4-H Club Resources

Being a 4-H leader is a rewarding experience. You can help develop the next leaders in Larimer County. If you are interested in becoming a leader, please contact us to talk about: 

• You interest areas
• Our volunteer openings
• The registration process

Pam Heeney
4-H Administrative Specialist
heeneyps@co.larimer.co.us
970-498-6012

Bailey Schilling
Extension Agent, 4-H Youth Development Livestock & Shooting Sports Agent
970-498-6022
schillbw@co.larimer.co.us

All workshops must be approved by the Extension Office prior to scheduling your event. Begin that process by completing & submitting the Larimer County 4-H Event Planning Worksheet This guide will help you complete that worksheet.

Contact the Extension Office with any questions you have about this process at 970-498-6000

Step 1: Initial Planning

• Details to consider:
  • Audience for the workshop
  • Location and space needed
  • Date and time
  • Number of volunteers needed
  • Set-up needed – tables, chairs, projectors, screens, etc.
• Setting a date and time
  • When deciding on a date for your workshop, consider other activities that might keep your participants from attending, such as other 4-H events, club meetings or holidays.
• Choosing a location for your workshop
  • You may choose to hold your workshop at The Ranch, the Extension Office or a location of your choice (find a list of Extension Office or The Ranch locations attached)
  • When choosing your location:
    • Consider drive time for your participants. Try to choose a centrally located facility, if possible.
    • Size of space needed for your workshop
    • Type of space you will need; indoor classroom, large hall, outdoor arena, show ring or pens for animals. Keep in mind the weather conditions for that time of year. You may want to request an indoor area.
  • Workshops can be held at other facilities & private properties
    • If the workshops will be held at locations other than The Ranch or the Extension Office, you will need the name of owner and proposed address for the event
• Schedule your workshop as early as possible to make sure you can secure your preferred location, date and time.

Step 2: Workshop approval, room reservations, and advertising

• Complete the Event Planning Worksheet and submit to the Extension Office for approval prior to scheduling the event.
• Extension Office staff with follow-up with you for questions, clarification, or approval.
• Contact the Extension Office with any questions at 970-498-6000.

Additional details to consider when planning your workshop:

• An Informed Consent Form is required for all activities that have inherent risks, such as working with large animals or firearms, recreational activities and when non-4-H members are participating
  • Informed Consent Forms can be found on the Larimer County 4-H website under 4-H Club Resources
  • Informed Consent Forms must be provided to each participant/parent to review and sign before the event
• Your workshop may also require additional insurance
  • Workshops that involve out of county 4-H members and/or that are open to the public, such as horse and dog shows or clinics
  • If the workshop has activities that have inherent risks for the participants, such as working with large animals, firearms or participating in recreational activities
  • To request additional insurance for your workshop, please contact the Larimer County Extension Agent
• Workshop registration – A registration system will make organizing your event easier.
  • Online registration or email can both work well.
  • Deadline for registering
    • Set a deadline for required registration ○ Minimum number of participants needed
    • Decide what the minimum number of participants you will need to be able to successfully hold your event
  • Maximum number of participants allowed
    • What will be the maximum number of participants your workshop, space or clinician can handle
    • Are there any specific requirements to attend this workshop?
• Advertising the workshop – Consider the best approach to advertise your event & request in the Event Planning Worksheet:
  • The extension office can help you advertise in three ways. Please indicate on the Event Planning worksheet if you would like our office to advertise your event. The three options are:
    • Email from the Extension Office
      • The Extension Office can send out an email to our members or group of members
      • This should be done at least 2 weeks prior to your event. Reminders can also be sent.
    • Article in the 4-H Newsletter
      • Information and/or a flyer for your event must be submitted to dkern@larimer.org by the 10 th of the month to be included in the following month’s newsletter
      • There is no charge to advertise a 4-H event
    • Posting on Facebook or the website
      • The Extension Office can post events to the Extension Facebook page &/or County Extension Website
• Leaders for the workshop – How many volunteers will you need to deliver a successful workshop?
  • Recommended 1 leader for every 10 participants
  • Who will be in charge of the even
• Will there be a charge for your event? Do you need to cover any workshop materials or clinician fees?
  • Please consult the Extension Agent when fees are involved
  • Do not sign any contracts with clinicians, this must be approved by the Extension Agent
• Overnight housing needs – Will your workshop require any overnight housing arrangements for animals?
  • The Ranch may be able to provide overnight housing for animals if you have a multi-day event that is being held there
    • Please speak with the Extension Agent to discuss possible arrangements

Larimer County Extension Office Address: 1525 Blue Spruce Dr., Fort Collins, CO 80524

The Ranch Address: 5280 Arena Circle, Loveland, CO 80538

• Extension Agents: An Extension Agent is an employee of CSU Extension and Larimer County. Extension Agents oversee the direction and daily management of the 4-H program and its volunteers.
• 4-H Support Staff: The county provides additional funding to support the county program needs.
• 4-H Leaders: Someone who volunteers their time in service to 4-H. They must go through a background check and application process.
• Club (Organizational) Leader: The overall leader of a 4-H club; there are about 50 clubs in Larimer County 4-H (see Club Directory on the website).
• Resource Leader: A county-wide leader who has agreed to help 4-H kids from any club with project questions (see web list).
• Project Leaders: A leader within your 4-H club who will help you with a specific project.
• Activity Leaders: A county-wide leader such as a team coach who leads a specific county-wide activity (judging, dance, etc.)
• Key Leaders: Adults who assist local 4-H club leaders and/or Extension agents in a specific 4-H project or activity area (usually on a county-wide basis).
• Superintendents: Main leaders to support department at County Fair and with County Fair preparation.
• Enrichment Program Volunteer: An adult who leads a special interest or enrichment program.
• Larimer County 4-H Foundation: May be part of the county 4-H program, to raise and/or manage funds to support county 4-H members and leaders.
• 4-H Advisory Committee: Meets during the year to provide input to the 4-H Extension Agents concerning current and future 4-H programs, policies, and activities. The committee consists of youth and adult leaders and community members, depending upon the county.
• Junior Leaders: Youth actively involved as leaders. They should be viewed as assets to the 4-H program. Colorado 4-H encourages the use of youth as volunteers.
• 4-H Member: Youth 5 to 18 years of age who enroll as a 4-H member.

Tips for Success:

• Application Form- Fill out completely and accurately. Call the Extension Office with any questions.
• Constitution and Bylaws- Should be reviewed and signed annually whether changes were made or not. Be sure that they match how your club is operating. The club disillusionment clause and membership open to all language is required.
• 4-H Club Financial Report - Your end balance from the previous year should match the beginning balance of this year.
• Bank Statement - This should show the balance as of June 30.
• Annual Review: 4-H Club Group Funds - You are required to have two signers on the account. They should not be related. If adults, they are required to be approved leaders.
• 4-H Club/ Group Assets - Only items valued over $50 need to be listed here.
• Budget - This is the budget you have planned for the coming year.
• Annual Plan - This is the plan you have for the coming year.
• Affirmative Action - Please list your participation at County Fair, Carnival, Open House and your listing on the website in addition to any marketing or club outreach efforts.
• State Required Forms

Forms to turn in if you are chartering a new club:

• Application Form (County only form)
• Constitution and Bylaws
• 4-H Club Financial Report
• Bank Statement (showing June 30th balance)
• Annual Review: 4-H Club Group Funds
• 4-H Club/ Group Assets
• Budget
• Annual Plan
• Affirmative Action

If your club is dissolving, please turn in the following:

• Dissolution or Non-Renewal of Colorado 4-H Charter
• 4-h Club Financial Report Form
• Bank Statement showing zero balance
• Any club assets, including flags, banners, scrapbooks etc.
• Make sure club members have been notified of dissolution

Youth participate in 4-H community clubs by belonging to a chartered 4-H club, usually in their county of residence. If special circumstances exist that warrant transfer to another county, 4-H families may apply for a special variance to transfer.

Special circumstances will be narrowly defined as situations that are not resolvable or place the family in circumstances that will not allow them to participate in their local 4-H program. This situation may not include disciplinary action taken by state or local Extension offices.

These special circumstances will be considered on an individual basis with the decision being based on whether the circumstances are resolvable within their own county. The decision as to whether the circumstances fit within the narrow definition lies strictly with the CSU Extension Offices in incoming and outgoing counties. Final approval will be granted by the State 4-H Office.

Acceptable reasons to transfer into another County:

1. When a 4-H member’s family moves.
2. When the 4-H member lives part of the year in one county and part of the year in another county.
3. When other situations regarding residency arise.
4. When transferring into their county of residence.
5. Or as other situations arise that merit special consideration deemed appropriate by the Colorado 4-H Agent and Colorado State 4-H Program Director.

Please note the following from the Colorado State 4-H Office policy which can be found in full on their website:

• Youth may join or re-enroll in only one county 4-H program at a time
• Youth may participate as a 4-H member in only one county fair per enrollment year, and exhibit a given 4-H project in only one county per enrollment year.
• When a situation exists that necessitates change of residence in mid-year, state and local 4-H fees will be assessed in both counties.
• Youth who are granted approval for membership in a county other than their county of residence may not transfer to, or enroll in another county for a minimum of one 4-H year not including the year of transfer or enrollment.

Process to Request a County Transfer

If a family would like to request a special variance to transfer counties or to participate in a county other than their county of residence, they must follow the following steps. These steps are used for families to transfer into a county they do not reside in and also to transfer back into the county they do reside in if they were previously enrolled in another county.

1. Contact the 4-H County Extension Agent in both their county of residence and the county they wish to participate in to notify them of their desire to transfer or enroll in a county other than their county of residence and explain their reasons. Either agent can assist in this process as needed.
2. Complete and submit the 4-H Enrollment Membership Special Variance Transfer Application to either one of those agents.

The incoming and outgoing county Extension Agents will both review the request and follow with the family if additional information is needed. Then, all transfers will go through an approval/denial process at the State 4-H Level. Final approval/denial of transfers will come from the State 4-H Office and will be communicated back to families.

Front Range Transfer Form