RICHLAND COUNTY 4-H PROGRAM Vice-President s Manual Name Year Club Congratulations on being elected as your 4-H club s Vice-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 Vice- 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 Vice-President s Manual by J. Villard Overocker, February 2005. Updated: February, 2011. For more information see the <ohio4h.org> web site s officer materials.
Duties of the Vice-President: As Vice-President you are responsible for.. The club s educational program, including: - Chair of the Program Committee - Work with all standing committees - Work with all special committees - Assuring the club has a well-rounded program, including social activities, community service, demonstrations, project work, recreation and educational activities Assuming the duties of the President in the President s absence and chair meetings: - 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. 2
Reminders for Vice-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 Vice-President (when assuming the chair) wants to speak out toward a motion vigorously (in favor or opposed), he/she should turn the meeting over to the another office or member until the vote is taken. 8. Members do not have to vote if they choose not to vote. Types of Committees: There are two major types of committees: standing committees and special committees. Each type of committee is very important in making a good 4-H club program. Standing Committees: standing committees handle part of the club s regular business. Membership is re-appointed annually. The duties of standing committees generally remain the same year after year. Examples of Standing Committees: * Program * Membership * Education * Public Relations * Fund Raising * Family Relations Special Committees: special committees carry out a specific task for a limited period of time. The responsibilities of special committees need to be clearly stated. Examples of Special Committees: * 4-H Week * Fair booth * Club outing * Community service * Club recognition event * Club social activity * Parent/volunteer recognition 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. 5
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. 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
Club Yearly Calendar Date, Time Program Event or Activity Location Program Speaker/Coordinator 8
Club Member List Date: Name Phone Number Demonstration Date and Title 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 9
Committee Planning Summary Sheet Fill out this summary sheet each time a committee completes its task. Name of Committee: Date appointed: Given power to act? Circle one: yes no Date reported back to club: Chairperson name and phone number: Committee meetings (include date, time and location) Committee members names and phone numbers: Adult advisor s name and phone number: Purpose of the committee: Specific duties of the committee: Decisions made, details worked out, or information discovered for the committee to report back to the club: 10
The president is the presiding officer of the club. A good 4-H club has the 4-H Pledge memorized. PRESIDENTIAL QUIZ The motion to adjourn requires a simple majority vote. A good president has a plan (agenda) and speaks loudly enough so all can hear what is discussed during a meeting. Presidents should stand during the meeting. It doesn t matter if members participate in the meeting as long as the voting goes the President s way. The treasurer s report should be given after the committee reports. The roll call and minutes are the secretary s responsibility. A member may move to adjourn at any time. Amending a motion is a simple motion with intent to change the original motion. When electing officers, the president should always use a secret ballot for balloting. A business meeting should last about 20 minutes. The Vice-President is often an ex-officio member of all committees. It is a good idea for the President and the Vice-President of the club to have more experience with leading meetings. After a committee chairperson shares their report, the membership should vote immediately on their request(s). An advisor s role in the club meeting is to run the meeting and tell all members how they should vote. If the President and Vice-President are absent, the Secretary should assume leadership for the club meeting. Good committees make the work of the officers much easier. Every member of the club should be assigned to a committee. New business is the last part of the business meeting. Leaders are developed, not born; therefore, leadership does not depend entirely on how effectively you use your talents. Agree Disagree 11
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