4-H Club Officer Training

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4-H Club Officer Training

• Wednesday, November 10, 2004
• Warren County Extension Office

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To Be a Good 4-H Member You Should.

• Be enthusiastic and dependable
• Be willing to learn and work for a good cause
• Work well with others
• Inspire and encourage others to do their best
• Be kind, tactful and courteous
• Be neat in appearance

• Speak in a strong and pleasing voice
• Solicit suggestions and cooperation of others
• Be prompt, on time and prepared for all meetings
• Conduct the meeting in an orderly and impartial
  manner
• Check closely with 4-H leaders, get their
  suggestions and help in conducting programs.

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To Conduct a Good Meeting You Should.

• Start and End the meeting on time
• Have a suitable meeting place in readiness
• Have an appropriate, planned program
• Have short, snappy business meetings (10 minutes)

• Conduct the meeting according to parliamentary
  procedure
• Plan for several members to participate in each
  program and for all to participate during the
  year
• Have a variety of things on the program

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The Job of a 4-H Officer

• As an officer of your 4-H Club, you have added
  opportunities and responsibilities. Learn what
  these are and be prepared to meet them.

• President
• Vice President
• Secretary
• Treasurer
• Reporter
• Leaders Representative
• Recreation Leader
• (Historian)
• (Song Leader)

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Leaders Reps Duties

• one 4-H member per club, as identified by each
  4-H club, shall be a voting member of the Warren
  County 4-H Volunteer Leaders Association
  (VLA).
• Represent your club at the monthly VLA meetings
  4th Monday at 7pm.
• Report information back to your club.

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Recreation Leaders Duties

• Select appropriate type or form of recreation in
  advance of meeting
• Games, mixers, relays, skits, etc.
• Lead the recreation at 4-H meetings and other 4-H
  events
• Teach other 4-Hers to lead recreational
  activities
• Serve as chairman of the recreation committee

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Historians Duties

• (in clubs with no historian, duties are assumed
  by the secretary or reporter)
• Keep a record or scrapbook of all club activities
  and events.
• Include names of members and leaders, copies of
  club program plans, news clippings and pictures
  about club events.
• Work closely with the secretary and reporter in
  keeping a record or history of all club activities

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Song Leaders Duties

• Select appropriate songs in advance of the 4-H
  meeting
• Lead the singing at 4-H meetings and other 4-H
  events
• Learn and teach new songs
• Keep song books and music of the club.
• Distribute and collect songs at meetings.

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Youth Representative

• At the annual fall officer training, the top
  four officers of each club present shall elect,
  by majority vote, one of the club representatives
  to serve on the Executive Board of the VLA.
  This individual shall have the same term of
  office, privileges, and responsibilities as the
  Associations officers.

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Suggested Order for Conducting Meetings

• Opening
• Call to order
• Pledges
• (Song)
• Business
• Roll call
• Reading approval of minutes
• Report of treasurer
• Report of committees
• Unfinished business
• New business

• Program
• Educational presentation, talks, demonstrations,
  skits, review of program for next meeting, etc.
• Adjournment
• Recreation
• Songs, games, etc,
• Refreshments (optional)

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How to Make and Pass a Motion

• During the business meeting
• Raise hand and wait until the president calls
  your name (obtaining the floor)
• State the motion I move that, .
• Motion must be seconded by another member before
  discussion can begin I second the
  motion.
• Any member can second a motion
• If no one seconds, the president declares the
  motion lost

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How to Make and Pass a Motion (cont.)

• After properly seconded, president asks Is there
  any discussion?
• After a reasonable length of time, president puts
  the motion to a vote.
• Re states the motion It has been moved and
  seconded that. All those in favor say aye.
  (pause) All those opposed say no.
• Motion is carried or is lost.
• Question, Votes, Amendments
• Only one motion on the floor at a time.

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Election of Officers

• Usually takes place annually, unless specified
  otherwise
• Can be held at any regular meeting to fill
  vacancies
• Nominating committee appointed to nominate a
  slate of officers (one per office to be filled)
• When nominating committee makes its report,
  president can take nominations from the floor (do
  not have to be seconded)

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Election of Officers (cont.)

• After nominations from the floor president closes
  nominations If there are no other nominations,
  is there a motion that the nominations be
  closed?
• After being recognized by the president, a member
  makes the motion to close nominations, and
  another member seconds the motion.
• Members may speak to the qualifications of their
  nominees.
• Voting takes place in order of nominations.

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Committees

• A committee (2 or more members) is used for
  preliminary work in preparation of matter for
  action by the club.
• Saves time in meetings
• Usually assures more effective results
• Provides opportunities for more members
• Number and kind of committees varies, but all fit
  into two classes
• Standing committees
• Special committees

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Committees (cont.)

• Standing committees
• Appointed for a definite time
• Examples are Executive, Program, Recreation,
  Membership, etc.
• Special committees
• Appointed for special purpose such as tours,
  exhibits, etc.
• Except for Executive committee club officers and
  volunteers (ex-officio members) all committees
  are appointed by the president

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Committees (cont.)

• Unless otherwise specified, the first named on a
  committee is the chairman.
• Chairman duties are
• Call a meeting of the committee
• Have discussion and action on the question
  referred to the committee
• Make report at next club meeting on
  recommendations of the committee

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Parliamentary Terms

• The House
• The official meeting of the 4-H Club
• The Chair
• The presiding officer
• Minutes
• Official record of work done in a meeting
• Motion
• Proposal that a certain action be taken by the
  club

• Second to Motion
• To approve a motion that has been made
• The question
• The motion before the house
• Unfinished business
• Business carried over from the previous meeting
  or meetings

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Parliamentary Terms (cont.)

• To refer to a committee
• To place certain work in the hands of a small
  committee which must report at a future meeting

• To obtain the floor
• To obtain, from the presiding officer, the right
  to speak
• To put the question
• To take a vote

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How to Use the Flag

• Display only from sunrise to sunset on buildings
  and stationary flagstaffs in the open.
• May be displayed at night on special occasions to
  produce patriotic effect
• Should be hoisted briskly and lowered
  ceremoniously
• Should not be displayed on days when weather is
  inclement

• When carried in a procession with another flag,
  should be either on the marching right (the
  flags own right) or in the center of a line of
  flags
• Should not be displayed on a flat in a parade
  except from a staff or suspended so that its
  folds fall as free as if it were staffed

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How to Use the Flag (cont.)

• Should not be draped over the hood, top, sides or
  back of a vehicle, train or boat.
• No other flag or pennant should be placed above
  the US flag.
• If on the same level, other flags should be to
  the left of the US flag

• When used on a speakers platform, if displayed
  flat, should be above and behind the speaker.
• Otherwise, should be displayed to the right of
  the speaker.

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Break Into Groups

• Presidents Vice Presidents
• with Allen Kim
• Secretaries Reporters
• with Campbell

• Treasurers
• with Debbi
• All others
• with Campbell

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Refreshments

• Pizza and drinks will be served in the cafeteria
  730.
• If you finish early, please do not disturb other
  groups.

• Please keep pizza and drinks in the cafeteria
  (not in the halls or rooms).

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Thanks!