MEETINGS: The 4-H Way

Each member is a leader at one time or another, whether elected to be an officer or not. What each person says and does influences the club or group.

Here are some pointers: Speak up when your club or group is making a plan. Try to say something that makes the plan move forward, like, "I think it would be a good idea to visit the new club near us and put on a model meeting." Or, "I like Sue's idea but maybe it would work even better if we did...." Volunteer for a job once in a while.

A 4-H Member:

• Attends meetings
• Helps plan program for year
• Helps to make the meetings interesting
• Does a good job on his/her projects
• Joins in club or group activities

4-H members work together
for the good of the club or group
to make it grow and be successful.

Directing Meetings

The president directs the business of the meeting in an orderly manner. There are "Parliamentary Rules" which help groups to conduct business. It is important that the president understand those rules.

Parliamentary procedure gives us the right way to make a motion and to amend a motion. Roberts' "Rules of Order" is the oldest and most recognized set of rules on the best ways to conduct business meetings. The rules were first printed in 1876 by General Henry M. Roberts of the Corps of Engineers, United States Army. If you follow these rules, they will help keep your group orderly and help you to reach decisions with less confusion. If your president uses these rules fairly, both the majority and the minority in your clubs and groups will be heard and respected.

The skills members have and the size and ages of the group will usually determine how strictly the rules are followed. With larger groups, it may be necessary to follow these rules very carefully. With small, informal groups you will need to use only the basic rules for making motions, seconding motions and amending motions.

Officers and members need to learn the appropriate parliamentary procedures the group will use in making group decisions.

Making Motions

A motion is a formal way of getting an idea, proposal or plan of action before a group. Motions are part of the orderly way of conducting a meeting. Motions call for discussion and actions by the group.

1. How a motion is made and handled by a group

a. Addressing the Chair

The member wishing to present an item of business, discuss a motion, ask a question, or give information related to the subject must first address the presiding officer. The member will say, "Mr. President," or "Mister Chairman," or "Madam President," or "Madam Chairman," or use a special title if he or she has one, but never use a personal name.

In small, informal groups the person who wants to be recognized will not need to stand to address the chair. In large, formal groups the person wanting to speak will need to rise, give his/her name, and any other identification necessary so the Chair will know who is speaking. The correct way to address the Chair in a county 4-H Council Meeting is: "Mr. (or Madam) President, (your name, the name of your 4-H club)."

b. Chair recognized Speaker

The president will recognize the person by calling his or her name, or by saying, "The Chair recognizes the person in the front row." After the person is recognized, he or she is free to speak.

c. Motion is made

The person recognized by the Chair makes a motion such as, "I move that Saturday be set as the time for our 4-H party." "I move," are the proper words to use in presenting a motion or items of business. "I make a motion" is not proper wording.

d. Motion is seconded

All ordinary motions must be seconded. This is to show the group that two people want the subject discussed. A motion needs to receive a second soon after it is made. If it does not receive a second, the motion is dead and cannot be acted upon by the group. The member wishing to second the motion does not have to be recognized by the Chair. In small groups the member wishing to second the motion does not need to stand but says, "I second the motion" or "I second it."  In large, formal meetings it is proper to stand and say, "Mr. President (or Madam President), I second the motion.

e. Motion is restated

Before a motion is voted on by the group, the Chair will restate the motion and then ask, "Is there any discussion?" The motion is restated so that everyone understands before they begin discussing.

f. Motion is discussed

After the president has restated the motion, it is open for discussion. Any member of the group has a right to discuss the motion after they received permission from the president to speak. All discussion must be about the motion or the speaker can be ruled out of order by the president. An example of each step in the proper way to present a motion follows:

Tom: (rising) "Mr. (or Madam) President"

President: "Tom"

Tom: "I move that our club set the last Saturday in the month as Community Clean Up day."

Susan: (without rising) "I second the motion."

President: "It has been moved and seconded that our club set the last Saturday in the month as Community Clean Up Day. Is there any discussion?"

g. Motion is voted on

After the members have discussed the motion, the president "puts the motion to a vote." The president will say, "Is there any further discussion?" In order to allow time for replies, the president needs to ask this three times before the motion is voted upon. If the discussion seems to be too long, any member can say "Question?" Indicating they are ready to vote. The president then may ask the group to vote on the motion. When voting on the motion, both the affirmative (aye) and negative (no) votes must be taken. The president will say, "All those in favor of the motion (the motion is restated) say `Aye.'  All those opposed say, `No.'" If the vote is close, the president may call for a count. The Chair will then ask members to stand or raise their hands to vote and count them.

h. Results are announced

After the vote has been taken, the president will then announce the results. The president may say "The `ayes' have it, and the motion is carried," or "The `nos' have it and the motion is lost."  Once the results have been announced by the president, the group can deal with another motion or other matters of business.

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Besides knowing how to make and amend motions, there are some rules of courtesy members need to follow in every meeting.

• Only one subject or item of business can be before the group at one time. No new item of business can be introduced or discussed until the one being discussed is voted on.
• Every member of the group has an equal right to speak and be heard.
• The will of the majority must be carried out, but the rights of the minority must also be protected.
• Every member has the same rights as any other member. Every member can introduce a motion, debate and vote on a motion.

• The business and discussion need to follow rules of courtesy. Receive permission from the chair before you speak. Do not talk to other members when someone else has the floor.

The election of officers is important in every 4-H club or group. Clubs or groups are made up of people with different ideas and abilities. The only way to get things done is for someone to lead.  Every club or group needs leaders. A way to get leaders is to elect them.

A. Qualifications of officers

The group needs to spend some time discussing the qualities they want in officers. You might want to think about such things as regular participation, experience in the club or group, ability and willingness to serve as an officer.

By setting standards for officers, your group can avoid a popularity contest in the election of officer. The best officers for your club or group might not be the most popular person or the most successful athlete.

B. Nominating committee

Most 4-H clubs or groups will have a constitution and bylaws that tell you how to go about electing officers.

One method that is used is the nominating committee. A nominating committee can be either elected by the group or appointed by the president. The nominating committee will nominate one or more persons for each office in the club or group.

When a meeting is called to elect officers, the nominating committee will present the names it has selected for election by the group. Before the names presented by the nominating committee are voted on, the president will ask for nominations from the floor. This means that any member has the right to nominate someone other than the ones presented by the nominating committee. Remember, nominations do not require a second, and a member may nominate only one candidate for each office. Another method for nominating someone is from the floor.

C. If no nominating committee has been named

If there is no nominating committee you may wish to nominate someone from the floor. When you are recognized by the president. you say "I nominate __________ for __________." A nomination does not need a second, although a second may be made to show support.

D. Bring nominations to a vote.

Any member can offer a motion to close the nominations. A motion to close the nominations requires a second and a two-thirds vote of those present and voting.

E. Voting on nominations

Your club or group will probably decide for itself what method of voting it will use to elect officers. Usually, the bylaws will fix the percent of vote necessary for election to office. If there are no rules for you to follow, you can use one of several methods. Your president may call for a show of hands, a standing vote or a secret ballot to decide who the officers will be. In this case a simple majority will elect a person. Usually, when more than one officer is being voted on, the names are voted on in the order in which they were presented to your group.

F. Installing officers

Newly elected officers are usually installed at a special meeting. Through a special program, the officers are called before the group and the outgoing chairman, extension staff member, leader or special guest reads the requirements for the office to the newly elected officers.

The person reading the requirements asks each officer if he or she understands the duties of the office to which they are elected and will accept the responsibilities of the office. This is the time when all members pledge their support to the newly elected officers of their club or group. A ceremony for installation of officers is included in the "4-H Program Guide" (PA-5).

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  Committees and Committee Assignments

Every 4-H club or group appoints committees that help do special things and keep members involved and active. How many committees a club has depends on the size of the club or group.

A. Types of committees.  

There are two types of committees: standing committees and special committees.

1. An example of a standing committee is a membership committee. Standing committees are appointed to carry out a specific part of the regular work of the group. Standing committees usually function for an entire club or group year.
2. An example of special committee (ad hoc committee) is a tour committee. Special committees are appointed when the need arises, to complete a certain task. After the committee gives its final report to the club or group, it no longer exists.

B. Appointing committees

The president of the club will usually appoint the committees. He or she may do this after talking with other officers in the club. Members may also be asked to volunteer to serve on committees and be appointed by the president.

C. Conducting committee meetings.

Committees are never very large in numbers. This allows members to have a better opportunity to share their ideas with the other committee members. Although committee meetings are informal, they need to have an order of business to discuss and they are led by the chairman.

D. Making the committee report

Each committee will decide about the things it was asked to do. After the committee has decided, it will report to the club or group. The officers will usually tell the committee what type of report to present, either written or oral.

All members of the committee need to see or hear the report before it is presented. After the report is presented, it needs to be acted on by all members of the organization. Written reports are given to the secretary to be included in the minutes.

The following committees often are part of a 4-H club or group:

• Program - After the group has made your program plan for the year, committee members go to work. They may find a special person in the community to come to a meeting, may ask the NDSU Extension staff for a video you want to see, or get a member who went on a national trip to talk. Whatever they do, they check with the leader before the meeting to be sure the program is all set. (Standing committee)
• Membership - Every live 4-H club or group is a growing group. This committee calls on boys and girls in your community to tell them how they can join your club or group. You may have as a goal - "Each member get a new member." (Standing committee)
• Community Service - Many 4-H clubs or groups have community service activities. To get ideas about things you can do to make your community better, talk with local business people, township or county leaders and others. After you get going on it, the committee can arrange for work days and report how much is done. (Standing committee)
• Recreation - In a club or group of more than 25 members you need a recreation committee to help the recreation leader plan fun at each meeting and at special events. (Standing committee)

  Glossary

Agenda: List of business to be talked about or voted on at a meeting

Chair: Person selected or appointed to preside over a meeting, committee, etc.

Committee: A group of people selected to complete a service or function.

Constitution & Bylaws: The ideas and rules that govern your club or group.

Correspondence: Communication by exchange of letters.

Ex officio: To serve on a committee because of holding a certain office position.

Facilities: Something that permits the easier performance of an action such as a meeting place.

Majority Vote: Vote of at least one more than half of the votes case
(e.g. 11 or more votes if 20 votes were cast).

Minutes: Official record of the meeting of a club or group.

Motion: A formal proposal made in a business meeting.

Parliamentary Rules: Rules that guide how a club or group conducts its business.
Developed from the original rules of conduct in the English Parliament.

Preside: Have charge (lead) of a meeting or take control or manage.

Public Relations: Efforts of a 4-H club or group to promote awareness and
good will between itself and the public.

Quorum: The number of members required to be present to legally transact business in your group or club.  This number or proportion of membership is often stated in your group's constitution.

Second: To express formal support of a motion before further discussion or voting.

The constitution should contain:

1. Name and objectives of the club.
2. Qualifications of the members.
3. Officers, their elections and duties.
4. Meetings of the club (only including what is essential, leaving details to bylaws).
5. How to amend constitution.

Article I - Name

The name of this organization shall be __________________________ 4-H club.

Article II - Objectives

Section I

The objectives of this club are to assist members to

• acquire knowledge and skills, and explore careers.
• acquire a positive self concept.
• develop the ability to live and work cooperatively with others.
• acquire a healthy lifestyle.
• achieve satisfaction from leisure time
• develop respect for and be informed about environment.
• develop initiative and assume responsibility.

Section II

Each club may also add a specific object according to the nature of the project and other activities they are carrying.

Article III - Membership

All boys or girls between the ages of 8 and 19 years shall be eligible for membership, regardless of race, sex, color, religion, national origin or handicap.

Article IV - Officers

The officers of this club shall be volunteer leaders, president, vice president, secretary treasurer, reporter and other officers the club deems necessary. All officers shall be elected by secret ballot and serve for the term of one year.

Article V - Meetings

The August meeting shall be for the election of officers and the September meeting for the reading of annual reports.

Article VI - Amendments

This constitution may be amended by a two-thirds vote at the September meeting provided notice of such amendment shall be given in writing at the previous meeting.

BYLAWS

Article I.

There shall be annual or monthly dues of ________ to be paid by each member. (Each club must decide whether or not they wish to have dues. It is not required.)

Article II.

Section 1.

Regular meetings of the club will be held on the ________________ of each month.

Section 2.

Special meetings may be called by the president or the leaders at any time by giving notice at any regular meeting or by notifying each member one day in advance.

Section 3.

All meetings will be held at ___________________ (members' homes, school or community meeting room) unless otherwise planned.

Article III.

A quorum for the transaction of business shall consist of a majority of the members.

Article IV.

These bylaws may be amended at any regular meeting, notice having been given in writing, at the previous regular meeting of the club. A two-thirds vote of those present shall be necessary for adoption.

Article V.

Roberts' Rules of Order shall govern the meetings of the club.

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