Focus on Youth
News for OCES staff working with youth.
November, 2008
4-H is a community of young people across America learning leadership, citizenship and life skills.
Dear 4-H Educators, Members, Volunteers and Parents,
It is hard to believe that fall is here and that any day now we will
have our first frost! It seems like it was just yesterday that
we were fretting about how hot it was going to be at Roundup and the
Field Days, and now those events, along with the state fairs, have
come and gone.
As I write this the district leadership conferences are concluding and many of the young people have heard about the Centennial Road Trip and other exciting things that will be taking place in the coming year. It truly is a great time to celebrate all the wonderful accomplishments of the past 100 years.
In this issue there are some updates about centennial opportunities that we hope you will choose to become involved with. Also check out the website for almost constant updates. Also in this issue of Focus on Youth there is some important information about the IRS and the new tax reporting process for groups like 4-H. Keep in mind that while the IRS has postponed requiring 4-H clubs to report the 990Ns, members who receive 1099s for premiums they have received at fairs and shows are still responsible for reporting that income.
Thanks for all of the outstanding work you continue to do!
Sincerely,
Charles Cox
Assistant Director, 4-H Youth Development
Tax Update
Beginning a year ago, in response to new filing procedures for small tax exempt organizations earning $25,000 or less, we began updating the lists of 4-H clubs and affiliated 4-H organizations listed under a group exemption for 4-H (GEN 2704). The tax exemption update distributed in July by National 4-H Headquarters, remains current (see fact sheets at http://www.national4-hheadquarters.gov/). Some highlights in review:
- 4-H organizations that are eligible for federal income tax exemption under GEN 2704 are chartered 4-H clubs and duly authorized affiliated 4-H organizations under the control of Cooperative Extension. Foundations, or other organizations that such as booster clubs would not fall under this definition unless they are under the control of the CES.
- This does not include affiliated groups that function under the authority of their own board of directors or other authorities, nor families—as the IRS does not recognize a single family group as a qualified subsidiary of GEN 2704.
- Affiliated groups not under the control of Cooperative Extension need their own 501(c)3 status.
- State 4-H Program Leaders submitted EIN records for 4-H organizations deemed eligible for inclusion under GEN 2704, and Extension Directors signed letters certifying that all organizations listed were duly authorized and under the control of Cooperative Extension—unless marked for removal.
- Following data cleaning efforts, such as removing records where multiple organizations were using the same EIN, Headquarters submitted a national data set to the IRS in March for them to update the GEN 2704 list. Entities being added to GEN 2704 will become tax exempt when the IRS updates each record.
UPDATES:
As indicated in the tax exemption update posted on the web, the IRS encountered
delays in processing the GEN 2704 list. The IRS is dealing with
the volume of data as well as the frequency of error in the data—such
as EINs that belonged to other organizations (such as schools) and
EINs that didn’t match the IRS’ records for organizations
listed.
As a result, the IRS put a hold on updating GEN 2704 records and began a series of discussions and negotiations with National 4-H Headquarters. 4-H HQ continues to work to identify more efficient and effective procedures for managing tax exemption for qualified 4-H entities that fit with current tax code. They do not have plans to collect additional EIN records in December as originally planned; however, as a state we will clean up any records annually. 4-H HQ will follow up when they have information about how 4-H clubs and qualified, affiliated 4-H organizations can update existing IRS records, including tax years.
TAX EXEMPTION LETTERS:
National 4-H Headquarters, USDA will generate “emergency letters” upon
request to chartered 4-H clubs and duly authorized affiliated 4-H organizations
under the control of cooperative extension up through June 1, 2009. “Emergency
letters” are for clubs that cannot accept funds or grants
without some evidence of tax exempt status to share with a funder. To
request such a letter, we need an electronic “paper trail” as
follows:
- The State 4-H Program Leader (not a designee) submits the request to HQ.
- Be advised that county 4-H programs (funds in Agency Account or at campus) are part of the land grant university, and usually operate under the tax status of the university and are not eligible for inclusion under the existing GEN 2704.
- Allow approximately 2 weeks for National 4-H Headquarters to respond to emergency letter requests. Letters are mailed to the 4-H organization contact and copied to the State 4-H Program Leader and the Extension Director.
REMINDERS:
- All 4-H tax exemption questions by county level colleagues and 4-H organization leaders must be routed through the State 4-H Program Office to National 4-H Headquarters and not directly to the IRS.
- Remove from your files and websites outdated tax exemption information—such as the tax booklet from the early 1990s, and the Kirby letter—as these are no longer supported by the IRS or USDA.
National Bee Essay
It is once again time for 4-H members to begin learning more about bees while sharpening their writing skills through participating in the 2009 4-H Essay Contest from the Foundation for the Preservation of Honey Bees, Inc.
For more details about the contest and contest rules visit their website. The site also has reference ideas and for this year’s topic you may also want to refer to the Oklahoma Ag in the Classroom website as there is a lesson there on this topic.
TOPIC: For the 2009 essay contest, the essay topic is: “The Dance Language of Bees”
STATE DEADLINE: Essays need to be sent to Karen Brown in the State 4-H Office by February 1, 2009
AWARDS: Cash Prizes to 3 Top National Winners:
- 1st Place -- $750
- 2nd Place -- $500
- 3rd Place -- $250
Each state winner, including the national winners,
receives an appropriate book about honey bees, beekeeping, or honey.
Centennial history book stories and nominations still needed
Stories and nominations are still needed for the upcoming Centennial history book. Currently, we have only seven counties represented. To make this book a success, the Centennial Committee needs your stories, pictures and story ideas.
Layout development and story selection will take place in the summer of 2009. Please e-mail story submissions to Jessica Stewart. Name nominations or story ideas can also be sent to Jessica, or you can call at 405-744-7960.
For further information, please read attachment.
Oklahoma 4-H Centennial Celebration website available
The Oklahoma 4-H Centennial Celebration website is available for browsing. You can find print and web quality logos, Oklahoma 4-H history, and various other resources. You can also visit the Oklahoma 4-H Centennial Celebration blog.
Jud Little/Culver Academies scholarships available
The Jud Little scholarship is again available for horse-loving rural Oklahoma youth who are interested in attending Culver Academies in Culver, Indiana. This scholarship is valued at more than $40,000 a year and includes tuition, board, books, uniforms, and horsemanship fees. The scholarship is based on merit and is available to an incoming freshman or sophomore boy or girl. An information sheet is attached.
Also available are summer camp scholarships for incoming 7th grade boys and girls. To learn more about Culver Academies, visit http://www.culver.org.
For those interested in either scholarship opportunity, Culver representatives are holding an open house on November 23 in Oklahoma City. E-mail Jessica Stewart at or call at 405-744-7960 for further details.
Kids Helping Kids campaign materials to be sent soon
It’s time to gear up for the upcoming Kids Helping Kids campaign, which will begin in January, 2009. As we are coming up on Oklahoma 4-H’s Centennial year, let’s make it the best Kids Helping Kids campaign yet! For those who participated in this program last year, look for the first and second packet of materials in your mailboxes soon. If you have not recently participated in this fundraising opportunity but are interested in it, please call Jessica Stewart at 405-744-7960 or e-mail jessica.stewart@okstate.edu. Information will also be posted soon on the Oklahoma 4-H website.
Denver Western Roundup
Registration information for the 2009 Denver Western Roundup conference can be found on the 4-H webpage at http://oklahoma4h.okstate.edu/events/denver.htm
The 2009 conference is January 7-11. The tentative schedule is posted for your information. Registration materials and payment are due in the State 4-H Office by October 31, 2008. If you have questions or need additional information, please let me know.
Citizenship Washington Focus (CWF)
Take your 4-H members experience to another level through CWF, an intense summer citizenship program for youth in Washington, DC. CWF delegates learn about the democratic process and their role as citizens while they experience our nation’s capital.
Oklahoma will be traveling
to and attending CWF June 25 – July
5, 2009. Information will be posted to the 4-H website and
sent out on the listserv as soon as it is available. If you
have questions about the trip, please contact the State 4-H Office.
Application for Trip Chaperone
Attached is the form to be completed by educators and/or volunteers who are interested in chaperoning an upcoming 4-H out-of-state trip. All applications must be sent through both the county and the district offices.
4-H Enhancement Grants
Now is the time to begin writing your grant applications for 2009. Grants are designed to help county and club programs enhance their educational program delivery. For the past couple years we have awarded up to 45 grants of up to $500 each. Several special categories, including dairy and pork promotion and leadership are available again this year. Applications are due in the Oklahoma 4-H Foundation office by January 15th. We expect to announce the grant winners by February 15th, and you have until December 1st, 2009 to complete your projects. Three attachments are included with this newsletter: grant application instructions and form, final report form and a review sheet to show you just how we judge the applications. If you have any questions about the enhancement grant program, please call or email me.
4-H recruitment brochure available
A new recruitment brochure, “Take a closer look” (4H•PROMO•106)
will soon be available for your use. One copy will be sent to each county
to preview. Additional copies can be ordered by calling the State 4-H
Office at 405-744-5390.
State Farm Good Neighbor Service-Learning Grants Available for Youth Projects
With generous support from the State Farm Companies
Foundation, Youth Service America (YSA) is offering the annual State
Farm Good Neighbor Service-Learning Grant for youth-led community improvement
projects across the United States and Canada. These grants of up to
$1,000 support teachers and service-learning coordinators in engaging
students (ages 5-25) to implement service-learning projects for Global
Youth Service Day, April 24-26, 2009. YSA encourages semester-long
projects that are launched on Martin Luther King Day on January 19,
2009 and extend through Global Youth Service Day.
Deadline is October 30, 2008
To learn more, download YSA's new electronic application, grant guidelines,
and budget spreadsheet at www.YSA.org/awards. If you have questions,
please contact goodneighbor@ysa.org
National Framework for Volunteerism
Attached is a copy of the national framework. It can also be downloaded at http://www.national4-hheadquarters.gov/comm/4h_volstaff.htm. Extension professionals are invited to begin working with this document in your state/county/unit.
At the National Extension Conference on Volunteerism , more resources, ideas, and suggestions on using this document will be provided.
The purpose of the National Framework for 4-H Volunteerism is to communicate and guide decisions and actions related to volunteerism across the 4-H system. The framework reflects a number of important societal trends, current literature in the field of volunteerism and suggests key themes that, if addressed, will lead to a quality youth development program.
Mission:
- Advance knowledge about volunteer development and its contribution to meeting the needs of young people
- Build the capacity of professional staff and volunteers in creating safe, sustainable and vibrant learning environments for young people
- Foster innovative systems to engage volunteers and prepare them for voluntary action in 4-H and in their communities
The National Framework for 4-H Volunteerism has been developed for all levels of leadership who have responsibility for administering and implementing 4-H volunteer development programs. State Extension directors and administrators, 4-H program leaders and specialists, area and county educators and supervisory staff are encouraged to use the document as a key resource to:
- Communicate the value and changing roles of volunteers in the 4-H system
- Stimulate discussion about volunteerism as a field of scientific endeavor and the scholarship, education and service associated with 4-H volunteer development programs
- Foster the effective engagement of volunteers in quality 4-H youth development programs
Core Elements of the framework:
- Creating Safe Environments
- Engaging Volunteers
- Administering Volunteer Management Systems
- Benefits of Volunteering
- Strengthening Partnerships
One Hundred Years of Service - Making a difference…ONE project at a time
The state leadership team is ready to conduct a centennial program that will recognize clubs who have contributed to the betterment of their communities and citizens while providing meaningful opportunities for members to develop life skills through community service projects.
Objective:
- Encourage clubs to use the “Service-Learning” model when choosing, planning, conducting and evaluating a youth led community service project.
- Provide a means to collect, record, and recognize the community service projects of Oklahoma 4-H Clubs.
- Develop a database of community service as a resource to assist other clubs in planning and conducting service projects that make a significant difference to our communities and the lives of our citizens.
- Recognize clubs (members and volunteers) who excel in ingenuity – creativity, resourcefulness, and life skill development.
Each district will select the top 25 Service-Learning projects which excel in ingenuity. Of the 100 projects submitted at the state level, the top 10 will be selected and announced at the 2009 Roundup.
Attached is a copy of the program and the Service Learning Action Planning S.L.A.P. Guide that the leadership team would like to present to a county Parent-Volunteer Organizations, and Teen Leader groups/County Officer Teams.
Robbie Maples, NE District State Representative
Each One, Reach One – Centennial Style
In recognition and celebration of our 100 years of service to Oklahoma youth, we encourage each county to expand their enrollment and retention of new volunteers and members, but more importantly the retention and participation of new 4-H members and adult volunteers through "Each One Reach One." This year the program has been expanded to include the recruitment and retention of adult volunteers.
Two age-appropriate lessons have been developed to prepare youth and adults for their role as a “mentor.” The state leadership team wants to present the programs at the county level.are copies of the two lessons (adult and youth) and an overview of the program. Please cooperate with and support district representatives in scheduling programs for both Parent-Volunteer Organizations, and Teen Leaders/County Officers.
To participate in “Each One, Reach One,” an enrolled 4-H member (who has been a well-rounded and active 4-H member for a minimum of one year) is provided an orientation for being a mentor. He/she then recruits one “new” member (who is not an immediate family member) into the local club and mentors that person during the first year of enrollment. This program is not intended for Cloverbuds.
The purpose of this adult volunteer mentoring program is to not only increase the number of certified volunteers, but the retention and participation of volunteers as project leaders, activity leaders, committee members/chairs, club leaders and as episodic volunteers. This investment will provide our youth the support and leadership needed to have a “quality” experience with caring adults.
The goal of “Each One, Reach One” is “Quality not Quantity.” We want the 4-H member or adult volunteer to make an investment in the individual, so the new member/volunteer becomes as passionate about 4-H as the mentor!
State 4-H Leadership Team
4-H Core Competency Unit 1 – First 2008 Reports due August 1
Attached are revised versions of the Unit 1 evaluation forms 1A and 1B. Both have been transferred to one Excel file to simplify submission electronically. These reports are due annually to district program specialists on February 1 and August 1.
Please keep in mind all materials contained within Units 1-3 are to be blended with subject matter determined by the needs and interest of county 4-H parents and volunteers. The VMS notebook, page 82 contains a sample survey for soliciting volunteer input on training needs.
Healthy attendance and an enthusiasm for Parent-Volunteer Continuing Education will hinge on providing our volunteers with subject matter/project information “they” identify as a need or interest. Core materials are then blended in with that presentation of “subject matter.” Think of it like adding the essential vitamins and minerals to a tasty dessert. We can’t wait for dessert, yet benefit from the added vitamins and minerals.
Reminders –
- Volunteer Evaluation - All volunteers should receive Volunteers Level of Understanding form 1C (pre), later to be followed by form 1D (post). Or they should be presented with a modified Volunteers Level of Understanding form 1E at the end of the Plan of Work cycle.
- Do Not report on the sections of Core 1 not being emphasized in your county during the 2008. Delete all sections not being taught/focused on during P-V training.
- We are not collecting data on materials being used from Units 2 and 3. Please continue using each but be sure emphasis is on Unit 1 during the 2008 and 2009 plan of work cycles.
2009 NRA Grants
All documents can be found on the Shooting Sports Web Page at http://oklahoma4h.okstate.edu/events/shoot.htm
2009 4-H/NRA Grant Detail is a memo from Darren Delong with Funding Criteria for applicants. Darren has made it clear that incomplete applications will be rejected. If the question is asked, it must be answered. Karen Whitworth in Ag. Sponsored Programs has offered to check the applications for errors when they arrive at her office, BUT the primary responsibility lies with the County Educator.
As always, if the county educator wants to apply for a 2009 NRA grant, their 2008 grant must be finalized and a final report sent to NRA by 12/31/08.
Darren also emphasized that purchases must follow the budget. There has been some leeway given in the past for project directors to revise their approved budgets but the NRA state office (Darren) has said that that will not be the case. Stick to the approved budget!
The Grant Application (4-H/NRA Grant Application form) has been revised since last year so this is the application that needs to be used in submitting a 2009 NRA application.
The W-9 form needs to be submitted with the application so it can be signed by the OSU Vice President for Research.
Send completed packet and a $12.00 check made to Oklahoma Friends of the NRA to:
Ag. Sponsored Programs
Attn: Karen Whitworth
241 Ag. Hall
Stillwater, OK 74078
Please make sure that your volunteers are aware of these changes!
If you have any questions regarding spending grant dollars, what can be purchased, proper procedures to be used, please contact Karen Whitworth at 405-744-7004 or Barbara Krajacic at 405-744-5521. Both of these individuals are willing to provide assistance. HOWEVER….they are not able to bend the rules for Extension. These procedures are not any different than campus faculty must follow. I can also attest through personal experience that University Purchasing believes this process has been established for a long enough time that they will not make any “exceptions” to this process!