Congratulations on being elected a Club Officer!

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Congratulations on being elected a Club Officer!
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It's really an honor to be selected by your
friends in 4-H to serve as a 4-H officer. With
honors come certain responsibilities. As you
assume your 4-H office, much of the
responsibility for the success of your club will
depend on you and the other officers.
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Good Officers are

• Enthusiastic
• Tactful
• Loyal
• Honest
• Friendly

That's one way to describe good 4-H officers.
They let the members of the club help decide
what the club will do and give everyone a fair
chance.
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Can you answer "yes" to these questions?

• Do I know the duties of my office?
• Do I work well with other members of the club?
• Do I willingly accept responsibilities assigned
  to me?
• Do I enjoy doing more than just what is required
  of me?
• Am I prompt in arriving at meetings?
• Am I kind, friendly, tactful and courteous?
• Do I use "please" and "thank you" when I should?

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Who Are the Club Officers?

• Club President
• Club Vice President
• Secretary
• Treasurer
• Reporter
• Recreation
• Historian

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Club President
The President's job is to help everyone in the
club work together. The president sets the
meeting agenda, presides at the club meetings,
assigns responsibilities to club members, and
works closely with the other 4-H officers,
volunteer leaders, and county extension educator.
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Club Vice President

• The vice president alternates taking the place of
  the president if that member resigns or is not
  present.
• The vice presidents' biggest and most important
  job is acting as co-chairmen of the program
  committee that plans local 4-H educational
  meetings and events.

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Club Secretary

• The 4-H Club Secretary is one of the most
  important officers in the club. The secretary is
  responsible for keeping a record of a 4-H club's
  membership, participation and meetings in the 4-H
  Secretary's Book.
• All correspondence for the club is the
  responsibility of the secretary.

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Club Treasurer

• The Club Treasurer is responsible for
• The 4-H clubs money
• The 4-H clubs bank accounts
• 4-H clubs fund raising activities
• Ensuring proper management of these funds

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Club Reporter/Historian

• The 4-H Club Reporter has the opportunity and
  responsibility of telling others about 4-H work.
  
• Writing announcements and reports for the local
  newspaper, keeping a scrapbook of club publicity,
  and any other ways the club promotes itself in
  the community.

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Recreational Officer

• The Club Recreational Leader gives each 4-H'er
  the opportunity to actively participate by
  leading a song or short recreational activity
  that is suitable for the club meeting place and
  available time.

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4-H Meetings Consist of three parts in this
order

• Business Meeting   
• Demonstrations, Project Work or Guest Speaker
• Recreation or Social Activities

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Meet the Lucky Clovers 4-H Club Lucky Clovers
4-H Club has 20 members and recently elected
their club officers. Offices filled are
President, Vice President, Secretary, Treasurer,
Reporter and Recreation. Join us as we observe
their club meeting.
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Business Meeting Step 1 2
The Club President starts the club meeting by
standing, rapping the gavel several times and
calls the meeting to order in this way

• Call to Order (step 1)
• The meeting of Lucky Clovers 4-H Club
• will please come to order.
• Opening Ceremony (step 2)
• "We will now say our pledges led by our Vice
  President."
• (Vice President or other member leads American
  Flag 4-H pledge.

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After the pledges, the President says, We will
now have Roll Call and the Reading of the
Minutes. Step 3 At this point the President
sits and allows the Secretary to stand. The
Secretary begins by reading the names of each
club member and noting in the Secretary book
whether they are Present or Absent. (Some clubs
will allow a member to be absent, but still be
counted as present, if they have an excused
absence from the club leader.) After roll call,
the Secretary then reads the minutes from the
last meeting. The President stands and asks,
Are there are any additions or corrections? No
one says anything, so the President says, The
minutes stand approved as read. If there had
been any corrections, once the Secretary corrects
her book, the President would then declare, The
minutes are approved as corrected.
Remember The President sits when someone else
is speaking.
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The Treasurers Report (step 4) Once the Minutes
are complete, the President says, We will now
have the Treasurers Report. The President
sits, the Treasurer stands and gives the status
of the treasury. The Treasurer may read the bank
statement, if available, or he may simply read
the beginning and ending balance for the previous
month, noting any money received, money spent and
the final balance. The Treasurer says, Madame
President, we had no expenses for the month of
December. Our beginning balance was 35 and our
ending balance is 35. The President again
stands and asks if there are any questions or
corrections needed on the Treasurers report and
depending on the outcome, the President then
says, The Treasurers report is approved as read
(or corrected). Additional Reports (step 5) The
President then asks Are there any additional
reports? This could include committee reports
or reports from other officers as well as the
most important report where the 4-H newsletter is
read. Members who are asked to give these
reports are allowed to stand and give there
report. These members may also make a motion
regarding their report.
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For Example
Last month a committee was created to decide the
theme and location for the clubs window display
during 4-H week, which is in March. Committee
member 1 stands and asks to be recognized by the
President, Madame President, may I be
recognized? The President responds by saying,
You have the floor. Which means that this
member is recognized and is allowed to speak to
the club. CM1 stands and gives the following
report The Window display committee met during
the month of December and it was agreed upon by
the committee that the theme of our window
display will be The Legacy of 4-H and that our
location will be the local library display case.
CM 1 then says, I make a motion that this
recommendation from the Window Display Committee
be accepted by the club. It does not need a
second as it is a motion made by a committee.
The President says, There is a motion on the
floor to accept the recommendation of the window
display committee. Is there any discussion? As
there is no discussion, all those in favor of the
recommendation say AYE. Those opposed say Nay.
A majority of the club says AYE, so the President
says, The motion has been carried. The
Secretary records this in her book.
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• Old Business (step 6)
• The President asks the Secretary, "Is there any
  old business that needs to be
• discussed?"

The Secretary relates any discussion from the
previous meeting where it was decided to postpone
the vote for the next meeting or it was decided
to continue the discussion in the next
meeting. Here is her report At the last
meeting, a motion was made that our club visit a
local nursing home and sing songs for the
residents. Our club leader was to check on
getting permission for us to visit. The club
leader has informed me that permission has been
given to visit on Saturday, February 15. The
President asks, Is there a motion to attend?
Member 2 says, I move that our club visit the
nursing home on February 15. Member 3 says," I
second that motion. The President then asks for
discussion and finally a vote is taken. The
result of the vote is recorded by the Secretary.
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• New Business (step 7)
• The President asks, "Is there any new business
  (Previously undiscussed
• topics) to be discussed?

The following new business motion is made Member
1 says, Madame President, I move that our club
help park cars at the basketball game next
Friday. Our club will be paid 25 for 2 hours of
work. Member 2 say, I second the motion. The
President says, It has been moved and seconded
that we park cars for 25 next Friday night. Is
there any discussion? Following all discussion
the President then says, All those in favor of
parking cars for 25 next Friday at the football
game, raise your hands (or say AYE). Those
opposed, raise your hands (or say NO). The
President taps the gavel on the table and says,
Motion carried (or failed). Next item of
business. No other members have any new
business items to discuss. .
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If there is no new business, is there a motion
to adjourn our business meeting? (step
8) Member 5 says, I move to adjourn. Member
7 says, I second. The President says, There
is a motion and second to adjourn the business
portion of our meeting. Those in favor say AYE,
Those opposed Nay. Meeting is adjourned.
Taps gavel.
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Does this seem confusing?
Whats a motion?
Who seconds the motion?
Aye?
Adjourn?
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What is a Motion?

• A motion is an idea or suggestion that a member
  or officer would like to present.
• This is called a MAIN MOTION.
• Only one main motion may be on the floor at one
  time.
• If a motion doesnt receive a second, it dies (is
  no longer considered).
• If debate on a main motion drags on and on, any
  member may call for the vote.
• Making a motion
• Member 1 Mr./Madame PresidentPresident Member
  1, you have the floor. (Which means that member
  may now speak to the club)
• Member 1 I move that we donate 25.00 from our
  treasury to the 4-H Foundation.Member 2 I
  second the motion. (Sometimes shortened to simply
  Second.)(A member doesnt have to be
  recognized to second a motion.)
• President It has been moved and seconded that we
  donate 25 to the 4-H Foundation. Is there any
  discussion?

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Amending a Motion

• Discussion on a Motion that is currently on the
  floor may be amended in the following
• ways
• Adding a word or phrase. I move to amend the
  motion by adding the words Crawford County
  before 4-H Foundation.
• By striking out a word or phrase. I move to
  strike the phrase from our treasury from the
  motion.
• By substituting a word or phrase.I move that we
  amend the motion by substituting the words 25
  with 15.
• Member 3 Since we learned today that we have
  only 35 dollars in our Treasury, I dont think
  we can
• afford to give 25 this year.
• Member 4 I move that we amend the motion by
  substituting the words 25 with 15.
• Member 3 Second
• President It has been moved and seconded to
  amend the motion by substituting 25 with
  15. Is
• there any discussion? Hearing none, we will vote
  on the amendment. All in favor raise your hand.
  All
• opposed, raise your hand. The motion is amended.
  The amended main motion is now "I move that we
• donate 15 from our treasury to the 4-H
  Foundation."

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The President decides HOW a motion will be voted
upon. Here are 5 ways a vote may be taken

• Voice vote All those in favor, say Aye. Those
  opposed, say Nay/No.
• By standing
• By raising of hands
• By ballot. This is done by distributing paper to
  each member, who writes "yes" or "no".
• By calling roll and asking each person to say
  aye or no.

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It will take some time for your club to get into
the habit of using these procedures. If you are
a new officer, it may even take a couple of years
for you to understand parliamentary procedure.
But youll get the hang of it!
PRACTICE!! PRACTICE!!
Remember it will get easier the more you use
parliamentary procedures. The officer you are at
10 years old will not be the officer you are at
16 years old. It will get easier!
For much more information and more ways to use
these procedures, please read
http//www.urbanext.uiuc.edu/who/inside.html
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Conducting the Program Portion of Your Meeting
The Program Portion of your meeting is where the
majority of your club time is spent. This is
where members give talks or demonstrations or
perhaps you have a guest speaker on a certain
project area or maybe you want to work on your
project books.

• President says "I will now turn the meeting over
  to ______ (VP, leader, or other member) to
  introduce our visitors and todays program.
• After the program portion of your meeting is
  concluded, the President then should make
  appropriate remarks such as, "Thank you, ______,
  for presenting such an interesting program.
  Make sure to thank everyone involved with the
  program portion.

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Recreation Social Activities
The purpose of the Recreation segment of your
meeting is to encourage all members to interact.
Perhaps you have some members who are quiet and
dont speak much, playing a game will encourage
them to laugh and become more comfortable within
the group. Recreation is also fun! So make sure
you include a game, song or other activity at
each meeting.

• Club President must Introduce Recreation Leader
  or 4-H Member
• "________, our recreation leader,
• will now lead us in a short period of
  recreation."
• Recreation leader then leads a game, song or
  activity.

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How to End your Meeting The club President sees
that all areas of the club meeting have been
completed and asks, Do I hear a motion to
adjourn our meeting?. Member says, I move that
the club meeting be adjourned. Member 5 says,
I second that motion. The club President then
taps their gavel and announces that the meeting
is formally adjourned.
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• Here are some ways to improve your knowledge and
  skills
• Attend 4-H Officer Training
• Call a City Council Member and ask to shadow
  them at their next city meeting.
• Attend a school board meeting or any other civic
  meeting that is open to the public.
• Check your local library for publications on
  conducting meetings.
• Surf the web! The internet offers many sites
  that teach parliamentary procedure.
• At each of your meetings, make it a point to
• practice parliamentary procedure
• and you will find that your meetings run much
  smoother.

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Important Words to Know

• Motion - an official statement or proposal for
  members to vote on.
• Second - another person wants the club to vote on
  the motion. Motions die if they do not get a
  second.
• Amend - an adjustment in the wording of a motion.
  
• Undebatable - no discussion is allowed.
• Majority Vote - one more person than half of the
  members. Eleven is a majority in a club of 20
  members.
• Two-thirds Vote - two-thirds or more of the
  members' vote. If 30 members, 20 must agree for
  the motion to pass.

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Important Words to Know

• Committee - a group of people assigned a specific
  task. Committees are usually selected by the
  president in consultation with the volunteer
  leader.
• Nomination - the official suggestion of a
  specific person for an office.
• The Floor - the membership
• Obtains the Floor - gets permission from the
  president to speak.
• Acclamation - only one person is nominated for a
  specific office. The club votes to accept that
  person as the officer

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Acknowledgements

• Information collected from the following sources
  was used to complete this presentation
• Illinois State 4-H Office
• University of Illinois Extension
• University of Georgia
• For further information, please contact your
  local Extension Office.