University of Maryland Extension

Forms

Club Forms:

Club forms- due by mid-January, 4:00 p.m. to the 4-H Office
  • Charter Renewal Application- Due every 3 years (2016, 2019, 2022) please update Club Leader information, list your EIN number in question 1, needs to be signed by the Club Leader and Club President on page 2.  The 4-H Office will check off the boxes for the questions after we verify the club is in compliance of the requirements listed.
  • List of Leaders, Members, Officers and Volunteers- Here is a one page form if you choose to use it, list the projected members and volunteers (you could also print off a club roster from your login for 4HOnline), also the club leader/s and club officers for the upcoming year.  If your club meets in the second half of the month you will need to elect officers by your November club meeting so you have this information for the December 15th due date.  Member/Volunteer list due every 3 years (2016, 2019, 2022).
  • By-Laws- Due every 3 years (2016, 2019, 2022) please review and update your Bylaws with your club, even if they remain unchanged from the previous year please re-sign and date for the current year. (sample By-Laws) 5 page document.  If your club meets in the second half of the month you will need to review and sign this document by your November club meeting to have this completed to meet the December 15th due date.
  • Summary of Past Year Activities- This is a summary of last year's meetings/events and Goals fo the upcoming year.
  • Public Relations Efforts- Showing what efforts you have made in the past year to publicize your club and new members recieved.
  • Affirmative Action- Confirmation that the club is all-inclusive.
  • Secretary's Book - The Secretary's Record Book is the official report of your 4-H club year.  It lists members and leaders in the club and contains the record of business transacted and programs held for the year.

Record Books - due in early February (date TBA), by 4:00 p.m. 
to the 4-H Office
  • Individual 4-H Member Record Book Score Sheets (word doc)  (pdf)
  • Club Record Book County submittal form for ALL Record Books.  Any new members who have registered in the 4HOnline system by May 1st of the current year will be considered as a first year member.  Anyone enrolled in the 4HOnline system after May 1st will not be counted as a first year member until the following calendar year.  (word doc)  (pdf)
  • Record Book County submittal form to be turned in with County Nomination Record Books, please be sure to include the name of your "Outstanding 4-H'er of the Year".  (word doc)  (pdf)
  • Effective Record Books - this publication gives information about Record Books in general, how to judge and score them, and how to submit your county nominations. 

Membership forms- due by March 1st, 4:00 p.m. to the 4-H Office

Financial forms- due by October 15th, 4:00 p.m. to the 4-H Office

  • Treasurer's Book- (beginning balance for July 1st must be the ending balance for June 30th of the previous year that has been already submitted to the 4-H Office) 12 months, one for each month even if no activity happens in a particular month; dated July 1 of the previous year through June 30th of the current year.  The ending balance for one month should reflect on the following month as the beginning balance.  Each month should have the appropriate signatures at the bottom of the sheet ('prepared by', 'Club Treasurer', 'Club President' and 'Club Leader'.  The Excel worksheet has an additional page that calculates balances; also includes an additional page to list and categorize Income/Expenses (Annual Financial Summary is now a separate form).
  • Annual Audit Checklist- Coincides with the Treasurer's Report
  • Annual Financial Summary- Overview of the year's club financials.  Categories should be defined and filled out and should equal the Income and Expenses totals.  Document should be signed with the appropriate signatures.
  • Annual Club Inventory- Should be dated for the current year and inventory listed with dollar value (please report permanent equipment or other items of value over $25.00 [new amount starting 2017]).  If no physical property please check the line above where the listing of items would go.  Document should be signed with the appropriate signatures.

990N E-Postcard filing due online by November 15th (dated July 1 of the previous year through June 30th of the current year).  Please forward by email a copy of the confirmation page which states "accepted", "rejected" or if there is a problem with the filing to lstrong@umd.edu

Other forms

  • Fair Eligibility form - duplicate form available from the 4-H Office.  4-H new and returning members need to be enrolled in the 4HOnline system by May 1st of the current year, members with livestock projects showing at the local fairs need to be enrolled earlier due to weigh-in dates and requirements of Specialty Clubs (i.e. meetings attended).
  • Character Counts - due September 1st
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