4-H Officer's Training Handbook

http://edis.ifas.ufl.edu/ ( Publisher's URL )

Material Information

4-H Officer's Training Handbook
Physical Description:
Fact Sheet
Jordan, Joy
University of Florida Cooperative Extension Service, Institute of Food and Agriculture Sciences, EDIS
Place of Publication:
Gainesville, Fla.


Collected for University of Florida's Institutional Repository by the UFIR Self-Submittal tool. Submitted by Melanie Mercer.
Publication Status:
General Note:
"November 2009."
General Note:
"4H GCM 11"

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Source Institution:
University of Florida Institutional Repository
Holding Location:
University of Florida
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All rights reserved by the submitter.
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4H GCM 10 A Resource for 4-H Club Officers


So youre the president of your 4-H Club or Council! You have an important job. Your fellow 4-Hers have shown their support in your leadership by electing you to the hi ghest position in your 4-H Club or Council. The successful teamwork of the group depends upon you. You should learn how to conduc t a business meeting, how to cooperate with your 4-Hers, and how to make your club or council work together. The President Duties of the President Plan the business part of meeting with other leaders before meetings are held. Check on meeting arrangement s, seating, lights, and temperature of t he meeting place. Prepare a meeting ag enda in advance. Know parliamentary proc edure so that you can conduct an orderly meeting. Start and stop the meeting on time. Preside and call the meeti ng to order and direct the business meeting. Appoint a temporary secret ary if the secretary is absent. Keep order. Be courteous but firm. Provide opportunities for all members to be heard. Encourage everyone to participate. Decide points of order fairly. Guide the meeting in a courteous, tactful way; avoid talking too much. Keep the program moving. The meeting belongs to the 4Hers. The president is only the pilot and should avoid giving opinions on motions under discussion. Cast the deciding vote in case of a tie vote. You may vote when the vote is by ballot. Appoint committees when directed by the club or council, and define the responsibilities of the committees. Counsel with leaders if necessary. Work closely with your club or council advisor/v olunteer to plan, practice and evaluate your work. Work with your elected office r team to plan, carry out a nd evaluate successful meetings. Welcoming a Guest Speaker to Your 4-H Club Meeting Meet the speaker at the door and extend a cordial welcome. Know the following about the speaker: a) The speakers full name and how to pronounce it properly. b) The title the speaker prefers to be introduced by. c) The name of the topic. d) The speakers preference about having questions or discussion after the talk. Introduce the speaker to some of the members and leaders who can discuss something about the 4-H organization. Discuss meeting plans and the time allowed for the program. Encourage members to be ready to start a discussion and/or ask questions after the talk.


Check frequently on progress of committees and ask for a report from each chairman. Delegate responsibilities so t hat every 4-Her has some job in the group at one time or another. Help plan a program for each month in the year. Arrange to have another person (usually the vice -president) preside if you cannot attend a meeting. Work with other officers to pl an programs and carry out events. Keep in close touch with the local leaders an d county Extension agents and state advisors. Attend the officers training session. The vice-president is next in rank to the president. You take the presidents place if that officer resigns or is not present at a meeting. Probably your biggest and most important job is acting as chairman of the program committee. The Vice-President Duties of the Vice-President Know parliamentary procedure so that you can conduct an orderly meeting. Preside at meetings in t he absence of the president. Know the duties of the president. Serve as chairman of the program committee. Prepare a calendar of events. Be responsible for following through with each mont hly program for the year. Notify members who are on the program committee. Arrange each program to make a well-balanced one. Announce the program at each meeting. Work closely with the president, leaders, and other officers on all club activities. Consult with the president on pl ans or special work needed. As program chairman, sit near the front of the room or at the table with the president and secretary. Attend the officers training session.


Congratulations on being elected to one of the most important offices The club or council has ent rusted to you the responsibility of maintaining the records. Get a copy of the 4-H Secretarys Record Book, 4H GCR 01, to help you with this task. Much of the success of the club or council depends upon the working relationship between you and the president. This is your opportunity to help the president make the club or council work well. The Secretary Duties of the Secretary Sit with the president at the desk or table in the front of the room. Record any officers elected, committees appointed, and other business brought before the club. Call the roll at the r equest of the president and record the attendance. Stand and read minutes of the last meeting when the president calls for them. Make corrections given by 4-Hers of the club or council. When called upon by the president, state any unfinished business left from the previous meeting. If there is none, so state to the president. Read correspondence directed to the club or council when called upon by the president; write replies when necessary. Initiate correspondence as directed by the club or council. Keep copies of all correspondence for future reference. Collect and record reports of all committees and all written resolutions. Cooperate with the r eporter in preparing articles for the newspaper. Call the meeting to order in the absence of the president and vice-president and have a temporary chairman elected to preside. Assist the president during the meeting by writing each motion as stated. Be prepared to read the motion. Advise the president on matters of business to be taken up. Help to start, and to stop, on time. Maintain a record of all officers, standing committees, and special committees. Inform the president if you will be absent. The president will appoint an acting secretary for the meeting. Submit regular reports to the leader or to the county Extension offi ce as requested. Attend the officers training session. Turn over your records to the club leader at the end of the year. Meeting Minutes Should Contain: Name of the club or council; time and place of meeting. Name of the presiding officer, roll call, approval of the secretarys minutes, and the treasurers balance. A summary of reports given. Business transacted. Each motion should be fully and accurately recorded: person making the motion, seconding it, and giving the exact wording. The result of the vote should also be given. State whether the motion was passed or failed. State time that the meeting was adjourned. Signature and title of person who recorded the minutes.


The Treasurer Your club or council has placed upon you the responsibility of keeping the financial records. For any club or council to make wise use of money it has earned, 4Hers need to know the financial status of their club or council. Ask your leader or advisor for a copy of the 4-H Treasurers Manual, 4H GCR 02, or secure your own copy at the Florida 4-H Web site: http///www.florida4h.org. Duties of the Treasurer Take charge of all the money tak en in by the club or council. Keep an accurate record of: a) all money received and its source. b) all money paid out, showing whom the money was paid to and what it was paid for. Deposit in a checking account in a local bank or Extension office, all money received as soon as it is received. Do not keep large su ms of club or council monies at home or on you personally. Do not mix money belonging to the club or council with private funds. Never use club or council money to pay personal bills no matter how short the time intended for the loan. Give a report of money received, bills paid, and amount on hand at each meeting when called upon by the President. Be ready to give an itemized account of f unds at any time upon request of members or leaders. Pay money out of the treasury (by check or check request with 2 signatures) only as approved by the club or council or as specified by the bylaws of your club or council. Pay bills authorized by the club or council promptly. Canceled checks will serve as receipts. You are responsible for the club or council f unds until your successor is elected. An auditing committee should check your records before they are turned over to your successor. Serve as chairman of the finance committee whos e main responsibility is planning ways of raising money for the club or council. Give complete, accurate records to your successor at the end of the year. If your club or council disbands, turn over re maining funds for disposition as approved by the club or council or as specifi ed by the county program guidelines. Attend the officers training session.


Reporting 4-H news can be an exci ting adventure, and it could be the beginning of a new and exciting career. The 4-H reporte r has the privilege and opportunity of telling others about 4-H. Newspaper editors like news stories about 4-H because their readers like to know what young people are doing. For your club or council to obtain the suppor t, respect, and goodwill of the people in the community, it is important for you to keep them aware of the good work done by your club or council. To do this, your reports must be fact ual and must answer the questions of Who, What, When, Where, Why, and How. To be news, a 4-H event must be one or more of the following: (1) re cent, (2) important, (3) close to the place of publicat ion, (4) unusual, and (5) interesti ng. It must always be accurate. The Reporter Duties of the Reporter Spread the good news of 4-H and your club or council to the people. Write a report of each 4-H meeting immediately following the meeting and mail it or take it to the local newspaper editor as soon as possible. Send a copy to your county Extension Office as well. Remember that old news is worse than no news. Make a collection of clippings and news items concerning your club or council for the permanent record. Write articles and take photographs of special 4-H events for your local newspaper. Serve as chairman of the publicity committee. Attend the officers training session. Suggestions for a Good News Story Type your story. Put your name, address, and phone number at the top of the page. Double space. Leave wide margins at the left and right. Write stories in the third person (he, she, they). Keep sentences short. Leave out personal opinions. Be sure all names are spelled correctly. State the most important or most interesting fact in the first paragraph. In the following paragraphs, give the information in the order of importance. Keep paragraphs short (not over 40 to 50 words). If possible, submit good pictures with your stories. Visit the local newspaper office and radio and TV stations to find out what news writers want and will use. Recognize that your story may be cut or changed (or not used at all). Remember the reporters A-B-Cs: Be Accurate! Be Brief! Be Concise!


As sergeant-at-arms of your 4-H club or council your duties are as follows: Assist with room setup, flags, banners, and be on watch for potential physical risks in the room. Arrange for pledges and a thought for the day for each meeting of the club or council. Keep order peacelet all youth know the rules of the meeting to reduce interrupti ons in the meeting space. Attend the officers training session. The Sergeant-at-Arms As parliamentarian of your 4-H club or council your duties are as follows: Be knowledgeable ab out parliamentary procedure and its application in a meeting. Carry Roberts Rules of Order to meetings for reference purposes. Make final decisions on any discrepancy in the parliamentar y procedure of the club. The Parliamentarian Additional Leadership Roles Other officer or committee chair positions can be determined for expanding the leadership roles within your club. Some others might include: Community Service Volunteer Recognition Holiday Gatherings Parent/Family Recognition As historian of your 4-H club or council your duties are as follows: Collect memorabilia from the 4-Hers about the events and activities of the club or council. Take photographs that show the events and activities of the 4-H program. Compile memorabilia in as orderly manner such as a scrap book. Arrange for display of the scrap book at appropriate occasions. Work with the club reporter to gather newspaper clippings and stories. The Historian




4-H Club Meeting Checklist Good Average Needs Improvement Meeting was well planned Each officer did his/her job President used an agenda Secretary had minutes prepared Treasurer had report prepared Business meeting moved along well All members took part in discussion Meeting room was set up when members arrived Meeting place was comfortable There was a program or activity The program/activity was interesting Recreation was included Recreation was well led Refreshments were served Each member spoke at least two times during the meeting Use this check list to do a quick eval uation of your 4-H clubs meeting.


Club Performance Recognition Club recognition systems exist to reco gnize clubs for their performance. Clubs may strive to reach specific standards of performance just as individual club members work to achieve standards. Florida 4-H provides four levels of recognitionbronze, silver, gold, and emeraldfor 4-H Club attainment. Each of the four levels of standards is available for clubs to achieve. Criteria for Club Performance Standards can be found on the Florida 4-H eb site. BRONZE Clover Club will receive a BRONZE Clover Certificate and name printed in the 4-H newsletter. SILVER Clover Club will receive a SILVER Clover Certificate and name printed in the 4-H newsletter. GOLD Clover Club will receive a Gold Clover Certificate and name printed in the 4-H newsletter. EMERALD Clover Club will receive an EMERALD Clover Certificate, name printed in the 4-H newsletter and name in a news article submitted to the local newspaper for publication. Club Award Levels Bronze Silver Gold Emerald


The 4-H Pledge The HEAD represents: 1. Thinking, planning and reasoning. 2. Gaining new and valuable knowledge. 3. Understanding the whys. The HEART represents: 1. Being concerned about the welfare of others. 2. Accepting the responsibilities of citizenship. 3. Determining the values and attitudes by which to live. 4. Learning how to live and work with others. 5. Developing positive attitudes. The HANDS represent: 1. Learning new skills. 2. Improving skills already known. 3. Being useful, helpful, and skillful. 4. Developing respect for work and pride in accomplishment. The HEALTH represents: 1. Practicing healthful living. 2. Enjoying life. 3. Using leisure time wisely. 4. Protecting the well being of self and others. HEAD Heart Hands Health 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. 1. This document is 4H GCM 11 (DLN 049) one of a series of the Florida 4-H Yo uth Development, Florida Cooperative Extension Se rvice, Institute of Food and Agricultural Sciences, Univer sity of Florida. 2009. Please visit the 4-H Website at http://fl This information was revised by Joy Jordan, 4-H Youth Development Specialist, Bryan Terry, 4-H Volunteer Specialist, Dale Pr acht, Community Based Organizational Systems in 4-H Y outh Development, Department of Family Youth and Community Sciences, Judy Butterfield, Regional Specialized Agent, and Adam Estes, Escambia County, 2008-09 State 4-H Sergeant-At-Arms, Florida 4-H Youth Development, IFAS, University of Florida. The 4-H Pledge, first adopted in 1927, summarizes 4-H as the four-fold development of youth through the Head, Heart, Hands and Health. Post a pledge banner at your meeting site. At the end of the first meeting, give everyone a card with the 4-H pledge to take home. COOPERATIVE EXTENSION SERVICE, UNIVERSITY OF FLORIDA, INSTITUTE OF FOOD AND AGRICULTURAL SCIENCES, Millie FerrerChancy, Interim Director, in cooperation with the United States Department of Agriculture, publishes this information to further the purpose of the May 8 an d June 30, 1914 Acts of Congress; and is authorized to provide research, educational information, and other services only to individuals and institutions that function without discri mination with respec t to race, creed, c olor, relig ion, age, disability, sex, sexual orientation, marital status, national origin, political opinions, or affiliations. Single copies of extension publications (excluding 4-H and youth publications) are available free to Florida residents from county extension offices. Information about alternate formats is available from IFAS C ommunication Services, University of Florida, PO Box 110810, Gainesville, FL 32611-0810. The 4-H Name and Emblem are protected under 18 U.S.C. 707. This information was published originally as 4H266 now as 4HGCM1