1 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

2 What is a 4-H Club? What is a club meeting?

3 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

4 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

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6 The 4-H Club Meeting

7 Business Opening: Fun activity Call to Order Pledges Singing Roll Call

8 Business: Club Minutes Treasurer’s Report Unfinished (old) Business New Business Announcements Adjournment Program:Member Participation Educational Project Work

9 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!

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11 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

12 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

13 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

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15 The 4-H Club Leader An adult volunteer who is in charge of a 4-H Club Helps the members plan and conduct meetings and other club activities Provides supervision and guidance

16 Provides reports to County Extension Office Secures a proper meeting place for club meetings. Gets the parents of club members to help.

17 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.

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19 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.

20 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

21 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

22 5) Conduct your first club meeting (informational meeting for youth and parents) 6) Conduct parent meeting 10) Complete and return appropriate forms 7) Conduct second club meeting Review progress with 4-H Agent 8) Meet with club program planning committee and finalize program plan 9) Conduct third club meeting

23 Program Planning Basics Steps in Developing a Club Program Plan 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? “What Will Our 4-H Club Be All About”

24 The Program Plan Includes…. Mission Statement Vision Statement Club Goals Input from Members Input from Parents and Other Leaders Input from the Community

25 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.

26 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? 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. Do the activities chosen relate to the building of assets? Which ones?

27 Present the club program plan to the club for approval. Determine what to do about activities and jobs for which there are no leaders. Should these be eliminated? 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.

28 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. Have copies of the program book made for each club family. Try to provide every member with at least one role at each club meeting.

29 Remind committee chairpersons and adult leaders responsible for activities when they should begin to function. Your Role During the Year Provide them with necessary materials or resources that are available. Include them on agenda items for committee and leader reports.

30 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.

31 Preparing for the 4-H Business Meeting The Meeting Agenda “What will I do with them all at the same time, and with so much energy and enthusiasm?” Your Officer Team Have the Stage Well Set

32 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.

33 Basic Parliamentary Procedure The Business Meeting 1. Have an order of business: 2. Quorum 3. President 4. An agenda 5. Motions agenda

34 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.

35 Conducting the 4-H Club Business Meeting Order of Business - Agenda Meeting is called to order by the President 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 Pledges Introductions Roll Call

36 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

37 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.

38 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.

39 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

40 Round One 1. How many kids and families does it take to make a 4-H club? A: 5 kids and 2 families 2. What is an agenda? A: the order of business 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.

41 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

42 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 ____________.thinking 5. And my health ____ better living.to

43 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.

44 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)

45 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

46 Our Next Meeting Youth Development: Planning projects and activities for youth of different ages Club Leadership Techniques

47 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.

48 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 Spent yesterday evening at home with family. #20 Time at home Free Doesn’t believe “IF it feels good do it”. #16 High Expectations Has rarely felt bored in school. #22 School Engagement Free Remembers people’s birthdays #33 Interpersonal Competence Often volunteers to serve others. #9 Service to others 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 Free Has returned money when got incorrect change at a store. #29 – Honesty Is good at finding solutions when problems arise. #37 – Personal Power Has stood up to pressure to do something unhealthy. #35 – Resistance Skills Thanks young people when they take leadership. #7 Community values youth Free Has worked hard to meet a commitment that wasn’t enjoyable. #30 Responsibility Remembers an adult who really influenced his or her life. #3 Other adult relationships Free Volunteers (or his or her parent) volunteers in a school. #6 Parent involvement in school Knows the school’s cheer or fight song. # 24 Bonding to school Knows names of at least 10 neighbors #4 Caring neighborhood Participates or volunteers in a community youth program. #18 Youth programs Knows the school policy on violence and bullying #12 School boundaries Does or has done homework every school night #23 Homework Does something unique to keep safe. #10 Safety Is fluent in two or more languages. #34 Cultural Competence Free Enjoys planning big projects #32 Planning and decision making Did or does something to make school more friendly #5 Caring school climate Has training in conflict resolution #36 peaceful resolution Free Has been in a protest march to address a school issue or concern. #27 Equality and social justice Has helped find leadership opportunities 38 Youth as resources Plays a musical instrument (which one?) #17 creative activities Raises or gives money to help with famine or disaster relief. #26 Caring