Club Support


COVID-19 4-H Club Meeting Information


Updated Iowa 4-H Guidance and Expectations - ALL 4-H Families & Volunteers must read this!


Currently (November 18, 2020), 4-H Clubs and Clover Kids groups are able to meet face-to-face, virtually, or synchronously.  If meeting face-to-face, group size must be 15 or fewer, including the leaders/parents/siblings - 15 individuals total.  Below are tips for holding physically distant face-to-face meetings, virtual meetings, and synchronous meetings.  All clubs MUST keep an attendance record of ALL individuals present during the meeting time, this includes members, parents, siblings, visitors, leaders, etc.  If someone is just visiting and the leaders do not have their contact information on file, at minimum and phone number must be recorded for the visitors.  If anyone reports a positive COVID-19 case, all families on the attendance list must be contacted and informed (contact tracing) and Amy Brainard must also be informed at 641-673-5841 or  If you have any questions regarding this process, please contact Amy Brainard, Mahaska County Youth Coordinator, at 641-673-5841 ext. 28, email, or stop by the Extension office at 212 North I Street in Oskaloosa, IA.


Physically Distant Face-to-Face Meetings

Club Meeting Kits (items to consider having when you hold face-to-face meetings during COVID-19 pandemic)

Ice Breakers

Teambuilding Activities

Club must follow these guidlines if meeting face-to-face as of November 18, 2020:
- Extension indoor programs and events, including 4-H club meetings, are limited to 15 people.
- Extension outdoor programs and events, including 4-H club meetings, are limited to 30 people.
- Face coverings are required  (Exceptions: See Open for Iowa)
- The use of face coverings is a best practice at all times.
- Remind participants to stay home if they are sick and follow safety guidelines.
- Continue to ensure that social distancing and hygiene practices are followed for all gatherings.
- Consider pre-registration for all meetings and events to ensure attendance limits are not exceeded.
- Clubs must maintain a record of ALL meeting attendees, including guests and parents.
- Do not share supplies (ex. Provide a part of scissors for each member)
- Educational activities including food preparation must follow Open for Iowa recommendations.  No samples or sharing.
- Food at meetings may NOT be potluck and should be limited to pre-packaged and/or catered food.  Please see Open for Iowa page.
- It is expected that facilities have adequate facilities and/or equipment for handwashing/hand sanitizers.
- The willingness of 4-H youth and families to participate in an in-person event may vary.  They may still prefer virtual or other online participation at this point.  Continue to provide online educational program and event participation options.


Virtual Meetings

Connecting Virtually with Youth

Tips for Connecting Virtually with Youth (Video)

Connecting Virtually with Youth Best Practices

4-H from a Social Distance (Purdue Extension)

Virtual Icebreakers (Maine Extension)

Zoom Help Sheets (The Ohio State University Extension)

Setting Up a Zoom Meeting (Zoom support)

Training Wheels (Michelle Cummings) Links to Virtual and Socially Distant Resources

4-H Pledge Interactive image (from Training Wheels: Michelle Cummings)

4-H Pledge Interactive Debrief image (from Training Wheels: Michelle Cummings)

All About Me Interactive image (from Training Wheels: Michelle Cummings)


Synchronous Meetings

(meeting face-to-face and offering virtual option at same time)

Tips: Be sure you test your internet connection (bandwidth) in advance of your meeting.  A test run with those who plan to tune in virtually would be ideal.  Ensure you have the appropriate equipment for video and audio.  Make sure the virtual attendees and see what is going on at the face-to-face meeting and can hear what is being shared clearly.  Do NOT record the virtual meeting unless you have written parent/guardian approval from all virtual attendees.  If the virtual participant(s) will be sharing with the group, ensure that the face-to-face attendees can see the virtual screen and can hear the virtual participant(s) clearly.  If needed, the Extension office has a microphone and speakers that can be checked out for 24 hours.  It may be necessary for a club leader or member to recap what is being shared at the face-to-face meeting with those who are tuning in virtually in case of technical difficulties.  Be understanding, be kind, and be patient.  This is a new process for most of us and it will not do anyone any good if leaders or members are getting frustrated with this new process.  If necessary, the Extension office 4-H room or the Extension office parking lot can be used for free WiFi (2 hour limit - check connection in advance).







Record Books -

Record books should be completed each year.  You may complete a record book and turn it in with award applications to be eligible for awards (Junior, Intermediate & Senior-level awards and specific project awards). 

Record books can be completed in many ways, including the old fashioned basic record book inside of the green 4-H Record Book cover.  Record books can also be completed like a scrapbook or done as a powerpoint or other electronic version.  Records can be presented verbally and saved on a disc or flashdrive. 

If you would like to have the powerpoint record book template, please call or email Amy Ver Meer-Brainard and she will email or send you a disc with the powerpoint version on it. 

Your 4-H leader is a great resource to assist you with record keeping.  You may also contact the 4-H Staff at the Extension office to gain more information about record keeping. 


If you are applying for any awards, be sure you have the correct records in your record book for which the application specifies.  You can find record book forms and award application information at


Parliamentary Procedure


Parliamentary Procedure - Guide for Parliamentary Procedure with 4-H Club meetings

Parliamentary Procedure Trail Mix Activity & Officer Role Samples - a fun, interactive lesson and tips for 4-H Club Officers

Click here to access a YouTube video from Western Region 4-H Volunteer eForum demonstrating excellent use of Parliamentary Procedure.



Other Club Resources

4-H Club Leader Resources website:


Officer Installation:

Officer Installation - Samples and Guidelines for Club Officer Installation

Candy Officer Installation - Samples for a fun Club Officer Installation


Club Leader Resources:

4-H Club Yearly Calendar/Program Template - Each club must complete and submit a yearly calendar/program to the MCEO by November 1

Simplified 4-H Club Yearly Calendar

Mahaska County 4-H Attendance Policies - Details about club, workshop, clinic, class requirements to exhibit at county fair.

Mahaska County 4-H Important Dates for Club Leaders & Families - List of event dates and deadlines for Mahaska County 4-H

4-H Club Compliance Form - Must be signed and submitted each fall by November 30

Troubleshooting 4-H Clubs - Having some issues within your 4-H Club?  Check out this document for help.

4-H Club Member Involvement Checklist - This spreadsheet can be completed by the club Secretary or other club officer to keep track of club member involvement throughout the year. 

Planning 4-H Club Experiences - A Guide to help leaders and officers plan 4-H Club meetings and activities.

Fall 4-H Club Organization & Planning Information - Information to help clubs plan their new 4-H year at a fall meeting.

Club Community Service Projects - Learn the steps to working on and finishing a Club Community Service Project

Communication Projects - Learn about the different types of Communication projects and get ideas for topics.

New 4-H Club Member Ceremony - This script can be used to welcome new members to the club and share more info about 4-H with them. 

New 4-H Club Leader Ceremony - This script can be used by 4-H club members to welcome new 4-H Leaders to the club. 


Vibrant Clubs Resources

The "Building a Vibrant Club" publication was revised in early 2020. This publication was designed to be a helpful resource for volunteers, demonstrating how they can "build" a vibrant club by incorporating four types of activities into every meeting and successfully meet youth needs. The activity categories for each Vibrant Club grab and go are welcome activities, recreational activities, educational activities, and business meeting topics/activities. Club Leaders & Club Members may submit Grab and Go activities.  Each submission should involve one activity appropriate for youth in grades 4-12, and be approximately 10-30 minutes long. Submissions will go through a collaborative product development process. Completed submissions can be sent to Amy Brainard for initial review and will then be sent onto Bonnie Dalager at the State 4-H Office.

Club Officer Resources & HELP Documents:

4-H Club Meeting Outline - Use this document to help you plan your 4-H Club meetings.

4-H Club President Meeting Agenda Outline (similar to outline above) - Use this document to help you plan your 4-H Club Meetings

President's Use of the Gavel - Tips for using the gavel during 4-H meetings

Guidelines for Conducting Business Meetings - Information for working through 4-H club business meetings. 

4-H Secretary's Book - 4-H club Secretary's can now fill out monthly minutes on the computer! (This is not a required format, but is acceptable)

4-H Secretary Worksheet - Individual page that can be completed for each meeting and put into the Secretary's Book.

4-H Reporter Worksheet - Individual page than can be completed for each meeting and shared with local media.

Mahaska County Recreation Leader Resources - Mahaska County 4-H does not own the YouTube videos linked in this document

So you're the... (officer guidelines)

Recreation Officers - Check out to find videos with helpful ice breakers and team building activities!


UPDATED 4-H Club Financial Information

Statewide 4-H Financial Page:

4-H Club and Extension District Partnership Agreement

Mahaska County 4-H Club Partnership Agreement  (March 21, 2019)

Club Fundraiser Request Form

4-H Club Fundraiser Request/Report


Setting 4-H Goals

Personal Goals
Personal Goals help you think about what you can do to become a better person. Personal Goals should be recorded on 4H-93 "Personal Goal Record", this sheet goes in your Record Book. When writing Personal Goals, consider such things as:


  • Meet new friends
  • Attend 4-H Camp or State Conference
  • Learn the 4-H Pledge
  • Be a better listener
  • Give an educational presentation
  • Sit quietly at 4-H meetings
  • Start early on your Record Book.

Project Goals
Project goals should be written for every project area you are enrolled and should be recorded on your 4-H Project Record (Basic, Experienced or Advanced). Project Goals help you think about what you want to do within the project area. Some examples could be:

  • Visual Arts - Learn about the Elements of Design and Art Principles
  • Food & Nutrition - Learn how to run small appliances
  • Photography - Learn about the rule of thirds
  • Beef - Train your market beef to lead
  • Woodworking - Learn about different types of wood

How to Write a Goal
Goals have three parts that can be measured or checked. Think about the three parts of a measurable goal:
1) the action: how you are going to do it;
2) the result: what you will do;
3) the timetable: when you plan to have it done. 

For example, for the goal, "I want to train my 4-H market heifer to lead before county fair," I want to train is the action portion of the goal.

What a 4-H'er intends to do is the result -- my 4-H market heifer to lead

When is the amount of time it will take to complete the goal -- before county fair.

Control Test
If you are not certain that you can carry out a goal easily, you can give it a control test. Do YOU have control over what you want to do? Does the action part of your goal tell what you will do? You have control over a goal such as "I will learn to put in a hand sewn hem." However, if the action mentioned in the goal is what someone else will do, it does not pass the control test.

The goal statement, "I will have a champion steer at the Southern Iowa Fair does not pass the control test because the judge provides the action that decides whose steer will be the champion.

Do your goals pass the control test?

Sometimes goals change during the year. That's okay! Maybe you couldn't go to camp like you wanted to because your family was on a vacation. Or maybe it wasn't possible to take your dog to obedience training because she had puppies. Just write about why your goals changed. Not everything we plan turns out the way we had planned. Explain why, and set some new goals for next year.

Thank you to Cass County Extension for this article.

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