4-h officer training manual - clemson university · we gratefully acknowledge the contributions of...

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.

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

Officer Training Table of Contents

- 7 -

4-H Officer Training Program

Introduction

Program Overview

Training Tips

4-H Experiential Learning Model

Trainer Agenda

Materials Checklist

INTRODUCTION

- 8 -

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

INTRODUCTION

- 9 -

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.

INTRODUCTION

- 10 -

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.

INTRODUCTION

- 11 -

4-H Experiential

Learning Model

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.

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.

Do

ReflectApply

Experiential Learning Model

1

EXPERIENCEthe activity;

perform, do it

2

SHAREthe results,

reactions, and

observations

publicly

3

PROCESSby discussing,

locking at the

experience;

analyze, reflect

4

GENERALIZEto connect the

experience to

real world

examples

5

APPLYwhat was learned

to a similar or

different situation;

practice

INTRODUCTION

- 12 -

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.

INTRODUCTION

- 13 -

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.

.

INTRODUCTION

- 14 -

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

- 15 -

4-H Officer Program

Training Activities

Citizenship in Leadership

Whose Job is It?

Parliamentary Procedure

Meeting Plans

Meeting Management

Meeting Manners

TRAINING ACTIVITIES

- 16 -

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: Part I.

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 in-

between 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.

R E S O U R C E K E Y

Life Skills: Responsible

citizenship, character

Time Required: 20 minutes

Materials: Flags, gavel, 4-H

Member Creed Cards, Using

the Gavel Handout

TRAINING ACTIVITIES

- 17 -

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 thegavel 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.

- Jesse Ventura

TRAINING ACTIVITIES

- 18 -


I believe in 4-H club work for the opportunity it will

give me to become a useful citizen.

1.

I believe in the training of my HEAD for the power it

will give me to think, to plan, and to reason.

2.

TRAINING ACTIVITIES

- 19 -


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.

3.

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.

4.

TRAINING ACTIVITIES

- 20 -


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.

5.

I believe in my club my community, my country, and

my world - and in my responsibility for their

development.

6.

TRAINING ACTIVITIES

- 21 -


In all these things I believe, and am willing to dedicate

my efforts to their fulfillment.

7.

TRAINING ACTIVITIES

- 22 -

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.

Using the Gavel

TRAINING ACTIVITIES

- 23 -

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: 1. Review the officer responsibilities and leadership goals as

outlined on the Responsibilities of 4-H Officers sheet. You

may want to ask a couple of participants to come forward and

read each section. Discuss how many of those things they

already do in their club and which ones they may want to start

doing in their club.

2. Divide the participants up into five equal sized groups.

3. Assign each group to one of the five officer stations and have

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?


Life Skills: Responsibility,

contributions to group effort


Materials: Station

descriptions, station packets,

pens/pencils, Responsibilities

of Officers handout

"The price of greatness is responsibility."

— Winston Churchill

TRAINING ACTIVITIES

- 24 -

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

TRAINING ACTIVITIES

- 25 -

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.

TRAINING ACTIVITIES

- 26 -

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.

TRAINING ACTIVITIES

- 27 -

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.

TRAINING ACTIVITIES

- 28 -

Station 2: Add it Up

Complete the treasurer’s report for the 4-H Clover Club (imaginary club).

TRAINING ACTIVITIES

- 29 -

_________________________________________________________

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:_________________



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

TRAINING ACTIVITIES

- 30 -

Station 3: Write It Down

Complete the secretary’s report for the 4-H Clover Club

(Imaginary Club)

TRAINING ACTIVITIES

- 31 -

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)

TRAINING ACTIVITIES

- 32 -

Station 4: Spread the News

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

TRAINING ACTIVITIES

- 33 -

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.

TRAINING ACTIVITIES

- 34 -

Station 5: Plan it Out

Create an Annual Plan for the 4-H Clover Club (an imaginary club)

TRAINING ACTIVITIES

- 35 -

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

TRAINING ACTIVITIES

- 36 -


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).

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


Life Skills: Responsible

citizenship

Time Required: 20 Minutes

Materials: Relay Race cards,

objects to mark the start and

order lines, Parliamentary

Procedures Handout

TRAINING ACTIVITIES

- 37 -

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

TRAINING ACTIVITIES

- 38 -

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.

TRAINING ACTIVITIES

- 39 -

Second Motion Adjourn

Restate Motion Address the Chair

Discuss Motion Speaker

Recognized

Vote on Motion Make Motion

Motion Carried/

Defeated

TRAINING ACTIVITIES

- 40 -

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: 1. Divide participants into four groups.

2. Give each group one of the planning guide sheets (Meeting

Preparation, Business, Education, Recreation) and ask them

to complete the sheet for the 4-H Clover Club (imaginary

club).

3. Remind the groups that the completed sections of the guide

are there as examples. They can be changed as needed to fit

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?


Life Skills: Planning,

organizing, communication


Materials: Planning guide

sheets, pens, newsprint,

markers

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)

- 41 -

Me

eti

ng

Pr

ep

ar

ati

on

Pla

nn

ing

Gu

ide

Mu

ch o

f th

e w

ork

th

at

go

es i

nto

an

eff

ecti

ve

mee

tin

g a

ctu

all

y t

ak

es p

lace

bef

ore

th

e m

eeti

ng

ev

er t

ak

es p

lace

. P

rop

er p

rep

ara

tio

n c

an

hel

p a

mee

tin

g r

un

smo

oth

ly.

Ite

m

Wh

o

De

sc

rip

tio

n

Ac

tio

n

Tim

e

Ma

ter

ials

C

he

ck

lis

t F

oll

ow

-up

Co

mp

on

ent

Na

me

Wh

o i

s th

e p

erso

n

resp

on

sib

le f

or

pre

pa

rin

g a

nd

/or

lea

din

g t

his

ite

m?

Wh

at

is t

he

pu

rpo

se o

f th

is

item

? W

hy

is

it

imp

ort

an

t?

Wh

at

nee

ds

to b

e

do

ne

to

acc

om

pli

sh t

his

item

?

Ho

w l

on

g w

ill

it

tak

e to

co

nd

uct

this

ite

m?

Wh

at

ma

teri

als

or

oth

er r

eso

urc

es

are

nee

ded

fo

r

this

ite

m?

Sel

f-ch

eck

. H

av

e

all

th

e a

ctio

ns

bee

n c

om

ple

ted

?

Wil

l th

e m

emb

ers

be

ab

le t

o

un

der

sta

nd

an

d/

or

pa

rtic

ipa

te i

n

this

ite

m?

Wh

at

(if

an

y)

step

s n

eed

to

be

do

ne

aft

er t

he

act

ion

is

com

ple

ted

?

Fa

cili

ty

Wh

ere

wil

l th

e

mee

tin

g b

e h

eld

?

Set

-up

C

ha

irs,

ta

ble

,

fla

gs,

ga

vel

, et

c.

Ag

end

a

Pre

pa

re a

gen

da

,

dis

trib

ute

to

mem

ber

s p

rio

r to

the

me

etin

g

- 42 -

Bu

sin

es

s P

lan

nin

g G

uid

e

Th

e bu

siness sectio

n o

f a m

eeting

inclu

des p

ledg

es, rep

orts, a

nd

an

no

un

cem

ents. P

arlia

men

tary

pro

cedu

re sho

uld

be u

sed d

urin

g th

e bu

siness m

eeting

segm

en

t.

Item

W

ho

D

es

cr

iptio

n

Ac

tion

T

ime

M

ate

ria

ls

Ch

ec

klis

t F

ollo

w-u

p

Co

mp

on

ent N

am

e W

ho

is the p

erson

respo

nsib

le for

prep

arin

g a

nd

/or

lead

ing

this item

?

Wh

at is th

e

pu

rpo

se of th

is

item? W

hy

is it

imp

orta

nt?

Wh

at n

eeds to

be

do

ne to

acco

mp

lish th

is

item?

Ho

w lo

ng

will it

tak

e to co

nd

uct

this item

?

Wh

at m

ateria

ls or

oth

er resou

rces

are n

eeded

for

this item

?

Self-ch

eck. H

av

e

all th

e actio

ns

been

com

pleted

?

Will th

e mem

bers

be a

ble to

un

dersta

nd

an

d/

or p

articip

ate in

this item

?

Wh

at (if a

ny

)

steps n

eed to

be

do

ne a

fter the

actio

n is

com

pleted

?

Ca

ll meetin

g to

ord

er

Gets ev

eryo

ne‘s

atten

tion

an

d

pre

pa

res them

to

beg

in.

Pled

ges

Ca

n th

e fla

gs b

e

seen b

y ev

eryo

ne?

Are th

ey set u

p

correctly

?

- 43 -

Ed

uc

ati

on

Pla

nn

ing

Gu

ide

Th

e ed

uca

tio

na

l p

rog

ram

co

nsi

sts

of

a c

om

bin

ati

on

of

talk

s, d

emo

nst

rati

on

s, p

rese

nta

tio

ns,

mo

vie

s, g

ues

t sp

eak

ers,

etc

. T

he

pro

gra

m s

ho

uld

be

wel

l b

ala

nce

d,

wit

h v

ari

ety

to

ad

d i

nte

rest

an

d e

nth

usi

asm

.

Ite

m

Wh

o

De

sc

rip

tio

n

Ac

tio

n

Tim

e

Ma

ter

ials

C

he

ck

lis

t F

oll

ow

-up

Co

mp

on

ent

Na

me

Wh

o i

s th

e p

erso

n

resp

on

sib

le f

or

pre

pa

rin

g a

nd

/or

lea

din

g t

his

ite

m?

Wh

at

is t

he

pu

rpo

se o

f th

is

item

? W

hy

is

it

imp

ort

an

t?

Wh

at

nee

ds

to b

e

do

ne

to

acc

om

pli

sh t

his

item

?

Ho

w l

on

g w

ill

it

tak

e to

co

nd

uct

this

ite

m?

Wh

at

ma

teri

als

or

oth

er r

eso

urc

es

are

nee

ded

fo

r

this

ite

m?

Sel

f-ch

eck

. H

av

e

all

th

e a

ctio

ns

bee

n c

om

ple

ted

?

Wil

l th

e m

emb

ers

be

ab

le t

o

un

der

sta

nd

an

d/

or

pa

rtic

ipa

te i

n

this

ite

m?

Wh

at

(if

an

y)

step

s n

eed

to

be

do

ne

aft

er t

he

act

ion

is

com

ple

ted

?

Intr

od

uce

yo

uth

pre

sen

ter

Clu

b m

emb

er

Yo

uth

pre

sen

tati

on

Ea

sel,

ta

ble

Intr

od

uce

gu

est

spea

ker

Co

nta

ct g

ues

t

pri

or

to m

eeti

ng

to l

earn

ab

ou

t

them

. P

rep

are

1-2

min

ute

s o

f

info

rma

tio

n t

o

sha

re w

ith

mem

ber

s

- 44 -

Re

cr

ea

tion

Pla

nn

ing

Gu

ide

Recrea

tion

is the so

cial p

art o

f the m

eeting

. A g

oo

d recrea

tion

pro

gra

m w

ill offer so

meth

ing

for a

ll mem

bers, n

ot ju

st a few

. Co

nsid

eratio

n sh

ou

ld b

e giv

en to

the

time a

llotm

ent a

nd

facilitie

s av

aila

ble. T

he

activ

ities an

d refresh

me

nts sh

ou

ld su

pp

ort th

e ―hea

lth‖ a

spect o

f 4-H

Item

W

ho

D

es

cr

iptio

n

Ac

tion

T

ime

M

ate

ria

ls

Ch

ec

klis

t F

ollo

w-u

p

Co

mp

on

ent N

am

e W

ho

is the p

erson

respo

nsib

le for

prep

arin

g a

nd

/or

lead

ing

this item

?

Wh

at is th

e

pu

rpo

se of th

is

item? W

hy

is it

imp

orta

nt?

Wh

at n

eeds to

be

do

ne to

acco

mp

lish th

is

item?

Ho

w lo

ng

will it

tak

e to co

nd

uct

this item

?

Wh

at m

ateria

ls or

oth

er resou

rces

are n

eeded

for

this item

?

Self-ch

eck. H

av

e

all th

e actio

ns

been

com

pleted

?

Will th

e mem

bers

be a

ble to

un

dersta

nd

an

d/

or p

articip

ate in

this item

?

Wh

at (if a

ny

)

steps n

eed to

be

do

ne a

fter the

actio

n is

com

pleted

?

Sn

ack

s Is it h

ealth

y? W

ill

every

on

e enjo

y it?

Is there en

ou

gh

for ev

eryo

ne?

Activ

ity

To

get e

very

on

e

up

an

d m

ov

ing

ab

ou

t. To

ha

ve

fun

, ph

ysica

l

exercise

TRAINING ACTIVITIES

- 45 -

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.

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?


Life Skills: Planning, social

skills, decision making

Time Required: 60

minutes

Materials: Group Leader

Instructions handout, Group

Leader Responsibilities

handout, paper, pens

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

TRAINING ACTIVITIES

- 46 -

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:

To make sure everyone gets a chance to talk you might try any of the following:

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:

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.

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?

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.

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?

TRAINING ACTIVITIES

- 47 -

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!

TRAINING ACTIVITIES

- 48 -

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: 1. Have each person select one index card with a meeting

manner written on the card. Participants should not show

their manner card to an other.

2. Have each person follow the behaviors on the selected

meeting manner card during the mock meeting.

3. Conduct a mock (pretend) meeting. Allow participants to use

gavels in accordance with the guidelines discussed earlier in

this training.

4. After the mock meeting, have the group come up with

meeting ground rules and write them on the newsprint.

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?


Life Skills: Communication,

contribution to group effort

Time Required: 60 Minutes

Materials: Newsprint, gavels,

index cards with Meeting

Manners, pens, We Can Work it

Out Guidelines

Adapted from Step Up to

Leadership (Level 2 - My Leadership

Journal)

“Be sincere; be brief; be seated.”

Franklin Delano Roosevelt

TRAINING ACTIVITIES

- 49 -

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):

Pizza party

Dance

Community service project at

the Senior Center

Serve as a recorder for the

discussion. Take notes.

TRAINING ACTIVITIES

- 50 -

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 acknowl-

edging specific feelings so that you can decide what to do about them. So get con-

nected. 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 mes-

sage, 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/EF923A84-7FA8-4525-979A-

2688DC5D0841/0/conflictresolution.pdf

- 51 -

4-H Officer Program

Participant Handouts

Agenda

Using the Gavel



We Can Work it Out Guidelines

Evaluation Form

Completion Certificate

PARTICIPANT HANDOUTS

- 52 -

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


- 53 -

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.

Using the Gavel


- 54 -


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

TRAINING ACTIVITIES

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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.



voted on.



introduce a motion or debate and vote on a motion

• The business and discussion need to follow rules of courtesy. Receive permission


has the floor.
























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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 acknowl-

edging specific feelings so that you can decide what to do about them. So get con-

nected. 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 mes-

sage, 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/EF923A84-7FA8-4525-979A-

2688DC5D0841/0/conflictresolution.pdf

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South Carolina 4-H Youth Development

4-H Officer Training Program

Evaluation Form

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

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?

Date: __________________________________ County:_________________________________

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.


4. I learned a lot about officer roles and responsibilities

from this training.


5. I learned a lot about committee roles and responsibili-

ties from this training.


6. I developed my ability to plan and organize a meeting

during this training.


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

training.


8. I feel that I am equipped to help my club. Strongly Agree Agree Neutral Strongly Disagree

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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

http://www.clemson.edu/extension/4h/volunteers/clubofficers.pdf

http://www.clemson.edu/extension/4h/volunteers/runbusmtg.pdf

http://www.clemson.edu/extension/4h/volunteers/goodmtg.pdf

PARTICIPANT RESOURCES

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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.

Excerpts from the Business Meetings Handbook

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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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

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.

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.

The 4-H 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.

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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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.



voted on.


The will of the majority must be carried out, but the rights of the minority must also

be protected.


introduce a motion, debate and vote on a motion,

The business and discussion need to follow rules of courtesy. Receive permission


has the floor.


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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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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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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


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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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