Oklahoma 4-H Foundation

Quick overview of the roles and functions of the 4-H

Foundation

Dr. Jim RutledgeExecutive Director

February 10, 2016

Personnel• Executive Director – To Be Filled Soon!– Full Time in Stillwater Office

• Director of Development – Tomas Manske• Administrative Assistant – Sarah Dunn– Full Time, Monday thru Friday

• Accountant – Erin Robinson – In Office Tuesday and Thursday

Mission• The mission of the Oklahoma 4-H

Foundation is to provide financial support for the Oklahoma 4-H Program.

• This includes state, district and county 4-H Youth Development Programs

Affiliates• In recent years this has included

support for the following affiliated groups:• OEA4-HA• OAEFCS• Epsilon Sigma Phi• Oklahoma Volunteers and Parents

History• Incorporated in 1962 in order to

receive the remainder of a charitable trust.

• Two of the incorporators were State 4-H Program Leader Ira Hollar and Oklahoma A&M President Oliver Willham

History• R. D. Farmer, met a group of 4-H

members on the train ride home from National 4-H Congress sometime in the mid 50’s.

• After the death of his last heir, he left the rest of his estate to the 4-H Foundation.

• Mr Farmer died in 1962. We received the remainder of the estate in 2007.

History• From 1962 to 1973 we existed in

name only.• In 1973 Dr. Pete Williams and Mr.

Ray Parker organized the first board of directors.

• In 1974 Retta Miller was hired as the first executive secretary

History• Foundation Directors• Retta Miller 1979-82• Leon Moon 1982-87• Ray Sharp 1987-89• Roger Moore 1989-96• David Sorrell 1998-2004• Jim Rutledge 2005-2007• Cathy Shuffield 2008-2010

– Jim Rutledge, Development Associate 2008-2010• Jim Rutledge, Exec Director 2010 - 2016

– Tomas Manske, Director of Development

Financial History• Total Account Growth

• In 1976 – Total Assets: $13,944

• In 2005 – Total Assets: $1,290,572

• Today – total Assets: $8,344,618

Financial History• Balance of Accounts as of 12-31-15– STATE ACCOUNTS

• State Program and Event $350K• Affiliated Program $112K• Scholarship Endowments $2.3Million• State Program Endowment $940K• Affiliated Endowments $206K

Financial History• Balance as of 12-31-15– COUNTY ACCOUNTS

• County G Accounts $387K– From Zero to 130K

• County Managed Accounts $507 K– From 10,000 to 127,000

• County Endowment Accounts $497K– From 10,000 to 54,000

Email Yesterday• I emailed everyone on the 4-H

list a one page fact sheet about the 4-H Foundation and what it can do for YOU!!

Accounts• Unrestricted Accounts

– Operating Accounts for office operations, salaries, postage, printing, computers, software, etc.

• Temporarily Restricted – Program Accounts - More on the next page!

• Permanent (Endowments)– Scholarship Endowments– County Endowments– Program Endowments – Ambassadors, CWF, National

Conference, State Council, Horse, Judging, Volunteer Development.

– Affiliated Endowments – OAE4-HA, OEAFCS, Hughes

Accounts• Temporarily Restricted Program

Accounts– Event Accounts – Roundup, National 4-H

Congress, 4-H Day @ Capitol, CWF, Denver Roundup

– Program Accounts – County Medals, Dog, Horse, Livestock, Meats, Sheep, Shooting Sports, STEM, Wildlife Habitat, Food Showdown, ATV and more!

Accounts• More Temporarily Restricted

Program Accounts–Misc – OMK, Ronald McDonald House,

Children’s Hospital, International Exchange– Leadership Accounts – each specialist has

a place to put small grants, leadership council, leader development

– Associate Accounts – AITC, Collegiate 4-H, Key Club, OAE4-HA, OEAFCS, ESP

County Accounts• Every County has at least one

account at the 4-H Foundation• We include solicitations for

county accounts in our annual appeal in December every year.

• Funds from TSC and other fund raisers go into the G accounts

County Accounts• How to use your county account• You can send us money to add• Make a payroll deduction to

support your own program• Join the Check it Out Program• Extension has requested some

funds be moved to the G accounts

County Accounts• How to use your county account• Request funds on the check

request form.• We write the check to your agency

account.• Or if you provide a copy of an

invoice or receipt we can reimburse or write a check to the vendor.

Enhancement Grants• 4-H Enhancement Grants• Every year we put $20,000 into

county programs.• Deadline for this year is next

Monday.• Up to $500 for an educational

program.• The more innovative the better.

Enhancement Grants• Special funds for pork promotion,

dairy promotion and volunteer leadership.

• If approved we write your agency a check.

• You have to report by December 1st with numbers and what was spent.

Check Writing• We write checks on the 1st and 3rd

Tuesdays• Based on check requests that have

been received by 5p.m. on the Monday before.

• If five Tuesdays we may include the 5th Tuesday.

• Use Check Request Form

Other Co. Accounts• Permanent Endowments for scholarships or program

support.• Endowments are essentially locked away and you have

access to the annual earnings up to 4% per year.• As the American economy does well, your account will

grow over time so the 4% spending policy means you get an increased amount.

• Funds must be on deposit for a full calendar year, (Jan – Dec) before the first payout.

• Must have at least $10,000 before an endowment will pay, but with more than $5,000 to open, you can start to build an endowment.

• But the value follows the stock market.

County Endowments• Why have a Permanent Endowment? • Provides for a scholarship or

program support forever.• Nobody can come along in a few

years and change the intended use.• It will grow with the economy.• A donor may want their name on

something permanent.

Managed Accounts• Must have $10,000 to open or maintain.• Money is still available to the county,

with 30 to 60 day notice.• May close the account and take all of

the money and earnings back.• Invested, so you should have earnings

over time.• Invested…..so it can loose money in the

short run.

Managed Accounts• Why have a Managed Account? • Money is still available to be spent.• There will be an automatic 4%

payout each year.• You can add to the fund over time.• If you need more flexibility than an

endowment.

County Scholarships• Extension administration has decided

that all college scholarships should be paid through the 4-H Foundation.

• Because we follow best practices on distribution to the bursar account rather than to the student.

• You have to have the money on deposit before we will issue the check.

County Scholarships• When we send a check to the

bursar….• We will send you a letter with a copy

of the check so you know it has been sent.

• If your county has a regular scholarship program that we are going to pay, we will create a Gxx-A account for that scholarship

Other Help• Many of you have discovered the

WalMart or other company employee volunteer payback programs.

• If your employee turns volunteer hours in for 4-H, the company will pay the charity of their choice for that time.

• Some can earn up to $4,000 a year!• Recipient has to be a 501.c.3

Other Help• We can handle the proceeds of other

charitable grants or gifts up to a point.

• If you need a W-9 and a qualified 501.c.3 in order to receive a grant or gift, contact our office BEFORE you fill out the paperwork.

Foundation Scholarships• We help manage about $100,000 in annual

scholarships for 4-H members and alumni.• We announce these at Roundup…..• BUT…they are not official until the member

has returned their scholarship agreement.• Every year we have members that forfeit

their awards because they do not follow through.

Foundation Scholarships• We need your help in getting students

to complete the process and keep up with it in order to get their money.

• Make sure if you have helped a student earn a scholarship that they are prepared to follow up once they get to school.

• Last week we had 25 students that were delinquent in filing their papers.

Foundation Scholarships• New policy a few years ago.• Members can receive their full scholarship

the first semester of school.• If they have multiple awards, they will have

to submit transcripts to receive the following semesters.

• Have to submit a completed thank you card to get their money.

• We like to get their documentation the first two weeks of school.

Pickens Scholarships• These are managed by the OSU Foundation,

according to their policies• 4-H does not have any control over anything but

who wins the award.• There are different deadlines, earlier in the year.• Most of these are already bigger than the

regular 4-H awards.• The 4-H Foundation put up half of the money to

start these awards, but 4-H donors paid the other half.

Thank You Cards• We have not done a very good job of

making sure you know who sponsors things like judging teams, project pins or other things outside of Roundup.

• We need your help in making sure those donors hear from 4-H members, parents and educators.

What Can the 4-H Foundation Do For YOU

1. Manage a County Account for your benefit

2. Give you a place to send charitable gifts

3. Provide the W-9 and Tax letter for grants you want to write

4. Help you earn interest on large accounts

5. Manage your scholarships

Questions?Testimonials?

• What haven’t we covered.• We are here only to help 4-H at all

levels.

Join Me on March 22nd

• I want to personally invite all of you to join me for my retirement party.

• OSU Botanic Gardens• Tuesday, March 22nd, 2 to 5 p.m.