Publications
Successful 4-H Meetings
4-H Volunteer Leaders' Series
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Where •
How Often • How Long
• What Happens? •
Younger Members • Program
Patterns •
Business •
Education •
Recreation and Music •
Refreshments •
Looking Ahead •
Evaluation
A successful 4-H meeting is the result of planning. Good - -
they are planned. The time and thought given to advance preparation will result
in better club meetings and increased participation and enthusiasm by members.
4-H members want to be active and learn. As a leader, you can
help to make meetings both enjoyable and educational. In each session include
activities that members feel are important to them. Involve the group in
planning meetings, and you'll be able to stimulate continuing interest. As a
result, you'll have 4-H meetings that are fun and provide learning experiences
for youth. Well-planned meetings give youth an opportunity to:
• Make new friends
• Share ideas
• Acquire new knowledge
• Enjoy recreational activities
• Develop self-confidence and leadership
• Participate in decision making
Explore available meeting places and consider how well each one
will meet the needs of the program and the youth. Light, available space and
room arrangement influence meetings. How large is the membership? How much room
do you need for activities or recreation? Members' homes may work well, but
public and civic facilities may also be used.
Try to arrange a meeting place that will fit the size of the
group. Seating persons in a circle or semicircle will create a feeling of
informality and friendliness. More is learned when a positive atmosphere is
created by a casual setting. Different seating arrangements help break up fixed
groups. Hearing and participation will also be better.
There is no "right" answer to this question. Some leaders think
that frequent meetings should be held when new groups are formed. They feel this
helps take advantage of initial interest. Many clubs meet monthly. It helps to
set a definite meeting time each month, i.e., the second Monday or the third
Tuesday.
If the club is a project club, the project work meeting and the
club business meeting might be conducted on the same night. If the club is a
community club with members enrolled in several projects, the project work
meetings and the regular club meeting are usually conducted on different nights.
Should the meetings last one or two hours? The ages of the
members, subject and activities all affect this decision. Older members usually
stay with an activity longer than younger ones. Younger members sometimes have
early bedtimes, and this affects evening meetings on school nights. Be clear
when meetings start and finish so parents can make transportation plans. By all
means, start the meeting on time and end on time.
Every regular club meeting should include a variety of
experiences. Plan for a balance of business, education and recreation. The group
should work together in selecting what is to happen and how it will be done. The
4-H Volunteer Leaders' Series fact sheets in the section called "Planning"
located on the web will help the planning committee in its work.
Activities for early arrivals help the group develop a spirit of
togetherness. Members can plan and lead games to help others have fun. Helping
everyone feel welcome and accepted is vital to enthusiastic participation and
cooperation.
Younger members feel the spirit of belonging when they see
flags, banners and other symbols at the meeting. They like to wear jackets,
quote pledges, mottoes and creeds. These identify the meeting as 4-H and give
the members the feeling they are part of a big organization.
Although most 4-H'ers want to be active and take part in the
program, younger members are especially pleased to be asked to lead the pledges.
It gives them recognition and is something they can do well.
Providing for different "age interests" within a club can be
easily accomplished through programs which include a wide variety of activities.
Programs vary from club to club. The following program pattern
is only a suggestion. Remember, clubs should plan to suit their own needs.
We all like something a little different, something extra that
we weren't expecting. Try a new idea occasionally. The surprise may not take
more than five minutes and may be a new song, a special skit or a special guest.
Club Meeting
Call to Order
Song
Roll Call with Responses
Review Meaning of Emblem and Repeat Pledges
Business
Reading and approval of minutes
Treasurer's report
Committee reports
Unfinished business
New business
Announcements
Program
Demonstration
Judging activity
Project lesson
Guest speaker
Video
Tour or group activity
Opportunity to learn by doing
Adjournment
Recreation
Refreshments
The business portion of the meeting should be an example of
"democracy in action." Members learn parliamentary procedure and the
decision-making process.
To keep the business meeting interesting and moving, officers
should plan it with help from the organizational leader before the meeting
begins. The president will feel more confident if the business to be discussed
is planned before the meeting.
If you or your 4-H members need additional help with
parliamentary procedure, read the fact sheet "Conducting Meetings."
Complicated business referred to committees for study and
recommendation speeds the meeting. This gives members added opportunity to
participate in activities and feel they are an important part of the group.
You will want to make sure every member understands what is
being discussed and that each member feels free to ask questions, offer opinions
and help make the decisions.
Be sure to read the fact sheet "Making Group Decisions."
The educational portion of the meeting gives members
opportunities to learn skills, develop good work habits, learn to set realistic
goals for themselves and experience the thrill of achievement. This "learning by
doing" is experienced through work on individual projects, demonstrations,
illustrated talks, tours, discussions, judging activities and a variety of other
things in which the members participate.
Demonstrations or illustrated talks give each member an
opportunity to share project work with the club. They also help the member
develop public speaking ability and poise before an audience. The number of
demonstrations or talks in your program depends on the membership. Large clubs
may need to include two or three presentations at each meeting so that every
member has an opportunity to participate. Individual project leaders can help
members prepare for their presentations.
Recreation, music or a social event will do wonders for morale.
The age, sex and size of the group determine the kinds of activities. Those
responsible for recreation also need to consider the meeting place, time and
preferences of group members.
In addition to games and music, recreation might include
seasonal parties such as a Valentine's, St. Patrick's or May Day Party.
Halloween treasure hunts or holiday caroling are other ideas. When refreshments
are provided, coordinate them with the recreation theme or time of year. Other
recreational events might include picnics, hayrides, wiener roasts, skating,
swimming or pizza parties. Relating recreation to special days or celebrations
ensures variety.
A 4-H meeting is a good place for 4-H members to learn the state
anthem, "Arkansas." Our state historical song is "The Arkansas Traveler." The
words and music to both of these songs can be found on the web in the 4-H
Volunteer Leaders' Series fact sheets 4HCH9 and 4HCH10 in the "Meetings"
section.
Many clubs serve refreshments at meetings although they are not
essential. If your club does have them, see that it's a way for members to learn
how to select simple, nutritious and inexpensive refreshments or snacks as well
as how to serve them.
Anticipation is half the fun. If members of the group are to
remain active, they need to look forward to the next meeting. Make sure they
know its date, time and place. Alert them to the focus of the program, and be
sure individual members are aware of specific responsibilities.
As you and your group learn more about 4-H, you may want to
expand your interests and go beyond the basics of business, education and
recreation. Ideas for other educational and service programs are numerous.
Possibilities include the areas of health, safety, citizenship,
educational tours, community service, judging activities and international
understanding. A variety of fun activities adds enthusiasm and enjoyment to the
4-H club program.
Evaluating meetings can help strengthen your 4-H program. This
can be done by the leaders, the officers, a committee or the entire club.
Consider such questions as: What did we accomplish? What were the strong points?
Weak points? How can we make the next meeting better? Are we meeting our
individual and collective goals?
The questions below will help you further evaluate your 4-H
program. Discussing strengths and weaknesses with your club members will give
individuals opportunities to contribute to the total program.
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Always |
Sometimes |
Never |
| 1. Members and leaders enjoy coming to meetings. |
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| 2. Each individual in the group voices personal opinions
and tries out ideas. |
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| 3. Meetings and activities are fun as well as
informational. |
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| 4. Members learn at least one new thing at each meeting. |
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| 5. Members are kept informed on what is happening. |
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| 6. Leaders and members are enthusiastic about what they
are doing in 4-H. |
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| 7. All members feel they are "a part of" or "belong to"
the group. |
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| 8. Members feel they are making progress. |
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This material was adapted by Jean Pace, 4-H Volunteer, Fulton
County, Arkansas, from materials developed at Michigan State University and the
University of Missouri - Columbia. The material is recommended for use in
Arkansas by Darlene Z. Baker, Ph.D., State Leader - 4-H Youth Development,
University of Arkansas Cooperative Extension Service.
| Author: |
Darlene Z. Baker Ph.D., State Leader - 4-H
Youth Development |
DR. DARLENE Z. BAKER is state leader - 4-H youth
development, Cooperative Extension Service, University of Arkansas, Little Rock.
4HCH1-PD-10-02RV
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