This page contains information that will help the La Crosse County 4-H programs Clubs & Committees to develop quality, educational programming for the youth membership.
Activity or Event Planning: Before and After
Why do we need to do this?
The greater purpose of these forms is to capture details that would be needed should an audit ever occur. These documents provide valuable information about the education, money, risk management/safety and the details on where, when, and what. These forms can also be used when looking to set budgets as they will give you an idea of what the best estimated cost will be.
Prior to the event: complete the Activity or Event Planning Form — This tool helps club and/or committee groups plan a successful event or activity. Submit this form to your club or committee officers, so that it can be placed on the agenda for discussion. By completing this activity or event planning form, you have begun the process of creating the proper documentation should an audit of the program occur. A copy of the activity or event planning form should be kept on file along with the secretary minutes in which is was discussed and/or voted upon.
After the event: complete the Activity or Event Report Form – This form helps club and/or committee groups report on how an event or activity happened. After an event use this form to create the report that will be given to the club and/or committee…all events need to be reported on after they occur; this gives the membership an understanding of the whole. Plus, it also gives suggestions for the next group. Once the report is given at a membership meeting, a copy of this form, is kept with the secretary minutes.
Any 4-H club and/or committee handling any finances must be chartered. A 4-H Charter indicates the 4-H Club or Group is organized in accordance with the objectives of the 4-H program. The University of Wisconsin-Extension, Cooperative Extension grants 4-H Charters which formally authorizes the 4-H Club or Group to use the 4-H Name and Emblem for educational purposes in accordance with laws and regulations established by Congress and the U.S. Department of Agriculture. The 4-H Charter allows the Club or Group to qualify for federal tax exempt status under the UW-Extension General Exemption Number (GEN) for Wisconsin 4-H Clubs and Groups. Part of completing a charter is to have an annual financial audit and report.
4-H Charter provides:
- documentation of compliance by 4-H Clubs and Groups with EEO and ADA guidelines, civil rights laws and accountability of handling 4-H money appropriately including IRS rules.
- documentation of educational activities of the 4-H Club or Group/Committee needed for liability coverage for 4-H volunteers and members, program impact evaluation and educational planning.
- timely communication between 4-H volunteers, Clubs and Groups and the 4-H Youth Development Educator.
4‐H Money Basics provides a general overview of best practices and guidelines for handling 4‐H money.
4-H Fundraising Fact-sheet provides the guidelines for fundraising to the support the 4-H program.
And much, much, more…so be sure to check it out.
Local Use Financial Resources
Some things that all clubs and/or committees need to use, as they are based upon best practices, when handling funds and help provide documentation should the IRS conduct an audit.
Expenditures, Equipment, or Equipment as a gift
When a 4-H Club/Group is considering a major expenditure (over $1,000), purchasing capital equipment (an asset with a useful life of more than one year), or accepting a capital equipment gift, the 4‐H Club/Group must secure approval from a 4‐H Youth Development staff member prior to the purchase/acceptance of the item.