The following items may be useful to 4-H clubs and their members. Let the 4-H office know if there are additional resources, needs, or ideas to support our 4-H clubs.
Each club offers at least one monthly business meeting plus additional (optional) activities. The members with officer jobs (club president, VP, secretary, treasurer, reporter, ...) conduct the meeting - with the help of the adult club leaders.
Order of Business
Here is a sample order of business for your club meetings: (Adjusted to your club’s needs)
Meeting called to order
Club rises, salutes the American flag with the Pledge of Allegiance and then recites the 4-H Pledge (to the 4-H flag)
Minutes of last meeting
Report of committees
Old or unfinished business
4-H leader’s report
Educational program/project work
*depending on the age group of the club, some portions of the script can be reduced or changed.
CALL TO ORDER (President raps gavel 2 times for members to come to order)
I call the meeting to order.
We will begin with the Pledge of Allegiance and the 4-H Pledge. [Member 1] and [member 2] will be our Pledge Leaders today. Everyone please stand. (President raps gavel 3 times & members stand)
PLEDGES (The 2 Pledge Leaders come to the front to lead pledges)
(All Members, Pledge Leaders and all Officers stand and recite pledges along with Pledge Leaders)
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.
ATTENDANCE / ROLL CALL (President raps gavel 1 time for members to sit) Next, we will have roll call. Please respond when your name is called by our Secretary.
Secretary: When I call your name, please answer with your favorite ... (e.g. color, ice cream flavor, ...).
(Secretary calls names of each club member on roll and checks off names of members present. - Alternatively a sign-in sheet can be used or the secretary can simply write down the names of the members present.)
MINUTES FROM PREVIOUS MEETING (Secretary presents minutes from last meeting. For voting to approve minutes - see Vote Section below for details)
TREASURER’S REPORT (if applicable, Treasurer presents report. For voting to approve report - see Vote Section below)
EDUCATIONAL PROGRAM, PROJECT AND/OR ACTIVITIES
(President) Our club leader will tell us our club project/activities for today...
ANNOUNCEMENTS (President) Are there any announcements?
ADJOURNMENT (President) Do I have a motion to adjourn the meeting?
(Member 1, ) I move that the meeting be adjourned. (President) Is there a second?
(Member 2, ) I second the motion. (President) All those in favor of the motion to adjourn the
meeting say “aye.” All opposed say “no.” The motion to adjourn the meeting is passed. The meeting is
adjourned. (President raps gavel 3 times.)
Voting at Club Meetings
The script to vote at club meetings is as follows:
VOTING (President) Do I have a motion to ... (e.g. approve the minutes, ...)?
(Member 1, ) I move to ... (President) Is there a second?
(Member 2, ) I second the motion. (President) All those in favor of the motion to ... say “aye.” All opposed say “no.”
4-H clubs and their meetings are run by the members, with the help of the club leaders. The club officer positions are voted on by the members at the beginning of the 4-H year. The officers and their typical jobs are descibed below and can be adapted if needed.
The president will preside at all meetings, uphold the by-laws and adhere to parliamentary procedure. The president shall appoint committee chairs and members.
The vice-president shall preside over the club in the absence of the president. The vice-president shall assist the president and serve as a link to all committees.
The secretary shall record minutes of each meeting and report at the next meeting. The secretary will also keep attendance records and write club correspondence.
The reporter shall collect newspaper and county newsletter clippings, photos, etc. for a club scrapbook/bulletin board/history. The reporter writes club meeting reports and sends them to the county 4-H office, and also may write and send club news to local newspapers, radio stations, etc.
Other positions can be added like treasurer (to help the leaders with keeping track of the finances of the club and report on the status at each meeting) and others based on the needs of the club.
4-H Public Presentations
Public presentations are a big part of the 4-H experience. The topic can be on pretty much ANYTHING you are passionate about (4-H appropriate, of course). It could be something you already did for school or somewhere else, or something you want to learn about. Maybe a demonstration about your hobby, your pet, favorite food, a performance, or an illustrated talk about your favorite topic. All members are encouraged to give a presentation either in their club, at the county Public Presentation Day, or participate at the State Public Presentations (for teens qualifying at the county event). Types of presentations are:
Demonstration (Team demonstration)
The required length of the presentation depends on the age of the 4-H member and level of event. (Minimum time: 5 minutes, Maximum time: 15 minutes, Cloverbud time: 3-7 minutes, County level: 5-15 minutes, State level: 8-15 minutes)
All presentations are done in a safe and friendly environment with lots of encouraging help to improve, following the 4-H motto "To Make the Best Better".
- 4-H Record / Project Books and 4-H Scrapbooks - due September 1 (to leader, September 15 to office)
4-H Record / Project and Scrapbooks can be worked on throughout the 4-H year (September-August). At the end of the year the completed book is handed in to the club leaders, by September 1st, who then get them to the office by September 15 for judging. They can be paper or electronic versions. To find the correct record books for your project - ask your leader or check here. Record books are not a requirement to be a Morris County 4-H member in good standing, but the 4-H story is (see below).
- 4-H Stories - due September 15
The 4-H stories (as part of the record books or on their own) are a requirement to be a member in good standing and to receive the Personal Development Award, Achievements Award, and other higher 4-H awards. 4-H Stories are emailed to both, the club leader(s) and 4-H office (firstname.lastname@example.org), at the end of the 4-H year - by September 15.
The stories don't have to be long - see word count requirements below. Added pictures will get you bonus points. The 4-H Story should capture the member's 4-H experience or progress throughout the 4-H year.
Requirements for 4-H Stories:
Grades 9-13 - minimum 400 words
Grades 4-8 - minimum 200 words
Cloverbud - minimum 1 paragraph
Writing prompt ideas:
My 4-H friend and I were giggling - but I need to start at the beginning to tell you...
Looking at my awesome pet I am thinking "Wow, have you changed!" - and actually, so have I. At the beginning of the year...
I joined this new club last year and had no idea what to expect. One of the nice surprises were...
This past year I was able to really dive into [put your 4-H "project" here, e.g. knitting, photography, science, Minecraft, ...]
I / my family organized (participated in) this 4-H event/activity and here is how it went...
It was incredible to get this behind-the-scenes experience...
Even though I just started with 4-H I am looking forward to / I have this incredible idea...
Useful Links and Tips for Clubs:
Great tool to create flyers, posters, presentations and more. Free account is all you need.
Fun online tool for quiz bowls, game nights, or just for fun at the club meetings (to engage members, learn and have a great time together).
This game or quiz tool is similar to kahoot but includes different ways to play which can make it even more fun. No account needed to play. Many games and quizzes available, or set up your own.