What Happens at a 4-H Club Meeting A Guide to Successful Meetings

Florida 4-H Vision Florida 4-H aspires to be the leading youth development program that creates positive change in youth, families, and communities. Mission Florida 4-H creates supportive environments for diverse youth and adults to reach their fullest potential. Florida 4-H wants to ensure that the vision and mission we have is what we truly believe and try to instill in both youth and adults. We need to continue to get the message out that our programs support both of these in the programming we do.

Florida 4-H Values Hands-on learning Linkages with land-grant systems Fun Organization history and tradition Diversity in programs, participants and delivery modes. Volunteerism and volunteers People Role of communities, families and individuals Ability of individuals to make decisions Youth Leadership Development Balance between cooperation and competition Youth-adult partnerships These 13 values reinforce what 4-H is all about – that we strive to make sure all of these happen and we promote these in all our programs, projects, trainings, and activities county, district and statewide

Essential Elements of 4-H Belonging Mastery Independence Generosity When promoting club development we need to make sure that we can identify at least one of the essential elements in the projects, service projects, and club/county activities we do.

Getting a Club Started Contact your 4-H Agent Attend volunteer leader training Obtain county and state 4-H policies and procedures As an agent, you are constantly asked “how can I start a 4-H club”. The first recommendation is to contact you for a face-to-face meeting/interview. Help the new leader identify his/her goals for the club and give them the information about the importance of attending leader orientation and leader trainings held throughout the year. Make sure they are aware of all state policies as well as any specific county policies you might have in place. Is a good idea to write these policies down and hand out.

Getting a Club Started Assess needs and interests * Youth * Parents * Community Recruit potential members Conduct organizational meeting When starting a club – leaders need to realize they need to look at the community where their club is going to meet – are there enough youth to meet the club requirements? Will you have parent involvement or do most of them work and have limited time, and mostly what are some of the needs of the community – what needs can this club meet? You will need to put out flyers advertising when the first meeting will be and where – all flyers must be approved through the 4-H Agent and county extension office.

Getting a Club Started Recruit project leaders Complete & submit enrollment forms for youth & adults Discuss club goals Develop yearly plan Develop club by-laws Club Charter application Have parents complete the parent survey to find out their interests and how they can help – feel free to add other items to the survey as necessary. Work with new members on completing the enrollment forms –check for accuracy before turning them into the extension office – will save lots of time. Possibly at your first meet, but definitely your second meeting, the club needs to define their goals and yearly program plans. They also need to develop a simple set of by-laws – these are simply rules that help the club set policies and procedures for operating. Finally complete the club charter application. All of these need to be turned into the 4-H Agent to keep on file. Make sure you keep a copy.

4-H Agent is the Link Provides information in helping start a club locating resources training opportunities recognition for youth and adults county & state competitive events youth development principles & experiential learning Remember your 4-H Agent is your best friend. He/she will provide all of the necessary materials needed to start the club and to help get it organized. The Agent will probably visit your club at least once or twice during the year. One of the most valuable tools your agent will give you is learning the principles of youth development to make sure your members are reaching their fullest potential.

Reasons for Joining 4-H Be with friends Fun things to do and learn Youth driven and led 4-H is everywhere Not costly Projects are adaptable for different ages We all know why people join 4-H – so we want to make sure we are meeting their needs

Parts of a 4-H Club Meeting Opening Business Meeting Educational Program Recreation Refreshments In planning the 4-H meeting make sure to include all of these – the Educational program is by far the most important and probably the most neglected. It should take up most of the meeting time – members can do their demonstration or the club may decide to have an outside speaker.

Parts of a 4-H Club Meeting Business Portion: Call to order Recite pledges Call roll Reading of minutes Treasurer’s report Committee reports Old business New business Leader Announcements This slide simply shows what should be included in the business meeting – it should be no longer than 20-30 minutes. Have the President help develop the agenda and to make sure every member has a chance to speak at the meeting.

Parts of a 4-H Club Meeting Educational Program Ideas: Demonstrations by members Guest speakers Project work Community service project work Here are some ideas for the educational program. List some more.

Parts of a 4-H Club Meeting Recreation: Planned by Recreation Chair/Committee Make it fun Safe and appropriate for all ages Use older members in leadership roles Include refreshments as part of the meeting. Young people love recreation and a chance to play. Make sure when the officers or Recreation Chair plans an activity it is age appropriate. Just because the officers like it doesn’t mean younger members will understand what they are to do.

A Well Planned 4-H Club Meeting Provides an opportunity to: Make new friends Share ideas Gain new knowledge and skills Enjoy planned recreation Develop self-confidence and leadership Help make decisions Gain a sense of pride Learn to work as part of a team Meetings should be well planned and in cooperation with the officers. Everyone should leave the meeting feeling good about themselves and with at least one piece of new information.

A Well Planned 4-H Club Meeting Election of Officers: Only 4-H members can vote and hold an office within their 4-H club Officers should be elected on their leadership skills Agent/Club leader should provide training for officers Everyone want to be “in charge” – remember only 4-H member can vote and hold office – this may be something that should be included in the by-laws. Agents and club leaders need to help members understand the importance of being an elected officer. It is also imperative that training is provided for these youth.

Club Officers President Vice President Secretary Treasurer Reporter Historian Recreation Chair Parliamentarian Sgt. – at – Arms Use Florida 4-H Officer Training Handbook for descriptions and responsibilities of each officer.

Sample Agenda Call to Order American and 4-H Pledges Introduction of new members/guests Ice breaker/recreation Secretary’s report/correspondence Club roll call/voting delegates Treasurer’s report Old Business New Business Announcements Adjourn Educational Program This is just a sample agenda to help agents and leaders when working with officers. Depending on the structure of the club not all of these will be included each month

“4-H is a community of young people across America who are learning leadership, citizenship and life skills”. Written and developed by Judy Butterfield, Central District Regional Specialized 4-H Agent III, UF/IFAS, 4-H Youth Development Program, Gainesville, FL., June 2 0 0 7 .