The County 4-H Advisory Council

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The County 4-H Advisory Council is a group of men and women who have opportunities to fulfill their desires to serve the young people and volunteers involved in the 4-H youth development program. The Advisory Council is a volunteer group contributing time, energy, and other resources to help build good citizens through 4-H educational programs. It helps interpret 4-H to people in the county and helps the 4-H staff to understand the needs of youth. Council members, working as a team, obtain the resources for an educational program designed to fulfill these needs.

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1. Why a Council is Needed and Tasks It May Perform

   1. Help identify interests and needs of youth.
      
      The county 4-H Advisory Council is a group that represents the county and has varied experiences with youth. Based on these experiences, Council members are usually knowledgeable in regard to youth problems, programs that might help to solve the problems, and resources available. The Council, therefore, is a key group to the 4-H youth agent in program determination, and they should be given an opportunity for input into the program plans.

   2. Review annual 4-H program plans, including budget, and give approval.

      1. An important task of the Council is that of reviewing the annual 4-H program plans, with regard to appropriateness (activities directed toward solving the major problems of youth and resources available and acceptable to youth, parents, and general public). Also, members suggest changes to help achieve objectives.

      2. Another important task of the Council is to review and approve the county 4-H budget, with regard to appropriateness of budget items and adequacy of funds in accomplishing objectives of the program.

   3. Assist in securing resources for the 4-H program.
      
      
      1. Assist in identifying and/or recruiting volunteers.
         
         
      2. Assist in identifying and securing resource people needed in different phases of the 4-H program; also to help prepare a resource file that identifies resource people (with appropriate biographical data for each).
         
         
      3. Serve as organizational chairs for county 4-H activities such as exhibit days, contests, fairs, and shows (county, district, and state).
         
         
      4. Serve as a resource person for 4-H programs.
         
         
      5. Identify new members for the 4-H Advisory Council.
         
         
      6. Organize and conduct county fund-raising campaigns.
         
         
      7. Plan and conduct fund-raising activities such as barbecue, fish fry, or pancake supper.
         
         
      8. Secure products for 4-H educational activities and awards such as vegetables for county Horticulture Judging contest or a camera for county Photography Visual Presentation winners.
         
         
      9. Secure meeting facilities for 4-H activities.
         
         
      10. Secure land for Community Pride projects and for demonstration programs.
          
          
      11. Secure store windows for 4-H exhibits.
          
          
      12. Arrange transportation for 4-H exhibits to district and state fairs, shows, and other activities.
          
          
      13. Help secure transportation for 4-H'ers to and from activities outside the county.
          
          
   4. Help youth and general public to become aware of the educational opportunities in 4-H.
      
      
      1. Arrange for special services at churches (in their county) on Mississippi 4-H Sunday.
         
         
      2. Arrange for special features in newspapers and radio/television programs during National 4-H Week.
         
         
      3. Assist 4-H agents in developing a good relationship with all mass media persons.
         
         
      4. Inform other business and professional people of the educational opportunities and achievements in 4-H.
         
         
      5. Make arrangements for club members and leaders to appear on civic club programs.
         
         
      6. Arrange for 4-H to be included in commercial advertisements.
         
         
      7. Attend 4-H activities to keep informed on current trends, changes, and achievements in 4-H.
         
         
      8. Make presentations organized by 4-H.
         
         
      9. Visit 4-H parents and help them understand the objectives of 4-H and how they (parents) may support their 4-H'ers.
         
         
   5. Act as liaison between the 4-H youth agent and general public relative to the 4-H programs' appropriateness and accountability.
      
      
      1. Communicate approval of county 4-H program content by actively supporting the program through interviews, radio and television spots during National 4-H Week, participation in fund- raising, and serving on committees for specific programs.
         
         
      2. Arrange for special newspaper features on major changes in the 4-H program.
         
         
      3. Communicate to 4-H funding sources (state legislators, boards of supervisors, and private contributors) how funds are used and how the 4-H program has contributed to solving problems of youth.
         
         
   6. Participate in recognition programs for youth and volunteers.
      
      
      1. Provide awards for outstanding volunteers (for example, pins, plaques, jackets).
         
         
      2. Provide scholarships for leaders to attend Regional Leader Forum.
         
         
      3. Provide awards for county 4-H project winners (in judging and visual presentation contests, record books, scholarships).
         
         
      4. Sponsor a county 4-H awards and recognition event.
         
         
      5. Attend an awards event and help present awards.
         
         
      6. Serve as organizational chair for an awards and recognition event.
         
         
      7. Write letters to congratulate 4-H'ers and volunteers on outstanding achievements.
         
         
      8. Give verbal congratulations to winners in 4-H programs. This may be the most meaningful recognition a person receives.
         
         
      9. Use mass media in recognizing outstanding achievements.
         
         
         
2. County 4-H Advisory Council Organization
   
   The Council is organized with officers and committees and with plans for maintaining active membership.
   
   
1. Membership.
   
   A Council is usually composed of 10 to 25 business and professional people, educators, volunteers, parents, representatives of civic organizations, and other segments of the population. To maintain an active Council, with new members added each year, membership in a newly organized Council might be divided into three parts: One third of the members to serve one year, another third 2 years, and the remaining members 3 years. As other members are added, their memberships would be for 3 years.
   
   
2. Officers.
   
   Members of the Advisory Council elect a chair, vice chair, and a secretary-treasurer. These officers usually serve 1 year and perform those duties usually associated with the office. For example, the chair presides at all meetings and over executive committee sessions, with the vice chair presiding in the absence of the chair and performing other duties as requested. The secretary-treasurer keeps minutes and other records and handles monies for the current year. Permanent records may be kept in the county Extension office.
   
   
3. Committees.
   
   The following standing committees are usually appointed for a 1-year period; other standing and temporary committees may be appointed as needed (for example, County Contest Committee, Volunteer Recruitment Committee).
   
   
   1. Executive Committee - to be composed of Council officers and 4-H youth agent(s) and shall conduct business as directed by the Council.
      
      
   2. Program Committee - to arrange programs for regular meetings of the Council; also coordinates the Council's participation in county 4-H program determination (identifying interest and needs of the youth). The vice chair and 4-H youth agent(s) serve as co-chairs of the Program Committee.
      
      
   3. Finance Committee - to plan and coordinate fund-raising campaigns in support of the budget approved by the Council.
      
      
   4. Publicity Committee - to arrange publicity for certain 4-H programs and activities that reflect the appropriateness and achievements of the county 4-H program, achievements of individuals and small groups, and opportunities for youth and adults in the program.
      
      
   5. Recognition and Awards Committee - to assist in identifying and presenting appropriate recognition and awards to members and leaders.
      
      
   6. Membership Committee - to determine tenure of members and to suggest new members; the committee will recruit those members approved by the Council.
      
      
4. Meetings
   
   Usually three or four regular meetings per year are adequate, because most work is conducted through committees. Committees may conduct meetings as needed. The county situation will determine, to some extent, the number of meetings a Council will conduct. For example, if 4-H participates in the United Way Fund, it may not be appropriate to plan and conduct a 4-H fundraising campaign. Probably the best way to determine the number of meetings needed and when to conduct the meeting is to identify the things the Council may more effectively accomplish in meetings and when they should be done to provide the greatest support to 4-H. Following are some suggested Council tasks for meetings:
   
   
   1. Review the county 4-H program plans, help identify interests and needs of youth, and give approval of plans. Develop broad plans for helping execute the 4-H program. This may be done in the spring, when the annual county 4-H plan is being developed.
      
      
   2. Learn of the accomplishment of the 4-H program during the past year. The 4-H youth agent(s) may want to give this report to all Council members in the spring, before making plans for the new year.
      
      
   3. Reorganize the Council (elect officers, appoint committees, etc.).
      
      
   4. Approve 4-H budget and organize for county 4-H fund drive.
      
      
3. What a 4-H youth agent may do in support of the Council
   
   
   1. Explain to Council members the 4-H program (philosophy, objectives, how it is organized, how it functions).
      
      
   2. Provide statistical and research data and other types of program information that will help Council members make sound decisions regarding suggested programs.
      
      
   3. Give the Council an opportunity to help identify interests and needs of youth.
      
      
   4. Review with the Council the annual program plans and budget, and get approval.
      
      
   5. Identify the need for volunteers and help Council members understand the recruiting procedure.
      
      
   6. Request help from the Council in identifying resource people and developing a resource file.
      
      
   7. Ask appropriate Council members to serve as chair of committees. (Exhibit Day, etc.)
      
      
   8. Assist in planning regular Council meetings and committee meetings.
      
      
   9. Assist in planning fundraising campaigns.
      
      
   10. Help identify needs for public facilities for educational programs.
       
       
   11. Involve Council members in awards and recognition events.
       
       
   12. Help Council members understand the many ways of recognizing youth and volunteers.
       
       
   13. Provide information on Mississippi 4-H Sunday, National 4-H Week, and ways the Council may promote 4-H.
       
       
   14. Provide current 4-H information that may be used in talks with mass media.
       
       
   15. Help identify youth and volunteers who may appear on radio/ television programs.
       
       
   16. Identify key parents Council members may visit.
       
       

   17. Provide appropriate 4-H accomplishment for reporting to funding sources.
       

4. The state 4-H Advisory Council can help the county 4-H Advisory Council.
   
   The State 4-H Advisory Council offers these types of support to counties on request:

   1. Counsel with 4-H agents and prospective Council members regarding the value and purpose of a Council.
      
      
   2. Help recruit Council members.
      
      
   3. Visit a county in support of a new Council.
      
      
   4. Participate on Council Programs, when appropriate.
      
      

   5. Provide recognition for County Councils.

5. Organizing a new Council.
   
   The 4-H youth agent should discuss the ideas of organizing a County 4-H Advisory Council with county staff and gain a consensus that it is a good idea to organize a council. After consensus has been reached, the staff should help the 4-H agent identify one or two key prospective Council members. The 4-H agent or the staff member who might best make the contact should visit with the two prospective members and discuss the following:

   1. Purpose and duties of the Advisory Council.
      
      
   2. Structure of the Council, how it functions, and how the Council may be organized.
      
      
   3. Ask these individuals to identify others who may serve on the Council, and ask them to contact the prospects.
      
      After the prospects have been identified, two or three key individuals will assist the 4-H youth agent in planning agendas for the organizational meetings. It is suggested an agenda include:
      
      
   4. An explanation of 4-H; possibly show a 4-H video or PSA.
      
      
   5. A review of local needs.
      
      
   6. How the Advisory Council can help with local needs; ask a State 4-H Advisory Council member to do this.
      
      
   7. How membership is selected.
      
      
   8. Election of officers.
      
      
   9. Appoint committees.
      
      
   10. Brief statement about the immediate plans for the organization and committees.

(A person may be appointed to preside at the organizational meeting.)

Sample

Constitution and Bylaws

____________________ County 4-H Advisory Council

ARTICLE I - IDENTIFICATION

Section 1. The name of the organization shall be the ________________ County 4-H Advisory Council

Section 2. The territory of this organization shall be the County of ________________, State of Mississippi.

Section 3. The headquarters and principal office of the organization shall be located in the county Extension 4-H office or in such place as the Council shall authorize.

Section 4. The fiscal year of the Council shall be October 1 - September 30.

ARTICLE II - PURPOSES

Section 1. The purpose of the __________County 4-H Advisory Council is to assist in the furtherance of the 4-H program. This shall be accomplished by supporting the Mississippi State University Extension Service programs and activities for boys and girls of ________________ County, 5 to 18 years of age.

Section 2. The Advisory Council may render the following and similar kinds of assistance, accomplishing the objects set forth:

1. Help identify the interests and needs of youth.
   
   
2. Review annual 4-H program plans, including budget, and give approval.
   
   
3. Assist in securing human and physical resources for the 4-H program.
   
   
4. Help youth and general public to become aware of the educational opportunities in 4-H.
   
   
5. Act as liaison between the 4-H youth agent(s) and general public relative to 4-H program appropriateness and accountability.
   
   
6. Participate in recognition programs for youth and volunteers.

ARTICLE III - MEMBERSHIP

Section 1. The membership of the Council shall consist of public, spirited men and women who have demonstrated their interests in and knowledge of 4-H by promoting programs recognized to be of value and importance to 4-H members of ________________ County. Membership shall be for 3 years, with approximately one-third of the council membership expiring each year.

Section 2. Membership in 4-H and participation in 4-H activities and events are open to all, without regard to race, color, religion, national origin, sex, or disability.

ARTICLE IV - MEETINGS

Section 1. Three regular meetings of the Council shall be held each year as follows: (Note to agent: Give the month and purpose or each meeting.)

Section 2. Special meetings of the Council shall be called by the chair at any time an additional meeting is required.

Section 3. Those present at any duly called Council meeting shall constitute a quorum. Such quorum may, by majority vote of the members present, transact any business that may properly be brought before the meeting, except as otherwise provided in these bylaws.

Section 4. The meetings of the Council shall be open to all interested persons.

ARTICLE V - OFFICERS

Section 1. The officers of the Council shall be a president, a first vice president, a second vice president, and a secretary-treasurer. All officers shall be chosen from the membership of the Council at the reorganization meeting each year.

Section 2. All officers shall be elected to serve for a term of 1 year, or until their successors are duly elected.

Section 3. In the event any office of the Council becomes vacant for any reason, the Executive Committee shall fill such a vacancy.

ARTICLE VI - COMMITTEES

Section 1. The following standing committees shall be appointed for a 1-year period. (Other standing and temporary committees shall be appointed as needed.)

1. The executive committee shall be composed of the elected officers and 4-H youth agent(s).
   
   
2. Program committee duties shall be to arrange interesting and constructive programs for the regular meetings of the Council.

The County 4-H Advisory Council Secretary's Record Book (pdf format only)

This book will help your council keep an accurate record of its organization, annual program plans, agenda and minutes of meetings, and accomplishments. The completed record book should help your council coordinate plans of action and provide a basis for evaluation accomplishments to ensure improvement in support of 4-H. You may add pages to each section of this record if you need more space.

Revised and distributed by Extension 4-H Youth Development Staff

Mississippi State University does not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation or group affiliation, age, disability, or veteran status.

Form 622
Extension Service of Mississippi State University, cooperating with U.S. Department of Agriculture. Published in furtherance of Acts of Congress, May 8 and June 30, 1914. Joe H. McGilberry, Director

(rep-300-6-04)

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