4-H Officers Handbook
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(PDF) version of the Meeting Handbook
Have you thought of your 4-H club or group as a small democracy? A
democracy is a form of government where the people themselves have a say
in making the decisions that affect them. Members of your club need to
have a part in the decision making in the same way decisions are made in a
democracy.
Ask yourself, does everyone take part in your club or group activities?
Do some people sit back and let others do what needs to be done? Are
members having fun? Do they like to come to meetings? Do members get "charged up" at
meetings? Everyone has a part to play in the club or group. Each member
can be on a committee, run for an office, make a motion, or do countless
other things. Group or club members can participate in good citizenship
through 4-H. Citizenship is learning how to work with others and how to
make decisions.
What are Meetings for?
Meetings give people a chance to think and act together, plan and do
things together. It wouldn't be very much fun to work on all your 4-H
projects alone or to plan or hold a party all by yourself. You need other
club or group members thinking and acting together to really get things
done.
How can you have
better meetings?
- Elect officers that can and will do the job.
- Be sure officers and members know their responsibilities and carry
them out.
- Know and understand "Meetings the 4-H Way."
- Everyone needs to do his or her share, pull together and use basic
parliamentary procedures to govern business meetings.
- Plan for business, education and recreation at most meetings.
Interesting meetings start and stop on time.
- Give everyone in your club or group a chance to be on the program
sometime during the year.
Planning the Club
or Group
Program
In most 4-H clubs or groups, annual goals, monthly meeting plans,
special activities are determined at the beginning of the 4-H year. A
committee of members, leaders and parents need to meet to plan the program
for the year and set group goals which show the interest of the total
group.
Club or group goals and program plans give direction to the group. The
executive committee can refer to the club goals when making decisions
about specific programs and activities. Leaders and parents can identify
special opportunities and resources so goals can be achieved more easily.
When a group begins a planning session, review the committee's
responsibilities and take a quick look at everything the club or group is
going to do during the year. Include as many parents as possible in the
planning session. As the group plans for the year, try to include all
parents in the program sometime during the year. Parents might assist by
hosting the club, providing transportation, assisting with activities,
etc. Effective club or group programs:
- Provide an opportunity for members, parents and leaders to be
actively involved.
- Are preplanned to include a balance of business, education and
recreation.
- Provide an opportunity for each member to be involved in the program
as often as is possible.
- Stimulate interest in individual and group projects.
- Include community service opportunities.
- Meet the needs of members and their families.
- Provide for parent involvement.
 What Are
Club or Group Goals
Goals are statements that provide direction to the club's or group's
program. They tell what the group plans to do, to what extent and when.
Many groups plan only two or three goals each year. Examples: Our group's goals are:
- Use basic parliamentary procedure rules each meeting.
- Provide recognition for each member, parent and leader at least once
during the year.
As you plan your club or group program remember to involve every member
in the program as often as possible. Members can be involved by giving
demonstrations or illustrated talks, serving as a host or hostess, serving
on a committee or any other way that fits the activities of your club or
group. Assign demonstrations or talks according to age level and interest
of the member. Most beginning members need to attend a few meetings before
they are given a program assignment.
Plan meetings so they can be finished in two hours or less. Most
meetings need three parts - business, education and recreation. A
suggested guide is business, 15-20 minutes; program, 30-45 minutes; and
recreation, 20-25 minutes. The parts of the meeting can be planned in any
sequence which fits your club or group interest and needs.
Meetings seem to go better if each meeting or program is centered
around one area of study. For example, all talks, demonstration and roll
call might be about health. Cover a variety of topics during the year. A
variety of teaching methods (videos, demonstrations, outside speakers,
etc.) help make meetings more interesting.
A presentation by a member, leader,
teen leader or a resource person should be a part of
each meeting.
The plan for the year needs to include the following whenever
appropriate at each meeting:
- date of meeting
- education program
- host or hostess topics (demonstration, etc.)
- place of meeting recreation
- roll call topic
- other items
- business
Some plans may change or more details may be added as you go through
the club year but you do need a basic plan to work from.
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Preparing for Meetings
A club or group that gets things
done, enjoys being together and plans things carefully
has officers and leaders that accept their
responsibilities. In order for clubs or groups to work
together they must do two things:
- Know enough about the members so
the officers and leaders are aware of talents and
skills of each member; and
- Use group discussions so that
each member can have some part in decisions that are
made.
Group atmosphere is very important.
Plan for a friendly and informal atmosphere that helps
every member to feel welcome and secure. Members need
to be allowed to express their ideas without hurting
others' feelings. Club or group members need to feel
free to participate, to make suggestions and sometimes
to disagree with others. To form a strong club or
group, everyone needs to feel that they are a part of
the group.
The room also needs to be
comfortable. Check to see that it is not too hot or
cold. Try to provide a seat for everyone. Arrange the
room so that everyone can be seen and heard. Chairs
arranged in a circle or semi-circle work well for
small groups. The president and secretary need to see
the total group.
Meetings are important to clubs and
groups. The officers and leaders need to plan the
details before each meeting. Begin planning early so
that every person on the program is notified and has
plenty of time to prepare. If possible give every
person who attends a copy of the agenda or put it on
poster, large sheet of heavy paper or a chalk boards.
The following outline could be used for your club or
group to follow in planning a program for the next
meeting:
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Possible Meeting Outline
- Call to order
- President
- Pledge of allegiance, 4-H pledge, singing
(optional)
- Roll Call -
Secretary
- Introduction of Visitors
- President
- Minutes of previous meeting read and approved
- Secretary
- Reading of correspondence, if any
- Treasurer's Report
- Reports of officers and leaders
- list reports to be presented.
- Committee Reports
- Used to streamline business meetings and
keep members involved
- Old Business
(taken from minutes of previous meeting) (Business
acted upon through motions, seconds and voting)
- New Business
- Announcements
- Announce the place, date and program topic
for the next meeting
- Adjournment of business meeting
- Education
- Study lesson
- Talk
- Demonstration
- Project discussion
- Recreation
- Games, singing, etc.
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Good planning is a key to a successful business meeting.
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4-H
Meeting Handbook
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