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Minnesota 4-H Staff Page - Policy

On this page:

Stewardship of MN 4-H (including forms)
      Section 1 - Public Organization
      Section 2 - Risk Management
      Section 3 - Real Estate and Equipment
      Section 4 - Financial Stewardship
National 4-H Policy
      Use of name and emblem
      Tax Exempt Status of 4-H - 501(c)(3) reference information
      National Competitive Events Policy
U of MN Extension Policy
      Equal Opportunity Statement
      Wordmark Usage
      Copyright
      Insurance
      Liability Release Forms
      Facility Use
      Miscellaneous
Minnesota 4-H Policy
      Animal Science/Livestock Policy
      Cloverbud Policy
      Membership Policy and Forms
              (Graduation, Cross County Participation, Independent Members,
                    Health Forms, Code of Conduct, etc.)
      State Event Policy
      Judging Policies & Supports
      Financial Practices
      Volunteer Screening
      Equipment Inventory Policy and Documents
Staffing Policies
      Excess Time and Overtime Policy
      Scenarios for Overtime
      Staff Directories
      Program Coordinator and Program Director Policies and Information
      Sample PC and REE job descriptions
Miscellaneous
      Addendum to agreement with Publishers

Stewardship of MN 4-H (including forms)

• Introduction
  • Forward - About this guide, Authors
  • Table of Contents
    
    
• Section 1 - Public Organization
  • Narrative Includes: Incorporation, Tax Exempt Status, Chartering, EIN, GEN, Sales Tax Exempt Status, etc.
    Updated May 2008
  • Annual 4-H Group Charter/Affilitated Group Documentation
    
    
• Section 2 - Risk Management
  • Narrative Includes: Emergency Procedures, Chaperoning Youth, Volunteers, Insurance, Records, Vehicles, etc..
    Updated November 2007
  • 4-H Volunteer Emergency Contacts and Telephone Numbers
    (card for laminating)
    • 1 card per page version
    • 4 cards per page: [Side 1] [Side 2]
  • Incident Report
    
    
• Section 3 - Real Estate and Equipment
  • Equipment
    • Narrative Includes: Acquiring, Protecting, and Liquidating equipment; Completing an Equipment Inventory Record; Licensing Trailers
      Updated December 2007
    • Checklist for Completing and Reviewing Equipment Rental Agreements
      Updated June 2008
    • Contract for "Equipment Rental for 4-H" - OGC-SC661
    • 4-H Equipment Inventory Record
    • 4-H Equipment Inventory Record Example
  • Facility Use
    • Narrative Includes: Description of Facilities and Applicable Contracts; Completing and Reviewing the Contract; Obtaining the Appropriate Signature; Contact Information
      Updated December 2007
    • Checklist for Completing and Reviewing Facility Contracts
      Updated June 2008
    • Contract for "Facility Use for 4-H (Short-term)," Agreement OGC-SC662
    • Contract for "Facility Use for 4-H Yearly," Agreement OGC-SC663
    • "Addendum to Use Agreement" for use by 4-H with Landlord's Use Agreement
  • Facilities on County Fairgrounds
    • Narrative Includes: Description of Facilities and Applicable Contracts; Description of Documents for Use by 4-H with County Agriculture Society/Fairgrounds; Obtaining the Appropriate Signature
      Updated June 2008
    • Contract for "Land Lease for 4-H Owned Buildings on Fairgrounds," Agreement OGC-SC668
    • Contract for "Third Party Use of a 4-H Building on Fairgrounds," Agreement OGC-SC669
    • Contract for "Third Party Storage in 4-H Building on Fairgrounds," Agreement OGC-SC670
    • Contract for "Lease of 4-H Foodstand," Agreement OGC-SC671
    • Contract for "4-H Financial Pledge to Fairboard Owned Building," Agreement OGC-SC672
    • Contract for "Lease of Building Following Pledge Agreement," Agreement OGC-SC673
• Section 4 - Financial Stewardship
• Fiscal Responsibilities
  • Narrative Includes: Handling Finances, Checking Accounts, Treasurers, Dissolution, etc.
  • 4-H Federation/Leader's Council Treasurer's Role and Options
  • Financial Transactions Form - sample 1
    (now part of Treasurer's Book)
  • Financial Transactions Form - sample 2
    (now part of Treasurer's Book)
  • Bank Statement Reconciliation
    (now part of Treasurer's Book)
  • Treasurer's Report at a Club or Group Meeting
    (now part of Treasurer's Book)
• Investments
  • Narrative Includes: Savings Account and Long Term Investments
• Budgeting and Reporting
  • Narrative Includes: Preparing a Budget ,Reviews/Audits, etc.
  • 4-H Financial Review Checklist
  • Annual 4-H Group Budget and Financial Report - Directions
    (now part of Treasurer's Book)
  • Annual 4-H Group Budget and Financial Report-Form
    (now part of Treasurer's Book)
• Income Generation
  • Narrative Includes: Policies, Principles, Types, Receipting, etc.
  • Income Generation Application Form
  • Income Generation Report Form
• Non-Cash Donations
  • Narrative Includes: Directions and Donor Information
  • Non-Cash Donations Agreement Form
• Tax Information
  • Narrative Includes: State and Federal Income Tax, MN Sales Tax, etc.
  • Financial Reporting Table
  • Money Matters Checklist for Club/Groups
  • Money Matters Checklist for Federations/Councils

National 4-H Policy

• USDA Policy For Authorized Use Of Name & Emblem
        click here for the 4-H graphics download page
• Tax Exempt Status of 4-H - 501(c)(3) reference information
• National Competitive Events Policy

U of MN and Extension Policy

Equal Opportunity and Wordmark info

• EEO - Equal Opportunity Statement Usage and Guidelines
• 4-H Club EEO Certification is incorporated into the Club Charter Application - which is available from the Club Mgt. Toolkit
  
  
• Extension Wordmark - Usage and Guidelines

Copyright Policies

• Copyright Policies from U of M Extension
• Copyright Material and 4-H Exhibits
        (from the 2001 Judges Handbook)

Document Retention

• Retention Schedule for 4-H Documents
        (how long to keep 4-H enrollment forms, etc.)

Insurance

• Insurance Primer - basic insurance info
• Insurance Issues - U of M Risk Management Office website
• Liability Insurance for Staff and Volunteers of U of MN Extension
• Liability Matrix - U of MN Extension
• Link to American Income Insurance
  (including on-line coverage applications)

Liability Release Forms

• Liability Release Form - Specific Event (abbreviated)
• Liability Release Form - Specific Event
• Liability Release Form - General
• Photographic, Video, Audio and Web Site Release Form

Minnesota 4-H Policy

Animal Science/Livestock Policy

• Livestock Policy website (includes the following)
  • Livestock Identification
  • Auctions
  • Quality Assurance and Ethics training
  • Horse Helmet Policy
  • 4-H Involvement in WSCA Shows
  • Cloverbuds and Livestock
  • MN 4-H Multi-County Teams

Cloverbud Policy

• Internal Cloverbud Policy Handbook
• Volunteer Leader's Cloverbud Guide
• Additional Cloverbud Resources

Membership Policy and Forms

• Minnesota 4-H Graduation Policy
• Cross County Participation Policy
  
  
• Independent Membership Guidelines
• Independent Membership Mentor Packet
• Independent Membership Agreement
• Records and planning calendar (as referenced in Independent Member Documents)

• Member/leader downloads
  (4-H Records, Health Forms, Code of Conduct, photo release forms, etc.)

State Event Policy

• Minnesota 4-H Event/Activity Policy and Guidelines

Judging Policies & Supports

• MN 4-H Judging Policies, Guidelines and Materials
• 4-H Judges Database
        (authentication needed, contact Extension IT if necessary - 612-624-6700)
        4-H Judges Database Worksheet

Financial Practices

• Leader's Handbook
• Member's (Treasurer's) Handbook
• USDA document on Tax Exempt Status of 4-H

Volunteer Screening

• Volunteer Screening Policy, Materials and Forms

Staffing Policies

• Excess Time and Overtime Policy
• Scenarios for Overtime
• Staff Directories
• Program Coordinator Policy
• Prioritizing Responsibilities of a 4-H Program Coordinator/Director
  • (from the Regional Implementation Guide)
• Shift Differential Agreement (NEAs, Community Program Assistants, Program Assistants, 4-H)
• Minnesota 4-H Statewide Initiatives, Task Forces, and Project/Event Committees
  
  
• Sample Job Descriptions
  • Generic Program Coordinator/Community Program Associate Job Description
  • REE Job Description

Miscellaneous

• Addendum to Agreements with Publishers
        (With regards to Plat books, etc.)