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Club Chartering

West Virginia 4-H Club & Group Charters

A National 4-H Charter is the only document that officially recognizes clubs and groups as 4-H. The purpose of a 4-H Charter is to recognize clubs and groups that are authorized to use the 4-H Name and Emblem in West Virginia. A Charter is an agreement to use the 4-H Name and Emblem appropriately and is also an agreement by the club or group to follow all state and local 4-H policies, procedures, and other requirements. More information about 4-H Charters can be found on the NIFA Fact Sheet.

A 4-H Charter is only for the club or group that it is issued to and does not permit that club or group to share its authorization. The state 4-H program has the right to revoke the authorization at any time if a club or group fails to follow and adhere to the 4-H Name and Emblem guidelines.

A 4-H Club Charter is only for 4-H clubs or 4-H youth groups. Affiliated organizations, such as foundations, councils, leaders’ associations, and camp facilities obtain their recognition and authorization to use the 4-H Name and Emblem through a memorandum of understanding with the state 4-H program.

4-H Club Charter Checklist

New 4-H clubs and youth groups will be required to fill out an application to be considered for a 4-H Charter. The below criteria must be met before an application for a 4-H Charter will be considered.

  • Application for New 4-H Clubs or Groups
    • A minimum of three (3) trained, vetted volunteers through the WVU Extension Service.
    • Club bylaws on file in the WVU Extension office that include money-handling procedures and club dissolution guidelines.
    • Annual club plan submitted in ZSuite that includes regular meeting location, date, time, and a program of work for a minimum of six (6) meetings.
    • A list of club officers and a minimum of five (5) members from three (3) families.
    • Employer Identification Number (EIN) from the WVU Extension office. WVU Extension will obtain this number through the IRS on behalf of club or group, if the club or group will have a bank account.
    • A minimum of two signatures from two families on the club bank account, and the club treasurer (if permitted by the financial institution). Signature card on file in Extension office.
    • An approved club budget for the year submitted in ZSuite and voted on by club membership.
  • Maintain a 4-H Club Charter - Existing 4-H Clubs or Groups
    • Current bylaws/constitution uploaded in ZSuite (updated/reviewed every five years).
    • Current roster of members, at least 5 from 3 different families, enrolled in ZSuite.
    • Current roster of trained, vetted volunteers through the WVU Extension Service enrolled in ZSuite.
    • Current list of club officers entered in ZSuite (due at beginning of each club year).
    • Monthly minutes/Secretary’s book on file in Extension office at end of each club year.
    • Treasurer’s book on file in Extension office at end of each club year.
    • Annual Club budget/fund-raiser forms entered in ZSuite (due at beginning of each club year).
    • Annual plan of club activities with sign in/out sheets, etc. entered in ZSuite.

For more information on the 4-H Club Charter process, contact your local County Extension Office.

Club Chartering Resources