Nominating for Office
•Stand and be recognized
•I would place in nomination for the office of (name of office), (name of person).
•The member will be seated. (no second)
•The President will ask for additional nominations.
•Someone should make a motion to cease nominations (requires a second and no discussion).
•The President will ask for a 2/3 (counted) vote.
•If no one moves to close, the chair should ask “Are there any more nominations?” three times before declaring nominations closed.
Once the nominations are closed, you may proceed in one of two ways.
•If there is no competition for any of the offices, a member may rise, address the chair, and after being recognized say “I move that the slate of officers be elected by acclamation”.
•If there is competition, speeches by the nominees for each office should be given and a ballot vote taken.
President
•Check on arrangements for the meeting.
•Preside over all meetings.
•Appoint committees as needed.
•Cast deciding vote in the event of a tie.
•The Chair is the person presiding over the meeting and not necessarily the president.
Vice-President
•Learn the duties of the President.
•Be prepared to perform these duties on short notice.
•Assist other officers in arranging for and conducting meetings.
•Usually serves as chairman of the program committee.
Secretary
•Call or check the roll and keep a record of attendance.
•Keep a record of the minutes of all meetings.
•Read the minutes when the president calls for them.
•Take care of club correspondence (including thank you notes). Send and post notices of meetings.
•Call the meeting to order when the president and vice-president are absent.
•Provide your leader or advisor with copies of the club roll and reports if applicable.
Treasurer
•Keep an accurate record of all money received and deposit it in a bank in the name of the club by treasurer.
•Pay all bills on action by club and approval of club leader if applicable.
•Sign checks.
•Keep an accurate record of all money spent.
•Be prepared to give a report at each club meeting of money received and spent and balance in the treasury.
•Complete the end of year treasury forms as required.
Reporter
•Write a brief report of club meetings and activities for newspapers and the county 4-H newsletter. Tell what was done and by whom.
•Learn to write interesting news items and send them in on time.
•Make a collection of all newspaper items referring to your club for permanent records kept by secretary.