New 4-H Club Leaders
Lesson Two
The 4-H Club Meeting
Parliamentary Procedure
Program Planning Basics
Bill Heltemes
Florida 4-H
Volunteer Recruitment Coordinator
1
What is a 4-H Club?
What is a club meeting?
2
The 4-H CLUB
A Group of 5 or more youth in at least
two families
Has an adult “Club Leader”
Has a club meeting at least once a month
Has a planned educational program
3
Elects members as officers
Does a community service project each year
Involves families
Involves parents as club adult
volunteers
Holds club meetings within the community
4
5
The 4-H
Club Meeting
6
Business
Opening: Fun activity
Call to Order
Pledges
Singing
Roll Call
7
Business: Club Minutes
Treasurer’s Report
Unfinished (old) Business
New Business
Announcements
Adjournment
Program: Member Participation
Educational
Project Work
8
Refreshments/Recreation
Clubs That Have Fun
- are more active
- do more things
- get along better
Include fun in every club meeting!
All work and no play make a club meeting dull!
9
10
4-H Club
Officers
Only club members may serve as officers
Officers are elected by club members
Leaders and parents do not have
A voting privilege
11
President
Vice President
Secretary
Conducts all meetings
Appoints committees
Serves as a good role model
for other members
Conducts meetings for president
Keeps minutes of club meetings
Keeps attendance records
12
Treasurer
Takes care of all club funds
Historian
Keeps the club scrapbook
Reporter
Publicizes the club in
the community
Recreation
Leader
Leads recreation at meetings
and activities
13
14
The 4-H Club Leader
An adult volunteer who is in charge
of a 4-H Club
Provides supervision and guidance
Helps the members plan and conduct
meetings and other club activities
15
Provides reports to County
Extension Office
Secures a proper meeting place
for club meetings.
Gets the parents of club
members to help.
16
Makes sure the members make
the decisions.
Maintains contact with the County
4-H Extension Office
Provides a positive role model for the
children in the club.
Refer to the More Detailed Position Description
You Have Already Received.
17
18
4-H Club
Helpers
Parents of club members
Older teens
Other adults in the community
Project Leaders: help members with their
projects, such as foods,
computers, sewing, etc.
19
Activity Leaders: helps club members plan
and carry out activities
such as community pride
a club trip, etc.
Resource Leaders: provide a club program
such as a career talk
Provide transportation assistance
Help chaperone club trips
Help provide supervision at activities
and events
20
Steps to Follow in
Organizing Your Club
1) Obtain approval as a 4-H Club Leader
2) Find a meeting place
3) Set a date for the Informational Meeting
4) Recruit Youth (and their families)
a. Talk to families in your neighborhood
b. Put up posters
c. Visit with local pastors and school principals
21
5) Conduct your first club meeting (informational
meeting for youth and parents)
6) Conduct parent meeting
7) Conduct second club meeting
8) Meet with club program planning committee
and finalize program plan
9) Conduct third club meeting
10) Complete and return appropriate forms
Review progress with 4-H Agent
22
Program Planning Basics
Steps in Developing a Club Program Plan
“What Will Our 4-H Club Be All About”
Mission: what is our club all about?
Vision: what do we want our club to be?
System: what must our club do to get us there?
Values: what principles will guide our club?
Motivation: how do I help our club get there?
23
The Program Plan
Includes….
Mission Statement
Vision Statement
Club Goals
Input from Members
Input from Parents and Other Leaders
Input from the Community
24
The Program
Planning Meeting
Have a club program planning committee.
Summarize (or have member do so) the ideas from
the club meeting and the parent meeting
into these categories:
Club programs & activities
County programs & activities
Project education
On a large sheet of paper make a yearly calendar.
Designate this lists from the above to appropriate
months.
25
Does the plan offer: a balance of social and educational
activities? Is each age group covered? Is there a balance
throughout the year?
What activities relate to club mission and goals?
Do the activities chosen relate to the building of
assets? Which ones?
List the leadership jobs needed to carry out the plan.
List any additional leadership jobs for the year.
Indicated which activities and jobs have adult leaders.
26
Determine what to do about activities and jobs for which
there are no leaders. Should these be eliminated?
Present the club program plan to the club for approval.
Have an officer meeting. Decide which activities need
committees. Appoint committee chairs and members
(or take volunteers at the next club meeting).
Review the list of activities and jobs with the
officers for which there are no leaders.
Determine if there are others who can be
asked, or other ways of accomplishing the
activities.
27
The Club Program Book
Request a club program book
from the 4-H Office.
Assist your officers, or planning committee in completing
this book.
Include Club Roll Call and special
programs that will occur at club meetings. Be sure each
meeting is balanced with fun, business and education.
Try to provide every member with at least one role
at each club meeting.
Have copies of the program book made for each club
family.
28
Your Role During the Year
Remind committee chairpersons and
adult leaders responsible for activities
when they should begin to function.
Provide them with necessary materials
or resources that are available.
Include them on agenda items for
committee and leader reports.
29
The 4-H Club Meeting
Setting the Stage
Know your group – not just their names.
A pleasant meeting place.
A comfortable atmosphere.
A feeling of belonging and acceptance.
An executive board.
30
Preparing for the 4-H
Business Meeting
“What will I do with them all at the same time,
and with so much energy and enthusiasm?”
The Meeting Agenda
Your Officer Team
Have the Stage Well Set
31
Democracy in Action
4 Principles for Democratic Action
1. Wishes of majority must be followed.
2. Rights of minority:
- all must be heard
- all have opinions
- it’s important to “speak out”
3. Respect for others:
All members are equal
Courtesy to others in the club
Listen to what others have to say
4. Have an order of business: important for the first 3 to occur.
32
Basic Parliamentary
Procedure
The Business Meeting
1. Have an order of business:
agenda
2. Quorum
3. Preside nt
4. An agenda
5. Motions
33
Making Motions
A motion is a request for action.
1. Be recognized – stand or raise your hand.
“Madame President I move….”
2. State the motion
3. Another member seconds the motion.
4. The President restates the motion, then
asks for discussion.
5. The President calls for the vote, or a member
may request a vote.
6. A vote is taken and the President announces
the result.
34
Conducting the 4-H Club Business Meeting
Order of Business - Agenda
Meeting is called to order by the President
Pledges
Introductions
Roll Call
Secretary reads the minutes
Secretary reads correspondence
Treasurer gives financial report
Committee reports are given
President calls for unfinished (old) business
President calls for new business
Announcements by club leader
Adjournment
35
Agenda
Call to Order
Welcome
Introductions
Thought for the Day
Pledges
Get Acquainted – Recreation
“4-H Spirit Song”
Program: 4-H Opportunities; What’s It All About
4-H Projects and Enrollment
New Business: Meeting Date, Time and Place
Name of the Club
Possible Officers for the Club
Volunteers for Next Meeting for:
Thought for the Day, Pledges, a game,
bring cookies, bring drinks
Adjournment
36
4-H Club Pledge
I pledge my HEAD to clearer thinking,
My HEART to greater loyalty,
My HANDS to larger service,
and my HEALTH to better living,
for my club, my community,
my country and my world.
37
4-H Spirit Song
I’ve got that 4-H Spirit up in my head, up in my head, up
in my head. I’ve got that 4-H Spirit up in my head, up in
my head to stay.
I’ve got that 4-H Spirit deep in my heart, deep in my heart,
deep in my heart. I’ve got that 4-H Spirit deep in my
heart, deep in my heart to stay.
I’ve got that 4-H Spirit down in my toes, down in my toes,
down in my toes. I’ve got that 4-H Spirit down in my toes,
down in my toes to stay.
I’ve got that 4-H Spirit all over me, all over me, all over me.
I’ve got that 4-H Spirit all over me, all over me to stay.
38
Beat the Agent
Team Contest
Score 2 Points for Correct Answer
Lose 1 Point for Incorrect Answer
Agent Scores 1 Point for Incorrect
Answers by Both Teams
39
Round One
1. How many kids and families does it take to make a 4-H club?
A: 5 kids and 2 families
A: the order of business
2. What is an agenda?
3. Name the three parts of a club meeting.
A: Business, Program, Recreation
4. List at least 5 things that describes what a 4-H club is.
A: A group of 5 or more in two or more families; has an adult
leader; meets at least monthly; planned educational program;
only members serve as officers; does an annual service project;
involves families; holds club meetings within the community.
5. List at least 4 district, state or national 4-H events or activities.
A: district events, judging contests, state fair, legislature, cwf, etc.
40
Round One Bonus Questions
1. “I make a motion to….” is a proper way to make a motion. A. False, “I
move..”
2. Which of the following words in the 4-H affirmative action
statement are not required? Religion, color, sex, race, height, creed,
or national origin
A. height
3. List 5 things club members do.
A. Attend and participate in club meetings; conduct club
meetings; practice leadership; plan club activities; conduct club
activities; make decisions; enroll in at least one 4-H project; do
record books; give speeches and demonstrations
41
Round Two
1. Explain how a motion is made – what are the correct steps?
A. Be recognized – stand or raise your hand.
Address the chair or president and state your motion:
Madame President I move….”
2. What occurs in the opening part of the club meeting and in what order?
A. call to order, pledges, singing or a fun activity, roll call
3. List at least 5 things a 4-H club teaches youth?
A. How to cooperate, how to get along, leadership, citizenship,
life skills, how to have fun in a positive way, how to make good
decisions, public speaking and writing, vocational skills
4. I pledge my head to clearer ____________.
5. And my health ____ better living.
thinking
to
42
Round Two
Bonus Questions
1. Give at least 4 projects that have judging team programs.
Dairy, forestry, horse, land, horticulture, marine, wildlife,
rabbit, consumer education, livestock
2. My heart to truer thinking. ???? head – clearer, or greater loyalty
3. What is State 4-H Congress?
A. State leadership and competitive event held annually
at University of Florida in late July.
43
Round Three
1. What is the name of the program in which 4-H’ers learn about
our state legislative process? A. State 4-H Legislature
2. Give 5 examples of what could be done for an end of meeting club
program?
3. In what order are the parts of the business portion of the meeting?
A. (correspondence) Minutes, Treasurer’s Report, (bills), Old &
New Business, Announcements, Adjournment
4. What 3 letter word describes what must be included in every club
meeting? A. Fun
5. List the official officers in a 4-H club.
A. President, Vice-President, Secretary, Treasurer, Reporter,
Historian, Song & Recreation Leaders, (parliamentarian)
44
Round Three
Bonus Questions
1. Under special circumstances a parent or leader may have voting
privileges in a 4-H club.
A. No
2. A club is limited to 5 adult volunteer leaders.
A. No, there is no limit.
3. List 4 responsibilities of the club organizational leader.
A. Be in charge of the club, provide supervision, provide
guidance, help members plan and conduct meetings and
activities, provide reports to county office, secure proper
meeting place, get parents of members to help, make sure
members make the decisions, maintain contact with county
office, be a positive role model
45
Our Next Meeting
Youth Development: Planning
projects and activities for youth
of different ages
Club Leadership Techniques
46
Thought for the Day
A hundred years from now it will not
matter what my bank account was, the
sort of house I lived in, or the kind of
car I drove. But the world may be
different because I was important in
the life of a child.
47
Participated in
religious activities
during the past week.
#19 Religious
community
Has made a major life
choice because of a
sense of purpose.
#39 Sense of purpose
Free
Has intervened when
someone does
something wrong in
the neighborhood.
#13 –Neighborhood
Boundaries
Has risen to a
challenge because of
encouragement from
friends.
#15 positive peer
influence
Has/had teachers who
encouraged to always
do her or his best.
#16 High
Expectations
Has rules about
telling other family
members where you
are.
#11 Family
Boundaries
Remembers people’s
birthdays
Often volunteers to
serve others.
#33 Interpersonal
Competence
#9 Service to others
Has rarely felt bored
in school.
Free
Doesn’t believe “IF it
feels good do it”.
#16 High
Expectations
Is in the middle of a
good book (what is
it?)
#25 Reading for
Pleasure
Has role models who
spend time helping
others.
#14 Adult role
models
Considers him or
herself an optimist
(why?).
#40 Positive view of
the world
Eats dinner with
family most evenings.
#1 Family Support
Has been laughed at
for taking an
unpopular stand on an
issue.
#28 Integrity
Has a regular family
meeting at home.
#2 Positive family
communication
Free
Can’t think of anyone
else he/she would
rather be.
#38 Self-esteem
Works hard to do best
at school or work.
#21 Achievement
motivation
Has returned money
when got incorrect
change at a store.
#29 – Honesty
Is good at finding
solutions when
problems arise.
Has stood up to
pressure to do
something unhealthy.
#35 – Resistance
Skills
Thanks young people
when they take
leadership.
#7 Community values
youth
Knows the school’s
cheer or fight song.
# 24 Bonding to
school
Knows names of at
least 10 neighbors
Spent yesterday
evening at home with
family.
#20 Time at home
Free
Has worked hard to
meet a commitment
that wasn’t enjoyable.
#30 Responsibility
Participates or
volunteers in a
community youth
program.
#18 Youth programs
Knows the school
policy on violence
and bullying
#12 School
boundaries
Did or does
something to make
school more friendly
#5 Caring school
climate
Has training in
conflict resolution
#36 peaceful
resolution
Free
Remembers an adult
who really influenced
his or her life.
#3 Other adult
relationships
Does or has done
homework every
school night
#22 School
Engagement
#37 – Personal Power
Free
Volunteers (or his or
her parent) volunteers
in a school.
#6 Parent
involvement in
school
Does something
unique to keep safe.
Is fluent in two or
more languages.
#10 Safety
#34 Cultural
Competence
Has been in a protest
march to address a
school issue or
concern.
#27 Equality and
social justice
Has helped find
leadership
opportunities
Plays a musical
instrument (which
one?)
38 Youth as resources
#17 creative activities
#23 Homework
Free
Free
#4 Caring
neighborhood
Enjoys planning big
projects
Free
#32 Planning and
decision making
Raises or gives
money to help with
famine or disaster
relief.
#26 Caring
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