4-H Officer's Guide for Conducting a Meeting

For more information, see the Parliamentary Procedure Basics page. (Stand, use gavel) 1. Calling the Meeting to Order — "The meeting of the _______ 4-H Club will come to order. Please stand and repeat the Pledge of Allegiance to the Flag. Remain standing while we repeat the National 4-H Club Pledge." (Club meetings may also open with a song followed by the pledges. Announce names of members helping lead pledges & songs.) Pledge to the United States Flag: "I pledge allegiance to the Flag of the United States of America and to the Republic for which it stands, one Nation under God, indivisible, with liberty and justice for all." National 4-H Club Pledge: "I pledge: My head to clearer thinking, My heart to greater loyalty My hands to larger service, and My health to better living, For my club, my community, my country and my world." (The president may prefer to open the meeting with the Club Pledge and use the pledge to the Flag at the close.) (Stand) 2. Roll Call — "The secretary will call the roll. Please respond by standing and giving a report on..." (President sits while secretary is calling the roll. See program of meeting for subject for roll call.) (Stand) 3. Reading of the Minutes of the Last Club Meeting — "The secretary will read the minutes of the last meeting." (Sit) After the reading, the president stands and asks, "Are there any additions or corrections to the minutes? If not, they stand approved as read." Or, If there are corrections, the president informally directs them to be made, unless there is an objection in which case a formal vote as to the wording is necessary . If the minutes are approved and an error is noted later, a vote is required for the amendment. (Stand) 4. Treasurer's Report — If there is a need for this report the president will say, "We will now hear the treasurer's report." (Sit) The treasurer reports on balance at time of last report, receipts, disbursements, and present balance. President: (Stands) "Are there any questions about the treasurer's report? If not, the report will be received as read." (The treasurer's report is subject to audit and normally not voted on as accepted or approved until audit has been made and reported on at an annual meeting.) (Stand) 5. Report of Committees — The president calls upon the chairman of each standing or special committee to make a report. "Committee Reports will be given at this time." "Reporter's Report" (Sit) (Stand) "Thank you _______." "Council Representative Report." (Sit) (Stand) "Thank you _______." "Are there Leader's Reports at this time?" "Are There any committee reports?" An example of this might be a progress report by a committee. When a report involves group action the report should be formally accepted by the club. A motion must then be made and seconded to adopt the report. After this has been done, the report is then open for discussion and amendment as regular business. (See section on motions) For example: The president says, "We shall have the report of the membership committee." The chairman of the membership committee reads the report and says, "I move its adoption." Second member remains seated and says, "I second the motion." President — "It has been moved and seconded that this report be accepted. Is there any discussion, or are there any corrections?" Some discussion may follow. President — "Is there any further discussion? If not, are you ready for the question?" If the members are ready to vote they say, "Question." The president then says, "All those I favor say, 'Aye' (pronounced "I") — opposed 'No'". The president states whether or not the report is accepted. (Stand) 6. Report of Project Leaders — The president calls on the various project leaders to give a report on the progress of their project group. "Are there Project reports at this time?" (Sit) (Stand) 7. Old Business — "We shall now proceed to unfinished business." President starts by asking the secretary if there are any (1) motions pending but not acted on at the close of the last meeting; (2) any motion postponed for definite action at the current meeting. President — "Is there any other unfinished business?" (Pause) "If not, we shall proceed to new business." (Use gavel) (Stand) 8. New Business — President — "We are ready to receive any new business to bring before the club?" (Call the person's name when they are being recognized. Remind members they are allowed to make suggestions and bring new business before the club.) Member says, "I move __________." President: (stand) "Is there a second?" Member #2 — "I second the motion." President — (stand) "It has been moved and seconded that (repeat the motion). Is there any further discussion?" After a brief discussion period a member may call for the "Question". This means that the president must say, "The question is called for we will now vote on the motion. All those in favor of (repeat the motion), signify by raising their right hand." "All opposed, same sign." "Motion carried (or fails)." (Use gavel) Note: A question cannot be brought to a vote before discussion is closed, unless authorized by a vote of two-thirds of the members. The president may ask "Are you ready for the question?" on his own initiative and so bring the matter to a vote. If a committee is to be formed, the one who made the original motion or showed the most interest in the question or seems best informed in the matter usually is made chairman of such a committee after it has been authorized by a favorable majority vote. (Stand) 9. Program — "If there is no more business to come before the club, the Vice President will announce the Program. (Sit) (Program and recreation follow) (President remains seated during this part of the meeting allowing Vice President to take charge.) (Stand) (Use gavel) 10. Calling the Meeting back to Order — "The meeting will come to order." "Are there any announcements?" (Stand) 11. Motion to Adjourn — "If not, the next meeting will be _________. Is there a motion for adjournment?" (Receive motion and second) "It has been moved and seconded the meeting be adjourned. The meeting is adjourned." (Use gavel. This motion must be seconded or it will be lost for want of a second. It is not debatable. It must be voted upon. This  page was adapted for Pickens County from the University of Missouri material.