Step 4: Club Approval of Plan
Related Forms & Examples
The planning committee has the responsibility to explain the proposed program to the total membership. A written plan organized by months so the members can get a clear picture of how the program fits together should be presented at the club meeting. One or two planning committee members should explain the plan to the club. If you can arrange to make copies of the tentative plan, each member can follow along as the plan is explained. A chalkboard or newsprint posters can also be used to display the plan. Members, parents, and leaders need to understand the club plans before they can decide what they want to get involved in. Since each person will be expected to help carry out the plan, each should have the chance to ask questions and voice an opinion.
The membership may make changes in the plan before it is adopted. It is best to clear up date conflicts and other concerns as soon as possible. After the members have discussed the plan and made any changes, they approve and adopt it as the yearly 4-H Club program of activities and events.
4-H families should be provided with a copy of the final yearly plan. You may also want to make a large, wall-size calendar to display where the club meets.
For maximum involvement and follow through, it is necessary to provide each family with a final copy of the plan. Include names, addresses, and phone numbers of each member and leader. Include committee assignments and note chairs for each items. Encourage families to place this plan where all members of the family can see it and refer to it.
There is a sample of a sign up sheet that you may want to use to recruit members, parents, and leaders to commit to specific 4-H Club responsibilities. This sign up would need to be completed prior to distribution of the final 4-H Club program and calendar.
