President's Script

TO THE PRESIDENT: This is a "script" you can use to conduct the 4-H meeting until you've gained a little experience. You can read the words in BOLD print as they are written or just as a guide. It will be easier if you fill in the blanks with the names of the members you will ask to give reports. Write in pencil so you can use this form again. President: "The meeting will please come to order. We'll begin with the pledge to the flag followed by the 4-H pledge. ____________________________(name) will lead the pledge to the flag and _______________________ (name) will lead the 4-H pledge". President: "Will everyone please repeat the pledges with the pledge leaders". President: "The secretary will now call the roll and read the minutes of the last meeting". After the roll has been called and the minutes read you will say: "Thank you ________________________(name) for your report. Are there any additions or corrections?" (Wait for questions) "If not, they stand approved as read". (If there were additions or corrections say: The minutes stand approved as corrected.) President: "We will now have the Treasurer's report". (After the report you say:) "Thank you ___________________(name) for your report. Are there any questions about the Treasurer's Report? (Wait for questions) If not, it stands approved as read". President: "Now we will have committee reports. Are there any committees that need to report? (After each report say:) "Thank you _____________________(name) for your report". Are there any more committee reports?" When all committe reports have been
given say: "If there are no more committee reports we will move to Old Business".

"Does anyone have any Old Business?" (Old Business is anything the club has previously discussed.
After an old business item has been discussed, ask:) "Is there any more old business?" (Wait to see if there's any more Old Business and if not say:)

"If there's no more Old Business, we'll move to New Business. Does anyone have any New Business to bring before the club?" (Wait - After a new business item has been discussed, ask:)

"Is there any more New Business?" (When all the new business has been discussed ask:) "Is there any other business for the club to discuss?" (Wait)
"If not, I'll accept a motion to adjourn the business meeting".(Call on a club member who should say: "I move the meeting be adjourned").
Ask: "Is there a second to the motion? (Call on a different member to second the motion by saying: "I second the motion.")

Then call for a vote to end the meeting by saying: "It has been moved and seconded that the meeting be adjourned. All in favor say Aye." (wait, then say:)"All opposed say Nay."
Then, since the vote will usually be in favor of adjourning say:"The business meeting is adjourned. Please remain seated until we receive directions for the next part of the meeting."

HELPFUL HINTS

1. Decide who you will ask to lead the pledges and give reports. Fill in their names in the blanks and go over the President's part before you call the meeting to order. If you are unsure of a word, ask an adult. 2. Members should not speak until the President (you) ask them to. Try to have as many different members take part in the meeting as possible by not always calling on the same people to make or second motions. 3. Speak loudly and clearly. Make the club believe you know what you're doing and that you are in charge. 4. The proper way to make a motion is to say: "I move . . ." It is not correct to say: "I make a motion we. . ." 5. After a motion has been made, nothing can happen until someone agrees with the motion and seconds it. After you call on them, the member just says: "I second the motion". 6. There is no such thing as firsting or thirding a motion. The correct way is to make the motion and second the motion. After the motion has been made and seconded there is a time for members to ask questions. After all questions have been asked the motion should be put to a vote. 7. The President calls for the vote by saying: "All in favor of the motion say Aye (sounds like "eye" and means yes). Then the president says: "All opposed (means against) the motion say Nay (means no). If more members vote for it than against it the President says: "The motion carries" (passes) or "The motion fails" if there weren't enough votes for it. 8. If the vote is close, ask the members to vote by a show of hands. 9. A day or two before each meeting a good President will call the members who have reports and remind them they have a job to do. If they've forgotten they'll still have time to get their job done. If you wait until they get to the meeting it's usually too late. Be a good President, remind your members of their jobs!

For more information, contact Dan Tabler

Last updated: 02/6/2008