4-H Club Meeting

(Source A&M University)

Club meetings are conducted by the adult leader or volunteer and the youth club executive committee. The meetings are specifically focused on activities related to the educational objectives set by the club. Regular meetings usually range from 30 minutes to 2 hours. They should have a definite starting and stopping time. Meetings should last only as long as is necessary to accomplish the purposes outlined in the agenda.

The 4-H club meeting agenda has to be organized in four parts: Opening, Business, Program, and Recreation.

 

4-H Parliamentary Rules

4-H club meetings can become chaotic, especially when the group is trying to make decisions. Everyone talks at once, trying to sway others to their point of view. An organized system for discussing topics and making decisions can make the decision making process more orderly, less frustrating and less time consuming. Decision making systems like parliamentary procedure are especially useful when new groups are forming or when controversial issues are being discussed. Groups that have a history of working well together may prefer to use the consensus method of decision making. Whatever system your group uses, learning to participate effectively in groups discussions and decision making is an important skill young people can use through-out their lives. Parliamentary procedure is the formal system most often used by groups to make decisions. It is an organized method that allows groups to accomplish their goals in an effective, fair and efficient manner. Parliamentary procedure is effective because it provides an orderly way to conduct the group’s business and make decisions. It is fair because it is a democratic process for making decisions. It is efficient because it keeps the group focused. One time of business is disposed of before going on to another. Most parliamentary procedure is based on a book called Robert’s Rules of Order, which describes how to conduct business meetings. 4-H meetings are often the first setting in which young people are exposed to parliamentary procedure. Volumes have been written on the fine points of parliamentary procedure, but only the basis are necessary for 90 percent of the business conducted at 4-H club meeting.

 

Steps in Making a Club Decision-"I Move That We..."

    Any club must come up with a group decision and the steps that are required to come up with a group decision are as follows if using parliamentary procedures to move and dispose of a motion:

    1. Recognition by the chair. A member seeks permission to speak to initiate a motion by simply raising their hand or standing and saying “Mister/Madam President…” When the president recognizes the member, that member has the floor and may speak.

    2. The motion. A member should say, “I move that we buy a 4-H flag.” (It is not correct to say, “I make a motion that….”)

    3. Second. The motion must receive a second before any discussion begins. A member does not need to be recognized to second a motion but just says, “I second the motion” or simply “Second.” Obtaining a second indicates that at least two people favor discussing the motion. If there is no second, the motion is dropped.  

    4. Discussion. Once the motion has been moved and seconded, its merits can then be discussed. The president must first recognize a member of the group before discussion begins. The member explains their reasons for supporting or opposing the motion to the group.

    5. Vote. Discussion on a motion may end in three ways:

                1. No one says anything.

                2. A member says “I call for the question,” which means that the member wants the motion brought to a vote.

                3. The president decides that there has been adequate discussion, and once their has been adequate discussion the motion is  restated before voting.

    Some methods of voting include:

                • Voice vote (aye/nay).

                • A show of hands.

                • Standing.

                • Roll call.

                • Secret ballot.

    The president should always call for both sides of the vote even if the vote appears to be unanimous. After voting is complete, the president announces the result: “The motion passes/fails.” With the parliamentary procedure method of decision making, a majority is needed to pass a motion. A majority is more than half of the members present and voting.

 

Steps in Making a Club Decision – Amending a Motion

 

 

Sometimes group members want to change a motion while it is in the discussion phase. This is called an amendment. It is recommended that only one amendment to a motion be permitted. An amendment generally strikes out, adds or substitutes words in the main motion after it has been moved and seconded and is being discussed. To amend a motion:

1. A group member is recognized by the president to speak, then says “I move to amend the motion to buy a 4-H flag by adding the words 3-foot by 5-foot.” A second to this amendment is required.

2. Discussion follows and is for only the amendment, not the original motion. In the example, members may discuss the merits of a 3-foot by 5-foot 4-H flag, not whether they are to purchase a flag (the original motion).

3. When it is time to vote, the president conducts a vote to determine if the amendment passes. A majority is needed to pass it.

            • If the amendment passes, discussion follows on the motion as amended. In our example, “I move that we buy a 3-foot by 5-foot 4-H   flag.” After the discussion, a vote is taken on the motion as amended. A majority is needed for it to pass.

            • If the amendment did not pass, discussion on the original motion continues, which in our example is “to buy a 4-H flag.” After the discussion, a vote is taken on them motion. A majority vote is needed for it to pass.

For less formal meetings, such as 4-H club meetings, it may be best to introduce complicated ideas by discussing them before a motion is made. This eliminates the need for most amendments.

Steps in Making a Club Decision – Tabling and Brining Back a Motion

There may be times during your club meetings when there is a reason to delay the decision on a motion. Perhaps there is not enough information to make a decision or everyone who would be affected by the decision is not present to give input. The procedure for approving this delay is called “laying (a motion) on the table.” This delays a decision until another time. The steps for this action follow:

1. During discussion of a motion, a member is recognized by the president and says “I move to lay the motion on the table.” A second is required.

2. No discussion is permitted. The group proceeds directly to voting on whether to table the motion. A majority is needed for the motion to be tabled. To bring back a motion so it can be discussed and acted on is called “taking (a motion) from the table.” While in the Old Business portion of the meeting, a member says “I move to take from the table (motion’s name). A second is required.

3. No discussion is permitted. The group proceeds to vote on whether to bring the motion from the table. A majority is needed to take a motion from the table.

Once a motion has been brought back from the table, it is the next item of business. Generally a tabled motion comes back for consideration at the next regular meeting. Don’t use the motion to table as a way to “kill” a motion.

Adjourning a Meeting

Adjournment is used to end a meeting. Any member can make the motion to adjourn the meeting. A motion to adjourn can be given at any time during a meeting, but hopefully will not be misused by club members to adjourn prematurely when there is important business yet to be addressed. The steps to adjourn a meeting follow.

1. To adjourn the meeting, a member is recognized by the president and says, “I move that we adjourn.” A second is required.

2. No discussion is permitted. The group votes on whether to end the meeting.

A majority is needed to adjourn.  

The Role Of Elected 4-H Club Members  

President:

Conducts all meetings, appoints committees, and serves as a good role model for members.

Vice President:

Conducts meetings for president.

Secretary:

Keeps minutes of club meetings, keeps attendance records.

Treasurer:

Takes care of all club funds.

Historian:

Keeps the club scrapbook, takes pictures of events and meetings.

Reporter:

Publicizes the club in the community, by creating websites, newsletter, flyers etc.

Recreational Leader:

Leads recreation at meetings and activities.

Committee Heads or Chairs:

Head up the committee in which they have been appointed to. Example: The Committee Head or Chair of The Party Committee is the person responsible for spearheading and organizing parties. The Committee Head or Chair of The Party Committee will “supervise” the members who are in his committee to ensure that parties are organized.

Common Parliamentary Procedures, Questions and Answers (Source Ohio 4-H)

 

Q. In parliamentary usage, what is the first thing to learn?

A. To rise and address the Chair to obtain the floor.

Q. How do you address the chair?

A. Madam or Mr. President, or if not the president, Madam or Mr. Chairman or by his special title if s/he has one.

Q. How does the Chair recognize a member and assign him/her the floor?

A. By calling his/her name. In a 4-H group this is usually the first name of the person.

Q. What is the advantage in obtaining the floor?

A. The Chair is compelled to defend a member in his right to the floor and to state his motion or opinions.

Q. May a member assigned to the floor be interrupted?

A. Yes, but only if his procedure is out of order.

Q. What is the correct form of a main motion?

A. “I move that…” Do not say, “I move you…” or “I make a motion…”

Q. What must follow most motions (all main motions)?

A. A second (another endorsement of the item of business).

Q. Should one rise to second a motion?

A. No. In large bodies, however, it may be best to rise and without waiting for recognition say, “Mr. or Madam President, I second the motion”.

Q. What is a quorum?

A. The number of eligible voting members allowed to conduct business.

Q. Are all main motions debatable?

A. Yes

Q. What should the Chair say after stating the motion?

A. “Is there any discussion?”

Q. Should the Chair stand to state a question?

A. Yes, s/he should stand also to put the question to vote.

Q. When does the Chair take the vote?

A. When the organization or club, not some individuals, is ready for it.

Q. May the Chair vote?

A. Yes, as shown under duties of the presiding officer.

Ideas for Teaching Parliamentary Procedures (source Iowa County )

LET’S MAKE TRAIL MIX

Needed: Large bowl, spoon, ingredients for Trail Mix (Honey Nut Cheerios, raisins, peanuts, plain and peanut butter M and M’s, others as desired), serving utensil (paper cup, napkins, etc.)

• Display the ingredients and talk about the importance of parliamentary procedure to the smooth operation of a meeting.

• Tell your audience that you are going to make trail mix and that they will learn how to correctly make a motion as part of this process.

• Explain that ingredients will be added to the bowl as motions are made. (Youth must say “I move that we add …..” Ask for a second, discuss and vote. If the youth says, “I motion…ask them to restate it correctly.)

• As soon as all the ingredients are added, the members can eat the Trail Mix as a snack.

• In most cases, there will be one ingredient that is voted down. The leader may want to include at least one questionable ingredient in the choices to be sure this happens.

• NOTE: Karen Nelson, Columbia County Youth Development Educator, gave each 4-H club in her county signs that say “ I MOVE…” in large letters for display at club meetings.  

Downloads

 

 

 

4-H Club Training-Train the Trainer: This PowerPoint Presentation Introduces new leaders and members to the basics of 4-H Culture, What makes a 4-H Club, Roles of Elected Officers, A 4-H Meeting, and Parliamentary Procedures.

4-H Basic Parliamentary Procedure for 4-H Clubs hand out.

Club Meeting Skit: This is a step by step skit that outlines a typical 4-H meeting. It is great to use with new 4-H Clubs.

 

 

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