RICHLAND COUNTY 4-H PROGRAM President s Manual Name Year Club Congratulations on being elected as your 4-H club s President! Your club has bestowed a great honor and responsibility upon you. It is your responsibility to fulfill the expectations of this office and serve as an effective and hard working leader for your fellow club members and volunteers. All officers in a 4-H club are in a leadership role. You are a representative of your membership, the Richland County 4-H program and the Ohio 4-H program. To test your readiness for this position, answer the following questions: Do I know the duties and responsibilities of this office? Do I have all of the materials I need to effectively lead my club program? Am I willing to improve my leadership skills so I can be a better officer? Do I readily accept the responsibilities assigned to me? Do I recognize every member of my club and willing to talk with them? Will I do more than what is required of me to make my club better? Am I willing to give credit to others for work well done and timely? Am I prompt in arriving to meetings? Am I prepared for each club meeting? Does my appearance inspire confidence and respect in me as a leader? Am I kind, tactful, respectful of others and courteous? Do I use please and thank you when I should? Am I always fair in my decisions? Do I refrain from speaking unless I am asked or expected? Do I listen to others as they speak their opinion at club meetings? Good luck with your elected club leadership role! Please refer to the President s handbook for more information throughout the year. Your county Extension professionals and club volunteers are also great resources for more information. You can make the best better by being the best leader and officer you can! Materials adapted from the Huron County 4-H President s Manual by J. Villard Overocker, February 2005. Updated February, 2010. 1
Duties of the President: As President you are responsible for.. Conducting the 4-H club meeting in an effective and efficient manner. Utilizing parliamentary procedure as an effective decision making and club meeting operating tool. Maintain order and control during meetings, providing reminders to members who are not cooperating in an appropriate manner. Plan an agenda prior to the meeting with club volunteers and/or other officers. Encourage all members to listen, participate and voice their opinions in meetings. Make guests, including parents and speakers, welcome at meetings. Delegate responsibility rather than trying to do all the work yourself. Run the club meeting without voicing too many personal opinions. Relinquish the chair to the Vice-President if you want to voice major opinions. Give others credit for what they do. The success of the club must be a TEAM effort. Work with other officers as a team and help them carry out their duties. Decide points of order fairly and with appropriate decision making tools. When voting with a secret ballot, have counters keep your vote separate. Your vote can remain private and be used to break a tie before the count is shared. In open balloting, the President casts the deciding vote in a tie. If the President does not wish to vote to break a tie, the tie vote is a failing vote. Stand when opening the meeting, calling for a vote, repeating a motion, announcing a decision, making announcements or other times when the President has the floor. While others are speaking, including officers, you may sit. Reminders for Presidents: 1. Always remember to re-state a motion clearly before discussion and voting. 2. Members should use the words I move when properly making a motion. 3. Make sure all motions have a second. Without a second, a motion dies. Seconding a motion does not necessarily mean the member favors the motion. Rather, it means that member wants the motion on the floor for discussion. 4. Only one main motion can be on the floor for discussion at one time. 5. Once a motion is properly made and seconded, the President may open the floor to discussion. The person making a motion should be given the privilege to discuss first. 6. A member should not be allowed to discuss a motion twice until everyone has had the opportunity to speak at least once. 7. If the President wants to speak out toward a motion vigorously (in favor or opposed), he/she should turn the meeting over to the Vice-President or another office or member until the vote is taken. 8. Members do not have to vote if they choose not to vote. 2
Running an Effective Meeting: The President can do many things to make a meeting run smoothly and effectively. Some suggestions include: Prepare an agenda with the other officers and/or advisors prior to the meeting. Make sure the meeting room is ready and conducive for a good club meeting. Have plenty of chairs for all members, volunteers, parents and other guests. The room temperature should be comfortable and well lighted. Start the meeting on time. Tap the gavel to gain the attention of the club members and start the meeting. If the President is late, the Vice-President should start the meeting. End the meeting on time. If the meeting is set for a specific ending time, make sure you adjourn the business meeting in time for other programs (i.e., demonstrations and health/safety talks, guest speakers) and recreation or refreshments. Display the American and 4-H flags in a prominent location and visible to all. Conduct meetings in an orderly and businesslike manner. Make the business meeting short and to the point (generally 20 minutes max). Vary the responses to roll calls. Keep the members attentive by moving through the business items as quickly, but effectively, as possible. Do not allow discussions to drag on too long. Call for the vote, if necessary. Make sure officers and committee chairpersons are doing their jobs and ready to report/act when called upon. Encourage as much member participation as possible. Call on members to speak, especially if they won t speak unless called upon. Watch that parents and volunteers do not monopolize the conversation and that members are speaking. Use the gavel when needed and lead through good parliamentary procedure. Arrange chairs in a circle to avoid back rows or opportunities for distractions. Take leadership in assist the volunteers and other officers with clean-up after the meeting concludes. The meeting area should be as neat and clean as it was before the meeting started. Always be courteous and make people feel welcome to the group. Avoid small group discussion and inappropriate comments. Communicate upcoming events, dates and responsibilities. Set behavior standards early in the year and follow through with them. Set goals with club members and work diligently to meet those goals. Don t be afraid to try something new or vary your club s traditional activities as long as they are appropriate for 4-H clubs and carry minimal risk to members. Work closely and seek advice from club volunteers (and other volunteers, such as parents) in planning, executing and evaluating club activities. Encourage family participation. Welcome new members and guests. Make sure members, not adults are running the club. 3
Use of the Gavel Club members and officers need to understand the use and meaning of the gavel. It symbolizes authority. As President, you will use it to run orderly meetings. How and when you tap the gavel means different things: One Tap Two Taps Three Taps A Series of Taps Indicates members need to find a seat to begin the meeting, signals the completion of a motion, announces adjournment Calls the meeting to order Signals for all members to stand A series of sharp, loud taps is meant to restore order Basic Parliamentary Procedure Parliamentary procedure is a systematic and democratic way to develop policies and carry out action in a group. Parliamentary procedure has four main objectives: to discuss only one item at a time, show courtesy to everyone, abide by the rule of the majority, and respect the rights of the minority. 1. Main Motion used to get group approval for an action item. 1. A member wanting the club to make a decision raises his/her hand. 2. The chair calls on the member. 3. The member presents the motion by saying, I move... (NOTE: It is improper to present a motion by saying, I make a motion... or I motion... ) 4. Another member seconds the motion. (A second is required to assure that more than one person is interested in the motion.) 5. The chair restates the motion and calls for discussion. (Discussion allows members to express their opinions and helps members consider all aspects of the motion.) 6. Following discussion, the chair calls for a vote. (Voting assures that more than half the members voting want a motion approved.) Example of a Main Motion 1. The chair says, Is there any further new business? 2. Susan has an item she wants to discuss, so she raises her hand and sits quietly until the chair calls on her. 3. Susan then says, I move that the club donate five dollars per member to the Extension office from the club treasury. 4. Bill says, I second the motion. (The person seconding the motion may do so without being called on by the chair.) 5. The chair says, It has been moved and seconded that the club donate five dollars per member to the Extension office from the club treasury. Is there any discussion? 6. Members raise their hands and wait to be called on by the chair to discuss the motion. 7. Following discussion, the chair repeats the motion and calls for a vote, We shall now vote on the motion that the club donates five dollars per member to the Extension office from the club treasury. All those in favor say, aye. All those opposed say, nay. Motion passes (fails). 4
If the chair is unsure of the voting results, he or she may call for another vote with a show of hands or by having the members rise to vote. 2. Amendment used to change the wording of a main motion. The wording may be changed by inserting words, striking out words, striking out and inserting words, or by adding words. 1. During discussion of a main motion, a member who thinks the wording of the motion needs changed raises his or her hand. 2. The chair calls on the member. 3. The member presents the amendment by saying, I move we amend the motion by inserting the words... or I move we amend the motion by striking out the words... etc. 4. Another member seconds the amendment. 5. The president restates the amendment and calls for discussion. Discussion is on the merits of the amendment, not the original motion. 6. Following discussion, the chair calls for a vote. 7. If the amendment passes, the chair calls for discussion on the motion as amended. 8. If the amendment fails, the chair calls for further discussion on the original motion. 9. The chair then calls for a vote on the motion as amended or the original motion (if the amendment failed). Amendment Example 1. During discussion on the main motion to donate five dollars to the Extension office from the club treasury, Kathy raises her hand and is called on by the chair. 2. Kathy says, I move to amend the motion by striking out the words, from the club treasury and adding the words, with profits from the bulb sale. 3. Ted says, I second the amendment. 4. The chair says, It has been moved and seconded that we amend the motion by striking out from the club treasury and adding with profits from the bulb sale. Is there any discussion on the amendment? 5. Following discussion on the amendment, the chair repeats the amendment and calls for a vote, We shall now vote on the amendment to strike out from the club treasury and add with profits from the bulb sale. All in favor say aye. All opposed say nay. Amendment passes (fails). 6. If the amendment passes, the chair says, Is there any discussion on the motion as amended that the club donates five dollars per member to the Extension office with profits from the bulb sale? The motion as amended would be voted on after discussion. 7. If the amendment fails, the chair says, The amendment fails. Is there any further discussion on the motion that the club donates five dollars per member to the Extension office from the club treasury? The original motion would be voted on after discussion. 3. Referring to a Committee used to give an item of business to a smaller group from the club to gather more information or to work out details. The motion should include how many members should be on the committee, how the members are selected, when they report back, and if they have the power to act or if the club must vote on their recommendations. Example of Referring to a Committee 1. During discussion on a motion to go to Cedar Point, Jim raises his hand and the chair calls on him. 2. Jim says, I move to refer the motion to go to Cedar Point to a committee of five volunteers to report back at the next meeting. 5
3. Amy says, I second the motion. 4. The chair says, It has been moved and seconded that the motion to go to Cedar Point be referred to a committee of five volunteers to report back at the next meeting. Is there any discussion on referring the motion to a committee? 5. Following discussion on referring the motion to a committee (NOT on the main motion), the chair repeats the motion and calls for a vote, We shall now vote on referring the motion to go to Cedar Point to a committee of five volunteers to report back at the next meeting. All those in favor say aye. All those opposed say nay. Motion passes. Are there any volunteers to serve on the Cedar Point committee? 6. The chair picks five volunteers and instructs them to gather information and report to the club at the next meeting. 7. If the motion to refer to a committee failed, the chair would say, Motion to refer to a committee fails. Is there any further discussion on the motion to go to Cedar Point? The motion would be voted on after discussion. 4. Adjournment used to end a meeting. If no motion is on the floor, a member may be recognized and say, I move we adjourn the meeting. A second is required. The chair repeats the motion and then takes the vote. If a motion is on the floor and a member moves to adjourn, the motion still requires a second, but whether or not to adjourn must be discussed before the vote. The vice president needs to be prepared to take over as chair of a meeting at any time. If the president is absent or wants to vigorously discuss a motion, the vice president will serve as chair. Parliamentary Procedure Reminders for Presidents Restate the motion clearly before discussing and voting on it. Wait to confirm that a motion has a second. If it does not get a second, it dies. Allow the member who made the motion to discuss it first. Discuss only one main motion at a time. Making or seconding a motion does not necessarily mean the member favors the motion, only that he or she wants the motion on the floor for discussion. When voting, the President votes only in the case of a tie. (If the President chooses not to vote in a tie, the motion fails). The President may vote when voting by secret ballot. Members do not have to vote if they choose not to. They also do not have to serve as an officer or committee member if they do not want to. Each member has the right to decline any nomination. 6
4-H CLUB MEETING AGENDA GUIDE (Make copies of this page to use in planning agendas for all regular and special meetings) Club Name Date of Meeting Location Time Pre-meeting Activities (optional) Call to Order Led by president/presiding officer Pledge of Allegiance Led by 4-H Pledge Led by Roll Call Topic Introduction of Visitors Minutes of Previous Meeting Secretary Corrections/Approval of Minutes President Treasurer s Report Treasurer File Treasurer s Report for Audit President Other Officer s Reports Officers needing to report Committee Reports Committees needing to report: Unfinished Business Any business from a previous meeting: New Business (list planned items; also items not on the agenda) 1. 2. 3. 4. 5. Advisor s Report & Announcements Adjourn Educational Program/Speaker /Demonstrations/Health & Safety Talks Recreation & Refreshments 7
COMMITTEE INSTRUCTION SHEET Date Name of Committee: Type of Committee: Standing Committee Special Committee Purpose: Specific Duties and Responsibilities: Committee Goals: Chairperson s Name: Committee Members: Date and Time of Reporting: Budget: Coordination with Other Committees or Events: Other: 8
ORDER OF BUSINESS FOR CLUB MEETINGS A Pocket Form of Parliamentary Procedure 1. CALL TO ORDER (The President, rising and rapping once with the gavel, says ) The meeting will please come to order. 2. OPENING CEREMONIES (Flag, salute, devotions) (While still standing, the President says ) will now lead us in the pledges. (The Pledge of Allegiance is done first followed by the 4-H Pledge). will now lead us in a time of reflection. (Could be a quote, song, short poem, etc.) 3. ROLL CALL (The President rises and says ) The Secretary will please call roll. (Do here if not already done. President sits down. The Secretary, without being recognized, stands and reads off the roll call) 4. READING AND APPROVING MINUTES (The President rises and says ) The Secretary will please read the minutes from the previous meeting (President sits down. The Secretary, without being recognized, stands and reads the minutes.) (The President rises and says ) Are there any corrections to the minutes? (Pause) a. If not, the minutes are approved as read. b. (If correction is made, President says ) Are there any further corrections? (Pause) If not, the minutes stand approved as corrected. 5. TREASURER S REPORT (President rises and says ) We will now hear the Treasurer s report. (President sits down. The Treasurer, without being recognized, stands and gives report. Report should include report of receipts, expenses, and the balance in the club treasury.) 9
(President rises and says ) You have heard the report of the Treasurer. Is there a motion to file for audit? If so, member rises, is recognized, makes motion and after it is seconded, President states the motion, puts it to a vote, and announces whether the motion carried or failed. 6. COMMITTEE REPORTS (Standing and Special Committees) (The President rises and says ) Are there any committee reports? (After recognition by the chair, each committee chairperson/representative shall stand to give report) 7. UNFINISHED BUSINESS (President rises and says ) Is there any unfinished business to be brought before the group? (Items to be covered are completed) Is there any additional unfinished business which should be brought before the club at this time? (If not, the President moves on to new business) 8. NEW BUSINESS (The President, while standing, says ) Is there any new business to come before the meeting? (If so, member rises, is recognized, makes motion and after it is seconded, there is discussion, one member at a time, rising and being recognized, President states question, puts it to a vote, and announces whether the motion carried or failed.) Is there any other new business that should be brought before the club at this time? (If not, the President moves on to adjourn.) 9. ADJOURNMENT (The President rises and says..) Are there any announcements that should be made? If not, a motion to adjourn is in order. (Member rises, is recognized, makes the proper motion, motion is seconded in regular fashion, no discussion is allowed; vote; President announces decision and raps gavel) OPTIONAL: President says Is there any further business to come before the meeting? If not, this concludes the business and will take charge of the program. DO NOT SAY: We will turn the meeting over to. 10
Club Yearly Calendar Date, Time Program Event or Activity Location Program Speaker/Coordinator 11
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