure that the records are accurate and up-to-date. The treasurer prepares a report for the club each month. At the end of the 4-H year, you will prepare a report for the MSU Extension Office.
Purchase the Treasurer's Handbook.
Other Club Roles:
The individual in this position helps preserve the history of the club. The duties of the historian include keeping record of the club’s accomplishments and activities throughout the year and collecting photographs, news articles and other memorabilia important to the club. After all this information is gathered, it is your job to put it into a scrapbook or other visual way to preserve the memories.
Recreation is an important part of each club meeting. It helps break the ice, energize members and provide a fun setting. The recreational leader must utilize leadership and communication skills to plan and lead games or activities at each meeting. This person needs to be energetic and encourage everyone to participate and have fun!
The duties of this position are related to reporting information about your club’s activities to those outside of your club. This may include writing articles for the local newspaper or 4-H newsletter, creating flyers for club activities or contacting local media.
