Club Resources

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.

4-H Meetings

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: (Adjust to your club’s needs)

  1. Meeting called to order

  2. Club rises, salutes the American flag with the Pledge of Allegiance and then recites the 4-H Pledge (to the 4-H flag)

  3. Roll call

  4. Minutes of last meeting

  5. Treasurer’s report

  6. Report of committees

  7. Old or unfinished business

  8. New business

  9. 4-H leader’s report

  10. Announcements

  11. Adjournment

  12. Educational program/project work

  13. Recreation/refreshments

Meeting Script*

*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.

President: 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)


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.”

Club Officers

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)

  • Illustrated talk

  • Formal speech

  • Performing Arts

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".

Here is a Morris County 4-H video with tips for a successful presentation plus a NJ 4-H document with helpful details.

4-H Awards

The 4-H year goes from September to the end of August the next year. In August and September leaders and 4-H'ers get ready to evaluate their achievements and we celebrate the successes at an awards ceremony in the Fall. Here are some files and forms with details of the different awards:

Details for Awards

Forms for Leaders

Forms for Members

Visit the Event Reports Page for details about our past Awards Nights.

  • 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. Record books and/or the 4-H Story are a requirement to be a Morris County 4-H member in good standing (to attend certain county, state, or national 4-H events and be eligible for higher awards). To find the correct record books for your project - ask your club leader. Here are some:

If there is no special record book for your project, please use the:

Special Club Officers' Record Books are:

The NJ 4-H website has some more project record books here. If your club would like to create a specific project record book that doesn't exist yet, please contact the office for support.

  • 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 (, 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.

The format of the story can be: handwritten, typed, spoken (audio), a video, online photo collection, website, social media story, etc.

Don't forget to include your name, age/grade, and clubs you are in.

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.

  • 4-H Coloring Pages
    We have started to create / collect 4-H coloring pages that can be used at events and activities. We welcome contributions to the collection. Please send your design to the office at

Files and Forms:

For events and club activities that are not at the usual meeting place all participants (youth and adults) fill out these forms:

Mini Grant applications are available to clubs from the Morris County 4-H Association for: