California State 4-H Leaders' Council

Attachments to the April 25, 2015 Minutes

Attachment "A

TREASURER’S REPORT

Date From/Income Source For/Budget Category Income10/25/2014 Donation Contingency 50.00$ 10/25/2014 Lunch Income Meeting Income 320.00$ 10/25/2014 South Central Leaders Council Council:Dues 250.00$ 10/31/2014 North Section Leaders Council Council:Dues 500.00$ 11/10/2014 South Section Leaders Council Council:Dues 250.00$ 11/16/2015 Pin sales at SLF Leadership Dev. Fund 47.00$ 2/12/2015 Sutter-Yuba 4-H Council State Fashion Revue 50.00$ 2/12/2015 Tuolumne 4-H Council State Fashion Revue 125.00$ 2/12/2015 Merced 4-H Resource Board State Fashion Revue 50.00$ 2/12/2015 Napa County 4-H Council State Fashion Revue 100.00$ 2/12/2015 Mariposa 4-H Council State Fashion Revue 50.00$ 2/12/2015 Alameda 4-H Council State Fashion Revue 100.00$ Monthly Interest Council:Interest 2.24$

Total Income: 1,894.24$

Date Ck # Paid to/Reason For/Budget Category Expense10/25/2014 978 Sandy Cohen Ck total = President Expenses 177.52$ 10/25/2014 978 Sandy Cohen $506.73 Meeting Expense 329.21$ 11/15/2014 979 Terry Berke (Plant Science Team) Leadership Dev. Fund 500.00$ 11/15/2014 980 Lassen 4-H Council (Horse Classic) Leadership Dev. Fund 300.00$

2/1/2015 981 VOID2/1/2015 982 UC Regents Meeting Expense 69.55$

2/15/2015 983 UC Regents Meeting Expense 400.00$ 2/28/2015 984 North Section 4-H Council SLF Educational expense 2,000.00$ Monthly Debits Check Image Service Fee Council:Treasurer 9.00$

Total Expense: 3,785.28$

10/24/2014 Income to Expense to 4/25/2015Balance 4/25/2015 4/25/2015 Balance

Discussion Meet 1,000.00$ -$ 1,000.00$ State Fashion Revue 1,029.55$ 475.00$ 1,504.55$ State Leaders Council 1,415.01$ 1,372.24$ 985.28$ 1,801.97$ State Leaders Forum 49,074.45$ -$ 2,000.00$ 47,074.45$ WRLF 213.67$ -$ -$ 213.67$ Leadership Dev. Fund 1,184.00$ 47.00$ 800.00$ 431.00$ Checking Account Total 53,916.68$ 1,894.24$ 3,785.28$ 52,025.64$

WRLF CD 11,072.42$ 1.30$ 11,073.72$

CALIFORNIA 4-H STATE COUNCILTREASURER’S REPORT April 25, 2015

Attachment "B"

STATE STAFF REPORT

1 

State 4-H Office Update to the Sectional and State 4-H Councils - Spring 2015 Submitted by Steven Worker, smworker@ucanr.edu.

Status of state office staffing: Two positions are currently under recruitment. Under Recruitment, Assistant Director for Diversity and Expansion Under Recruitment, Program Representative for Animal Science Education

The rest of the office remains the same: Shannon Horrillo, Youth, Families, & Communities Associate Director of 4-H Program & Policy Steven Worker, Science, Engineering, & Technology (SET) Coordinator Anne Iaccopucci, Healthy Living Coordinator Jenna Colburn, Program Representative Gemma Miner, Program Coordinator Scott Mautte, Program Representative Kendra Lewis, Evaluation Coordinator Whitney Bell, 4-H Analyst Andrea Henderson, 4-H Administrative Assistant

Status of the California 4-H Foundation: The Executive Director is under recruitment.

Policy Reminders

4-H events that are not an extension of the previous year’s 4-H program work, need to ensure that allparticipants are enrolled in 4-H for the current program year in which the event is held. For example, theEast Section’s Leadership Weekend in August 2015 would not be an extension of the 2014-2015program year; and for this event, members will need to be enrolled in 4hOnline for the 2015-2016program year prior their attendance at the event. The dates on the 4-H enrollment packet treatmentauthorization and health history form have been established to align to 4-H enrollment policy, andaddress the needs of participants who are will be participating in events that are an extension of theirprevious program year work.

Coordinators of sectional conferences and events need to include county staff in the loop, re: verifyingthe youth and adults who register to attend, are Active in the 4hOnline enrollment system and there areno stipulations the county has in place regarding their participation. For example: The sectional councilsmay not have access to the enrollment system to know if a member or adult has been suspended by theCounty Director from participation, so the county staff must be included as part of the registrationprocess in order to verify the youth or adult’s eligibility to attend.

    

2  

2015 State Leadership Conference Registration is now live! http://4h.ucanr.edu/4-H_Events/SLC/ Registration Options with Fees: Legends and Lore: Thursday, July 23 - Sunday, July 26, $499

Thursday arrival begins with an RA meetings, orientation, and dinner and twilight trip to Disneyland! Friday is tour day! Register for one or more Legends and Lore Tours (some at an additional fee). Most tours will be back in time to join in on the fun lawn games and activities the Recreation Committee has planned! The traditional SLC schedule begins Friday late afternoon and continues through Sunday.

Fairytales and Fables: Friday, July 24 - Sunday, July 26, $419 Friday arrival begins with fun and games provided by the Recreation Committee! The first meal served is dinner. The opening keynote is Friday evening to kick off the traditional SLC schedule and educational events.

Registration must be received by April 30, 2015. Late Registration (between May 1 - May 25) - add $50 to base fee No registrations accepted after May 25 Friday Tours: The Friday educational content is all tours. Legends and Lore tours must be selected and fees paid at the time of registration. Tour details are below. Education: Education sessions A-C descriptions will be available after the close of registration. Questions: Please email the Conference Director at 4hslcdir@gmail.com Bussing: The State 4-H Office will be providing buses to and from the conference based on participant interest. There is a section on registration that participants can select if they are interested. Based on the feedback we get from registration we will organize buses from central locations. The locations will be announced after registration is closed. There will be a separate registration to sign up for a bus with payment options. Adult Registration Options: There are still two adult registration options Resident Advisors and Adult Delegate. The role of chaperone has been changed to Adult Delegate to more closely describe the duties of adults that are

not in the Resident Advisor role. We hope this distinction will alleviate confusion between the two roles. All adults will still be housed in the dorms with youth delegates. Adults will be strategically placed on the dorm floors in order to provide youth supervision at times when youth are in the dorms.

Resident advisors will have a list of the youth they are supervising before arriving at SLC. They will be encouraged to communicate with their youth prior to arrival to introduce themselves. We will do our best to keep counties together whenever possible. To ensure that we have RA’s from each county please encourage your most qualified adults to apply for the position.

Each county needs to have 1 Resident Advisor per 10 Delegates or portion of 10 for both boys and girls.

    

3  

2015 State 4-H Field Day http://4h.ucanr.edu/4-H_Events/SFD/ May 30, 2015, 8:00am - 6:00pm, University of California, Davis Exhibits and Booths. Apply here: https://ucanr.edu/survey/survey.cfm?surveynumber=15096

Activity Name Email

Event Coordinator Steven Worker smworker@ucanr.edu

Event Co-Coordinator Emily Shifflett ershifflett@ucdavis.edu

Educational Exhibits and Booths Emily Shifflett ershifflett@ucdavis.edu

Assemblies (Opening & Awards) Jenna Colburn (for SA’s) jcolburn@ucanr.edu

Lunch Booth Collegiate 4-H, Sarah Lloyd

Breakfast (Jamba) Gina Turpin gina.turpin@yahoo.com

ORB/Thrive Surveys (Computer Lab) Grace Park ghpark@ucdavis.edu

Primary Activities UC Davis Collegiate 4-H jcolburn@ucanr.edu

4-H Technology Leadership Team Kyle Kern kernfarm@gmail.com

Presentation Day Tally Room Ariel Smoke amsmoke@ucanr.edu

Presentation Day Logistics Leader Nicole Marshall nmarshall@mail.csuchico.edu

Presentation Day Check-In Tables Jenna Colburn (& SA’s) jcolburn@ucanr.edu

Presentation Day Evaluator Orientation Lisa Tobias candl@razzolink.com

Presentation Day Room Host Orientation Grace Tobias gftobias@ucdavis.edu

Discussion Meet Louise Silacci silaccilu@gmail.com

Discussion Meet Dominique Germann dgermann7@gmail.com

Discussion Meet Mary Engebreth maryengebreth@comcast.net

Entomology Amanda Penicks pksbackyardfarms@aol.com

Film Festival Clay Ferguson nccferguson1701@gmail.com

Judging Contest Mary Ann Smith masmith4hleader@gmail.com

Logo Design Contest Jenna Colburn (for SA’s) jcolburn@ucanr.edu

MyPlate (entries must be received by May 15th) Anne Iaccopucci amiaccopucci@ucanr.edu

Photography Contest John Trammell techdude4h@gmail.com

Plant Science Terry Berke terry.berke@monsanto.com

Interview Contest Barbara Crane BCrane@mtsac.edu

State Fashion Revue Sue Moore 2moores@mlode.com

State Fashion Revue Mary Engebreth maryengebreth@comcast.net

    

4  

2015 4-H State Fair Throwdown http://4h.ucanr.edu/4-H_Events/CountyFairs/ 4-H members are invited to participate in the 4-H Throwdown at the California State Fair. Teams will consist of 3 youth members. Each round will have a secret ingredient that the team will use to prepare an appetizer, main course, and desert. A panel of judges will score all courses prepared based on taste, presentation, and nutritional value. The winners of each round will then compete each day to determine the daily 4-H Throwdown Champion! 2015 4-H Mindfulness Retreat http://4h.ucanr.edu/Programs/Projects/HealthyLiving/Mindfulness/

    

5  

State Incentives and Recognition Advisory Committee (I & R) State Record Book Competition 2015 Important Dates: June 30th: Members must complete and Intent to Submit Form to their county office if they are planning to or thinking about submitting their book to State Competition. Completing this form does not obligate the member to submit, rather it is intended to alert county volunteers and staff working with record books so that they might be prepared to provide support to members. June 30th: Members must complete the Record Book Quick Start Course if they plan to submit their book to State Competition. This is earlier than the past two years so that members have ample time to review and prepare their record books. October 16th: State Record Book Evaluators (judges) applications are due. November 2nd: Record Books for State Competition must ARRIVE to State Office. November 13th -15th: State Record Book Competition County Record Book Evaluators (judges) Professional Development I & R will host a webinar series to orient and calibrate county evaluators to use the state approved Record Book Evaluation Form for County. The series has two, 1-hour sessions. The first session, Orientation, will cover basic record book evaluation process information, how to use the form and how to write comments. There will be a homework assignment to read and score a book using the approved form.

In the second session, Calibration, evaluator scores will be compared with discussion on how to narrow the gap between individual evaluator scores.

Orientation Dates: April 20th or 28th or May 13th or 21st

Calibration Dates: May 25th, 26th, 27th or 28th. All sessions are from 6:30 – 7:30 pm. Pre-registration is required and the link is on the state website.

Record Book Pilot Forms I & R has been working to streamline some of the forms and content of the Record Book Manual in preparation for revisions to the 2015-16 edition, which will launch July 1, 2015. We released two forms as pilots that may be used this year, 2014-15, if members choose to. The Leadership Development Report is an alternate of the Junior/Teen Leadership Development Report and can is especially helpful for members who have multiple leadership roles in their club, county, section and state involvement. We have also provided an example of the Summary Pages that are used for State Competition to document previous years’ experiences. For 2014-15, this is only an example and members may choose to use the template provided or complete the Summary pages as they wish according to the guidelines in the Record Book Manual. Evaluators at club, county and state competitions should accept, treat and score these new forms in the same way as they would the current forms. Both forms may be found as separate items on the State website.

    

6  

Higher Education Scholarships: The 2015 call for scholarship applications are released and due by June 1st. Golden Clover Awards: The 2015 call for nominations are released and due by June 1st. New Uniform Update: New uniform guidelines have been recommended to the Associate Director of 4-H Program & Policy and the Policy Advisory Committee (PAC). The Statewide Incentives and Recognition Committee will review the comments from PAC at the April 18th meeting of the I & R Advisory Committee. I & R will submit a secondary report to PAC during the week of April 20th for a final review.

Addition to State Office report for 4-11-2015 sectional council meeting

Re: Vendor Payments for Sectional and State 4-H Conferences, Camps, Retreats

University procedure has recently changed in regards to how venders are paid (e.g., conference and camp facilities), so now when a vendor accepts credit cards, the vendor must be paid using a credit card, and the University will no longer cut a check. Typically, this procedure is quicker in paying final invoices since I can just use my corporate card. However, some vendors charge a credit card processing fee on top of the final invoice. 4-H groups and Councils will be responsible for these fees; for example, if you have selected the MapFinder Center for a conference, and the final invoice is $2,500, MapFinder accepts credit cards, and they charge a $75 processing fee, the final charge to the Council will be $2,575. My advice is to alert your committees and groups, as they are searching for facilities, to check with vendors about whether they accept credit cards and whether they charge a processing fee. Also, if the vendor uses third party credit card processors who will be paid direct, make sure to check with them also.

Attachment "C"

Discussion Meet Information and Checklist

Discussion Meet Checklist 

CHECK IN WILL BE BETWEEN 7:30 AM – 8:30 AM: 

☐ Best to park in the parking structure next to A Street. 

☐ Look for a table in front of the Social Sciences Building Room 1110. 

☐ Be prepared to spend the majority of the morning there. 

☐ Dress for success (you can change after the contest). 

☐ Be on time. 

☐ Get a good night’s sleep the night before.

8:30 AM TO 8:50 AM IS ORIENTATION 

☐ During check­in you will be instructed as to where your orientation room is. 

8:50 AM TO 9:00 AM 

☐ Find assigned room. 

☐ Place name card where you would like to sit. 

☐ Time to use the restroom, check hair/tie/make­up, etc. 

9:00 AM TO 9:45 AM ROUND 1 

☐Four rooms will be running at the same time with the same question. 

☐ You will be with 3 to 6 other members for this round. 

☐Doors will close at 9 AM, so if you are not in your room, you may not compete. 

☐ ENJOY THIS 4­H EVENT!  Everyone is welcome to watch the contest. 

9:45AM TO 10:15 AM BREAK (BUT DON’T GO FAR) 

10:15 AM TO 11:00 AM ROUND 2 

☐ Same four rooms will be running but with different members and  question. 

☐ You will be with 3 to 6 other members for this round as well. 

☐ Doors will close at 10:15 AM, so if you are not in your room, you may not compete. 

11:00 AM TO 11:30 AM BREAK (AGAIN, DON’T GO FAR) 

During this time the Sweet Sixteen (16 remaining participants) will be announced. 

11:30 AM TO 12:15 PM ROUND 3 – SWEET SIXTEEN 

☐ Same four rooms will be running but with different members and question. 

☐ You will be with only three other members for this round. 

☐ Doors will close at 11:30 AM, so if you are not in your room…☹ 

12:15 PM TO 12:45 PM BREAK  

During this time the Elite Eight (8 remaining participants) will be announced. 

12:45 PM TO 1:15 PM ROUND 4 ­ ELITE EIGHT 

☐ Only two rooms will be running with four participants in each. 

☐ This is the final discussion of the day. 

ASSEMBLE AT THE STAGE ON THE QUAD AT 1:30 PM FOR THE ANNOUNCEMENT OF THE FINAL FOUR (TO COMPETE AT SLC) AND RECOGNITION 

OF ALL PARTICIPANTS. 

Attachment "D"

State 4-H Leaders’ Council Youth FundRequest for Financial Assistance

State 4-H Leaders’ Council Youth Fund Request for Financial Assistance

To be considered for financial assistance from State 4-H Leaders’ Council Leadership Development Fund, you must meet the following requirements: At the time of the request, you must submit this completed Request Form to the California State 4-H Leaders’ Council. You will be notified before the date the funds are needed if your request was approved. After the conclusion of the event, you are expected to submit a report to the California State 4-H Leaders’ Council describing your participation at the event detailing what you did and what you learned.

Financial assistance fund limits -- $100.00 per member and $200 per adult leader – one request per 4-H year as long as there are funds available and with the California State 4-H Leaders’ Council executive board claiming the authority to approve each application on a first come, first serve basis .

Member’s Name:

County: Club:

Purpose of Request:

Date of Event for which funds are being requested:

Amount requested: $ Date needed:

Have you personally fundraised for this event? If not, why?

Are you receiving funds or financial assistance from any other source for this event? How much and from where?

By signing this form, I acknowledge that this member is a member in good standing, and I have personally seen their current record book. Community Leader’s signature

I understand that by accepting this financial assistance, I am required to submit a report to the State 4-H Leaders’ Council describing my participation at this event.

Signature of Member

Parent Signature

Council Use Only

Comments:

Date Received: Date Approved: Date Member notified: Date report received:

Attachment "E"

2015 - 2016 Budget

4/25/2015Budget Budget Budget Actual Actual

INCOME 2015-2016 2014-2015 2013-2014 2014-2015 2013-2014Sectional Dues 1,000.00$ 1,000.00$ 1,000.00$ 1,500.00$ 750.00$ Meeting Income 800.00$ 800.00$ 320.00$ 450.00$ SLF Share (1/2 of Silent Auction) 1,000.00$ 1,100.00$ -$ SLF 2013(See separate Budget) 53,300.00$ 45,345.91$ Interest 5.00$ 5.00$ 5.00$ 3.16$ 6.13$ Resource Development 500.00$ 545.00$ 645.00$ 50.00$ -$

Sub-Total 2,505.00$ 3,450.00$ 55,750.00$ 1,873.16$ 46,552.04$ Designated Funds IncomeDiscussion Meet 500.00$ 1,000.00$ WRLF CD 11,073.72$ State Fashion Revue 1,000.00$ 514.00$ 2,190.00$ Leadership Development 500.00$ 47.00$ 1,184.00$

Total 15,578.72$ 3,434.16$ 49,926.04$

EXPENSESPresident 1,300.00$ 1,300.00$ 1,300.00$ 177.52$ 1,312.13$ Secretary 250.00$ 250.00$ 250.00$ Treasurer 50.00$ 50.00$ 50.00$ 12.00$ 40.50$ Other Officer Expense 1,500.00$ 1,500.00$ Recognition 50.00$ 50.00$ 50.00$ Meeting Expense 4,500.00$ 800.00$ 800.00$ 798.76$ 1,441.33$ Council Don. to Discussion Meet 500.00$ Council Don. To St. Fashion Revue 200.00$ SLF 2013 (See Separate Budget) 52,300.00$ 42,663.12$ Speakers SLF 1,000.00$ SLF Educational expense 2,000.00$ 2,000.00$ 2,000.00$

Sub-Total 10,350.00$ 5,950.00$ 55,750.00$ 2,988.28$ 45,457.08$ Designated Funds ExpenseDiscussion Meet 1,500.00$ WRLF 2016 5,536.86$ WRLF 2017 5,536.86$ State Fashion Revue 1,800.00$ 55.00$ 1,977.34$ Leadership Development 500.00$ 800.00$ -$

Total 25,223.72$ 3,843.28$ 47,434.42$

2015-2016 CALIFORNIA STATE 4-H COUNCIL BUDGET

Other Documents Available at the Meeting

Event ParticipationParticipation in county, sectional, state and national 4‐H events is open to all 4‐H members in good standing. There may be eligibility requirements established by the event planning committee.  

*Primary members, youth aged 5 to 8 years, receive a year stripe and pin for participation in a project. Project completion is not required.Junior/Teen leaders receive a gold stripe and year pin for completing the Leadership Development Report (LDR). Junior/teen leaders are not required to actively participate in the project in which they are a leader.  

Member in Good StandingComplete the enrollment process and be enrolled in at least one project.Comply with 4‐H Member Code of Conduct.

Project CompletionBe a member in good standing.Complete a minimum of 6 hours of project instruction or more as required by the project leader.Complete Annual Project Report (APR) form.Annually receive a year stripe and  pin.*

Club Participation(for 4‐H club programs only) 

Be a member in good standing.No attendance requirement. 100% attendance pin for perfect club meeting attendance. 

Requirements to Exhibit at FairComplete Project Completion requirements.Meet requirements as set by the county or fair.

Incentives and RecognitionThere are many ways to earn recognition in 4‐H. Awards can be earned based on project and club attendance and work.Awards can be earned for participating at county, sectional, state and national 4‐H levels.Awards earned will be governed by county and state 4‐H Incentives and Recognition Committees.

Steps to Success in 4‐H 

It is the policy of the University of California (UC) and the UC Division of Agriculture & Natural Resources not to engage in discrimination against or harassment of any person in any of its programs or activities (Complete nondiscrimination policy statement can be found at http://ucanr.edu/sites/anrstaff/files/176836.doc). Inquiries regarding ANR’s nondiscrimination policies may be directed to Linda Marie Manton, Affirmative Action Contact, University of California, Davis, Agriculture and Natural Resources, 2801 Second Street, Davis, CA 95618, (530) 750-1318.

 

California 4-H Dress Guidelines 7/2015 

Proper dress and grooming for an occasion is a matter of exercising good judgment. Dressing well for all 4-H occasions is a skill that individuals should gain knowledge of and value its significance. Adults, members and 4-H staff should encourage this important lesson.

General Guidelines 4-H encourages youth and adults to express their individuality within the parameters of the below general guidelines. All clothing shall be neat, clean, acceptable in repair and appearance, and should be worn as appropriate for 4-H events and activities. Articles of clothing that display profanity, products or slogans that promote tobacco, alcohol, drugs and sex are prohibited. Items of clothing that expose bare midriffs, cleavage (front or back), undergarments or that are transparent (see-through) are prohibited. Clothing and footwear should be worn that is appropriate for the activity performed and the terrain the activity is performed in. Additional clothing considerations/restrictions may apply for safety reasons (see 4-H Safety Manual and/or the adult in charge of the event or activity). These general guidelines apply to 4-H members, adult volunteers, parents/guardians and program participants.

Casual (Meetings, travel days, evening entertainment, camp, etc.) 

Business Casual (County and sectional contests, 

conference assemblies, workshops, roundtable discussions, etc.)

Business (Visits to state capitol, interviews, 

etc.) 

Examples:   Jeans, khakis, shorts, skirts, t‐shirts, tennis shoes, flip flops, sandals. 

Slacks or dress pants, button down shirts, polo shirts, blouse, dress/career shoes, boots. 

Suits with dress slacks or skirts, dress slacks with a shirt and tie, blouse, button down shirt, jacket or sweater, dress/career shoes, boots. 

It is the policy of the University of California (UC) and the UC Division of Agriculture & Natural Resources not to engage in discrimination against or harassment of any person in any of its programs or activities (Complete nondiscrimination policy statement can be found at http://ucanr.edu/sites/anrstaff/files/169224.pdf). Inquiries regarding ANR’s nondiscrimination policies may be directed to Linda Marie Manton, Affirmative Action Contact, University of California, Davis, Agriculture and Natural Resources, 2801 Second Street, Davis, CA 95618, (530) 750-1318.