Date:	August 2017

To:	General or Co-General Leaders

From:	Penny Tank, 4-H Program Assistant

Record book and award information.

Record books and award forms are due in the UWEX office on or before Tuesday, September 19, 2017. A checklist is enclosed for your reference.

If members need a new record book cover, have them call the UW-Extension Office to purchase one for $1.00.

Please note the grades for junior and senior project awards. The grade would be during the project year (2016-2017). For instance, if a member is just starting sixth grade, they would write fifth grade on the record book sheet because that is the grade during which the project work was completed.

Replacement record book sheets can be obtained from the office at no charge or at http://waupaca.uwex.edu/4-h-youth-development/4-h-program-topics/record-book-pages/

Most of the enclosed award forms can also be printed off of our website at

http://waupaca.uwex.edu/4-h-youth-development/4-h-program-topics/forms-and-applications/

Club Charters

Enclosed is the Annual Club Charter Renewal Packet. If you have any questions about completing this packet contact Penny at the UWEX office. The preferred deadline for the charter packets is October 15, for sure by November 1. More details are included on a special letter in your packet.

A copy of each completed club charter from last year is enclosed for your reference for the club goals, financial information, calendar, etc.

Officer Books

Secretary books (yellow) – Many club secretaries have been typing minutes on the computer or using the computer form. This works great and please encourage them to continue emailing reports to Penny.

Reporter book (red) – Includes a reporter article record form that reporters can use to show they wrote reports or took photos and submitted to the newspaper, and for various reasons may or may not have been published in the newspaper. This year we put copies of this into a folder that can be given to the reporters.

Treasurer books (blue) – Enclosed is a treasurer book for each club.

The club treasurer is being asked to have somebody sign each monthly report verifying that it was completed and reported at each meeting. This does not have to be the general leader and does not have to be the same person at every meeting. Please look at the monthly report sheet for details.

If you need more copies of the Waupaca County 4-H Family Guide to give to new families contact the UWEX office. We were not sure how many clubs had extra copies of these from other years so we only put two in the packets this year.

Enrollment notes

Re-enrollment can begin September 15th. (Remind members that guidelines and directions are included in the project guide.)

Included is a checklist to assist you for the November 15 deadline.

Information on the computer has been updated for the upcoming year. If there are any changes, please ask families to make the corrections (address, phone, email).

Projects from last year carry forward in everybody’s record; families need to check the projects and be sure to delete any they are not continuing for the coming year.

Remind members to sign up for all projects they may be interested in for the next project year and fair. Projects may be deleted, not added after November 15th.

Enrollment policies can be found in the front of the project guide or call the UWEX office if you have any questions.

ALL leaders that volunteer for your club, no matter what they do, need to enroll online. This will put the leader in our computer system and on the newsletter mailing list. Leaders are provided with accident and liability insurance coverage. Remind new leaders to complete the Youth Protection Training. This training needs to be completed by all leaders before they work with project members.

County dues for members are $6.00 and the leader assessment is $2.00. A bill is enclosed. Cloverbuds are also considered members and should pay the $6.00 like all other members.

This year we have included a list of current members/leaders so that when dues are submitted to the Extension Office, the names can be noted with the payment.

If families have difficulty paying the enrollment dues or leader assessment; a written request can be made to the 4-H Leaders Board from the General Leader for scholarship money. The name of the 4-H member or family does not have to be given, just a simple explanation and what is being requested.

4-H Literature

Remind families that the literature is listed in the project guide and there is an order form at the end of the guide. Refer to #11 on page 3 of the Project Guide for guidelines about Club Literature orders.

In the 4-H online enrollment system there is a question titled “need lit.” where members/leaders can mark yes or no if they need literature for a certain project. The UW-Extension Office does not use this column for ordering literature. Literature is only ordered based on the literature order forms received (last page of the project guide). If a club would like to use this column on the enrollment forms to know what literature their members may be interested in, that is up to each club.

Thank you again for all that you do as general leaders.