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Lee County 4-H Club Leader Paperwork Guide

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Thank you for your service as a 4-H Volunteer Club Leader. The following should be completed to wrap up our 2023 year and begin our 2024 year. To become or remain an official 4-H Club, complete each step by January 15. Clubs not completing by the deadline will be placed on probation until all steps are completed. 

This is a list of the paperwork due to the Lee County office by January 15 each year to continue to be a club in good standing. You must also re-enroll in 4HO once the system reopens in January. (4HO will close mid to late December for a system rollover) I will notify you by email when that has happened. Once you have confirmed your enrollment, you will encourage your members to confirm theirs. Please check the system roster before meetings to ensure all participants are officially enrolled in 4HO.

If you have any questions, please get in touch with Lee County 4-H at 919-775-5624 or email Pam Kerley:

Club Roster

Lee County 4-H will print this out and place it in your file on the paperwork deadline, February 15th. Encourage your members to confirm their membership at 4hOnline before this date.

Six-Month Plan of Work/Club Calendar of Events

You may use this form to submit your plan for the first six months of the club year. By June 1, 2024, you will submit your next six-month plan of work.

6 Month Plan worksheet or Google Form Plan worksheet

Chartering Information

Chartering is required annually. Please complete by Jan 15 of each year.

Charter Application or Google Form Charter application

Charter, Re-charter, or Emerald Seal Re-charter

FYI, 2022 leader meeting opportunities were: The state meeting in Feb. Any virtual volunteer meetings offered by NC State 4-H state or other 4-H state programs. SC District Fall meeting in November. County year-end in-person 1:1 training meeting Oct-Dec. Other 1:1 trainings/meetings with Bill Stone or Pam Kerley. Any of the Teen Council Meetings you may have attended.

All Reasonable Effort Affirmative Action

This nondiscrimination/civil rights statement letter is required annually and must be signed by the 4-H Club president and Vice President recognizing every effort has been made to include all youths.

**I will provide these to you**

Permission to use the Clover

You must agree to the Emblem Use Guidelines and apply to use the Emblem every program year.

  1. Look over the rules for using the clover.
  2. Application or Google Form Application

Club By-Laws

The 4-H Club by-laws document is required annually. A sample of 4-H Club By-laws may be found on the 4-H Club Basics Page along with other helpful documents.

Club of the Year Application

To be completed at the end of the year. The club with the most “yes” answers will be the club of the year. Only activities from January 1 through December 31 can be counted. A club may win club of the year more than once. The club of the year will receive $100 for their club treasury, and their name will go on a plaque displayed at North Carolina Cooperative Extension, Lee County Center. If a tie occurs, each club will receive $50. If there is a question raised about an answer, the club leader will have to provide documentation. For example: if you say that you added new members to your club and the 4-H agent has not received enrollment cards for new members, then there is a reason to question.

Club of Year Form or Club of the Year Google Form

Clubs with Checking Accounts Only

Tax Exemption Authorization


990efile Postcard Printed

4-H Financial Responsibility Leader Acknowledgement

Fund_Acknowledgement_letter (only required once)

Treasurer’s Notebook

Treasurer’s Notebook


The Audit sheets are in the Treasurer’s Notebook.

Articles of Organization

Update each year only if needed

Section B is for Bill, so leave that blank

For more information, see the Forms, Guidelines, and Procedures page.