{"id":15716,"date":"2026-10-15T10:22:09","date_gmt":"2026-10-15T17:22:09","guid":{"rendered":"https:\/\/extension.wsu.edu\/sanjuan\/?page_id=15716"},"modified":"2026-10-15T10:22:11","modified_gmt":"2026-10-15T17:22:11","slug":"planning-and-conducting-4-h-club-meetings","status":"publish","type":"page","link":"https:\/\/extension.wsu.edu\/sanjuan\/4h\/resources-for-clubs-and-volunteers\/planning-and-conducting-4-h-club-meetings\/","title":{"rendered":"Planning and Conducting 4-H Club Meetings"},"content":{"rendered":"<div class=\"wsu-container wsu-spacing-top--small wsu-spacing-padding-left--small wsu-spacing-bottom--medium wsu-spacing-padding-right--small wsu-spacing-after--xxmedium\" >\r\n    \n\n<h2 class=\"wp-block-heading\">Engaging Youth as Club Officers and Committee Members<\/h2>\n\n\n\n<p class=\"wsu-spacing-after--small\">Club officers are an important part of the 4-H club leadership team. Being an officer gives 4-H members an opportunity to develop and practice leadership skills and responsibility.<\/p>\n\n\n\n<p class=\"wsu-spacing-after--small\">Elected club officers typically are:<\/p>\n\n\n\n<ul>\n<li class=\"wsu-spacing-after--sxxsmall\">President<\/li>\n\n\n\n<li class=\"wsu-spacing-after--sxxsmall\">Vice President<\/li>\n\n\n\n<li class=\"wsu-spacing-after--sxxsmall\">Secretary <\/li>\n\n\n\n<li class=\"wsu-spacing-after--sxxsmall\">Treasurer<\/li>\n\n\n\n<li class=\"wsu-spacing-after--sxxsmall\">Reporter<\/li>\n\n\n\n<li class=\"wsu-spacing-after--sxxsmall\">Recreation Leader<\/li>\n<\/ul>\n\n\n\n<p>Other elected officers include photographer; historian; scrapbook, cleanup, and field trip coordinators.<\/p>\n\n\n\n<p>Each club member should have an opportunity to be an officer or committee chair. Large clubs may have junior and senior officers or set terms for only half the 4-H year.<\/p>\n\n\n\n<p>Committees help clubs run smoothly by planning and supervising various club activities. Committee members may be youth members or adults.<\/p>\n\n<\/div>\n\n<div class=\"wsu-container wsu-spacing-top--small wsu-spacing-padding-left--small wsu-spacing-bottom--medium wsu-spacing-padding-right--small wsu-spacing-after--xxmedium wsu-color-background--gray-5\" >\r\n    \n\n<h2 class=\"wp-block-heading\">The 4-H Meeting<\/h2>\n\n\n\n<p class=\"wsu-spacing-after--small\">Club meetings include three parts:<\/p>\n\n\n\n<ul>\n<li class=\"wsu-spacing-after--sxxsmall\"><strong>Fun<\/strong> &#8211; Plan 15 to 20 minutes for recreation, refreshment, and fellowship.<\/li>\n\n\n\n<li class=\"wsu-spacing-after--sxxsmall\"><strong>Business<\/strong> &#8211; Allow 15 to 20 minutes for business meetings, discussion, and planning. <\/li>\n\n\n\n<li class=\"wsu-spacing-after--sxxsmall\"><strong>Learning<\/strong> &#8211; Include 40 to 60 minutes for community service activities, tours, guest speakers, and presentations. <\/li>\n<\/ul>\n\n\n\n<p>Successful 4-H clubs organize meetings and activities in ways that work best for their members while maintaining regular communication and opportunities for learning, leadership, and engagement.<\/p>\n\n\n\n<p>Whether organized around multiple projects, a specific project area, or a shared interest, successful 4-H clubs provide opportunities for belonging, learning, leadership, and service.<\/p>\n\n<\/div>\n\n<div class=\"wsu-container wsu-spacing-top--small wsu-spacing-padding-left--small wsu-spacing-bottom--medium wsu-spacing-padding-right--small wsu-spacing-after--xxmedium wsu-color-background--white\" >\r\n    \n\n<h2 class=\"wp-block-heading\">Creating a Sense of Belonging in 4-H Groups<\/h2>\n\n\n\n<p>Teaching youth and adults the 4-H Pledge and Motto is important. Having a shared tradition gives youth a sense of belonging.<\/p>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p>The pledge and related motions are:<br><strong>I pledge:<\/strong><br><strong>My Head to clearer thinking<\/strong> (point to head with right hand)<br><strong>My Heart to greater loyalty<\/strong> (place right hand over heart)<br><strong>My Hands to larger service<\/strong> (arms bent, palms up)<br><strong>My Health to better living<\/strong> (arms at sides)<br><strong>For my club, my community, my country, and my world.<\/strong><\/p>\n<cite>4-H Pledge<\/cite><\/blockquote>\n\n\n\n<p>The 4-H Motto is: To Make the Best Better.<\/p>\n\n\n\n<p>All youth should feel welcomed, valued, and included in 4-H regardless of background, experience level, ability, identity, or interests.<\/p>\n\n\n\n<p>Often, members start each meeting with the 4-H Pledge and the Pledge of Allegiance and close the meeting<br>with the motto, said in unison. Contact your local 4-H staff to find out how to order flag sets, motto and gavel.<\/p>\n\n<\/div>\n\n<div class=\"wsu-container wsu-spacing-top--small wsu-spacing-padding-left--small wsu-spacing-bottom--medium wsu-spacing-padding-right--small wsu-spacing-after--xxmedium wsu-color-background--gray-5\" >\r\n    \n\n<h2 class=\"wp-block-heading\">Youth Officers&#8217; Roles<\/h2>\n\n\n\n<p>Let club or program youth officers plan and conduct the meetings and do their assigned jobs. Adults can be supportive, but kids do the work. Ask the Extension Office, Leaders Council, or another guest speaker to do a parliamentary procedure or other group decision-making processes training.<\/p>\n\n<\/div>\n\n<div class=\"wsu-container wsu-spacing-top--small wsu-spacing-padding-left--small wsu-spacing-bottom--medium wsu-spacing-padding-right--small wsu-spacing-after--xxmedium wsu-color-background--white\" >\r\n    \n\n<h2 class=\"wp-block-heading\">Possible Agenda Items<\/h2>\n\n\n\n<p class=\"wsu-spacing-after--small\">The business meeting portion of the 4-H club meeting is based on a recommended structure that is planned and run by youth officers. Adult volunteers and parents are in a guiding, supportive role. This is a typical agenda for most meetings.<\/p>\n\n\n\n<p class=\"wsu-spacing-after--xsmall\">A recommended business order:<\/p>\n\n\n\n<ol>\n<li class=\"wsu-spacing-after--sxxsmall\">Call to order<\/li>\n\n\n\n<li class=\"wsu-spacing-after--sxxsmall\">Pledge of Allegiance<\/li>\n\n\n\n<li class=\"wsu-spacing-after--sxxsmall\">4-H Pledge<\/li>\n\n\n\n<li class=\"wsu-spacing-after--sxxsmall\">Roll Call<\/li>\n\n\n\n<li class=\"wsu-spacing-after--sxxsmall\">Minutes of previous meeting<\/li>\n\n\n\n<li class=\"wsu-spacing-after--sxxsmall\">Approval of minutes<\/li>\n\n\n\n<li class=\"wsu-spacing-after--sxxsmall\">Treasurer\u2019s Report<\/li>\n\n\n\n<li class=\"wsu-spacing-after--sxxsmall\">Officer and committee reports<\/li>\n\n\n\n<li class=\"wsu-spacing-after--sxxsmall\">Unfinished business<\/li>\n\n\n\n<li class=\"wsu-spacing-after--sxxsmall\">New business<\/li>\n\n\n\n<li class=\"wsu-spacing-after--sxxsmall\">Meeting adjourned<\/li>\n<\/ol>\n\n\n\n<p>There are many agenda variations from which you can choose. Some clubs also include informal business.<\/p>\n\n\n\n<p>Clubs may adapt this agenda to meet the needs of their members. While many clubs use formal parliamentary procedure, others use a more informal structure that still ensures youth have opportunities to participate in decision-making and leadership.<\/p>\n\n<\/div>\n\n<div class=\"wsu-container wsu-spacing-top--small wsu-spacing-padding-left--small wsu-spacing-bottom--medium wsu-spacing-padding-right--small wsu-spacing-after--xxmedium wsu-color-background--gray-5\" >\r\n    \n\n<h2 class=\"wp-block-heading\">Planning a Program Plan and Club Calendar<\/h2>\n\n\n\n<p>To help meet the established club goals, club leaders should work closely with the youth officers to plan 4-H events throughout the year.<\/p>\n\n\n\n<p>The youth-led planning helps ensure youth are committed and interested in the club activities and goals. The calendar helps the club members keep up with the array of opportunities and lessen confusion.<\/p>\n\n\n\n<p>All members should have a say in choosing specific activities. Suggestions for activities include educational presentations, project work, preparation for contests and fairs, and a variety of social activities with families and other 4-H clubs.<\/p>\n\n\n\n<p>Activities can include field trips and tours that members are interested in.<\/p>\n\n<\/div>\n\n<div class=\"wsu-container wsu-spacing-top--small wsu-spacing-padding-left--small wsu-spacing-bottom--medium wsu-spacing-padding-right--small wsu-spacing-after--xxmedium wsu-color-background--white\" >\r\n    \n\n<h2 class=\"wp-block-heading\">Setting Club Goals<\/h2>\n\n\n\n<p>It is helpful for your club officers to set a few primary goals each year. These goals are statements of what the members want to accomplish as a club and should meet the needs and interests of individual members. Leaders and members also should make individual project goals.<\/p>\n\n\n\n<p>Examples of club goals are:<\/p>\n\n\n\n<ul>\n<li>Increase quality of 4-H club experience. Refer to the University of Missouri Quality Matters Toolkit.\n<ul>\n<li><a href=\"https:\/\/extension.missouri.edu\/media\/wysiwyg\/Extensiondata\/Pro\/4h\/Docs\/GetInvolved\/Volunteer\/QM_toolkit_WelcomingEngagingEncouraging.pdf\">Welcoming, Engaging and Encouraging (PDF)<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/extension.missouri.edu\/media\/wysiwyg\/Extensiondata\/Pro\/4h\/Docs\/GetInvolved\/Volunteer\/QM_toolkit_Structure_and_Planning.pdf\">Structure and Planning (PDF)<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/extension.missouri.edu\/media\/wysiwyg\/Extensiondata\/Pro\/4h\/Docs\/GetInvolved\/Volunteer\/QM_toolkit_VoiceandEngagement.pdf\">Youth Voice &amp; Engagement (PDF)<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/extension.missouri.edu\/media\/wysiwyg\/Extensiondata\/Pro\/4h\/Docs\/GetInvolved\/Volunteer\/QM_toolkit_ReframingConflict.pdf\">Reframing Conflict (PDF)<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/extension.missouri.edu\/media\/wysiwyg\/Extensiondata\/Pro\/4h\/Docs\/GetInvolved\/Volunteer\/QM_toolkit_Reflection.pdf\">Reflection (PDF)<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Provide a service to the community<\/li>\n\n\n\n<li>Recruit and retain new members<\/li>\n<\/ul>\n\n<\/div>\n\n<div class=\"wsu-container wsu-spacing-top--small wsu-spacing-padding-left--small wsu-spacing-bottom--medium wsu-spacing-padding-right--small wsu-spacing-after--xxmedium wsu-color-background--gray-5\" >\r\n    \n\n<h2 class=\"wp-block-heading\">What Does Success Look Like?<\/h2>\n\n\n\n<p class=\"wsu-spacing-after--small\">A successful 4-H club:<\/p>\n\n\n\n<ul>\n<li class=\"wsu-spacing-after--xsmall\">Creates a welcoming environment for all youth<\/li>\n\n\n\n<li class=\"wsu-spacing-after--xsmall\">Encourages youth leadership and decision making<\/li>\n\n\n\n<li class=\"wsu-spacing-after--xsmall\">Helps members learn and grow through projects and experiences<\/li>\n\n\n\n<li class=\"wsu-spacing-after--xsmall\">Builds positive relationships with peers and caring adults<\/li>\n\n\n\n<li class=\"wsu-spacing-after--xsmall\">Contributes to the community through service<\/li>\n\n\n\n<li class=\"wsu-spacing-after--xsmall\">Encourages youth to return year after year<\/li>\n<\/ul>\n\n<\/div>\n\n<div class=\"wsu-container wsu-spacing-top--small wsu-spacing-padding-left--small wsu-spacing-bottom--medium wsu-spacing-padding-right--small wsu-spacing-after--xxmedium wsu-color-background--white\" >\r\n    \n\n<h2 class=\"wp-block-heading\">Quality Matters in 4-H: A Checklist for Staff and Volunteers<\/h2>\n\n\n\n<ul>\n<li>I know how to provide a safe physical and emotional youth program environment<\/li>\n\n\n\n<li>I know how to provide a warm welcome to all youth, free of bias or exclusionary behavior<\/li>\n\n\n\n<li>I know the physical safety safeguards I should put in place at all 4-H events<\/li>\n\n\n\n<li>I know best practice strategies for helping youth reframe conflict if needed<\/li>\n\n\n\n<li>I know how to support youth engagement with materials and abstract ideas<\/li>\n\n\n\n<li>I create opportunities for youth officers to lead substantial portions of club meetings and decision-making processes.<\/li>\n\n\n\n<li>I know how to support youth interaction through multiple planning techniques<\/li>\n\n\n\n<li>I know how to provide all youth with specific encouragement rather than blanket praise<\/li>\n\n\n\n<li>I know how to support youth decision-making in content and process choices<\/li>\n\n\n\n<li>I know how to create opportunities for all youth to serve in a leadership role in some capacity<\/li>\n\n\n\n<li>I know how to create opportunities for all youth to express ideas with others<\/li>\n\n\n\n<li>I know how to provide all youth with opportunities to reflect and evaluate activity and club experiences<\/li>\n<\/ul>\n\n<\/div>\n\n<div class=\"wsu-container wsu-spacing-top--small wsu-spacing-padding-left--small wsu-spacing-bottom--medium wsu-spacing-padding-right--small wsu-spacing-after--xxmedium wsu-color-background--gray-5\" >\r\n    \n\n<h3 class=\"wp-block-heading\">Thank you for your commitment to improving the 4-H program quality through volunteer development!<\/h3>\n\n\n\n<p>Adapted from University of Missouri &#8220;<a href=\"https:\/\/extension.missouri.edu\/media\/wysiwyg\/Extensiondata\/Pro\/4h\/Docs\/GetInvolved\/ClubManagement\/ClubLeader\/LG903.pdf\">Letters to New Leaders: Letter 3 (PDF)<\/a>&#8220;<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">Additional San Juan County 4-H Resources<\/h4>\n\n\n\n<ul>\n<li><a href=\"https:\/\/extension.wsu.edu\/sanjuan\/4h\/volunteer-with-4-h\/\" data-type=\"page\" data-id=\"8935\">Volunteer with San Juan County 4-H<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/extension.wsu.edu\/sanjuan\/san-juan-county-4-h-family-guidebook\/\" data-type=\"page\" data-id=\"15431\">San Juan County 4-H Family Guidebook<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/extension.wsu.edu\/sanjuan\/4h\/leaders-council\/\">4-H Leaders Council<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/extension.wsu.edu\/sanjuan\/4h\/deadlines\/\" data-type=\"page\" data-id=\"2668\">4-H Dates &amp; Deadlines<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/extension.wsu.edu\/sanjuan\/4h\/resources-for-families\/\" data-type=\"page\" data-id=\"8021\">Resources for Families<\/a><\/li>\n<\/ul>\n\n<\/div>","protected":false},"excerpt":{"rendered":"","protected":false},"author":130,"featured_media":0,"parent":8020,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_wsuwp_accessibility_report":null},"categories":[29],"tags":[],"_links":{"self":[{"href":"https:\/\/extension.wsu.edu\/sanjuan\/wp-json\/wp\/v2\/pages\/15716"}],"collection":[{"href":"https:\/\/extension.wsu.edu\/sanjuan\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/extension.wsu.edu\/sanjuan\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/extension.wsu.edu\/sanjuan\/wp-json\/wp\/v2\/users\/130"}],"replies":[{"embeddable":true,"href":"https:\/\/extension.wsu.edu\/sanjuan\/wp-json\/wp\/v2\/comments?post=15716"}],"version-history":[{"count":4,"href":"https:\/\/extension.wsu.edu\/sanjuan\/wp-json\/wp\/v2\/pages\/15716\/revisions"}],"predecessor-version":[{"id":15722,"href":"https:\/\/extension.wsu.edu\/sanjuan\/wp-json\/wp\/v2\/pages\/15716\/revisions\/15722"}],"up":[{"embeddable":true,"href":"https:\/\/extension.wsu.edu\/sanjuan\/wp-json\/wp\/v2\/pages\/8020"}],"wp:attachment":[{"href":"https:\/\/extension.wsu.edu\/sanjuan\/wp-json\/wp\/v2\/media?parent=15716"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/extension.wsu.edu\/sanjuan\/wp-json\/wp\/v2\/categories?post=15716"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/extension.wsu.edu\/sanjuan\/wp-json\/wp\/v2\/tags?post=15716"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}