South Carolina 4-H Youth Development Program

4-H Officer Training Manual

Acknowledgements Written and Produced in the Summer of 2006 Designers & Writers: Kelly Davis, State 4-H Graduate Intern Amy McCune, State 4-H Events Coordinator

Revised in the Spring of 2009 Angie Hager, State 4-H Student Worker Amy McCune, State 4-H Events Coordinator

We gratefully acknowledge the contributions of the following materials to the South Carolina 4-H Youth Development Junior Leadership Program: National 4-H (CCS) Curriculum (www.n4hccs.org) Service Learning (Level 1 - Agents of Change) Step Up to Leadership (Level 2 - My Leadership Journal) Quotes from quoteland.com, wisdomquotes.com, quotationspage.com

4-H is the youth development program of the Cooperative Extension Service, a nationwide partnership of federal, state, and county governments, and the private sector. The Clemson University Cooperative Extension service offers its programs to people of all ages, regardless of race, color, sex, religion, national origin, disability, political beliefs, sexual orientation, marital, or family status and is an equal opportunity employer.

Officer Training Table of Contents Introduction Program Overview ...................................................... 8 Trainer Tips ................................................................ 9 4-H Experiential Learning Model .............................. 11 Trainer Agenda ........................................................... 12 Materials Checklist ..................................................... 14 Training Activities Citizenship in Leadership ........................................... 16 Whose Job is It? ......................................................... 23 Parliamentary Procedure ........................................... 36 Meeting Plans ............................................................. 40 Meeting Management ................................................ 45 Meeting Manners ....................................................... 48 Participant Handouts Agenda ........................................................................ 52 Using the Gavel .......................................................... 53 Responsibilities of Officers ......................................... 54 Parliamentary Procedure ........................................... 55 We Can Work it Out Guidelines ................................. 56 Evaluation .................................................................. 57 Completion Certificate ............................................... 58 Participant Resources 4-H Club Officers Make the Meeting.......................... 60 Running a Smooth 4-H Business Meeting ................. 64 What Makes a Good 4-H Club Meeting? .................... 68 Excerpts from the Guide to Business Meetings.......... 70

4-H Officer Training Program Introduction

Program Overview Training Tips 4-H Experiential Learning Model Trainer Agenda Materials Checklist

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INTRODUCTION

4-H Officer Training Program Overview The purpose of the South Carolina 4-H Club Officer Training is to introduce youth to the importance of responsible leadership, how to organize a club meeting or activity, and how to practice their leadership skills in 4-H. Through leadership training, 4-H Officer Leaders will learn about parliamentary procedure, facilitating group work, and the connection between citizenship and leadership. 4-H Officer Leadership Training will prepare youth to become successful peer leaders within their 4-H Clubs. This day long training, designed for youth ages 9-12 will create a positive foundation for youth to transition into the many leadership opportunities available through 4-H.

“Leadership and learning are indispensable to each other.” - John F. Kennedy From speech prepared for delivery in Dallas the day of his assassination November 22, 1963

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INTRODUCTION

Training Tips for Teaching 9 - 12 Year Olds The learning characteristics and teaching tips for working with youth illuminate some of the key factors influencing their learning experience. The following tips are intended to provide the trainer with guidance for working with youth in each age group. By following these tips, the trainer will be able to enhance the training experience and will better assist the youth in the development of their communication skills.

Learning Characteristics of 9 - 12 Year Olds - Learn best when physically active - Are easily motivated - Feelings of competence enhance self-respect - Attention span is about 45 minutes - Acceptance by peer group is important - Enjoy both cooperation and competition

Tips for Teaching 9 - 12 Year Olds - Allow youth to participate in activities where they can use physical energy. - Use encouragement to keep them motivated. - Provide activities that will let youth feel good about themselves and succeed. Recognize them for their accomplishments. - Use varied activities to keep them interested. - Use the peer group to recognize good work (e.g.-applauding completed activities and avoiding put-downs). - Plan activities so that sometimes youth work together, and sometimes they compete with each other.

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INTRODUCTION

Dynamics of the Group -Ideal number of participants is 15-20. The minimum number needed for the activities is 8; the maximum number of participants is 30. -If size is smaller or larger than the ideal size, adjust each activity to the size of the group. -Each activity should also be adjusted according to the personality of the group and the age of the participants. -The more participants from different clubs the better.

Leading the Training Activities -When you are leading the introductions, you can make a list of the leadership qualities that are mentioned and put the list on newsprint, so that you can refer to the list later in the training if you wish to. -Be sure to read the introduction to the activity to the group. This provides the participants with the proper knowledge about the theoretical underpinnings of the activity and gives them a better idea as to the teaching objectives of the activity. -You can invite different participants to read the introductions, which will incorporate the participants more into the training. -When processing the activity once it is over, you do not have to use all of the reflection and application questions. You can select the most appropriate ones for the group. -Be sure to process each activity so that the relevance of the activity is well understood by the participants. -The quotes included throughout the training activity section may be used to conclude an activity. Again, you can invite different participants to read the quotes.

Recognition Participants will receive a certificate for completion of this training. In addition, individual counties (and/or regions) may want to provide recognition for each year of 4-H Officer Leadership service (certificates, pins, badges, etc.) or create a special award to recognize those youth who have shown outstanding leadership or personal growth.

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INTRODUCTION

4-H Experiential Learning Model

Experiential Learning Model 1 EXPERIENCE the activity; perform, do it

1. Experience Notice that the model begins with an experience—action. In each activity, the experience is the “do” part of the activity. This immediately focuses the attention on the learner rather than the teacher.

5 APPLY

Do

what was learned to a similar or different situation; practice

2 SHARE the results, reactions, and observations publicly

Apply Reflect 4 GENERALIZE to connect the experience to real world examples

3 PROCESS by discussing, locking at the experience; analyze, reflect

2. Share The last four steps of the model are addressed in questions at the end of each activity. The questions are structured to elicit answers beyond a “yes,” “no,” or single word response. As the model shows, sharing is simply asking the group or individual: What did you do? What happened? This step will generate lots of information and lead to the process step.

3. Process The “Process” questions focus on what was important about the experience. Common themes that emerge from the sharing session are explored in more depth. The key teaching points relating to the subject matter and life skill are discussed.

4. Generalize In this step, discussion becomes more personal. The “generalize” questions are the “so what?” of the activity. They ask, “What did the experience mean to me personally and to my everyday life?”. The discussion should include both the subject matter learned and the life skill practiced. If the method employed required the youth to work in teams to complete the activity, questions about teamwork would be appropriate.

5. Apply Here the youth express what they really learned and how they can use the life skill and subject matter expertise. Or they might actually show they have mastered the skill by performing another activity that requires use of the new skill. Remember that the questions are your way of assessing what has been learned. The answers you get will help you evaluate each youth’s level of skill mastery.

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INTRODUCTION

Officer Training: Trainer Agenda 8:30

Trainers arrive, plan activity locations, set up room(s); 60 min prior to the start of event.

9 :00

Arrival, name tags One person should stay at the check-in table to greet everyone as they arrive. Make sure everyone gets a name tag and answer any questions participants or their parents have. The other trainers should be completing any set-up needs.

9:30

Welcome Welcome everyone to the training and let people know where the bathrooms are. Introduce yourselves and tell them you are a 4-H Ambassador, introduce your agent/advisor for the day, and then have the participants introduce themselves and say what club and county they represent. Ask for two volunteers and have them lead everyone in the pledge of allegiance and the 4-H pledge.

9:40

Ice Breaker Activity This activity is of your own choosing. It must be planned out ahead of time so you know what supplies are needed (if any) and how long it will take.

10:00

Citizenship in Leadership—20 Minutes Information

10:20

Whose Job is It?—60 Minutes Make sure all the stations are set up before you start this activity. Time keeping will be important so that all the groups get equal time at each station.

11:20

Parliamentary Procedure Relay Race—20 Minutes Be sure to keep this activity safe by making sure the race area, including the finish line, is free from potential crash hazards.

11:40

Lunch

12:15

Meeting Plans—45 Minutes The agenda is just as important as the small group work. Pay close attention to the time so the entire activity can be completed.

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INTRODUCTION 1:00

Meeting Management—45 Minutes It may be helpful to quickly review with the group leaders what their jobs will be before sending them out to lead their groups.

1:45

Snack Break

2:00

Meeting Manners—60 Minutes This activity can be load and chaotic. Time keeping will be important to get through all the steps.

3:00

Evaluation Remind everyone how important it is that they fill out the evaluation form completely and that they are honest about feedback they give. Collect all the completed evaluations and put them in a folder. The folder should be put into the training kit with all remaining supplies. Make arrangements with your agent/advisor to have the kit returned to the state 4-H office.

3:15

Review Take a few moments to review the resource materials in the participants‘ folders before handing out the certificates.

3:45

Head for Home Make sure the room is set up the same way you found it with all trash picked up and thrown away and that it is as clean or cleaner than when you arrived. .

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INTRODUCTION

Materials Checklist Name Badges American and 4-H Flags Gavel 4-H Member Creed Cards Whose Job is It? Station Description Signs Whose Job is It? Station Packets Pens Relay Race Cards Newsprint Marker Group Leader Responsibilities Handout Group Leader Instructions Handout Planning Guides 8.5‖ x 11‖ Paper Index cards with Meeting Manners written on them Color copies of the Training Certificate Folders for each participant with copies of handouts and resources

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4-H Officer Program Training Activities Citizenship in Leadership Whose Job is It? Parliamentary Procedure Meeting Plans Meeting Management Meeting Manners

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TRAINING ACTIVITIES

Citizenship in Leadership Introduction: The members of the club have a working responsibility to it. It is just as important for the members to do their part as it is for the officers. Unless members and officers work together, the club will not be an effective group. Officers are the youth leaders of the club. Being an officer means you agree to be a responsible role model for the members of your club. Learning the proper citizenship involved in leading a meeting is an important first step.

Instructions:

R E S O U R C E

Part I.

K E Y

Life Skills: Responsible citizenship, character Time Required: 20 minutes Materials: Flags, gavel, 4-H Member Creed Cards, Using the Gavel Handout

1. Ask the participants if they know where the flags are supposed to be during a meeting. Discuss the reasons for their ideas. 2. Ask for two volunteers. Ask one volunteer to be the American Flag and the other volunteer to be the 4-H Flag. (You may want to actually give them the flags to hold to give a better visual image.) 3. Ask for a third volunteer. This volunteer will pretend to be the President, and then the Speaker. 4. Have the President sit at a table in the front of the room. Have the flags go to wherever they think their proper spot should be. 5. Explain to the participants that during a meeting, the American Flag should always be on the President‘s right. The 4-H Flag can go on the other side of the American Flag or on the other side of the President. The 4-H Flag cannot go inbetween the American Flag and the President. Have the flags move to the correct location. 6. Now have the Speaker stand at the front of the room, or at a podium. Have them pretend they are on a stage. Again, have the flags go to wherever they think their proper spot should be. 7. Explain to the participants that when you have a stage, the American Flag should always be on the Speaker‘s right. The 4-H Flag can go on the other side of the American Flag or on the other side of the stage. The 4-H Flag cannot go in-between the American Flag and the President. Have the flags move to the correct location.

Part II. 1. Ask the participants if they can explain what the 4-H pledge means. Discuss their ideas. 2. Ask for seven volunteers.

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TRAINING ACTIVITIES 3. Give each volunteer one of the cards with a section of the 4-H Members Creed written on it. Have the volunteer‘s line up according to the number of the back of their card. 4. Ask each volunteer to read their card out loud. 5. Explain to the participants that this is the 4-H Member Creed and its purpose is to help youth understand the pledge and the important values it carries with it.

Part III. 1. Show the participants a gavel and explain that a gavel is an instrument used for maintaining order during meetings. It is used as a symbol of authority for an orderly meeting. 2. Review the gavel tap handout and let them know that they will be using the gavel later in the day when they hold mock (or pretend) meetings.

Reflection Questions: 1. What special events might a club do where you would have flags on a stage? 2. Why is it important for club members to understand the meaning of the 4-H pledge? 3. Why might a gavel be helpful in a club meeting?

Application Questions: 1. If they don‘t do so already, how can you encourage your club to use flags and a gavel? 2. Can you think of other situations where flags and pledges are used? Can you identify if they are being used correctly?

There is much more to being a patriot and a citizen than reciting the pledge or raising a flag. -

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Jesse Ventura

TRAINING ACTIVITIES 4-H Member Creed Cards

1.

I believe in 4-H club work for the opportunity it will give me to become a useful citizen.

2.

I believe in the training of my HEAD for the power it will give me to think, to plan, and to reason.

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TRAINING ACTIVITIES 4-H Member Creed Cards

3.

I believe in the training of my HEART for the nobleness it will give me to be kind, to be true, and to be sympathetic.

4.

I believe in the training of my HANDS for the ability it will give me to be helpful, to be skillful, and to be useful.

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TRAINING ACTIVITIES 4-H Member Creed Cards

5.

I believe in the training of my HEALTH for the strength it will give me to enjoy life, to resist disease, and to make work efficient.

6.

I believe in my club my community, my country, and my world - and in my responsibility for their development.

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TRAINING ACTIVITIES 4-H Member Creed Cards

7.

In all these things I believe, and am willing to dedicate my efforts to their fulfillment.

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TRAINING ACTIVITIES

Using the Gavel The President may wish to use a gavel. It is used as a symbol of authority to support self government and an orderly meeting. Two taps of the gavel are usually used to call a meeting to order. Three taps of the gavel often signals for all members to stand (this could be used for the pledge to the flags, etc.). A single tap of the gavel is a signal to be seated. One tap of the gavel follows the announcement of the result of a motion being passed or defeated. One tap of the gavel follows the announcement that a meeting is adjourned. The gavel is an instrument for maintaining order during the meetings. If at any time it is necessary to return the meeting to order, a sharp tap (or series of taps) of the gavel restores order.

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TRAINING ACTIVITIES

Whose Job is It? Introduction: There are number of different club leadership and officer roles that are useful in making a club run smoothly and effectively. Each of these roles carries with it important responsibilities. Knowing the job of each position and how those positions fit together can help you understand the best way to get things accomplished.

Instructions: R E S O U R C E K E Y 1. Review the officer responsibilities and leadership goals as Life Skills: Responsibility, outlined on the Responsibilities of 4-H Officers sheet. You contributions to group effort may want to ask a couple of participants to come forward and Time Required: 60 minutes read each section. Discuss how many of those things they already do in their club and which ones they may want to start Materials: Station doing in their club. descriptions, station packets, 2. Divide the participants up into five equal sized groups. pens/pencils, Responsibilities 3. Assign each group to one of the five officer stations and have of Officers handout them complete the activity at that station. 4. After 8 minutes, have each of the groups rotate to a new station. Continue having them rotate until every group has been to every station.

Reflection Questions: 1. Why are different leadership roles useful in a club? 2. Why is it important to understand the different roles and how they work together in a club? 3. Can you describe why some personalities match better with certain roles?

Application Questions: 1. Which roles do you think are most important for your club to have? Keep in mind the size of your club, the ages of its members, and the overall goals of your club. 2. In what other areas of your life (family, school, sports, etc) do you see people with different leadership jobs that work together for the whole group? What happens when one of those people doesn‘t complete their responsibilities?

"The price of greatness is responsibility." — Winston Churchill - 23 -

TRAINING ACTIVITIES

Responsibilities of Officers Officers need to be proud of their jobs, do their best, and get things done on time. They need to work with members, parents, and leaders to plan and carry out the club program. To be successful, officers and committees must perform many duties. Some of those duties (or responsibilities) are listed below. Secure new members Organize the club Plan the program, month by month, that involves all members Arrange for a meeting place and its care Conduct and take part in all meetings Keep club records and submit them as required Show enthusiasm and interest in the club Help every 4-H‘er find a place in the club and an opportunity to contribute Keep the community informed about the club Maintain contact with the local County Extension office Share leadership with many and give others the opportunity to develop their skills Be dependable Each officer should work toward the following personal leadership goals: I know the duties and responsibilities of my office I am willing to improve myself in order to be a better officer I am friendly to all members of the club and include everyone in club meetings and activities I willingly accept responsibilities assigned to me I enjoy doing more work than what is required of me I give credit to others for work well done I am prompt in arriving at meetings My appearance inspires confidence and respect I am kind, tactful, and courteous, and use ―please‖ and ―thank you‖ when I should I ask for suggestions and cooperation I show appreciation to leaders and parents for their time, effort, and devotion to the club

Enthusiasm is the key not only to the achievement of great things but to the accomplishment of anything that is worthwhile. Samuel Goldwyn

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TRAINING ACTIVITIES

Station 1: Match Me Up Match the position name to the position responsibilities.

President

Presiding officer, the leader of the organization, and the spokesperson for the group.

Vice President

The backup for the president and may oversee all committee work. Cooperating with others is a vital part of this responsibility.

Secretary

The official record keeper of the club.

Treasurer

The keeper of the money and financial reports.

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TRAINING ACTIVITIES

Treasurer

The keeper of the money and financial reports.

Reporter

Writes and submits interesting reports and photographs of club activities, members and leaders to local newspapers, radio and television stations.

Editor

Responsible for organizing and preparing the club newsletter. The newsletter should contain all upcoming activities, recognition of special achievements, and project related information.

Web Master

Maintains the club website and makes sure the information is kept up to date.

Historian

Collects various memorabilia about club activities and complies it into an orderly display. This display should be shared at appropriate events.

Photographer

Brings a camera with them to all meetings and events in order to visually record activities and accomplishments.

Host

Responsible for making sure that all special guests and speakers are met upon arrival, properly greeted, and introduced to the club.

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TRAINING ACTIVITIES

Parliamentarian

The expert on parliamentary procedure and maintains a copy of Robert‘s Rules of Order for reference. This officer ensures that procedure is followed and makes final. decisions on any discrepancies that occur.

Inspirational Leader

Prepares and presents a ―thought for the day‖ for each meeting and special activity. This quote or poem can help set the attitude for the business to follow.

Pledge Leader

Makes sure that the flags are at each meeting and event, displayed correctly, and leads the group through the reciting of pledges.

Song Leader

Uses a variety of songs to help the group have fun and to create a feeling of unity. May stimulate enthusiasm or quiet a boisterous group depending on the selection of songs.

Recreation Leader

Plans various types of games– opening mixers, quiet and active groups games, relays, mental teasers, rhythmic activities, etc.

Refreshment Coordinator

The refreshment coordinator ensures that adequate refreshments are available at each meeting and activity. This includes snacks, drinks, and any needed paper goods.

Council Delegate

Attends the County Council government meetings and presents an update of their club‘s activities and accomplishments. This officer then reports back to their club any relevant youth or community issues being addressed by the council.

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TRAINING ACTIVITIES

Station 2: Add it Up Complete the treasurer’s report for the 4-H Clover Club (imaginary club).

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TRAINING ACTIVITIES _________________________________________________________ Name of Club/Group

Monthly Treasurer’s Report for Clubs 1. Tell the balance at the beginning of the month. Date: ________________ Balance: $___________________ 2. State the money received during the month. Amount: $________________

For What Purpose:_________________

Amount: $________________

For What Purpose:_________________

Amount: $________________

For What Purpose:_________________

Total Received: $_________________________________ 3. Read the expenses. Amount: $____________ to: _______________________________________ For What Purpose: ______________________________________________ Amount: $____________ to: _______________________________________ For What Purpose: ______________________________________________ Amount: $____________ to: _______________________________________ For What Purpose: ______________________________________________ Total Expensed: $________________________ 4. Indicate the closing balance. Date: ________________

Balance: $___________________

5. Give the Total Adjusted Balance. Add back the checks that did not appear on the bank

+ $__________

Subtract deposits that have not shown up on the bank

- $__________

Adjust the balance to agree with the bank statement.

= $__________

Include a copy of the bank statement that confirms the total adjusted

Prepared by: _______________________________________ Date: ______________ Treasurer

Accepted by: _______________________________________ Date: ______________ President

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TRAINING ACTIVITIES

Station 3: Write It Down Complete the secretary’s report for the 4-H Clover Club (Imaginary Club)

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TRAINING ACTIVITIES

Sample Meeting Minutes The meeting of the ___________________ (name) 4-H Club was held at ________________________ (place) in ________________ (town) on _____________ (date). The president, __________________ (name) called the meeting to order at ____________ (time). ______(number) members were present along with special guest(s) _____________________ (name/s) 4-H member (or officer), _______________ (name/s) lead the club in the pledge of allegiance, the 4-H pledge, and inspiration thought for the day. ____________ ______(name and position) led the song. _____________(name), Secretary, read the minutes. Motion made and carried to accept the minutes as read. (names of first and second on the motion) ____________ (name), Treasurer, read the treasurer’s report. Motion made and carried to accept the report as read. (names of first and second on the motion) ____________ (name), chair of the ______________ (name) committee reported that ____________________________ (recommendation of the committee). The president appointed ______________(name) chair, ______________ (name), and _____________ (name) to the _________________ (name) special committee. This committee will ________________________ (state purpose or goal) and report back on _________________ (date). The president announced that the next club service activity would be on ______________ (date) at _____________ (place) and the next club meeting would be on ____________ (date). Motion made and carried to adjourn at (time). (names of the first and second on the motion) Respectfully submitted by:

Tips for Minute Taking Make sure writing/typing is neat and legible Check for correct spelling, especially peoples names Note when/where/etc details of the meeting List those who took leadership roles during the meeting and what the role was Not every word said during the meeting has to be written down Exact wording of motions needs to be recorded along with who made and seconded the motion Record if the motion was carried or defeated Keep an attendance list with the minutes Prepare written minutes within one week of the meeting (or as soon as possible after the meeting for accurate documentation)

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TRAINING ACTIVITIES

Station 4: Spread the News Write a news article for the 4-H Clover Club ( an imaginary club).

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TRAINING ACTIVITIES 4-H NEWS RELEASE Date: _____________ Contact (Your name, position, and club): ____________________ Address and contact information: _________________________ News Article Name:______________________________ *Write a few short paragraphs describing the event or recognition that the article is about. *If it is an event, be sure to include the time, date, and location. Also include the activities that will take place there and who, if anyone, will be speaking. *Another option is to tell about a community service project that your club has organized or participated in.

News Article:

Include how people can get in contact with your club: For more information about the Open House or the Greentown 4-H Club, call Mr. Chris Clover at 444-4444. For other 4-H Clubs in Green County, contact the 4-H Office of Clemson University Cooperative Extension Service of Green County, at 555-4141. Include this equal opportunity statement: Membership in 4-H is offered to all youth, ages 5-19, on an age-appropriate basis, without regard to race, color, sex, religion, national origin, disability, political beliefs, sexual orientation, marital or family status.

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TRAINING ACTIVITIES

Station 5: Plan it Out Create an Annual Plan for the 4-H Clover Club (an imaginary club)

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TRAINING ACTIVITIES Sample Annual Plan Month

Business

Educational Program

Recreation

Community Project

Special Events

September

County Fair

October

State Fair; National 4-H Week

November

County Jr. Leadership Workshop

December

Holiday Party

January

February

Promote county and state events

March

Statewide service project

County Presentations Contest

April

May

June

July

County Healthy Lifestyles Challenge

August

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TRAINING ACTIVITIES

Parliamentary Procedure Introduction: 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 reach decisions with less confusion. If your president uses these rules fairly, both the majority and the minority in your club will be heard and respected.

Instructions: 1. Review the Parliamentary Procedures Handout. 2. Organize an open space or area were the participants can race (walk quickly) between sections. 3. Divide the participants into five teams. 4. You will need a spot for your relay line where participants stand and wait for their turn to race. This needs to have a clearly defined start/finish line (line can be indicated by a desk, chair, cone, or other object).

R E S O U R C E

K E Y

Life Skills: Responsible citizenship Time Required: 20 Minutes Materials: Relay Race cards, objects to mark the start and order lines, Parliamentary Procedures Handout

5. The card pile should be set a fair distance from both the relay line and the order line. Card piles can be placed on a chair, small table, in a basket, or on the floor. Each team needs to have their own card pile. 6. The order line needs to be a space large enough for all the cards to be lined up (horizontally or vertically) individually. 7. The first person in the relay line races to the card pile and selects one card. 8. They bring this card to the order line and place the card where they think that step falls in the order of parliamentary procedure. 9. The person then races back to the relay line and tags the next person in line. 10. The tagged person runs to the card pile and the process continues until all the cards have been placed on the order line. 11. The team may continue to send one tagged person at a time up to the order line to adjust the order of the cards. 12. When a team thinks they have all their cards lined up in the correct order for parliamentary procedure they can request an order check. 13. The facilitator checks the order and tells them only if the entire order is correct

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TRAINING ACTIVITIES or incorrect. 14. If incorrect, the team must continue sending one tagged person at a time up to the order line to adjust the order of the cards. 15. The first team to get all their cards placed in the correct order wins. Hints: Set up your order line somewhere where the cards can be seen by the entire team so that they can help coach each other. Time how long it takes each team. The exercise can be repeated at another time and the teams can work on improving their time.

Answer Key: 1. Address the Chair 2. Speaker recognized 3. Make Motion 4. Second Motion 5. Restate Motion 6. Discuss Motion 7. Vote on Motion 8. Motion Carried/Defeated 9. Adjourn

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TRAINING ACTIVITIES

Parliamentary Procedure Officers and members need to learn the appropriate parliamentary procedure the group will use in making group decisions. Besides knowing how to make and amend motions, there are some simple 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. Every member has the same rights as any other member. Any member can introduce a motion or 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. Steps to making and voting on a motion: Addressing the chair: The member wishing to present an item (motion, question, share information, etc.) for business must first address the presiding officer (by position or title, not by personal name). Chair recognizes speaker: The presiding officer will recognize the person by calling their name; once recognized that person may present their item. Motion is made: ―I move…,‖ are the proper words to use in presenting a motion. Motion is seconded: All ordinary motions must be seconded (―I second the motion.‖). If it does not receive a second the motion is dead and cannot be acted upon by the group. The person wishing to second the motion does not have to be recognized by the presiding officer. Motion is restated: The motion is restated to make sure everyone understands what is to be voted upon. Motion is discussed: Any member of the group has the right to discuss the motion after they receive permission from the presiding officer to speak. All discussion must be about the motion or the speaker can be ruled out of order by the presiding officer. Motion is voted on: The presiding officer will say, ―Is there any further discussion?‖ In order to leave time for replies, the presiding officer needs to ask this three times before the motion is voted upon. The presiding officer will say, ―All those in favor of … (restate the motion) say ‗Aye‘. All those opposed say ‗No‘.‖ Results are announced: The presiding officer announces the results by stating if the motion is carried or defeated.

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TRAINING ACTIVITIES

Second Motion

Adjourn

Restate Motion

Address the Chair

Discuss Motion

Speaker Recognized

Vote on Motion

Make Motion

Motion Carried/ Defeated - 39 -

TRAINING ACTIVITIES

Meeting Plans Introduction: Accepting a position as a club officer comes with excitement and responsibility. Finding ways to use effective communication skills in planning can be a challenge. Making a planning guide and writing an agenda are two ways that help the officers, other club leaders, and the members know how to prepare for a meeting.

Instructions: R E S O U R C E K E Y 1. Divide participants into four groups. Life Skills: Planning, 2. Give each group one of the planning guide sheets (Meeting Preparation, Business, Education, Recreation) and ask them organizing, communication Time Required: 45 minutes to complete the sheet for the 4-H Clover Club (imaginary club). Materials: Planning guide 3. Remind the groups that the completed sections of the guide sheets, pens, newsprint, are there as examples. They can be changed as needed to fit markers the plans of the group. 4. Have each group present their sheet and explain what they planned for the club. 5. Once each group has presented, use the newsprint to create an agenda based on the planning sheets the participants created. There is a sample agenda in the Resources section, under ―Excerpts from Business Meetings Handbook‖.

Reflection Questions: 1. What was most difficult about focusing on only your individual part of the planning? 2. What would happen if only one person did all the planning without communicating with the other officers and club leaders about their individual plans?

Application Questions: 1. What did you notice about how you outlined your part of the meeting compared to how the other parts were outlined? 2. Why is it important to look at the total meeting structure with all the individual pieces before the final agenda is made?

He who every morning plans the transaction of the day and follows out that plan, carries a thread that will guide him through the maze of the most busy life. But where no plan is laid, where the disposal of time is surrendered merely to the chance of incidence, chaos will soon reign. Victor Hugo (1802 - 1885) - 40 -

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Agenda

Set-up

Where will the meeting be held?

Facility

Description What is the purpose of this item? Why is it important?

Who

Component Name Who is the person responsible for preparing and/or leading this item?

Item

Prepare agenda, distribute to members prior to the meeting

What needs to be done to accomplish this item?

Action How long will it take to conduct this item?

Time

Chairs, table, flags, gavel, etc.

What materials or other resources are needed for this item?

Materials Self-check. Have all the actions been completed? Will the members be able to understand and/ or participate in this item?

Checklist

What (if any) steps need to be done after the action is completed?

Follow-up

Much of the work that goes into an effective meeting actually takes place before the meeting ever takes place. Proper preparation can help a meeting run smoothly.

Meeting Preparation Planning Guide

Who

Gets everyone‘s attention and prepares them to begin.

What is the purpose of this item? Why is it important?

Description

Business Planning Guide

What needs to be done to accomplish this item?

Action How long will it take to conduct this item?

Time

Checklist

What materials or Self-check. Have other resources all the actions are needed for been completed? this item? Will the members be able to understand and/ or participate in this item?

Materials

What (if any) steps need to be done after the action is completed?

Follow-up

The business section of a meeting includes pledges, reports, and announcements. Parliamentary procedure should be used during the business meeting segment.

Item Component Name Who is the person responsible for preparing and/or leading this item?

Call meeting to order

Pledges

Can the flags be seen by everyone? Are they set up correctly?

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Who

Introduce guest speaker

Youth presentation

Introduce youth presenter

Club member

Component Name Who is the person responsible for preparing and/or leading this item?

Item

Contact guest prior to meeting to learn about them. Prepare 1-2 minutes of information to share with members

What is the purpose of this item? Why is it important?

Description What needs to be done to accomplish this item?

Action How long will it take to conduct this item?

Time

Easel, table

What materials or other resources are needed for this item?

Materials Self-check. Have all the actions been completed? Will the members be able to understand and/ or participate in this item?

Checklist

What (if any) steps need to be done after the action is completed?

Follow-up

The educational program consists of a combination of talks, demonstrations, presentations, movies, guest speakers, etc. The program should be well balanced, with variety to add interest and enthusiasm.

Education Planning Guide

Who What is the purpose of this item? Why is it important?

Description

Recreation Planning Guide

What needs to be done to accomplish this item?

Action How long will it take to conduct this item?

Time

Checklist

Is it healthy? Will everyone enjoy it? Is there enough for everyone?

What materials or Self-check. Have other resources all the actions are needed for been completed? this item? Will the members be able to understand and/ or participate in this item?

Materials

What (if any) steps need to be done after the action is completed?

Follow-up

Recreation is the social part of the meeting. A good recreation program will offer something for all members, not just a few. Consideration should be given to the time allotment and facilities available. The activities and refreshments should support the ―health‖ aspect of 4-H

Item Component Name Who is the person responsible for preparing and/or leading this item?

Snacks

Activity

To get everyone up and moving about. To have fun, physical exercise

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TRAINING ACTIVITIES

Meeting Management Introduction: Whether you are conducting a club meeting or a committee meeting, you are responsible for leading the group to a decision that everyone supports. This means you need to make sure that everyone has had an opportunity to contribute ideas, voice their opinions, and feel like a valuable member of the team.

Instructions: 1. Divide participants into groups of 5-8 people. 2. Have each group select one person to be the group leader for this activity. 3. Give each group leader a copy of the Group Leader Instructions and the Group Leader Responsibilities handouts. 4. Have the groups conduct their meetings. 5. Once the meetings are finished, have each group present which project they decided to do and describe the voting process they used.

R E S O U R C E

K E Y

Life Skills: Planning, social skills, decision making Time Required: 60 minutes Materials: Group Leader Instructions handout, Group Leader Responsibilities handout, paper, pens

Reflection Questions: 1. Was it helpful to have questions to think about during the discussion? Why or why not? 2. Did everyone in the group get a chance to share during the discussion? 3. Was it helpful to know in advance what style of voting you were going to use? Why or why not? 4. Was it helpful to have a list of tasks after the decision was made? Why or why not?

Application Questions: 1. What other methods have you used to vote on a decision? 2. In what other situations might you want to use some of these meeting techniques?

The leaders who work most effectively, it seems to me, never say "I." And that's not because they have trained themselves not to say "I." They don't think "I." They think "we"; they think "team." They understand their job to be to make the team function. They accept responsibility and don't sidestep it, but "we" gets the credit. This is what creates trust, what enables you to get the task done. - Peter Drucker - 45 -

TRAINING ACTIVITIES Group Leader Responsibilities Step 1 – Get Ready Describe for the group what the purpose of the meeting is – what issue needs to be solved, what activity needs to be planned, etc. Describe for the group how the decision will be made – there will be a discussion, how the voting will be done, and then specific tasks assigned.

Step 2 – Discussion This is an opportunity for everyone to share ideas. The following questions might help: What do we need to do?

With whom do we need to work?

What resources do we need?

How much time do we have to complete the project?

What problems might come up?

What questions do we have?

To make sure everyone gets a chance to talk you might try any of the following: Use an item (ball, hat, marker, etc) to be the talking item. Only the person holding that item is

Only those people who raise their hand and are called on by you are allowed to speak.

Call on each person individually and ask them for their ideas or opinions.

If too many people start speaking at once, stop the meeting until everyone is ready to cooperate.

Step 3 – Decision Using your pre-selected voting method, have the group vote on which project they want to plan.

Step 4 – Action This is where you plan the specific tasks or steps needed to put your project into action. The following questions might help: What tasks do we need to accomplish?

In what order do we need to do these things?

What materials or other things do we need for each task?

Who is going to be in charge of each task?

Who else might be able to help with each task?

When does each task need to be accomplished?

Step 5 – Wrap-Up Describe for everyone what the next steps will be – is there going to be another group meeting, how you will make sure each task is completed, how the group will celebrate accomplishing the project, etc.

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TRAINING ACTIVITIES Group Leader Instructions Your job is to lead your group through a process that helps them select and plan a club project.

Voting Process Select one of the following voting techniques to use during your group meeting. (You will make this decision by yourself, before you start your group meeting.) Voting Techniques: Ask everyone to put their heads down and close their eyes. Then ask them to raise their hands if they are in favor of the decision. Count the number of hands for and against (hands not raised) the decision. Ask everyone to raise their hands if they are in favor of the decision (leaving their eyes open). Count the number of hands for and against (hands not raised) the decision. Ask everyone to stand up if they are in favor of the decision. Count the number of people for (standing) and against (sitting) the decision. Give everyone a small piece of paper and ask them to right down if they are for (yes) or against (no) the decision. Count the yes and no votes. Call each person by name (roll call) and ask them to state if they are for (aye) or against (nay) the decision. Count the number of ayes and nays. Ask everyone who is in favor of the decision to say ―aye‖, and then ask for those against to say ―nay‖. Estimate the number of ayes and nays.

Challenge Select one of the following topics to plan out during your group meeting. (This decision will be made by the group. You will present the choices during orientation and use the discussion questions to explore each option.) A club award dinner A recycling service project A presentations / demonstrations event for families to watch A bake sale fund raiser Use the Group Leader responsibilities handout to help you in leading your group. You have 20 minutes for your group to complete their meeting. Good luck!

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TRAINING ACTIVITIES

Meeting Manners Introduction: This activity allows you to try out both inappropriate and appropriate meeting behaviors and experience the effects of each within a meeting. By not only knowing which behaviors fall into each category but also understanding the role of ground rules within a meeting, you will be better equipped to create a positive meeting environment.

Instructions: R E S O U R C E K E Y 1. Have each person select one index card with a meeting Life Skills: Communication, manner written on the card. Participants should not show contribution to group effort their manner card to an other. Time Required: 60 Minutes 2. Have each person follow the behaviors on the selected Materials: Newsprint, gavels, meeting manner card during the mock meeting. 3. Conduct a mock (pretend) meeting. Allow participants to use index cards with Meeting Manners, pens, We Can Work it gavels in accordance with the guidelines discussed earlier in Out Guidelines this training. 4. After the mock meeting, have the group come up with Adapted from Step Up to meeting ground rules and write them on the newsprint. Leadership (Level 2 - My Leadership Journal) 5. Conduct another mock meeting this time with the ground rules instead of the manner cards. 6. Discuss the We Can Work It Out Guidelines (from the participant handouts section) and how they can be used to resolve conflicts within a group, in a meeting or serve as basic meeting ground rules.

Reflection Questions: 1. What happened in the first mock meeting? What behaviors did you see? 2. How did you feel about the second meeting?

Application Questions: 1. Why is it important to have ground rules for meetings? 2. Does your club have similar ground rules for meetings? Are they followed? 3. What are some positive ways to ensure that appropriate meeting behavior is practiced by your club members? 4. As a leader, have you had to deal with inappropriate meeting behavior? How did you deal with the inappropriate behavior?

“Be sincere; be brief; be seated.” Franklin Delano Roosevelt - 48 -

TRAINING ACTIVITIES

Meeting Manners Each manner should be written on a separate index card.

Talk out loud. Disrupt the group by talking to your neighbor.

Ask to vote on the topic before there is a discussion.

Slouch in your chair. Act bored. Do not speak.

Make a motion after the chair has brought up the topic.

Sit up in your chair. Look interested. Wave a hand to speak. Make notes.

Interrupt anytime someone is speaking. Disagree with the comments made.

Serve as chair. Try to bring discussion on the following topic (pick one): Serve as a recorder for the discussion. Take notes.

Pizza party Dance Community service project at the Senior Center

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TRAINING ACTIVITIES

We Can Work It Out Guidelines When there is conflict between individuals or groups… Take time to cool off. Make sure each person or group has the chance to express thoughts and feelings about the conflict. Make sure there‘s no blaming, interrupting, or name-calling. Attack the problem, not the person. Get connected with your feelings. You feel what you feel. There is merit in acknowledging specific feelings so that you can decide what to do about them. So get connected. Is it tough for you to identify and acknowledge deeper feelings? Give each person or group a chance to state the problem as he/she sees it. Remember to listen with empathy and see the conflict from the other person‘s point of view. Know why you are listening, focus on the content and the non-verbal message, and organize what you are hearing through observation, reflective listening and note taking. When you speak: identify issues clearly and concisely, clarify feelings, and use ―I‖ statements Give each person or group a chance to explain how he/she is responsible for the problem. Brainstorm solutions and select a win/win solution--one that is acceptable to both people or both groups. Remain flexible Do not review the situation as a competition, where one has to win and one has to lose. Work toward a solution where both parties can have some of their needs met. Make sure everyone knows that even though you may disagree on an issue, you still respect each other.

Sources: http://www.mindtools.com/pages/article/newLDR_81.htm http://www.execstrategies.com/Facilitator/ConflictResolutionStrategies.htm http://www.ebc.state.ok.us/NR/rdonlyres/EF923A84-7FA8-4525-979A2688DC5D0841/0/conflictresolution.pdf

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4-H Officer Program Participant Handouts Agenda Using the Gavel Responsibilities of Officers Parliamentary Procedure We Can Work it Out Guidelines Evaluation Form Completion Certificate

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PARTICIPANT HANDOUTS

Officer Training Agenda 9 :00

Arrival, name tags

9:30

Welcome

9:40

Ice Breaker Activity

10:00

Citizenship in Leadership

10:20

Who’s Job is It?

11:20

Parliamentary Procedure

11:40

Lunch

12:15

Meeting Plans

1:00

Meeting Management

1:45

Snack Break

2:00

Meeting Manners

3:00

Evaluation

3:15

Review

3:45

Head for Home

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PARTICIPANT HANDOUTS

Using the Gavel The President may wish to use a gavel. It is used as a symbol of authority to support self government and an orderly meeting. Two taps of the gavel are usually used to call a meeting to order. Three taps of the gavel often signals for all members to stand (this could be used for the pledge to the flags, etc.). A single tap of the gavel is a signal to be seated. One tap of the gavel follows the announcement of the result of a motion being passed or defeated. One tap of the gavel follows the announcement that a meeting is adjourned. The gavel is an instrument for maintaining order during the meetings. If at any time it is necessary to return the meeting to order, a sharp tap (or series of taps) of the gavel restores order.

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PARTICIPANT HANDOUTS

Responsibilities of Officers Officers need to be proud of their jobs, do their best, and get things done on time. They need to work with members, parents, and leaders to plan and carry out the club program. To be successful, officers and committees must perform many duties. Some of those duties (or responsibilities) are listed below. Secure new members Organize the club Plan the program, month by month, that involves all members Arrange for a meeting place and its care Conduct and take part in all meetings Keep club records and submit them as required Show enthusiasm and interest in the club Help every 4-H‘er find a place in the club and an opportunity to contribute Keep the community informed about the club Maintain contact with the local County Extension office Share leadership with many and give others the opportunity to develop their skills Be dependable Each officer should work toward the following personal leadership goals: I know the duties and responsibilities of my office I am willing to improve myself in order to be a better officer I am friendly to all members of the club and include everyone in club meetings and activities I willingly accept responsibilities assigned to me I enjoy doing more work than what is required of me I give credit to others for work well done I am prompt in arriving at meetings My appearance inspires confidence and respect I am kind, tactful, and courteous, and use ―please‖ and ―thank you‖ when I should I ask for suggestions and cooperation I show appreciation to leaders and parents for their time, effort, and devotion to the club

Enthusiasm is the key not only to the achievement of great things but to the accomplishment of anything that is worthwhile. Samuel Goldwyn

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TRAINING ACTIVITIES

Parliamentary Procedure Officers and members need to learn the appropriate parliamentary procedure the group will use in making group decisions. Besides knowing how to make and amend motions, there are some simple 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. Every member has the same rights as any other member. Any member can introduce a motion or 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. Steps to making and voting on a motion: Addressing the chair: The member wishing to present an item (motion, question, share information, etc.) for business must first address the presiding officer (by position or title, not by personal name). Chair recognizes speaker: The presiding officer will recognize the person by calling their name; once recognized that person may present their item. Motion is made: ―I move…,‖ are the proper words to use in presenting a motion. Motion is seconded: All ordinary motions must be seconded (―I second the motion.‖). If it does not receive a second the motion is dead and cannot be acted upon by the group. The person wishing to second the motion does not have to be recognized by the presiding officer. Motion is restated: The motion is restated to make sure everyone understands what is to be voted upon. Motion is discussed: Any member of the group has the right to discuss the motion after they receive permission from the presiding officer to speak. All discussion must be about the motion or the speaker can be ruled out of order by the presiding officer. Motion is voted on: The presiding officer will say, ―Is there any further discussion?‖ In order to leave time for replies, the presiding officer needs to ask this three times before the motion is voted upon. The presiding officer will say, ―All those in favor of … (restate the motion) say ‗Aye‘. All those opposed say ‗No‘.‖ Results are announced: The presiding officer announces the results by stating if the motion is carried or defeated.

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PARTICIPANT HANDOUTS

We Can Work It Out Guidelines When there is conflict between individuals or groups… Take time to cool off. Make sure each person or group has the chance to express thoughts and feelings about the conflict. Make sure there‘s no blaming, interrupting, or name-calling. Attack the problem, not the person. Get connected with your feelings. You feel what you feel. There is merit in acknowledging specific feelings so that you can decide what to do about them. So get connected. Is it tough for you to identify and acknowledge deeper feelings? Give each person or group a chance to state the problem as he/she sees it. Remember to listen with empathy and see the conflict from the other person‘s point of view. Know why you are listening, focus on the content and the non-verbal message, and organize what you are hearing through observation, reflective listening and note taking. When you speak: identify issues clearly and concisely, clarify feelings, and use ―I‖ statements Give each person or group a chance to explain how he/she is responsible for the problem. Brainstorm solutions and select a win/win solution--one that is acceptable to both people or both groups. Remain flexible Do not review the situation as a competition, where one has to win and one has to lose. Work toward a solution where both parties can have some of their needs met. Make sure everyone knows that even though you may disagree on an issue, you still respect each other.

Sources: http://www.mindtools.com/pages/article/newLDR_81.htm http://www.execstrategies.com/Facilitator/ConflictResolutionStrategies.htm http://www.ebc.state.ok.us/NR/rdonlyres/EF923A84-7FA8-4525-979A2688DC5D0841/0/conflictresolution.pdf

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South Carolina 4-H Youth Development

4-H Officer Training Program Evaluation Form Date: __________________________________ County:_________________________________

Section 1: Please circle the response that best describes your feelings regarding the statement.. 1.

I gained a better understand of what it means to be a 4-H‘er

Strongly Agree

Agree

Neutral

Strongly Disagree

2.

I learned a lot about responsibility from this training.

Strongly Agree

Agree

Neutral

Strongly Disagree

3. I learned a lot about identifying areas for improvement within my club from this training.

Strongly Agree

Agree

Neutral

Strongly Disagree

4.

I learned a lot about officer roles and responsibilities from this training.

Strongly Agree

Agree

Neutral

Strongly Disagree

5.

I learned a lot about committee roles and responsibilities from this training.

Strongly Agree

Agree

Neutral

Strongly Disagree

6.

I developed my ability to plan and organize a meeting during this training.

Strongly Agree

Agree

Neutral

Strongly Disagree

7. I developed my ability to conduct a meeting during this training.

Strongly Agree

Agree

Neutral

Strongly Disagree

8. I feel that I am equipped to help my club.

Strongly Agree

Agree

Neutral

Strongly Disagree

Section 2: Please answer the questions in the space provided. 1.

What activity did you learn the most from?

2. What did you like best about the training?

3. What would you change about the training?

4. Would you recommend the training to others? Why or why not?

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4-H Officer Program Participant Resources 4-H Club Officers Make the Meeting Running a Smooth 4-H Business Meeting What Makes a Good 4-H Club Meeting? Excerpts from Business Meetings Handbook

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PARTICIPANT RESOURCES

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PARTICIPANT RESOURCES

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PARTICIPANT RESOURCES

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PARTICIPANT RESOURCES

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PARTICIPANT RESOURCES

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PARTICIPANT RESOURCES

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PARTICIPANT RESOURCES

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PARTICIPANT RESOURCES

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PARTICIPANT RESOURCES

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PARTICIPANT RESOURCES

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PARTICIPANT RESOURCES

Excerpts from the Business Meetings Handbook 4-H Club Meeting Structure A well planned 4-H club meeting generally consists of three main parts - business, educational program, and recreation.

The business section of a meeting includes pledges, reports, and announcements. Parliamentary procedure should be used during the business meeting segment. The educational program consists of a combination of talks, demonstrations, presentations, movies, guest speakers, etc. The program should be well balanced, with variety to add interest and enthusiasm. Recreation is the social part of the meeting. A good recreation program will offer something for all members, not just a few. Consideration should be given to the time allotment and facilities available. The activities and refreshments should support the health aspect of 4-H.

Sample Meeting Agenda Opening President calls the meeting to order Pledge of Allegiance 4-H Pledge Inspirational thought Song Secretary takes roll call (attendance) Introduction of new members and special guests Officer Reports Secretary reads minutes of last meeting and any new correspondence Treasurer‘s report Other officer reports Committee Reports: Used to streamline business meetings and keep members involved. Member Involvement: Reports, demonstrations, etc. Unfinished Business: Taken from the minutes of the previous meeting. New Business Announcements: Include the place, date, time, and program topic for upcoming events and activities. Adjournment: The formal part of the meeting should be adjourned before the other activities such as committee work, educational program, or recreation begin. Educational Program Recreation and Refreshments

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PARTICIPANT RESOURCES

Flags and Pledges General rules for using the flag of the United States of America: The flag should be displayed outside from sunrise to sunset unless there is rainy or stormy weather. (Exceptions are made for special occasions.) During the ceremony of raising or lowering the flag, or when it is passing in a parade, all persons should face the flag, stand at attention, and salute. Raise the flag briskly and proudly; lower it slowly, ceremoniously. Never allow the flag to touch the ground or floor. Gather it and fold it correctly. When the American flag and the 4-H flag are placed on a table at a club meeting, the American flag is always on the President‘s right. (When on a stage, the American flag is always on the speakers right.) People in civilian cloths salute by placing their right hands over their hearts. All hats are removed. People in uniform bring their right hands to their foreheads with fingers extended.

The Pledge of Allegiance

The 4-H Pledge

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.

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.

Please note the punctuation. Learn to pledge allegiance without pausing between the words ―Nation‖ and ―under‖ and teach others to do the same. When you are pledging allegiance, stand tall and look directly toward the flag.

You are pledging yourself to being active in your 4-H club, to conducting a project, to taking part in 4-H activities such as demonstrations, service, etc. You are saying that you will plan and work with your adult leaders and fellow members so that, individually and collectively, you will contribute not only to your personal improvement, but also to help build a better club, community, country, and world.

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PARTICIPANT RESOURCES

Parliamentary Procedure

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 reach decisions with less confusion. If your president uses these rules fairly, both the majority and the minority in your club will be heard and respected. The skill level of the members along with the size and age(s) of your group will usually determine how strictly the rules are followed. With larger groups, it may be necessary to follow these rules very strictly. 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 procedure the group will use in making group decisions. Besides knowing how to make and amend motions, there are some simple 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. Any 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.

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PARTICIPANT RESOURCES

Steps to making and voting on a motion:

Addressing the chair: The member wishing to present an item (motion, question, share information, etc.) for business must first address the presiding officer (by position or title, not by personal name). Chair recognizes speaker: The presiding officer will recognize the person by calling their name; once recognized that person may present their item. Motion is made: ―I move…,‖ are the proper words to use in presenting a motion. Motion is seconded: All ordinary motions must be seconded (―I second the motion.‖). If it does not receive a second the motion is dead and cannot be acted upon by the group. The person wishing to second the motion does not have to be recognized by the presiding officer. Motion is restated: The motion is restated to make sure everyone understands what is to be voted upon. Motion is discussed: Any member of the group has the right to discuss the motion after they receive permission from the presiding officer to speak. All discussion must be about the motion or the speaker can be ruled out of order by the presiding officer. Motion is voted on: The presiding officer will say, ―Is there any further discussion?‖ In order to leave time for replies, the presiding officer needs to ask this three times before the motion is voted upon. The presiding officer will say, ―All those in favor of … (restate the motion) say ‗Aye‘. All those opposed say ‗No‘.‖ Results are announced: The presiding officer announces the results by stating if the motion is carried or defeated. Amendments to motions: An amendment must be made in the form of a motion, seconded, and voted on before the motion as amended can be voted on. This usually occurs during the discussion period of the original motion.

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PARTICIPANT RESOURCES

Committee Structure Much of the work to be accomplished by a club can best be done by committees. This gives more club members the opportunity to participate and to assume responsibility. Committees can make business meetings go more smoothly because much of the detailed planning can be done outside the meeting. In addition, it is good training in group leadership to have a few members devote their full attention to a particular subject, then share their results at the full club meeting. To involve adults (and engage the youth adult partnership model), appoint a parent or leader to each committee as an advisor. There are two general types of committees: Standing Committees are active throughout the entire year. These committees focus on topics that relate to every meeting or are part of a long term club effort or goal. Special Committees are appointed and serve for a single event. Committees should: Know the specific assignment Give serious thought and study to the issue Seek opinions and suggestions from outside the committee membership, if needed Encourage cooperation among its members in working out details Prepare recommendations for club action The committee chair should: Call the committee together and preside at the meeting Know the assignment given to the committee and explain it clearly at the first committee meeting Seek ideas from committee members before expressing their own ideas Assign specific duties to committee members, if necessary Report the findings of the committee to the club Inform the president before the club meeting starts that the committee report is ready to be presented

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PARTICIPANT RESOURCES

Committee Descriptions Standing Committees: Executive Committee: Focuses on creating the meeting schedule, annual club plan, and making sure everything is prepared for each meeting. This includes confirming the place and setting the agenda. Usually made of the President, Vice President, Secretary, Treasurer, and club leaders. Program Committee: Focuses on implementing the annual club plan (created by the executive committee). This may include finding guest speakers, overseeing special committees, or finding educational resources. Usually chaired by the Vice President. Finance Committee: Reviews the budget, makes recommendations on purchasing supplies, plans and organizes fund raising events. Usually chaired by the Treasurer. Membership Committee: Focuses on recruiting new members to join and makes sure all new members are oriented to the club activities and are introduced to all the members. Usually chaired by the Secretary. Service Committee: Focuses on gathering ideas of what can be done to make the community better. Plans and organizes the community service projects for the year. Recreation Committee: Works to select various games and activities to be used during the recreation portion of the meetings. Usually chaired by the Recreation Leader. Song Committee: Works to select various songs and music to be taught to and practiced by the club. Usually chaired by the Song Leader. Publicity Committee: Focuses on making sure the club membership, the county extension office, and the general public is informed of club meetings, activities, and events. Usually made up those involved with club reporting, photography, newsletters, and the website.

Special Committees: Here are some possible topics that you may want to form a special committee to address: Nominations

Shows / Competitive Events

Displays / Exhibits / Fairs

Awards / Recognition

Holiday Celebrations

Parades

Field Trips

Project Related Family Event - 75 -

PARTICIPANT RESOURCES

Glossary Agenda - a formal list of things to be done in a particular order, especially a list of things to be discussed at a meeting Amendment - an addition or alteration to a motion, bill, or constitution Annual Program Plan - the plan of activities and events for a club or group for an entire year Chair - person selected to preside over a committee, event, meeting, etc. Committee—a group of people selected to complete a service or function Constitution and Bylaws - the ideas and rules that govern your club or group Correspondence - communication by exchange of letters, cards, emails, etc. Ex Officio - to serve on a committee because of holding a certain office or position Gavel - a small hammer used by the chair of a meeting to draw people‘s attention or to make the conclusion of a discussion Installation - the act of appointing somebody to a particular position or of inducting someone formally into office Majority - most of the people in a group Memorabilia - object collected as souvenirs of important events or experiences Minority - a group of people that is a small part of a much larger group Minutes - an official record of what is done or said during a meeting Motion - a proposal put forward for discussion at a meeting Nominations - a suggestion of somebody for appointment or election to a position Parliamentary Procedure - rules that guide how a club or group conducts its business; developed from the original rules of conduct in the English Parliament Preside - to be the chairperson or hold a similar position of authority at a formal gathering of people Public Relations - efforts of a 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 club or group; this number (or percentage of membership) is usually stated in the club‘s constitution Second - to express formal support of a motion before further discussion or voting

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