1 SECTION 9 THE CLUB MEETING 4-H Meeting Guide 4-H Club Meeting Agenda Form Business Meeting Guide Q&A about Meetings Fauquier County 4-H Leaders Manual 156
2 CONDUCT EFFECTIVE MEETINGS 4-H MEETING GUIDE Each club should have one regular meeting per month that has been carefully planned along the interests of the members. This meeting is usually held at night at one of the members' homes or in a community building. The president, officers and club advisor should plan a meeting agenda so that everyone understands what is supposed to happen. PRE-MEETING ACTIVITY Have something for early arrivals to do. OPENING ACTIVITY/ICEBREAKER The purpose of this activity is group building. This is especially important with new groups, but it is still important for continuing 4-H clubs to do. (A list of icebreakers is in the back of this section). BUSINESS MEETING Meet with the President and officers before the meeting so that the President has an agenda prepared. Give the president as much information as you can so they can run the meeting. EDUCATIONAL PROGRAM OR ACTIVITY The educational program at regular club meetings can be one of the most important parts of the 4-H experience of many members. This part of the meeting provides an opportunity for the members to join in a group learning experience. Some examples include: demonstrations, guest speakers, movies, tours, and learning games. RECREATION Kids come to meetings to have fun! Include some recreation in every meeting. Some examples include: games, stories, and group activities. REFRESHMENTS Kids like to eat even more than adults! Have parents and members alternate months of bringing refreshments. DELEGATION Almost all of these parts can be delegated out to parents and other interested adults. Teens can also take on some of the responsibility. The more people you get involved the better the club will function. Fauquier County 4-H Leaders Manual 157
3 4-H CLUB MEETING AGENDA CALL TO ORDER PLEDGE OF ALLEGIANCE AND 4-H PLEDGE ROLL CALL MINUTES OF PREVIOUS MEETING read by Secretary TREASURER S REPORT CORRESPONDENCE Read by President/Secretary, any important events coming up or items from county newsletter COMMITTEE REPORTS a. b. c. d. LEADER REPORT (Optional) PROJECT REPORTS (Optional) UNFINISHED BUSINESS a. b. c. d. NEW BUSINESS a. b. c. d. EDUCATIONAL PROGRAM: NEXT MEETING DATE: ADJOURNMENT RECREATION AND REFRESHMENTS Fauquier County 4-H Leaders Manual 158
4 4-H CLUB Club Members Boys and Girls, 9-19 Parents/Volunteers/ Leaders Club Officers President Vice President Secretary Treasurer Teen Council Delegate Committee Chairman -Fund Raising -Community Service -Activity Historian Reporter Organizational Leader(s) Activity leader Community Service Advisor Project Leaders Committee Advisors Membership Advisor Parent Helper Monthly Club Business Meetings Business Educational program/speakers Recreation/Activity PROJECT GROUPS COMMUNITY SERVICE ACTIVITIES SPECIAL ACTIVITES/EVENTS 4-H COUNTY EVENTS AND PROGRAMS Fauquier County 4-H Leaders Manual 159
5 RUNNING A SMOOTH 4-H BUSINESS MEETING 4-H club officers conduct a 4-H business meeting with as little input as possible, from you, the leader. This will happen if you have helped officers to understand their jobs and make an agenda in advance. Business meetings follow a specific procedure: Call to order when the meeting opens President 4-H pledge, pledge of allegiance Vice President Roll call Secretary Reading of minutes of last meeting Secretary Treasurer s report Treasurer Correspondence Secretary Reports of Committees Leader s Report Organizational Leader Project Reports Project Leaders Old or unfinished business President New Business President Educational Program Next meeting date Adjournment Recreation/Refreshments Minutes of a Meeting It is the secretary s job to keep the minutes of each meeting. The minutes should be a record of what is done, not what is said. They should contain: Date and place of meeting Names of members and visitors present Approval of previous minutes All reports and what was done about them All motions, with the name of the person who made them, and whether the motion was carried or lost The educational program that was covered The time the meeting was adjourned Any programs, refreshments, or recreation that happened after the meeting. Making and Voting on Motions Step 1: A member who wants the club to vote on something makes a motion. That member raises one hand, or stands, and waits to be recognized. After being recognized by the president, the member says, I move that. Fauquier County 4-H Leaders Manual 160
6 Step 2: Step 3: Step 4: Step 5: Step 6: Another member says, I second the motion. This means that at least one member thinks the club should consider it. (If the motion is not seconded, it is dropped). The president then asks for discussion. When discussion stops, the president asks, Are you ready for the question? If no one requests more discussion, the club is ready to vote. The president states the motion so everyone can hear it. The members vote when the president says, All in favor say Aye, and All opposed say Nay. The motion is passed if more members vote Aye than Nay. If the president is in doubt about the vote, he should ask for a show of hands or a standing vote. The president then says, The motion is carried or the The motion is lost, according to the vote. Ways to Vote Voice Vote Standing Vote Show of Hands Ballot Roll Call Honor System The president says, All in favor of the motion say Aye, all opposed say Nay. The members stand so their votes can be counted. The members raise their hands so the president can count their votes. The president and one or more helpers hand out blank slips f paper so the members can write down their vote. Members vote, one at a time, as their names are called. All members close their eyes and vote by raising one hand. Fauquier County 4-H Leaders Manual 161
7 4-H CLUB MEMBER S BUSINESS MEETING GUIDE This guide will help you understand what is required to have exciting and productive 4-H club business meetings. Participating in well run business meetings will help you learn skills that will be useful to you as you grow older. In particular you can learn the following life skills: Citizenship Leadership Decision-making Planning and organizing Communication Getting along with others Character Stress management 4-H members should take two steps to contribute to well-organized and fun club meetings. The first step is to learn your privileges and responsibilities as a 4-H Club member. The second step is to learn about parliamentary procedure. MEMBERSHIP PRIVILEGES AND RESPONSIBILITIES No organization can exist without active members. The qualifications for club membership are defined in your 4-H Club Constitution. The term member in this Guide refers to a person who has full participation rights. When you join an organization or club, you enter into a contract of membership with that group. That contract is an agreement that defines your privileges and also your responsibilities. The Club s constitution and bylaws defines some of those privileges and responsibilities. Be sure to read your club s constitution and bylaws to learn about specific rights and expectations that affect you. There are other privileges and responsibilities that are generally accepted for members of any club. They include: 1) PRIVILEGES a) To attend meetings Fauquier County 4-H Leaders Manual 162
8 b) To make motions and enter into debate c) To vote d) To nominate when appropriate e) To be a candidate for office f) To insist on the enforcement of the rules of the organization and the use of parliamentary procedure in club meetings g) To review the official records of the club including the minutes and financial reports 2) RESPONSIBILITIES a) To promote the purpose of the club b) To comply with and uphold the club s constitution, bylaws and rules. c) To use parliamentary procedure when conducting club business d) To attend meetings regularly and punctually e) To give one s undivided attention to the business as well as to the program of the meeting f) To speak up during meetings with helpful input and avoid frivolous matters g) To refrain from acts or remarks outside the meetings that will in any way interfere with the work of the club and/or its officers. h) To hold office when requested i) To willingly and carefully perform any duty assigned in the club WHAT IS PARLIAMENTARY PROCEDURE AND WHY IS IT IMPORTANT? Parliamentary Procedure refers to a set of rules that exist to ensure that business meetings are organized and orderly. The rules make sure that everyone has a chance to participate, be heard, and help the group reach decisions. WHERE DID IT COME FROM? Parliamentary Procedure has a long history. It originated in the early English Parliaments, the legislative body of Great Britain. The first settlers of America brought it with them. It became uniform when Henry M. Robert published his manual on Parliamentary Law. Today, Robert s Rules of Order is the basic handbook that clubs and organizations use to conduct business. Fauquier County 4-H Leaders Manual 163
9 WHAT ARE SOME OF THE BASIC RULES? Basic rules of parliamentary procedure include: Only one person may speak at a time; the president of the organization announces the order of business and calls on people to speak; when a person wants the group to take action, he/she makes a motion suggesting that action, and the membership takes a vote to decide. A basic rule for Clubs that use parliamentary procedure is that they follow an order of business. An example Order of Business for a 4-H club meeting is listed below. Actions and wording based on parliamentary procedure that might be used by club officers and members is included to help you learn how to conduct a proper 4-H club business meeting. These actions are just as important for you as a member as they are for the club officers. THROUGH PARTICIPATION IN 4-H CLUB BUSINESS MEETINGS YOU SHOULD LEARN HOW TO: answer roll call address the chair give a committee or officer make and second motions report discuss motions participate in elections vote on items of business Order of Business for a 4-H Meeting 1. Call to order (President stands, strikes gavel) This meeting of the 4-H Club will come to order. Please stand and recite the Pledge of Allegiance led by and the 4-H Pledge led by. Generally the president stands when talking and sits when someone else is delivering a report. 2. Roll Call The secretary will call the roll. (The president g will select the preferred way to answer roll call. Another way to do the roll call is to check names of those present off of a list.) The secretary reports to the President the number of members present and absent and if there Fauquier County 4-H Leaders Manual 164
10 are enough members present to have a quorum. The quorum is set in the Club Bylaws and is the minimum number of members necessary to be present to conduct club business. 3. Reading of the minutes The secretary will read the minutes of the last meeting. (Secretary stands, reads minutes, and then sits.) The president stands and asks, Are there any additions or corrections? If not, they stand approved as read. If there are corrections, the president asks them to be made and then says, The minutes stand approved as corrected. 4. Treasurer s Report We will now have the treasurer s report. The president sits, and the treasurer reports on the following: money received, money spent and the present balance. The president stands and says, Are there any questions about the treasurer s report? If not, the report is received as read. (The treasurer s report is approved once a year after an audit.) 5. Other Reports The president asks for the following reports: *Additional Officers reports *Committee reports *Leaders reports Tip! Put someone in charge of reporting on the 4-H newsletter published by the Extension office. Encourage members to bring their copy! (If any of the reports calls for an action of the club, usually the person making the report makes a motion for the action to be taken, and it is usually seconded by another person on the committee. The president then repeats the motion and asks for discussion. (See below for Motions. ) 6. Unfinished Business (Something discussed but not decided at a previous meeting) Secretary, were there any motions postponed until this meeting? Is there any other unfinished business? If not, we will proceed to new business. 7. New Business (Business not previously discussed) Is there new business to be brought before the club? Member 1: Mr. President, I move that. Member 2: I second the motion. President: It has been moved and seconded that. Is there any discussion? Fauquier County 4-H Leaders Manual 165
11 After discussion is over... President: All those in favor of (repeat motion), signify by raising your hand. All those opposed, raise your hand. The motion carries (or fails). See more information about motions and voting in sections below. 8. Announcements Are there any announcements? Always announce dates of upcoming activities and meetings. 9. Adjournment The business portion of the meeting can be adjourned before the program and recreation. The President does not need a motion to adjourn the meeting. The President states: Is there any further business to come before the club? If the President hears none, he/she may declare the meeting adjourned. Meeting adjourned. (Use gavel.) 10. Program/Project Work We will now ask our Vice President to announce the program. The president allows the Vice President/Program chairperson to take charge during this part of the meeting. 11. Team Building During this part of the meeting, there can be team building activities, recreation, refreshments, and/or celebrating. Conducting Business Using Motions Main motion - Beginning of an idea for an action to be taken by the club. A member rises and asks for the floor: Member 1: Mr./Madame President President: Member 1 (When the president recognizes a member, we say he/she has the floor.) Member 1: I move that we donate $25.00 from our treasury to the 4-H Foundation. Member 2: I second the motion. (sometimes shortened to simply Second. ) Fauquier County 4-H Leaders Manual 166
12 (A member doesn t have to be recognized to second a motion.) President: It has been moved and seconded that we donate $25 to the 4-H Foundation. Is there any discussion? Member 3: Since we learned today that we have only $35 dollars in our treasury, I don t think we can afford to give $25 this year. Amendment motion Changing the main motion Member 4: I move that we amend the motion by substituting the words $25 with $15. Member 3: Second President: It has been moved and seconded to amend the motion by substituting $25 with $15. Is there any discussion? Hearing none, we will vote on the amendment. All in favor, raise your hand. All opposed, raise your hand. The motion is amended. Is there other discussion on the main motion? Hearing none, we will vote on the motion to donate $15 from our treasury to the 4-H Foundation. All in favor, raise your hand. All opposed, raise your hand. The motion passes. Treasurer, please write and mail a check for $15 to the 4-H Foundation. Is there other business? Voting on motions The President decides on the method of voting: 1. Voice vote: All those in favor, say Aye. Those opposed, say Nay/No. 2. By standing 3. By raising of hand 4. By ballot (distributing paper on which each member writes yes or no.) 5. By calling roll and asking each person to say aye or no. The president votes only to break a tie vote. Amending a Motion An amendment can be amended in the following ways: 1. Inserting or adding a phrase. I move to amend the motion by adding the words Crawford County before 4-H Foundation. 2. By striking out a word or phrase. I move to strike the phrase from our treasury from the motion. 3. By substituting a word, phrase, or entire statement I move that we amend the motion by substituting the words $25 with $15. Fauquier County 4-H Leaders Manual 167
13 After an amendment has been offered, seconded, and discussed, only the amendment is voted on. After it passes, the main motion must be voted on as amended. If the amendment fails, the main motion must be voted on as originally stated. Other Pertinent Rules about Motions 1. Only one main motion may be on the floor at one time. It must be postponed, sent to committee, or voted on before another main motion can be made. A motion to postpone or to send to committee is not a main motion and can be offered to clear a main motion from the floor. Motions to postpone or to send to a committee require a majority vote to pass. 2. With the approval of the members who made and seconded a motion, it can be withdrawn from the floor without a vote. 3. If a motion doesn t receive a second, it dies (is no longer considered). 4. If debate on a main motion drags on and on, any member may call for the vote: Member 1: Mr./Madame President, I move (or call) the previous question. Member 2: Second The motion to call the previous question may not be debated and requires a 2/3 majority to pass. If it passes, a vote is taken immediately on the main motion. Electing Officers Some clubs will have special rules for eligibility to be an officer; for example, some clubs may require that officers be starting their third year in the club. Also, it is important that everyone knows the duties of officers. For the club to have a successful year, the people elected must be willing to carry out those duties! Perhaps current officers can give a short report about the work they ve done. In some clubs, each eligible member is asked what office he/she would like to be nominated for. As nominations for officers open, the members need to know who is eligible to be nominated, and also they need to consider who will work conscientiously in each office. Fauquier County 4-H Leaders Manual 168
14 President: Nominations are now open for President. Member 1: I nominate Bill. Member 2: I nominate Sue. Member 3: I move nominations be closed. Member 4: Second President: It has been moved and seconded that nominations be closed. All in favor, * Note: after the nominations are closed, it is appropriate for those nominated to give speeches telling why they want to be elected. raise your hand. All opposed, raise your hand. The motion passes. * chair of the Nomination Committee please pass out the ballots? Will the All members should write either Bill s or Sue s name on the ballot. The nomination committee can collect and count the ballots. The president should announce the results of the election for president and then announce that nominations are now open for Vice President. WANT TO LEARN MORE? If you would like to learn more about Parliamentary Procedure refer to VCE publication XXX-XXX, A 4-H Handbook of Parliamentary Procedure. It provides 4- H members with much greater detail on club meeting management and parliamentary procedure. Each 4-H Club is required to have an approved constitution and bylaws. VCE Publication , 4-H Club Constitution and Bylaws is a tool to assist clubs in creating those documents. If you are a 4-H Club officer, you should refer to VCE publication , A Guide for 4-H Club Officers. It contains information about the duties and responsibilities of each of the common 4-H club officer positions. Several other publications will be useful to club officers and leaders. VCE publication , 4-H Club Goals and Annual Program Plan and publication , Worksheet for Planning a 4-H Club Meeting and will help club officers and leaders develop annual club work-plans and plan for regular club meetings. Fauquier County 4-H Leaders Manual 169
15 QUESTIONS AND ANSWERS ABOUT 4-H MEETINGS Question: When is the best time to organize a 4-H club? Answer: Anytime, but most function on calendar year from October 1 to September 31. Question: What about club offices? Answer: Establish offices for what you need, but most clubs have a president, vice-president, secretary, treasurer, reporters, and recreation leaders. Question: Is a meeting agenda necessary? Answer: Yes. It helps everyone appreciate the program more. Use the preceding outline. Several days before each meeting: 1. Meet with the president and develop outline as to who is doing what. 2. Contact all those previously scheduled to be a part of the meeting to make sure of attendance. Question: How do you get meeting program topics planned a year in advance? Answer: In August get the members to list all the things they want to do and learn at meetings. Organize the topics and arrange into each of the 12 monthly meetings. At the same time, let members accept assignments for all the necessary jobs. Question: How do you get members to do demonstrations, speeches, and project talks at each meeting? Answer: At the August planning meeting, list all topics required for each of the 12 monthly meetings and ask members to sign up for the topics they wish to prepare. Before each meeting, have a leader help members get ready. Question: Should the 4-H club or project group meet more than once a month -- and if yes, what do you call these "extra" meetings? Answer: Yes, but the number depends on the daily work and school schedules of the adults and members. Schedule any number of meetings per month needed. These "extra" meetings are called ACTIVITY MEETINGS or PROJECT MEETINGS. Question: Should we develop a meeting agenda for Activity Meetings? Answer: No. The activity leader should have a lesson plan for what he/she is going to teach. Since time is usually critical, use the time for teaching. Question: How do I get parents to help? Answer: Enroll the parents when you enroll their children. Explain what you expect and how they should support their children and you. Give them jobs and make them an important part of the program. Fauquier County 4-H Leaders Manual 170
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