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Association Roles

4-H Volunteers fulfill many roles at the Association level that ensure the success of the 4-H program in their area.

Youth standing on grass in line dancing

4-H volunteers hold various roles within their associations to ensure success of the 4-H program. Learn about each opportunity below.  

The Association Representative (AR) role is a crucial one to the health of the 4-H program in Ontario. The Association Representative is the liaison between the local Association and the Ontario 4-H Council Board of Directors. The Association Representative carries the voting privileges for their local 4-H Association and has the opportunity to stand for election to the Ontario 4-H Council Board of Directors.

Requirements

  • Must be a screened & trained 4-H volunteer
  • Awareness of 4-H Ontario policies
  • Must have internet access

Term

Recommended election for a two year term. Individuals eligible for re-election at end of term.

Responsibilities

  • Bring local Association concerns forward to the Ontario 4-H Council Board of Directors.
  • Participate in Association Representative meetings (typically 2.5 days at 4-H Ontario’s Volunteer Conference and Annual Meeting, two teleconferences and any other meetings as required).
  • Participate and vote at the Annual General Meeting (AGM) of the Ontario 4-H Council or provide proxy.
  • Participate in the voting process to elect the President of the Ontario 4-H Council and Directors to the Board.
  • Provide input from local 4-H Association to the Ontario 4-H Council Board of Directors liaison contacts.
  • Act as a direct communication link to local 4-H Associations, including receiving, reviewing and communicating information from Ontario 4-H Council to the local 4-H Association between meetings (monthly mailings, direct communication).
  • Share Association concerns and opinions during discussion relating to resolutions and issues on the table. Vote as a result of information received and shared during discussion and the input from the local 4-H Association.

 

Teleconferences

Host: Ontario 4-H Council President and Executive Director
RSVP: ed@4-hontario.ca or 1.877.410.6748 x474

These calls provide a province-wide connection to discuss 4-H governance, operations, share best practices and the vision of 4-H Ontario. Participation is vital to the success of the program, and to find out about opportunities for youth, volunteers, funding and more!

President/Vice President 2022 Teleconference Dates

Orientation for newly elected Association Representatives:
March 1 – 7:30 p.m. to 8:30 p.m.

AR, P, VP Calls

January 27:
12 p.m. to 1 p.m.
7:30 p.m. to 8:30 p.m.

May 5:
12 p.m. to 1 p.m.
7:30 p.m. to 8:30 p.m.

October 13:
12 p.m. to 1 p.m.
7:30 p.m. to 8:30 p.m.

For more information please contact:
4-H Ontario’s Executive Director
ed@4-hontario.ca
1.877.410.6748 x474

Responsibilities

  • Receives reports from 4-H Ontario indicating who has earned Provincial awards.
  • Maintain the awards inventory and organize the awards for presentation at awards night.
  • Following the completion of awards night, the Awards Coordinator will report back to the 4-H Ontario Database Coordinator any changes to the awards report and confirm the presentation of awards for final posting to the 4-H Ontario Member Database.

Requirements

  • Must be a screened 4-H Volunteer
  • Must have regular access to internet
  • Awareness of 4-H Ontario Policies

For more information please contact:
4-H Ontario’s Coordinator, Database
database@4-hontario.ca
1-877-410-6748 x 484

Requirements

  • Must be 18 years of age and older.
  • Must have completed the 4-H Ontario Volunteer Screening Process
  • Have an interest in working with young people as a mentor and educator.
  • If applicable, must choose to be either a 4-H member or 4-H club leader (in a club).

Time Commitment

  • Meeting preparation time.
  • Minimum of 12 hours of club meeting time (Club meetings can be held weekly, bi-monthly, monthly).
  • Attendance at Club Achievement Program (specific to each project).
  • Attendance at 4-H Association/Club Awards Programs.

Roles and Responsibilities

  • Providing a safe, fun learning environment for members and volunteers.
  • Be flexible and open to engaging in new ideas and opportunities with youth.
  • Provide mentoring through the motto of Learn to do By Doing.
  • Learn project materials prior to beginning of the club.
  • Work with fellow club leaders to plan meetings, activities etc.
  • Involve youth in leadership roles
  • Plan Achievement Program in conjunction with co-leader(s) and 4-H members
  • Manage club finances in cooperation with Club member acting as Treasurer
  • Adhere to all 4-H Ontario policies and procedures and local Association policies and procedures
  • Completion of required administration duties including submission in a timely fashion of membership and completion lists, club award winners etc. to appropriate 4-H contacts.
  • Ensure Participant Agreement Forms are complete and readily accessible at each 4-H club meeting and activity in case of an emergency
  • Respect the values of the 4-H program and the 4-H Code of Conduct
  • Practice clear and open communications with 4-H members and parents using a variety of tools (phone, email, Facebook, writing).
  • Ensure appropriate 4-H Association contacts (i.e. Membership Coordinator, Livestock Coordinator, Awards Coordinator, Newsletter Editor) are kept up to date on club activities
  • Dialogue as required with 4-H Ontario staff
  • Make good use of 4-H project manuals and other resources recommended by 4-H Ontario

A Day Chaperone is a 4-H Ontario screened and trained volunteer who supervises participants at a 4-H event/activity outside of regular club activities.

Qualifications

Chaperones must be:

  • Must be a Volunteer in Good Standing (as defined in O-V-14- Volunteer in Good Standing).
  • At least one of the chaperones must be 25 years of age before January 1st of the current year. Each additional chaperone must be at least three years older than the oldest youth participant. (Minimum of two chaperones for the first 10 participants – There must be an additional chaperone for each additional 10 participants. Refer to 4-H Ontario Policy O-V-12. An individual cannot be a participant and a chaperone at the same activity/event.)

Term

The length of term shall be outlined for each specific 4-H activity/event.

Roles & Responsibilities:

  • Abide by all 4-H Ontario policies and guidelines; of particular interest are:
  • O-BBO-21 Duty of Care;
  • O-V-03: Code of Conduct;
  • O-V-10: Billeting;
  • O-HS-01: Alcohol and Drugs;
  • O-HS-05: Accessibility for Persons with Disabilities: Customer Service Policy.
  • Adhere to additional guidelines and/or policies set out by local 4-H Associations and/or event organizers,
  • Coach, mentor and guide youth participants to have a safe, healthy and positive learning experience at a specific 4-H activity/event,
  • Supervise youth during the entire time of the activity/event (from check-in to check-out)
  • Care for the youths’ emotional and physical needs (behavior, health, accommodations, etc.) throughout the duration of the event/activity.
  • Encourage youth to actively engage in all activities,
  • Enforce behavior guidelines and 4-H Ontario Code of Conduct and appropriately address misbehavior, including having the right to remove a participant from an activity to ensure the safety of all participants,
  • Together with other chaperones, plan the logistics of the specific activity/event and inform parents and youth participants,
  • Create, review and assist in implementing the activity/event risk management plan (for emergencies such as fire, missing person, risks unique to the activity such as tipped canoe, uninvited persons, etc.),
  • Check facilities for damages and inform participants that, should damages occur (i.e. fire alarm pulled unnecessarily, property destruction, etc.), the offenders will be responsible for the resulting fine and/or costs. If the offenders are not identified, costs will be shared amongst the participants,
  • Monitor health and safety of participants. This includes having basic first aid supplies as well as all Participant Agreement Forms (4-H Ontario form # 6.8) for participants and fellow chaperones with you at all times. It is strongly encouraged that at least one chaperone have current and up to date First Aid and CPR certification,
  • Communicate regularly with other volunteers and establish lines of authority (person in charge, first aider, club leader, event coordinator, etc.),
  • Have on hand and complete any necessary reports (i.e.4-H Ontario Form # 6.10 Incident Report Form to record details about an incident such as participant taken to hospital or policy broken).

Interactions

All chaperones have the support of 4-H Ontario to remove a participant from participating in an event or show if the participant is in violation of 4-H Ontario policies. Removal must be documented in an incident report. A safe environment for the participant must be provided until the parents are able to pick up the participant.

If a parent/guardian/partner of a participant is acting inappropriately, every effort must be made to have a private conversation with the individual about their behavior. If the behavior continues and is affecting the event, the participant may be removed from the event at the discretion of the chaperones.

PLEASE NOTE:
For any non 4-H Ontario events, please check chaperone requirements/guidelines outlined by event (i.e. Youth Exchanges Canada, livestock shows offered to 4-H members, etc.).

Requirements

  • Must be a screened 4-H Volunteer
  • Must have regular access to internet
  • Awareness of 4-H Ontario Policies

Responsibilities

  • Will be provided with login information and a handbook for the 4-H Ontario AssistExpo Database
  • Must remind association members/volunteers that the provincial deadline for electronic PAIF submission is no later than June 1st.
  • Responsible for reviewing the electronic Project Animal Identification Forms (PAIFs) for Association to verify that members are 4-H members in good standing by June 10th. Refer to Livestock Contact Handbook for details.
  • Shall maintain their access to AssistExpo throughout the year and provide lists/confirmations to club volunteers and/or members as needed.
  • Has the ability to create show documents through the AssistExpo database for Association use.

Teleconferences

Host: Coordinator, Events
RSVP: livestock@4-hontario.ca

March 2:
12 p.m. to 1 p.m.
7 p.m. to 8 p.m.

August 31:
12 p.m. to 1 p.m.
7 p.m. to 8 p.m.

Participant access codes will be provided once your RSVP for the teleconference.

For more information please contact:
4-H Ontario’s Coordinator, Programming & Livestock
livestock@4-hontario.ca
1.877.410.6748 x472

Requirements

  • Must be a screened 4-H Volunteer
  • Must have regular access to internet
  • Awareness of 4-H Ontario Policies
  • Attention to detail and respect for deadlines
  • Access to Microsoft Word and Excel to download reports and work with attachments

Responsibilities

  • To identify themselves to the 4-H Ontario Database Coordinator and sign an Oath of Confidentiality.
  • To distribute the preprinted membership reports provided by 4-H Ontario to club volunteers.
  • Collect membership lists from club volunteer after 2nd meeting a­­nd ensure that all information is complete.
  • To enter club information into the online data entry portion of the database.
  • To work in cooperation with the 4-H Ontario Information Management Coordinator to replay to and reform the IMC; information changes, completions and general updates
  • To work with the local Association Treasurer to ensure that members have paid fees listed for projects and is prepared to pay these fees to 4-H Ontario upon receipt of invoice.
  • Work with the Association Treasurer to review invoice and report any members not paid due to border jumping to 4-H Ontario using the dual membership form.
  • To ensure accuracy in reports and information association with the position
  • To receive awards from 4-H Ontario and store until distribution or forward to Awards Coordinator
  • To forward completion information from Club volunteer to Information Management Coordinator and receive completion reports and achievement reports from Information Management Coordinator
  • To ensure deadlines are met for enrollments and completions:
    • enrollments for the current year received by 4-H Ontario by November 1st
    • completions received by December 1st at the latest

Oath of Confidentiality

Teleconferences

March 31:
12 p.m. to 1 p.m.
7:30 p.m. to 8:30 p.m.

September 1:
12 p.m. to 1 p.m.
7:30 p.m. to 8:30 p.m.

For more information please contact:
4-H Ontario’s Coordinator, Database
database@4-hontario.ca
1.877.410.6748×484

Requirements

  • Must be a screened 4-H Volunteer
  • Must have regular access to internet

Responsibilities

  • To lead by example, demonstrating behavior in accordance with the 4-H Ontario Code of Conduct
  • Review 4-H Ontario monthly mailings
  • Communicate upcoming events within the local, regional and provincial levels to the association membership in the form of a monthly newsletter
  • Request information from membership approximately 10 days prior to publishing
  • Share content of newsletter with Association President for approval
  • Send copy to 4-H Ontario Regional Specialist
  • Attend Association AGM and any role related 4-H Ontario teleconferences

For more information please contact:
4-H Ontario’s Manager, Communications
communications@4-hontario.ca
1-877-410-6748 or 519-824-0101 x.462

An Overnight Chaperone is a 4-H Ontario screened and trained volunteer who supervises participants overnight at a 4-H event/activity.

Requirements

  • Must be a Volunteer in Good Standing (as defined in O-V-14- Volunteer in Good Standing).
  • Willing to attend additional training for specific 4-H activities/events as required.
  • Stay on the same premises as the delegates. Where the overnight activity has both male and female participants at least one male and one female chaperone must be onsite.
  • Chaperones are not permitted to share accommodations with youth (hotel or dormitory rooms, tents while camping).

Note:

  • Minimum of two chaperones for the first 10 participants and at least one of the chaperones must be 25 years of age before January 1st of the current year. Each additional chaperone must be at least three years older than the oldest youth participant.
  • There must be an additional chaperone for each additional 10 participants. Refer to 4-H Ontario Policy O-V-12
  • An individual cannot be a participant and a chaperone at the same activity/event.

Term

The length of term shall be outlined for each specific 4-H activity/event.

Roles & Responsibilities

  • Abide by all 4-H Ontario policies and guidelines; of particular interest are:
  • O-BBO-21 Duty of Care;
  • O-V-03: Code of Conduct;
  • O-V-10: Billeting;
  • O-HS-01: Alcohol and Drugs;
  • O-HS-05: Accessibility for Persons with Disabilities: Customer Service Policy.
  • Adhere to additional guidelines and/or policies set out by local 4-H Associations and/or event organizers,
  • Coach, mentor and guide youth participants to have a safe, healthy and positive learning experience at a specific 4-H activity/event,
  • Supervise youth during the entire time of the activity/event (from check-in to check-out,
  • Care for youths’ emotional and physical needs (behavior, health, accommodations, etc.) throughout the duration of the event/activity.
  • Encourage youth to actively engage in all activities,
  • Enforce behavior guidelines and 4-H Ontario code of conduct and appropriately address misbehavior, including having the right to remove a participant from an activity to ensure the safety of all participants,
  • Together with other chaperones, plan the logistics of the specific activity/event and inform parents and youth participants,
  • Create, review and assist in implementing the activity/event risk management plan (for emergencies such as fire, missing person, risks unique to the activity such as tipped canoe, uninvited persons, etc.),
  • Check facilities for damages and inform participants that, should damages occur (i.e. fire alarm pulled unnecessarily, property destruction, etc.), the offenders will be responsible for the resulting fine and/or costs. If the offenders are not identified, costs will be shared amongst the participants,
  • Monitor health and safety of participants. This includes having basic first aid supplies as well as all Participant Agreement Forms (4-H Ontario form # 6.8) for participants and fellow chaperones with you at all times. It is strongly encouraged that at least one chaperone have current and up to date First Aid and CPR certification,
  • Communicate regularly with other volunteers and establish lines of authority (person in charge, first aider, club leader, event coordinator, etc.),
  • Have on hand and complete any necessary reports (i.e.4-H Ontario Form # 6.10 Incident Report Form to record details about an incident such as participant taken to hospital or policy broken).

Overnight Chaperones must:

  • Review with youth participants and parents, prior to the event, the process for dealing with breaches in 4-H Code of Conduct. Please refer to Policy O-V-03 and Participant Agreement Form #6.8.
  • Establish a curfew time and clearly communicate this to participants,
  • Inform participants that they must sleep in the room assigned to them so contact can be made if an emergency arises,
  • Complete room checks each night to ensure all youth are in their assigned sleeping quarters and abiding by the 4-H Ontario Code of Conduct.
  • Knock and request permission before entering participants’ rooms and only do so in the presence of another adult. Have participants open the door as they are able to see that everyone is ready for the door to be opened
  • Be available at all times while youth are in their care, and let youth know where the chaperones’ sleeping quarters are in case of emergency.

Interactions

All chaperones have the support of 4-H Ontario to remove a participant from participating in an event or show if the participant is in violation of 4-H Ontario policies. Removal must be documented in an incident report. A safe environment for the participant must be provided until the parents are able to pick up the participant.

If a parent/guardian/partner of a participant is acting inappropriately, every effort must be made to have a private conversation with the individual about their behavior. If the behavior continues and is affecting the event, the participant may be removed from the event at the discretion of the chaperones.

PLEASE NOTE:
For non 4-H Ontario events, check chaperone requirements/guidelines outlined by the event (i.e. Youth Exchanges Canada, livestock shows offered to 4-H members, etc.).

Requirements

  • Must be a screened and trained 4-H volunteer
  • Must have regular access to internet
  • Awareness of 4-H Ontario Policies
  • Must be a member of the local 4-H Association Board of Directors
  • Have a sound understanding of meeting management and board governance
  • Ability to communicate effectively to the Association membership, the Executive Committee and the Ontario 4-H Council

Responsibilities

  • To manage, with the other members of the Board of Directors, all operations in accordance with constitution and policies of the Association;
  • To ensure a proper image of the Association;
  • To ensure that communications between all parties (directors, volunteers, members, sponsors, community partners, regional affiliates and 4-H Ontario) remain open;
  • To strive, with the other members of the Executive Committee, to ensure that programs are developed and implemented to fulfill the mandate of the Association according to the constitution and Ontario 4-H Council policies;
  • To prepare the agenda in cooperation with the Secretary;
  • Chair all meetings of the membership, board of directors and Executive Committee Meetings.

Teleconferences

Hosted by the Ontario 4-H Council President and 4-H Ontario’s Executive Director, these teleconferences are to provide province wide connection with Association Presidents and Vice Presidents to discuss 4-H operations. A call for agenda items will be sent to President’s Vice President’s one month prior to each teleconference. The teleconference agenda will be circulated two weeks prior to each teleconference. Teleconferences are scheduled in a timely fashion to facilitate feedback from President’s and Vice President’s prior to meetings of the Ontario 4-H Council Board of Directors. Participation from President’s and Vice Presidents is a vital part of the successful operations of 4-H activities across the province.

Instructions:

Participant access codes will be provided 2 weeks prior to the date of sessions

IMPORTANT: Due to feedback issues, using an IP Voice phone system (VoIP – phone line through internet) or poor service cell phones is not recommended.

President/Vice President 2022 Teleconference Dates

Orientation for newly elected Presidents & Vice Presidents:
April 7 – 7:30 p.m. to 8:30 p.m.

AR, P, VP Calls

January 27:
12 p.m. to 1 p.m.
7:30 p.m. to 8:30 p.m.

May 5:
12 p.m. to 1 p.m.
7:30 p.m. to 8:30 p.m.

October 13:
12 p.m. to 1 p.m.
7:30 p.m. to 8:30 p.m.

For more information please contact:
4-H Ontario’s Executive Director
ed@4-hontario.ca
1.877.410.6748 x474

Requirements

  • Must be a screened and trained 4-H volunteer
  • Must have regular access to internet
  • Awareness of 4-H Ontario Policies
  • Must be a member of the local 4-H Association Board of Directors
  • Have a sound understanding of meeting management and board governance
  • Ability to communicate effectively to the Association membership, the Executive Committee and the Ontario 4-H Council

Responsibilities

  • To assume the duties of the President, in his/her absence or as called upon;
  • To manage, with the other members of the Board of Directors, all operations in accordance with constitution and policies of the Association;
  • To ensure a proper image of the Association;
  • To ensure that communications between all parties (directors, volunteers, members, sponsors, community partners, regional affiliates and 4-H Ontario) remain open;
  • To strive, with the other members of the Executive Committee, to ensure that programs are developed and implemented to fulfill the mandate of the Association according to the constitution and Ontario 4-H Council policies.

Teleconferences

Host: Ontario 4-H Council President and Executive Director
RSVP: ed@4-hontario.ca 1.877.410.6748 x474

Hosted by the Ontario 4-H Council President and 4-H Ontario’s Executive Director, these teleconferences are to provide province wide connection with Association Presidents and Vice Presidents to discuss 4-H operations. A call for agenda items will be sent to President’s Vice President’s one month prior to each teleconference. The teleconference agenda will be circulated two weeks prior to each teleconference. Teleconferences are scheduled in a timely fashion to facilitate feedback from President’s and Vice President’s prior to meetings of the Ontario 4-H Council Board of Directors. Participation from President’s and Vice Presidents is a vital part of the successful operations of 4-H activities across the province.

President/Vice President 2022 Teleconference Dates

Orientation for newly elected Presidents & Vice Presidents:
April 7 – 7:30 p.m. to 8:30 p.m.

AR, P, VP Calls

January 27:
12 p.m. to 1 p.m.
7:30 p.m. to 8:30 p.m.

May 5:
12 p.m. to 1 p.m.
7:30 p.m. to 8:30 p.m.

October 13:
12 p.m. to 1 p.m.
7:30 p.m. to 8:30 p.m.

For more information please contact:
4-H Ontario’s Executive Director
ed@4-hontario.ca
1.877.410.6748 x474

It is recommended that each 4-H Association fill this position with an interested individual from the Association. 4-H Associations may wish to incorporate the duties of the Association Resource Contact (ARC) with another position(s). Each 4-H Association has the flexibility to expand or change the functions of the Association Resource Contact as required to fulfill the needs of the Association. Some Associations have found it beneficial to have the ARC position a paid position with an honorarium remunerated in conjunction with duties required.

Requirements

  • Must be a screened 4-H Volunteer
  • Must have regular access to internet
  • Awareness of 4-H Ontario Policies

Responsibilities

  • Provide an appropriate space for storing/filing resources
  • Provide 4-H project resources to screened volunteers as needed/requested;
  • Photocopy materials as required and maintain a master copy of all 4-H resources
  • Provide requested materials to volunteers within a timeframe suitable to both the volunteer and the Association Resource Contact
  • Maintain records of projects requested and volunteers responsible for receiving them
  • Ensure that only screened 4-H volunteers and bonafide 4-H members receive 4-H resources, as per Ontario 4-H Council policy: 4.2.1 4-H Participants #O-M-04 Club / Project.
  • Some 4-H Associations have found it beneficial to expand the position to include the following responsibilities and requirements:
  • provide newly screened volunteers with an orientation package and volunteer handbook
  • handle all awards orders and storage
  • have computer skills with access to a computer and printer
  • maintain and manage the Association inventory of promotional items/ materials (flags, banners, display boards, food

Qualifications

  • Must be a Volunteer in Good Standing in accordance with 4-H Ontario Policy O-V-14
  • Must have regular access to internet in a safe, secure and private setting
  • Awareness and understanding of 4-H Ontario Policies

Term

Dependent on the local 4-H Association.

Roles and Responsibilities

  • Understand the core values/competencies, mission and vision of 4-H Ontario.
  • Adherence to all 4-H Ontario policies and procedures.
  • Lead by example, demonstrating behaviour in accordance with the 4-H Ontario Code of Conduct
  • Chair the local Volunteer Screening Committee and be the first point of contact for volunteer candidates.
  • Respond to requests from volunteer candidates and encourage them to complete the on-line 4-H Ontario Volunteer Application
  • Assist new volunteer candidates in completing the 4-H Ontario Engagement Process
  • Coordinate with fellow screening committee members the logistics for interviewing and checking references for volunteer candidates
  • Be responsible for updating the 4-H Ontario database when volunteer candidate interview and reference checks have been completed and local recommendation has been granted
  • Welcome new volunteers on behalf of the local Association
  • Send all volunteer screening related documents and materials (i.e. Reference Check responses, interview notes, Recommendation of Acceptance/Denial) to 4-H Ontario for storage.
  • Coordinate with 4-H Ontario staff the re-engagement of current volunteers
  • Ensure that new, revised or updated screening policies and procedures are communicated to screening committee, 4-H Association and volunteers
  • Attend Association AGM
  • Participate in 4-H Ontario teleconferences for Volunteer Screening Contacts
  • Annually sign and commit to an Oath of Confidentiality respecting the personal information which will be handled in this role
  • Monitor and report changes in volunteer roles to the regional Coordinator, Volunteer Support (i.e. retiring, change from volunteer at large to club leader or vice versa)

Oath of Confidentiality

4-H Ontario Screening Committee Interview Questions-New Volunteer Candidates (fillable)

4-H Ontario Volunteer Candidate Reference Form (fillable)

Screening Coordinator 2022 Teleconferences

Host:  Manager, Volunteer & Community Engagement
RSVP: standards@4-HOntario.ca or call 1.877.410.6748×464

Annual teleconference calls with Association Volunteer Screening Contacts. These calls provide an overview of the 4-H Ontario volunteer screening process and why it is so important. The call will cover the roles of Volunteer Screening Contacts and committees, as well as the role of the Coordinators, Volunteer Support and how 4-H Ontario assists in regards to issues with screening. Volunteers will have the chance to ask risk management questions.

April 12:
12 p.m. to 1 p.m.
7:30 p.m. to 8:30 p.m.

November 15:
12 p.m. to 1 p.m.
7:30 p.m. to 8:30 p.m.

Participant access codes will be provided once you have RSVP’ed

For more information please contact:
Senior Manager, Volunteer & Community Engagement
volunteers@4-hontario.ca
1.877.410.6748 x464

Requirements

  • Must be a screened 4-H Volunteer
  • Must have regular access to internet
  • Awareness of 4-H Ontario Policies
  • Must be either an elected or appointed a member of the 4-H Association Board of Directors
  • Understanding of note taking and minute preparation is considered an asset

Responsibilities

  • To manage, with the other members of the Board of Directors, all operations in accordance with constitution and policies of the Association;
  • To ensure a proper image of the Association;
  • To ensure that communications between all parties (directors, volunteers, members, sponsors, community partners, regional affiliates and 4-H Ontario) remain open;To participate on the 4-H Association Executive as required;
  • To strive, with the other members of the Executive Committee, to ensure that programs are developed and implemented to fulfill the mandate of the Association according to the constitution and Ontario 4-H Council policies;
  • Records minutes and attendance at Association meetings;
  • Prepares and responds to correspondence on behalf of the Association and as directed;
  • Maintains historical reference files for the Associations as required by the 4-H Association;
  • Prepares and distributes meeting minutes; meeting notices and announcements pertaining to the Association including Board, Executive and General Membership and Specially called meetings;
  • Ensures an alternate to cover secretarial duties, if absent

Requirements

  • Must be a screened 4-H Volunteer
  • Must have regular access to internet
  • Awareness of 4-H Ontario Policies
  • Must be an appointed or elected member of the local Association Board of Directors
  • Experience in maintaining financial records; background in bookkeeping or accounting is an asset
  • Ability to communicate effectively to the Association membership, the Executive Committee and the Ontario 4-H Council.

Responsibilities

  • To manage, with the other members of the Executive Committee, the day to day operations of the Association;
  • To ensure a proper image of the Association;
  • To participate on the 4-H Association Executive as required;
  • To strive, with the other members of the Executive Committee, to ensure that programs are developed and implemented to fulfill the mandate of the Association according to the constitution and Ontario 4-H Council policies;
  • To maintain accurate records (current and historical) on the finances of the Association;
  • To present up to date and current financial statements at the meetings of the Association;
  • To have the financial statements verified and a statement to this effect presented at the Annual Meeting of the Association;
  • To make deposits on behalf of the Association;
  • To prepare and forward cheques as approved by the Board of Directors/Executive.
  • Submit your Associations year-end financial statements (reviewed by a 3rd party) or an Association Financial Health Form #6.34 to the 4-H Ontario office ten (10) days after your Associations Annual General Meeting.

2022 Teleconferences

RSVP: finance@4-HOntario.ca or call 1.877.410.6748×467

These teleconferences provide support to Association Treasurers through updates, discussion and sharing of sound fiscal practices, accountability and transparency to stakeholders. Treasurers in training, Finance Committee members and directors/officers are also invited. Hosted by Manager, Finance, the Spring call will help new Association Treasurers into their role. The Fall teleconference will provide information on closing the books at year end, charitable receipting, budgeting and financial reviews, Association Health Forms and investment information from the Ontario 4-H Foundation.

May 17:
12 p.m. to 1 p.m.
7:30 p.m. to 8:30 p.m.

November 22:
12 p.m. to 1 p.m.
7:30 p.m. to 8:30 p.m.

Requirements

  • At least 18 years of age
  • Must be a trained and screened 4-H Ontario Volunteer
  • Must have a valid Police Check
  • Regular access to high-speed internet
  • No previous experience required, however an interest in online communications and learning a new skill is recommended
  • Interest in being the point of contact for any new association information
  • Trustworthy judgment on making decisions on appropriate content/communications on behalf of the association
  • Approximate time commitment of 5 hrs/month – depending on the level of association activity
    • 1 hr/week basic updates
    • 1 hr/month teleconferences
    • More time may be required as the Association Webmaster learns how to update the website.
    • Training will also require additional time.
    • It is suggested this position attends Association Board meetings, to be aware of what to communicate online

Position Types

There are two types of Association Webmasters. Each manages a different web type of online presence:

  • Association Webmaster of a 4-H Ontario hosted Association Website
    One who manages, updates and maintains their 4-H Ontario hosted association website (a website hosted by 4-HOntario.ca that is a specific to the local 4-H Association). We do strongly recommend the use of the 4-H Ontario association websites. The hosting, domain names, and templates provided for these sites are a service provided to all 4-H associations free of charge. This individual enters into an agreement with their local 4-H association and 4-H Ontario. These individuals must apply to their local association for the position, and be recommended by their local 4-H Association to 4-H Ontario. Please see Form #6.30
  • Association Webmaster of an externally hosted Association Website One who manages, updates and maintains an association or club website/page on an external non-4-H host/server/service. This is an independent website/page developed under the direction of the local 4-H Association or club, separate, from 4-H Ontario.

Responsibilities

  • Communicate events, opportunities and news relevant to their association, region and 4-H Ontario
  • Work closely with their 4-H Association, Regional Specialist and 4-H Ontario’s Website Coordinator
  • Check email regularly
  • Watch for news, events or items to post, which may require contacting local leaders or 4-H staff
  • Follow directions (given by their association’s Board of Directors and 4-H Ontario)
  • Obtain assistance or tutoring from the Website Coordinator if required
  • Be supportive of other Association Webmaster efforts and offer assistance when needed
  • Awareness of 4-H Ontario policies
  • Determine appropriate language and photos to include on the association website
  • Manage, filter and approve submitted content

Oath of Confidentiality

For more information please contact:
4-H Ontario’s Manager, Communications
communications@4-hontario.ca
1-877-410-6748 or 519-824-0101 x.462