Parliamentary Procedure Resources

Parliamentary procedure is one of the most effective ways for groups to make decisions and take orderly action together. In 4-H, the level of procedure depends on the size of the group and the skills of its members. Both officers and members should become familiar with the style of meeting their club uses when making decisions.

The Value of Meetings in 4-H

For youth: Develop an understanding of how groups work, learn how to participate, and practice leadership skills.

For clubs/groups: Make decisions, share information, provide learning opportunities, and enjoy the fun of working together.

For the community: Gain young people who know how to participate in a democracy.

Gavel Etiquette

Call meeting to order – 2 raps
Stand for pledges – 3 raps
Result of motion – 1 rap
Adjournment – 1 rap
Bring order to meeting – series of raps or 1 sharp rap

Steps in Making a Club Decision

Motion – A member makes a request or proposal for the group to consider. Only one motion can be discussed at a time.
Second – Another member “seconds” the motion so it can move forward.
Discussion – Members discuss the motion, weighing pros and cons.
Re-State the Motion – The president or chair repeats the motion for clarity.
Vote – Members vote by voice, show of hands, standing, secret ballot, or roll call.

Parliamentary Procedure Activity

Parliamentary-Procedure-Trail-Mix.pdf

The President Conducts a Meeting: A Short Guide to Parliamentary Procedure

Running a smooth club meeting takes preparation and practice. Parliamentary procedure helps keep business on track while ensuring all members have a voice. Below is a simple guide for 4-H clubs and presidents to follow:

Order of Business

Call to Order
Pledges
Roll call
Reading and approving minutes
Treasurer’s report
Committee reports
Unfinished business
New business
Appointing committees
Adjournment

General Rules of Order

Members rise to make motions or address the group.
A motion should begin with, “I move that…” and requires a second.
A nomination doesn’t require a second.
Only one motion may be discussed at a time, except motions to adjourn, table, or end discussion.
Members may raise a point of order if rules are being violated.

Voting
Motions may be decided by:

Voice vote (aye/nay)
Show of hands or standing vote
Secret ballot or roll call

If There Is No Business

Meetings can still be valuable! Even if no business is discussed, the group can handle roll call and minutes, then spend the rest of the meeting on program or recreation.

Learning and practicing these steps helps you build confidence, leadership skills, and the ability to run effective meetings now and in the future.

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