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President's Script
TO THE PRESIDENT: This is a "script" youcan use to conduct the 4-H meeting until you've gained alittle experience. You can read the words in BOLDprint as they are written or just as a guide. It will be easier ifyou fill in the blanks with the names of the members you will askto 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-Hpledge. ____________________________(name) will lead the pledge tothe flag and _______________________ (name) will lead the 4-Hpledge". President: "Willeveryone please repeat the pledges with the pledgeleaders". President: "Thesecretary will now call the roll and read the minutes of the lastmeeting". After the roll has been called and theminutes read you will say: "Thank you________________________(name) for your report. Are there anyadditions or corrections?" (Wait for questions)"If not, they stand approved asread". (If there were additions or correctionssay: The minutes stand approved as corrected.) President:"We will now have the Treasurer'sreport". (After the report you say:)"Thank you ___________________(name) for yourreport. Are there any questions about the Treasurer'sReport? (Wait for questions) If not, it standsapproved as read". President:"Now we will have committee reports. Are there anycommittees that need to report? (After each report say:)"Thank you _____________________(name) for yourreport". Are there any more committeereports?" When all committe reports have been
given say: "If there are no more committee reportswe 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 oldbusiness?" (Wait to see if there's anymore Old Business and if not say:)
"If there's no more Old Business,we'll move to New Business. Does anyone have any NewBusiness to bring before the club?" (Wait - Aftera new business item has been discussed, ask:)
"Is there any more NewBusiness?" (When all the new business has beendiscussed ask:) "Is there any other business forthe club to discuss?" (Wait)
"If not, I'll accept a motion to adjournthe business meeting".(Call on a club member whoshould 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 meetingbe adjourned. All in favor say Aye." (wait, thensay:)"All opposed say Nay."
Then, since the vote will usually be in favor of adjourningsay:"The business meeting is adjourned. Pleaseremain seated until we receive directions for the next part of themeeting."
given say: "If there are no more committee reportswe 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 oldbusiness?" (Wait to see if there's anymore Old Business and if not say:)
"If there's no more Old Business,we'll move to New Business. Does anyone have any NewBusiness to bring before the club?" (Wait - Aftera new business item has been discussed, ask:)
"Is there any more NewBusiness?" (When all the new business has beendiscussed ask:) "Is there any other business forthe club to discuss?" (Wait)
"If not, I'll accept a motion to adjournthe business meeting".(Call on a club member whoshould 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 meetingbe adjourned. All in favor say Aye." (wait, thensay:)"All opposed say Nay."
Then, since the vote will usually be in favor of adjourningsay:"The business meeting is adjourned. Pleaseremain seated until we receive directions for the next part of themeeting."
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 thePresident's part before you call the meeting to order. Ifyou are unsure of a word, ask an adult. 2. Members should not speakuntil the President (you) ask them to. Try to have as manydifferent members take part in the meeting as possible by notalways calling on the same people to make or second motions. 3.Speak loudly and clearly. Make the club believe you know whatyou're doing and that you are in charge. 4. The proper wayto make a motion is to say: "I move . . ." It isnot correct to say: "I make a motion we. . ." 5.After a motion has been made, nothing can happen until someoneagrees with the motion and seconds it. After you call on them, themember just says: "I second the motion". 6. Thereis no such thing as firsting or thirding a motion. The correct wayis to make the motion and second the motion. After the motion hasbeen made and seconded there is a time for members to askquestions. After all questions have been asked the motion should beput 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 (meansno). If more members vote for it than against it the Presidentsays: "The motion carries" (passes) or"The motion fails" if there weren'tenough votes for it. 8. If the vote is close, ask the members tovote by a show of hands. 9. A day or two before each meeting a goodPresident will call the members who have reports and remind themthey have a job to do. If they've forgotten they'llstill have time to get their job done. If you wait until they getto the meeting it's usually too late. Be a good President,remind your members of their jobs!
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Last updated: 03/10/2009