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.
Opening
The meeting is called
to order after which a 4-H opening ceremony is held. This brief ceremony
includes the Pledge of Allegiance to the American flag and the 4-H motto,
and pledge. It is important to welcome new members and visitors. When
appropriate, begin with an ice breaker or other games to set the stage for
a dynamic environment.
- Meeting
is called to order by President
- Pledges
- Introduction
- Roll
Call
Business
Business meetings should be held
only if they are needed. That is, when there is club business to transact.
If needed, the business portion of the meeting should be led by elected
club officers, and it should be short and interesting. Club business should
be handled in a manner that reflects a democratic process. Both
parliamentary procedure and consensus decision making are common practices
in clubs.
- Secretary
reads the minutes.
- Secretary
reads correspondence.
- Treasurer
gives financial report
- Committee
reports are given. (Examples of committee could be: community service
committee, party organizing committee, etc.)
- President
call for unfinished (old) business (parliamentary rules are used.)
- President
calls for new business (parliamentary rules are used.)
- Announcements
by adult club leader
- Adjournment
Program
The program is the
heart of the 4-H meeting. Involve 4-H members in planning and conducting
each program. The program should be interesting to the entire group. Many
ideas and methods could be used during the programs. Including:
demonstrations, slide shows, videos or films, guest speakers, project
training or orientation, panel discussions, field trips or any other
element the membership views as important. Example: A fishing 4-H club
would go fishing during their program portion of their meeting, or an
environmental club can tend their community garden.
- Members
participate in activities
- Project
work
- Educational
hands on learning
Recreation
All meetings
should include some type of recreational activity. One of the main reasons
that members belong to 4-H clubs is to have fun with other young people.
The 4-H club provides a safe environment where youth can enjoy recreational
activities important for their development.
To provide a varied program include activities that allow youth to get
acquainted, in which boys and girls of different ages can participate.
Well-rounded programs include a variety of activities: music, drama, small
and large group activities, or quiet individual activities.
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