University of Maryland Extension

Forms

Club Forms:

Club Leader Record Book Forms - due in early February
  • 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. 

Other club forms- due on or before June 1st (new for 2019 all member dues are paid online through 4HOnline)

  • Insurance 
  • Fair Eligibility 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).
Financial forms- due annually on or before August 15th 

Tips on How to Complete Your Club's Financial Reports - tells you how to complete your Treasurer's Report, Annual Financial Summary Report and Annual Inventory Report.

  • Treasurer's Report - Must be reviewed, corrections made if needed and physically signed by the Treasurer, President and Club Leader each month at your club meeting.  These officers should ensure that all receipts are attached and that the account balances correctly.  Yearly report can be scanned and emailed or a copy provided to the 4-H Office.
  • Annual Audit Checklist- Completed and turned in with the Treasurer's Report, no signature required.  Need copies of the following, to be turned in with your Treasurer's Report: 
    • 12-13 months of bank statements depending upon date range of statement.  If bank statement runs the 1st-30/31st then only 12 months are needed.  If mid-month to mid-month 13 months are needed to cover July 1-June 30th.
    • Deposit slips
    • Cancelled checks (usually shown on bank statements)
    • Receipts for expenses and for checks issued
  • Annual Financial Summary (new form for 2019) - this simplified fillable form lists each account and the balance information.  Remember the beginning balance is the ending balance from last year's report, if you're not sure what that is please contact the 4-H Office. Annual Financial Summary must be physically signed by the Club's Treasurer, President, Leader and an adult Volunteer. Document can be scanned and emailed or a copy provided to the 4-H Office.
  • Annual Club Inventory (new form for 2019) - this fillable form lists 'durable' proberty of lasting value and also property that has been disposed of.  The form must be physically signed by the Club President, Leader and an adult Volunteer.  Document can be scanned and emailed or a copy provided to the 4-H Office.
    • Needs to be completed every year, even if you have no property.
    • Needs to be completed every year, even if there are no changes to your inventory.

990N E-Postcard filing due online on or before by August 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 Erin Kline erkline@umd.edu

Club forms- due on or before January 31st
  • Charter Renewal Application- Due every 3 years.  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. Original signature document is to be turned into the 4-H Office; can not be an electronic copy. This document will be mailed to the State 4-H Office for the State 4-H Program Leader’s signature.  Club Leader's Guide to Charter Renewal
  • Bylaws- Due every 3 years.  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. Note for 2019 Charter Renewals: If your club has already voted and signed on your bylaws, then the 4-H Club Bylaws Addendum - Affirmative Action should be signed and submitted to our office ASAP.  Document can be scanned and emailed or a copy provided to the 4-H Office.
  • List of Leaders, Officers and Volunteers- Due every year, dated for the upcoming year.  Officer elections will need to be done in November, deadline is December 1st.  No signature required, can be sent electronically to the 4-H Office.
  • Club Education/Program Plan- Due every year, dated for the upcoming year.  This is a summary of last year's work/goals progress and also the upcoming year's goals and meetings/events.  No signature required, can be sent electronically to the 4-H Office.
  • Public Relations Efforts- Due every year, dated for the current year.  Showing what efforts you have made in the past year to publicize your club and new members recieved.  Club Leader to physically sign, can be scanned and emailed or a copy provided to the 4-H Office.
  • Secretary's Book - (updated in 2018) Due every year, dated for the current year.  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. Last page requires signatures if applying for a recognition, please also contact the 4-H Office about the recognition.  Document can be scanned and emailed or a copy provided to the 4-H Office.  If no recognition, no signatures are required and can be sent electronically to the 4-H Office.

Other documents

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