Presentation Topics Chartering overview Who needs to charter Requirements for being chartered Process for chartering a Texas 4-H club/group Important dates and timelines Chartering without delays

Why Do We Charter? Protects the name and emblem of 4-H in Texas and America. Grants permission to local clubs/groups to operate in the name of 4-H. Allows 4-H clubs/groups to operate under the 501c3 not for profit organization Texas 4-H Inc. 18 USC 707

Purpose of a Charter Chartering is the process which allows Texas A&M AgriLife Extension faculty to verify the financial status, business, and legal documentation for each club/group operating in the of 4-H. The chartering of a local 4-H club/group by the Texas 4-H Office allows the club/group authorization to use the 4-H name and emblem and be recognized as an IRS 501c3 not for profit group under Texas 4-H Inc.

What is a Charter? A 4-H charter is a “permit” issued annually for the use of the 4-H club name and emblem. A charter allows the club/group to function with all the rights and privileges of 4-H membership.

Who Needs to Charter In Texas, all community, project, activity clubs, SPIN clubs, or groups charter annually. Clubs/Groups to charter include, but are not limited to, the following: –4-H Council (County, District, and State) –Volunteer Leaders Association (County, District and State) –4-H Booster Clubs –4-H Clover Kids, Ambassador Programs, and Exchange Clubs –Association of Extension 4-H Agents (District and State)

Sections of Charter a 4-H Club/Group Charter Application Submitted Online –By our Office Forms we need from Club Mangers for the Online Application: –Chartering Worksheet –Bylaws (If amended form last years) –Employer Identification Number (EIN) –Budget –Bank Account Statement(s) –Annual Financial Review NEW

Charter Application Submitted on line through 4-H CONNECT event called: “15-16 Club Establishment and Chartering.” completed by county Application includes basic information pertaining to the club, such as: –Name –Leadership (Club manager(s) and officer team) –Contact and Meeting Information –Financial Information such as name of bank(s), names on signature cards, EIN –Additional question related to membership and makeup of club

Bylaws A complete and club/group approved set of bylaws must be provided Bylaws include a financial dissolution clause indicating residual dollars and resources will become property of county 4-H Program should the club/group dissolve. Bylaws MUST be uploaded annually in the required documents

Employer Identification Number (EIN) Upon a club/group being established, clubs apply, and receive, an Employer Identification Number (EIN) from the Internal Revenue Service (IRS). Clubs can not be chartered without an EIN, however there are a few exceptions such as military 4-H clubs, or clubs/groups operating under another parent organization. Clubs chartered under another parent organization will be not be under the group of Texas 4-H Inc. and will be legal and fiscally responsible to the IRS separately.

Budget Any club/group who has a bank account or accepts, disburses, and/or manages any monies during the 4-H year will provide an annual budget for review and approval by club membership. A club/group can determine the complexity and detail of their budget.

Bank Accounts and Information Annually, the club/group will provide a copy of the most current bank statement for each of the accounts the club/group manages. Bank accounts require a minimum of two (2) signatures and those two signatures have to be from more than one family. Verification of account activity and/or signature card may be requested at any time by the Texas A&M AgriLife Extension Service.

Chartering Process County Extension Agents meets with club managers and distribute information for annual chartering process. Club/Group Manager/Leader complete chartering worksheet and gathers all necessary information (bank statements, EIN verification, budget, bylaws, financial review, etc) Once application is complete and information gathered club/group manager either provides information to county office or enters online through 4-H CONNECT.

Chartering Process (Step by Step) 1. Establishes dates and deadlines for chartering process –Monday July 13 th Due to the Extension Office 2.County Agent provides chartering information and instructions to club managers. 3.Club Managers will complete all information and provide necessary documents. 4.Online form is complete and documents upload as ONE (1) pdf file.

Chartering Process (Step by Step) 4.Charter is submitted online and then reviewed by County Office for correctness and completeness. –It is accepted and forwarded to state office for review, or returned back to person entering data to correct. 6.July 16 th All clubs Close/Inactive 4.State office will review all charters for correctness and completeness. –August 15 th : If the charter is accepted, the club’s status will changed from a CLOSED to CHARTERED/ACTIVE. At this point youth and adults can enroll in the club. –If issues are found, the application is returned back to the person entering the information. During this club remains in a CLOSED status and no one can enroll in the club.

Administrative Clubs For 4-H CLUBS/GROUPS that need to be chartered, but the county DOES NOT want visible for enrollment, use the “Type of Club” option of: 99) Administrative Club This is for such clubs as Adult Leaders, 4-H Councils, Youth Boards, etc. These clubs/groups do not have enrollment and do not count in ES-237 figures.

Establishing New Clubs New clubs must submit a charter application and required documents online before being set up in 4-H CONNECT for any enrollment. –This will ensure all clubs are within the guidelines of operating as a 4-H Club/Group under Texas 4-H, Inc. State Office will set up all clubs in 4-H CONNECT. County Office cannot set up clubs anymore! BEFORE A CLUB IS ESTABLISHED, ASK THE QUESTION: WILL THIS CLUB BE ACTIVE IN FIVE YEARS? If not, what are other options for those youth?

Important Dates/Timeline Early May: release of chartering information May:Online chartering “event” form goes live on 4-H CONNECT. July 13 th : Chartering Paperwork due to the Extension Office July 15 th : Deadline for chartering for existing clubs that wish to be active when new 4-H year starts for enrollment. August 15 th : New 4-H year enrollment starts.

Major Changes for Chartering Application is an online form as an event through 4-H CONNECT. Chartering must be completed and approved by state office before club can accept enrollments. New clubs must submit a charter application prior to being established in 4-H.

Chartering Questions, contact: Justin Saenz Fort Bend County CEA 4-H & Youth Development