Regular monthly 4-H club business meetings are the center of the 4-H club program. The meetings affect the club as well as each member and family.
Although the president, program chairman, and club manager(s) are considered responsible for the quality of the business meetings and programs, this responsibility must be shared by the other officers and each member of the organization.
A 4-H club should meet regularly at least once each month and follow a regular order of business. Special meetings may be called by the club manager(s) and president if a need arises. The most successful length of time for a regular club meeting is one hour. Every meeting should be started promptly and finished on time.
Every part of a 4-H meeting is educational. Learning takes place from the moment boys and girls arrive until they depart. An activity should be planned for members who arrive early such as mixer games, puzzles, record keeping or demonstration activity. Members arriving early may arrange chairs and other meeting facilities.
4-H club meetings have four parts which include an established order of business. Refer to the sample agenda for a resource when planning club meetings. The four parts of a regular monthly 4-H meeting are:
- Inspiration
- Business
- Program
- Recreation
Inspiration - (5 minutes)
The inspiration sets the stage for the meeting. Younger members first feel the spirit of belonging when they see flags, banners and other regalia at the meeting place. They like to wear jackets, quote pledges, etc., which gives them the feeling of being a part of a big organization. 4-H meeting kits with flags, banners and a gavel may be ordered from the National 4-H Supply catalog. The inspiration can include:
- Pledge to American Flag
- Pledge to the Texas Flag
- 4-H Motto & Pledge
- Songs
- Inspirational poems
- Citizenship activities
Business - (15 to 20 minutes)
Club activities and plans are handled so as to make the club an example of “democracy in action”. Members learn parliamentary procedure and the group decision-making process. The business part of the meeting has an established order of business.
- Roll Call - Some clubs have special responses for members to give to roll call.
Some suggestions include: My favorite project, My New Year’s resolution, My Best Birthday Present, My Favorite Nutritious Snack, or anything else creative.
- Introduction of guests and new members - Give special consideration to new members and guests at each club meeting. Introduce them and their parents and set a time during recreation or refreshments for new and old members to get acquainted.
- Reading of minutes - The secretary reads the minutes of the last meeting.
- Activity Reports - The reports section of the meeting is one of the best places to involve a lot of different members in the meeting. The club manager(s) and president should try to think of every club, county or district activity that any member participated in since the last meeting, and have each participant report on what happened at the activity. These are given under activity reports. Use as many different members to give reports as possible.
- Officer reports - Include treasurer’s report, council delegate report, reports on any correspondence by secretary, etc.
- Committee reports
- Leader/Club Manager reports and announcements - Managers and other leaders should be prepared to give their reports and announcements at this time.
- Unfinished business - Any agenda items left or tabled from the previous meeting.
- New Business - Business that may come up at certain times of the year includes: Election of officers, Committee appointments, Bylaw amendments, Club budget approval, Observing special events
When business items cannot be handled immediately or if further study is needed, they should be referred to a special committee. A small group is much more efficient in planning specific events or studying an issue and coming up with alternatives. Use of committees gives members added opportunities to participate in the club and feel they are an important part of the group. This also ensures that a business meeting does not last more than 15 to 20 minutes.
Program - (15 to 20 minutes)
The program is an important part of the 4-H club meeting and should be interesting to all club members. The selection of programs should result from going through the steps in annual program planning and programs should be planned one year in advance. In this phase, “resource” people may be needed.
This part of the meeting should be thought of as the educational part. It should include:
- A 4-H presentation by a member – either a method demonstration or project talk. These presentations give each member an opportunity to share project work with the club. These presentations and the activity reports also help members develop public speaking ability and poise before an audience.
- A program of general interest using a variety of methods, such as: Panel discussions, streaming video, video clips, guest speakers, judging activities, tours, workshops, debates, hands-on activities
The program part of the meeting may also relate directly to project work. Project instruction may be the program with every member studying the same project or by diving into two or three different project groups. Project leaders would be in charge of this part of the program.
The programs should be planned one year in advance and people who are responsible for presenting the program should be contacted. Follow-up contacts should be made one month before the program is to be presented.
Recreation - (15-20 minutes)
Each 4-H meeting should include a recreational activity. One main reason a member belongs to a 4-H club is to have fun. Recreation and social events can help build club morale. The 4-H club provides natural situations where boys and girls have clean, wholesome recreation essential to youth. Some recreational activities fit into almost any 4-H meeting situation. For a well-rounded program, include starters, mixers, get acquainted games and active games; musical, dramatic, small and large group activities; and quiet paper and pencil activities. Through recreation, youth can learn to create their own fun, to cooperate, to follow and give directions, and to understand themselves and others better.
All recreation does not have to be at the end of a meeting. Recreation activities for early arrivals at the beginning of a meeting help a group develop a spirit of togetherness. Helping everyone feel welcome and accepted is vital to enthusiastic participation and cooperation. Recreation can be based around character education and/or health and safety topics would be appropriate.
Refreshments are a part of the recreational part of the meeting. They are important, and can get to be a lot of trouble in a larger club, but they are worth it. It’s important to give members and families a chance to informally visit and get to know each other. They can discuss the program and upcoming activities. Younger members really enjoy refreshments. It’s part of the meeting that is fun for them. Practice serving delicious and healthy refreshments.
Assigning different families to bring refreshments encourages parents to be there and help serve. They will come to the meeting. This is a good job for families new to 4-H.
Refreshments are another aspect of the club program that can be done as members arrive. They can eat and visit while waiting on the meeting to begin.
Developing A Detailed Agenda For Club Meetings
An agenda is a listing of everything to be done during a meeting in an orderly, logical sequence. An agenda is needed by the presiding officer so that efficiency and order may result. A logical sequence of business to be conducted prepares the membership for making decisions and taking appropriate action to participate in upcoming events, and helps them look forward to the next meeting. An agenda carefully thought through ensures that nothing important is left out and that members have information needed for activities, projects and club decisions for the coming month.
The president and the club manager(s) have the main responsibility for planning the club meeting agenda. However, all officers and leaders are responsible for providing information and suggestions for each month’s agenda.
An ideal situation is that at least one week before each regular meeting the executive committee, club manager(s) and members who will participate should meet to review the agenda and make final detailed plans. Members giving reports, leading discussions, leading recreation or making motions can practice their part of the program.
Club managers can use this meeting for officer check-up to see how they are fulfilling their responsibilities and for leadership training. When time is limited, the club manager can consult with the president and/or other major officers to make final plans.
All people with parts in the meeting must be contacted at least one week in advance.
Texas 4-H has a website called the 4-H Club Ed with monthly club meeting agendas already developed. Other resources included in each monthly packet are inspiration idea, community service idea, character activity, club program suggestions, recreation idea and more!
Having The Best Possible Meeting Place And Time
Time: Schedule monthly 4-H meetings at regular times; for example, the first Tuesday of every month. Officers and club managers should arrive early to make sure facility is ready and to welcome members as they arrive. Top priority should be that every meeting start and end on time! Don't let meetings drag out!
Place: Arrange for the best facility to set the stage for teaching/learning as follows:
- An adequate meeting place that can be arranged to fit the program and activities. If project work is to be done or recreation is to be enjoyed, space and facilities must be available.
- Arrange the room according to the needs of the program. Check with the program chairman to see if a special arrangement is desired. If so, do your best to follow his or her suggestions.
- Prior to the meeting, determine what special equipment is needed for the program and have it checked out and set up before the meeting.
- If possible, always seat the audience with their backs to the entrance door.
- Have seating arranged so that all members can see and hear the program, and in case of group discussion, so that they can see and hear each other.
- Have the meeting room arranged before members arrive. Spend time talking to members and parents rather than arranging furniture or equipment.
- Have membership chairman or membership committee representative arrive early and be at the door to greet members, new members and guests.
- As 4-H meetings must be open to all youth; consideration should be given to individuals with physical handicaps, to make certain the meeting location is accessible to them.
Back to top of page
Texas A&M System -