FFA emblem here
THIS BOOK BELONGS TO
________________________________________________
FORWARD
CONGRATULATIONS! You have taken a step in our organization that many
members hope and wish to take sometime during their career. As a leader in your
Chapter, you will find the year to be challenging and competitive as well as beneficial
and fun.
With every achievement come more responsibility and more work. This is
especially true of members elected to FFA Chapter Office. As a chapter officer you are
going to be required to lead by example and, at times, to follow others as well.
Throughout your term in office you will encounter problems and obstacles. But
through cooperation, dedication and teamwork, you can overcome those rough spots and
accomplish new and great things for your FFA Chapter and its members. Good luck as
you use this handbook and other resources at your disposal, to be the best officer you can
be in this, the largest vocational youth organization in America.
Your advisor(s) hope you use this valuable hand book to help you grow and
become the kind of officer that will help the FFA in your chapter, and in Arizona, soar to
new heights!
FFA Discover the Power Here
CAMP VERDE FFA
2
Table of Contents
Forward ..........................................................................................................................2
Basic Duties of A Chapter Officer .................................................................................5
SELF-CONCEPT ............................................................................................................7
Principles of leadership
Associate with Positive People
Problem Can Be Used A Opportunities
Should A Chapter Officer Set Goals?
Is Skill Development Really That Important?
YOUR PERSONAL APPEARANCE .........................................................................12
Personal hygiene
Clothing and Dress
ETIQUETTE .................................................................................................................14
General Eating Habits
Eating NO-NO’S
Accidents at the table
Table Etiquette
Etiquette While Traveling
IMPROVING YOUR PERSONAL LEADERSHIP SKILLS ..................................18
Meeting People
Introductions
Beginning a Conversation
Remembering Names
Learning to Communicate
The Speech Delivery
The Three “Ups” of Speech Delivery
How to talk
Do’s and Don’ts of Effective Speakers
A Few Tips in Introducing a Speaker
The Ten Commandments of Good Communication
KNOW YOUR DUTIES AS A CHAPTER OFFICER .............................................26
Chapter Presidents
Chapter Vice Presidents
Chapter Secretaries
Chapter Treasurers
Chapter Reporters
Chapter Sentinels
RATE YOURSELF AS AN OFFICER .......................................................................37
3
HOW TO CONDUCT A MEETING ..........................................................................39
Planning
Arranging the Meeting Room
Meeting Room
Order of Business
Use of the Gavel
Summary of Motions
CHAPTER LEADERSHIP AND ADMINISTRATION ...........................................44
Working with Advisors
Developing Teamwork
BIBLIOGRAPHY .........................................................................................................47
4
BASIC DUTIES OF A CHAPTER OFFICER
Congratulations on being elected by your fellow chapter members to serve as a
CHAPTER OFFICER!! It is because of the great trust and confidence your fellow
members have in you that they have elected you to this very prestigious and responsible
position.
Through your year you will be required to carry out orders of business, conduct
meetings and banquets and carry out your specific officer duties. These are listed in the
official FFA Manual. They are all very tangible – types of duties. But along with these
are some less tangible duties that are not listed in the official manual. Nonetheless, you
are expected carry out all of these duties, great and small.
There are three basic types of intangible duties that you must carry out. They are,
being motivated and enthusiastic, being an example, and working as a team member.
Motivation and enthusiasm pretty much go hand in hand. Enthusiasm might be
defined as your level of desire to make something happen. The strength of this desire
also may motivate or move you to take the first step toward making something happen.
The two words, motivation and enthusiasm are almost the same. Motivated and
enthusiastic officers are those who are on time, ready to work and above all, happy and
smiling. In order to do your job as a chapter officer, in the very best way that you can,
you need to be ready to go every single day, even if you do not feel like it. Motivation
and enthusiasm lay the groundwork for your next duty: to set an example.
“All higher motives, ideals, conceptions and sentiments in a
man are of no account if they do not come forward to
strengthen him for the better discharge of the duties which
develop upon him in the ordinary affairs of life.”
For years you have heard things like, “do as I say – not as I do,” or “it’s okay if I
do it – just don’t you do it.” But what is being said in examples such as these? The
message is that followers cannot be expected to follow an example until one has been set
for them to follow! As a chapter officer you are expected to be an “ideal” FFA member.
You are a chapter officer 24 hours a day – even if you are out of uniform and away from
home. Once you try to set an example worthy of an FFA Chapter Officer you will
become part of a very elite team.
“A good example is the best sermon.”
In order to make your year the complete success that it has the potential to be, you
must work with the other officers; you must be a team member. Two heads are better
than one – but six are far better than two! So try hard to put all of your differences aside
for a year and you will get more out of being an officer than your wildest dreams will
even allow.
5
“Remember while spelling, there is no ‘I’ in team.”
You are about to embark on a very trying and rewarding year. As you begin you
are nothing more than an elected person – a figure in a jacket. If you work hard, and
follow the intangible duties, you will end your year not only as an individual, but a team
member as well. You will be a happier person and a true asset to your chapter!
GOOD LUCK!!
Spiraling up Picture Here
6
SELF CONCEPT
Philosophers of all ages have agreed on one thing – we become what we think.
The sum total of our thoughts, our perspective or outlook on life, are all definitions for
“attitude.” As chapter officers our attitudes are likely to change from what they have been
in the past. In order for you to succeed in your local chapter, you must fully realize that
your attitude determines your actions, reactions, motives, and decisions. It is
therefore important that we develop a positive attitude for ourselves. This is essential for
effective leadership.
When you have a negative attitude, what really happens? It actually brings on
negative results! When you send out negative thoughts you activate the people around
you negatively.
- thoughts = 
If, on the other hand, you send out positive thoughts, you activate the world
around you positively and you attract to yourself positive results. In the long rum, if you
constantly have a cheerful attitude, the people around you will be motivated to be happy.
+ thoughts = 
What is it about self-concept that makes it so important? There are some specific
reasons of importance for including this in your handbook:
1) A recognized leader of a youth organization must provide a stable leadership.
You must also have a clear and satisfying concept of what type of person you
should be in terms of attitudes, values, and relationship to others;
2) When working with your peers and learning to cope with some individuals,
pressure can result. This has sometimes led to either a severe loss of
confidence in the face of awesome responsibilities or, the other extreme, the
development of an inflated ego. Neither of these conditions are healthy for
you or the FFA. A proper and healthy self-concept for any FFA officer can be
developed and strengthened through an understanding of some of the “basics”
which follow.
Principles of Leadership
1) A leader is a person who has practiced the ability to achieve goals. A person
is not “born a leader.” Leadership can be developed by learning and
practicing skills for working with and leading people.
2) Effective leadership requires practice – lots of it.
3) Almost anyone may learn and improve on leadership skills.
7
4) Leadership is what an individual does while being a member of a group, not
what or who the person is.
5) Leadership must be accepted by other members of the group to be effective.
Fellow members must recognize that other individuals have the “know-how”
and abilities to be a leader.
6) Leadership skills may be learned and improved upon by almost anyone.
7) Leadership is more than being a “people pleaser” or a “sharp dresser.” Some
examples of leadership skills which an FFA officer would likely need to
develop are:
a)
b)
c)
d)
ability to give a short talk;
technical information on agriculture;
ability to lead discussions;
ability to conduct an efficient and effective meeting.
Associate with Positive People
Few people select their friends on the basis of whether they possess the
characteristics of being negative or positive. But it is important to be aware that negative
thinkers can rub off on you. Conversely, positive and dynamic people can rub off on you
also.
Problems can be used as Opportunities
A positive person will more likely accept problems as stepping stones instead of
stumbling blocks. A leader learns to anticipate problems and has plans for addressing
potential problems in advance – before the problem is upon them. Positive leaders see
the working out of problems as a challenging educational process. They are ones who
see problems as a means of learning and self improvement through growth and
experience.
Should a Chapter Officer Set Goals?
Yes! When we have confidence in ourselves we can accomplish much more. Just
a simple hope or dream can be a confidence builder. Setting and achieving goals will
contribute to the success of a chapter, as members are more likely to continue to build on
successes or achievements.
Set goals that are realistic and possible for your chapter to accomplish. Members
will not cooperate if led down the path of “non-achievement” for a long period of time.
If this does occur, you should re-evaluate the major goal and break it down into “bitesized” pieces or smaller goals. The more, smaller, goals being accomplished will lead to
building confidence in the chapter. This will likely result in progress towards and
eventual attainment of the original goal.
8
Recognizing and convincing members that they are achievers is perhaps the
greatest asset to remember in goal setting. Always watch for opportunities to legitimately
praise fellow members on achievements and accomplishments. A chapter that has many
self-confident members is going to achieve more.
Is Skill Development Really that Important?
Of course it is!! As a leader, you must constantly strive to improve on your skills.
When you are confident of your own abilities the next step is helping fellow members
improve their abilities. As you do this, they begin to recognize the strength of your
abilities to lead and serve as an effective chapter officer.
The only honest way to determine if you are strengthening your skills as leader is
to periodically make an un-biased evaluation and compare your present skill level to a
previous period of time. Now would be a good time to make your first personal
evaluation of your own abilities.
SELF-RATING SCALE
Directions:
Circle the appropriate number following each trait listed.
Four is outstanding, three is above average, two is average, and one is poor.
Total your score at the end.
1.
Do I maintain a well-groomed appearance?
1 2 3 4
2.
Do I have a pleasing voice?
1 2 3 4
3.
Is my posture alert and poised?
1 2 3 4
4.
Is my disposition cheerful?
1 2 3 4
5.
Do I make friends easily?
1 2 3 4
6.
Do I exert a positive leadership?
1 2 3 4
7.
Am I generally thoughtful of the feelings of others?
1 2 3 4
8.
Is my enthusiasm sincere and contagious?
1 2 3 4
9.
Do I persevere until I achieve success?
1 2 3 4
10.
Am I sincere in my interest in other people?
1 2 3 4
11.
Am I ambitious to get ahead?
1 2 3 4
9
12.
Do I get along well with other?
1 2 3 4
13.
Do I react constructively to criticism?
1 2 3 4
14.
Do I remember names and faces?
1 2 3 4
15.
Am I punctual on all occasions?
1 2 3 4
16.
Do I have and evidence a spirit of cooperation?
1 2 3 4
17.
Am I free from prejudice?
1 2 3 4
18.
Do I know how people react in most situations?
1 2 3 4
19.
Am I generally a good listener?
1 2 3 4
20.
Do I refuse to allow what other people say to hurt me?
1 2 3 4
21.
Can I criticize without giving offense?
1 2 3 4
22.
Do I usually like people for what they are, or do I wait
To see if they like me?
1 2 34
23.
Do I enjoy being part of a group?
1 2 3 4
24.
Am I reliable?
1 2 3 4
25.
Can I adapt myself to all situations?
1 2 3 4
26.
Am I easily discouraged?
1 2 3 4
27.
Do I apply myself to the problems of each day?
1 2 3 4
28.
Can I make a decision quickly and accurately?
1 2 3 4
29.
Am I loyal to my superiors and associates?
1 2 3 4
30.
Do I try to get the other fellow’s point of view?
1 2 3 4
31.
Am I neat and clean in my work as well as my personal
appearance?
1 2 3 4
32.
Do I know where I make my mistakes and do I admit them?
1 2 3 4
33.
Am I looking for opportunities to serve others better?
1 2 3 4
10
34.
35.
36.
Am I following a systematic plan for improvement and
advancement?
1 2 3 4
Can I accept honors and advancements and yet keep my feet
on the ground?
1 2 3 4
Am I playing the game of life honestly and fairly with
myself, my fellow members and others with whom I work?
1 2 3 4
Add the circled numbers to get your TOTAL SCORE:
-----------
And now, to evaluate your scores – if your score totaled over 100, your rating is
definitely superior. And, if you have been honest with yourself, you are among the
people who are most likely to succeed as a leader. 90 to 100 is above average. 75 to 90
is average. Below 75 shows plenty of room for improvement. How did you rate?
Notes:
11
YOUR PERSONAL APPEARANCE
Personal Hygiene
1)
Start your day – every day – with a bath or shower and a shampoo. If you
are involved in recreation in the afternoon and will participate in a formal
function that evening, you should bathe or shower again.
2)
Be neat! Hair should be shampooed and combed. Keep hair
conservative. Extremes in hairstyles are often associated with poor
grooming. Boys should be shaven. Be certain to shave however
frequently is necessary to avoid stubble.
3)
Apply deodorant after your bath or shower. Note: deodorant is only
effective when used after washing. Using deodorant as a substitute for
washing will only briefly camouflage perspiration odor and in a very short
time you will be s-o-r-r-y!!!
4)
Brush your teeth at least once a day and if possible brush or rinse with
mouthwash after each meal to prevent possible bad breath attacks.
5)
Keep your fingernails neatly manicured. The recommended method is to
cut the nail straight across the end. File or trim the sharp edges to avoid
the chance of scratching someone.
6)
Use swabs each day to clean the outer region of each ear canal.
7)
Perfume, cologne, or aftershave may enhance the impression you make.
Settle on the brand that attracts the most compliments.
Clothing and Dress
1)
Keep shoes polished and shined. Girls remember to wear closed toed and
closed heeled shoes. All official dress shoes should be black.
2)
Care for your clothing and keep it free of wrinkles. Pack your suitcase
carefully. Follow cleaning instructions listed on the label of each garment.
3)
Wear clothing appropriate to the occasion. Carry both formal and
recreational clothing with you when you travel. For FFA functions,
strictly observe the official Dress as listed in the State Constitution.
4)
Girls, for official dress, try to select skirts that are not too short, 2 – 4
inches above the knee is plenty short. Remember you do not want to
12
offend others if you must sit down and interview them or if you must bend
over.
5)
Try to have two or more sets of official dress for conventions and
conferences, so that you may be neat and fresh every day.
6)
Keep a lint brush or fabric tape in your car or suitcase to touch up your
FFA jacket, brush dust from the cuffs of slacks or any other place that may
attract dust or lint.
7)
Girls, be sure to carry at least one extra pair of panty hose just in case of a
run. Also keep clear fingernail polish to repair inconspicuous runs.
Generally Speaking
Have you every noticed how much easier it is to relax with other people if you are
satisfied with your own appearance? We can’t all be beautiful or handsome. Maybe we
cannot all afford expensive clothes, but we can all be neat and clean!
☺
13
ETIQUETTE
FFA members and officers may often be judged by the manners they present in
public situations. You should be concerned about the image you present in the way of
good manners and etiquette, as it will reflect on you as an individual, your FFA Chapter
and school, and the entire FFA organization.
As a responsible FFA officer, you should always use good manners. Keep the
following suggestions in mind any time the public is watching.
General Eating Habits
1)
Take small portions of food at one time.
2)
Take small bites of food; do not stuff it in all at once.
3)
Use proper posture; do not slouch in your chair.
4)
Keep your plate neat. Do not let several types of foods run together.
5)
Food should be chewed quietly with the mouth closed.
6)
Test hot beverages with a spoon. Never blow on it to cool it.
7)
If a sandwich is not cut in half, do so with your knife. It is then easier to
handle and less messy.
8)
When finished with your meal, place your utensils at the upper edge of
your plate to signal the wait staff that you are finished.
Eating No-No’s
1)
Mixing food on the plate or putting more than one type of food on a fork
at one time.
2)
Talking when there is food in your mouth.
3)
Putting elbows on the table while eating. It is proper only between
courses.
4)
Gulping water or sniffing foods.
5)
Carrying off souvenirs, such as ashtrays, silverware, glasses, flowers, etc.
6)
Using a toothpick at the table or in the presence of others.
7)
Excessive loud talking or laughing that would disturb others around you.
14
8)
Stacking dishes when you have finished or pushing your plate away.
9)
Pouring salt or pepper on the tablecloth.
10)
Do not lick your utensils.
Accidents at the Table
It is embarrassing to spill water, drop food on clothing, etc., but do not let it break
your confidence. It can and does happen to everyone. The best policy is to draw as little
attention to the accident as possible. You simply draw more attention to the fact if you
make comments. Should you drop a knife, fork, or other eating utensil, let it stay on the
floor and ask for a clean one. If it is necessary for you to leave the table due to an
accident (to clean spots off clothes, etc.) there is no need for an explanation – simply
excuse yourself and leave.
Table Etiquette
1)
If a lady needs to leave her seat to participate in the program or for any
other reason, the man to her left also rises and pulls her chair back out of
the way as she stands.
2)
Napkins should be unfolded and placed over your lap as soon as you sit
down for a meal. Never shake the napkin. When necessary use the napkin
as a blotter, not as a washcloth.
3)
Wait for a signal or comment from the host, hostess, or master of
ceremonies as to when you may begin with the appetizer or salad. This
precaution will save you the embarrassment of trying to hide the fact that
you’ve already polished off your salad and roll as the other guests pause
for grace or invocation. If the host, hostess, or master of ceremonies
begins to eat, that is your cue that no grace is going to be said, and you
may begin.
4)
Salt and pepper are always passed together, even if only one is requested.
The reason is that many people who use one use both. Keeping them
together will save everyone from 55 interruptions just to keep the pepper
caught up with the salt.
5)
Receive dishes passed to you with the hand opposite the direction from
which the dish comes, and pass dishes to your neighbor using the hand
opposite the neighbor to whom you are passing. This is recommended
since when you receive or pass with your near arm, your arm and hand
tends to tip backward as they move outward from your body, creating a
spilling hazard.
15
6)
If it is necessary to leave the table during the meal or programs, a quiet,
“Would you please excuse me for a minute?” is an expected courtesy to
your neighbors. The absence of a comment makes your exit appear
abrupt, in which case another person at your table may fear you were
bored or disgusted with the program.
7)
Break bread or rolls into manageable pieces with the fingers. Butter
knives should be used only to transfer butter from the butter dish to your
plate, and not to spread the butter on your roll or other food. Also break
rolls over the roll plate to minimize the crumb spillage.
8)
Corn-on-the-cob: use holders when provided, otherwise use your fingers.
Do not butter the whole cob of corn. Butter two or three rows of kernels at
a time; eat that much before you butter more rows.
9)
Chicken should be cut from the bone and eaten with a fork, unless it is
served in a basket, or the host says that it is a “finger food.”
10)
Spaghetti may be eaten by twisting a few strands around the fork. Bite off
long strands, allowing the ends to fall to your plate. Do not suck up the
loose ends.
11)
Chunks of cheese, pickles, crisp bacon, and pieces of melon are “finger
foods.”
12)
Never eat potato chips and similar foods directly from the serving dish.
Take a handful at a time and eat them from your plate.
13)
Remove bone, gristle, seeds and other inedible from your mouth by
allowing them to slip from your mouth to your raised fork or spoon,
depositing them on the edge of the dinner plate. Do not put such items
into your napkin.
14)
When finished, fold your napkin loosely but neatly, and place it beside
your plate. (At very formal dinners, it is customary to wait until the host
or hostess places their napkin on the table as a signal that the meal has
ended.)
16
Etiquette while Traveling
1)
2)
Tipping is expected by:
a)
Waiter/waitresses – 15% of the bill, up to $3-4.
b)
Hotel bellmen -- $0.50 per bag carried, or $1.00 per trip to your
room. If he brings food to your room, you should add $1.00 to the
standard 15% tip for the meal.
c)
Airport skycaps (baggage carriers) -- $0.50 per bag carried.
d)
Drivers of hotel courtesy vans if they handle your luggage, make a
special trip for you, wait while you make phone calls, or otherwise
deviate from their normal routine for you.
e)
Cab drivers – 15-20% of the fare, plus $0.50 per bag if they handle
your luggage.
Tipping is not expected in a buffet or cafeteria situation.
Emily Post Says…………………………………
17
IMPROVING YOUR PERSONAL LEADERSHIP SKILLS
Meeting People
When you are fulfilling a leadership role, you are often expected to set the
example. At FFA functions, chapter officers should be the aggressors when it comes to
meeting people. However, if you are at a meeting as an FFA representative, it is better to
allow the host to introduce you to others. Also, when you have been invited to an event,
be sure to find the host and greet them as a way to let them know you are present.
A good mixer will be casual and not try to meet every person within the first 15
minutes. Take your time and converse with the people as you meet them. They will
remember you better if you visit and show genuine interest in them.
Introductions
A)
Being introduced to others:
1)
Look the new acquaintance in the eye when extending your
hand.
2)
Smile!!
3)
Grip the new acquaintance’s hand firmly – no bone
crushing, but no dead fish either.
4)
Ask the name again if you misunderstand it. No one enjoys
anything more than his own name being spoken.
5)
Use the new acquaintance’s name as soon as possible to
help remember it.
6)
Acknowledge an introduction with, “How do you do, Miss
Brown,” for example.
7)
Boys and men always rise to their feet when being
introduced to anyone – even another male.
8)
Men and boys wait for the girl to extend her hand because
she may either shake hands or not as she pleases.
9)
If in a group, do not extend your hand to acquaintances in
front of other people.
18
10) After an introduction, a brief conversation usually follows.
When you are ready to leave, you should express your
pleasure for having made the new acquaintance with, “I
hope to see you again,” or “I have enjoyed meeting you, to
which the proper response is, “Thank you.” First
impressions are extremely important to everyone.
B)
Introducing others:
1)
Name first the older, most distinguished, the girl or boy,
and then the other person.
2)
Introduce people in an easy, nonchalant manner.
3)
Have names clearly in mind before introducing the two
parties.
4)
Pronounce both names distinctly and slowly.
5)
Common introductory phrases:
“Mr. ______________, may I present Mr. ___________.”
“Mr. ______________, may I introduce Mr. _________.”
6)
After giving the introduction, give cues for conversation
such as: “Mr. _________, this is Joe Smith who went
fishing with me last summer.”
7)
If introducing one person to a small group, you may say, “I
want all of you to meet my friend, Dick Brown. Dick, this
is Ruth, Sue, Al, and Johnnie.” Avoid pointing to
individuals as they are named.
By now you should be able to see that introductions are extremely important. It is a skill
you will want to improve on as you introduce guests and friends.
Beginning a Conversation
Adults should be called “Mr.” or “Mrs.” unless they ask that you use their first
name.
A good conversationalist is a good listener. Being a leader does not mean
dominating conversation in which you are involved. Good questions add to a
conversation. Observe these cautions:
1)
Avoid attempts at humor that involve controversy such as politics, race,
religion, or moral issues;
19
2)
Respect privacy. Avoid conversations about money, illness or any family
peculiarities;
3)
When your conversation partner seems reluctant to volunteer information,
or continue on a given topic, abandon the subject and nudge the
conversation in another direction. A conversation was once overheard in
which one party repeatedly asked the other what his son was doing. The
man whose son was in question kept giving short, vague answers such as
“We don’t see him much these days,” obviously not wanting to pursue it.
But the questioner persisted, and in despair, he finally explained, “My son
is in prison.”
Here are some suggested conversation starters:
For youth or young adults:
1)
2)
3)
4)
ask about their projects;
ask about their FFA chapter;
what do they plan to do after High School?
Favorites: sports, music, movies, etc.
1)
2)
3)
4)
5)
what is their occupation?
Do they have a family?
Opinion on current events;
Favorite places to visit;
Connection with agriculture, if any.
For adults:
Remembering Names
The following are suggestions which may help you remember names:
Step I.
Impression
A.
Hear name clearly
1)
2)
3)
B.
Think of only the name when being introduced to someone.
If you do not hear the name clearly, say, “I’m sorry, I didn’t get
your name.”
If still not clear, ask him/her to spell it for you.
Get a clear impression of the person
1)
2)
3)
Observe facial expressions.
Get a clear impression of size – short, thin, etc.
Get a distinct impression of the voice – husky, high, etc.
20
Step II.
Repetition
A.
B.
C.
Step III.
When introduced, repeat the name immediately. “How do you do, Mr. (s).
_______________.
Repeat the name to yourself while he/she is talking.
If introduced to a group of people at one time, concentrate intently on each
name as you hear it. Between introductions, look at the person to whom
you were introduced and repeat the name to yourself. After all the
introductions, immediately try to recall the name of each.
Association
If you want to improve your ability to remember names, you must first sell
yourself on the importance of doing it. Your success, like the learning of any other skill,
depends largely on how strongly you desire to do it. To help remember a person’s name,
have an association between the facial impression, an object or some picture the name
suggests.
A)
Business – to remember a Mr. Lacey one might picture him as a shoe
manufacturer.
B)
Rhyme – the sillier the picture, the easier it will be to remember. Mary
Grady is quite a lady.
C)
Appearance – to remember a Mr. Whiting, picture the person pouring a
five-gallon bucket of white paint on his head.
D)
Meaning – to remember a Dr. Stone, think of him as a big rock.
E)
Mind Picture – to remember a Mrs. Van Hatten, think of her as driving a
huge van with an unusual top, the van is covered by a gigantic hat – van
hat on!
F)
Similar Name – associate a person with someone you already know who
has the same or similar name.
Follow-up
Follow-up your first meeting with people with whom you wish to develop a
relationship by collecting name cards or otherwise securing a title and address. Send a
short letter within a few days and mention how much you enjoyed meeting them.
Learning to Communicate
One method of communication in which every chapter officer will be involved at
one time or another is public speaking. The best advice anyone could give to any chapter
officer concerning public speaking is in three short words – practice, preparation and
21
perseverance. Many an officer started their speaking career in front of the bedroom
mirror, or seated behind a tape recorder.
Regardless of the speech, you should be prepared! Know your subject. Know
your audience. Determine a purpose for the speech based on the needs and interests of
the group you will be addressing. A speech may aim to entertain, inform, stimulate
(provoke inspirational or emotional reactions), convince (persuasion and/or motivation),
or actuate (secure some form of action).
Speakers do a better job when they analyze the audience, occasion, physical
facilities and plan what is to be said in advance. The following check list includes items
to be considered when speaking:
A)
The audience: its physical and mental characteristics.
1)
2)
3)
4)
B)
The occasion.
1)
2)
3)
4)
5)
6)
7)
C)
How many people of what age will be present?
Will both sexes be present?
What are their interest, attitudes and beliefs?
What do they know about the subject? What is their attitude
toward it?
A regular meeting?
A special meeting planned primarily to hear the speaker?
An action meeting? (How doe the speaker relate to the action
desired?)
What local customs should be kept in mind?
What amount and kind of audience participation is desired?
Is the meeting formal or informal?
What is the total program? (How is the talk related to it?)
Physical requirements and conditions.
1)
The meeting place:
a)
b)
2)
Where is it? What kind of room will be used?
Are facilities for audience participation available? Tables,
movable chairs, etc.? What facilities are available for
control of light and ventilation?
Equipment:
a)
Facilities available at the meeting place? Blackboard?
Chalk and eraser? Public address system? Other audiovisual equipment? Equipment which speaker must provide?
Three-dimensional aids and charts, films and filmstrips,
22
materials for audience participation and evaluation forms
are typical examples.
Remember, a meeting worth holding grows out of the lives of the people who take
part. Your speech should serve the needs of the audience. It should be related to their
attitudes or action.
The Speech Delivery
Many an FFA officer have spoken about subjects which are difficult to make
interesting. If you want your speech to be interesting as well as beneficial you must
prepare for the delivery. Some key things to keep in mind are:
A)
Voice
1)
2)
3)
4)
varied volume
varied pitch
varied speed
emphasis on key phrases
B)
Eye contact
C)
Facial expression
D)
Hand gestures
E)
Sincerity
F)
Poise
G)
Friendliness
The Three “Ups” of Speech Delivery
Whether you are “saying a few words” at a committee meeting or making the
main speech at a national convention, follow these important steps to insure success.
Stand Up! Don’t slump, don’t cling, don’t drape yourself over the nearest piece of
furniture. Don’t make distracting motions or display distracting mannerisms.
Speak Up! Your voice comes from your abdomen, not your throat. In speaking,
use your lips. Project your words clearly by using your lips. Assume good, relaxed
posture, use your diaphragm and your lungs and speak any words, poem or tongue twister
using your lips to pronounce each letter – especially those on the ends of words. When
speaking, speak over the heads of the first rows to the last third of your audience. Vary
your emphasis, now powerful, now softer. Vary your speed, now faster, now slower.
Try to keep your voice low and well-modulated; and raise the voice occasionally for
23
variety, especially if telling a human interest story, an anecdote or imitating someone, or
to stimulate an audience to action.
Deepen your voice for sincerity, for conviction and especially when you swing
into your last sentences. Pause occasionally, especially at the end of your least sentences
or paragraphs or sections of your speech. If you tend to be nervous, be especially careful
that you do not talk too fast and too shrilly.
Shut Up – With a Snap! Quit when you are through. A long, drawn-out, rambling and
aimless conclusion is an anti-climax and destroys the good impression you have made
previously. Deepen the voice as you say, “And now, in closing . . .” or “To summarize
briefly . . . .” or “Finally . . . .” say a few, very few, sentences, and close with a
ringing sentence or a deeply sincere one. Thank the audience (if you are giving a formal
speech) and sit down.
How to Talk
Select a subject you have earned the right to talk about. How do you “earn the
right?” By knowing a great deal about the subject or feeling very deeply about it.
Think it through – in advance. Analyze, condense, simplify until you have a wellrounded skeleton of the subject, with clearly defined main points and conclusion. If
necessary, outline your speech on a card, which you will keep out of sight; or have a
typed version that is easy to read from the podium and be discrete when you must follow
the speech. Your listeners want you prepared.
Do’s and Don’ts of Effective Speakers
1)
2)
3)
4)
5)
6)
7)
8)
9)
10)
11)
Speak on a subject you have earned the right to talk about such as past
experiences.
Speak on something that interests you . . . . be enthusiastic.
Talk from your heart – not from your mouth.
Be sincere.
Be honest.
Have an eager desire to communicate.
Be simple.
Make brief notes of what you want to say.
Know more about your subject than you plan to use.
Don’t imitate others; be yourself.
Don’t preach.
A Few Tips in Introducing A Speaker
Following are a few ideas and tips on making a brief but interesting introduction
of a speaker. The key to a good introduction is accuracy, briefness, and a reasonable
measure of enthusiasm.
24
Make few remarks. Don’t start with his birth and chronicle the events of his life.
Mention only those past experiences that relate directly to the subject of his speech.
Don’t try to capture the audience with your personality, a string of funny stories
or your knowledge of the subject. Always remember, he is the speaker, not you.
Create suspense. Create the thought that what the speaker is about to say is
important and mention his name only once, at the end of your remarks; then stay on the
platform with him and lead the applause. Retire during the applause.
Don’t gild the lily. Exaggerated praise leads to disbelief and possible
disappointment.
Never apologize if the speaker is a substitute. If a fill-in or schedule change is the
case, do not apologize to the audience. There have been many times when the substitute
speaker turned out to be the better of the two!
Set a time limit. Before your introduction, tell your speaker that he is to speak for
25 minutes and that you will warn him five minutes before his time is up.
Launch speaker’s right. What you say about the speaker must make the audience
feel that he is important to them now. How you say it must create suspense so that the
audience waits eagerly for the speaker. The speaker’s name should be the final climactic
words. Provoke applause and stand up until the speaker has taken his place.
The Ten Commandments of Good Communication
1)
2)
3)
4)
5)
6)
7)
8)
9)
10)
Be accurate. Violating this rule can really get you into trouble.
Be brief.
Be clear. Avoid complex word combinations, phrases that have double
meaning, or parts that might be misunderstood.
Don’t try to impress your audience. In general, don’t use $5.00 words
where a 5-cent word will do.
Consider your audience. Write, speak, or use a language your audience
can understand.
Think and organize before you write or speak.
Make your message interesting. Say something worthwhile and dress it up
a little with active, colorful words, examples, or illustrations.
Don’t leave out essential facts. Remember the five W’s (Who, What,
When, Where, Why) and How.
Be fair with everyone with whom you work in any type of
communications.
Don’t just relate – illustrate it! Use actual objects, models, movies,
photos, and drawings whenever you can.
25
KNOW YOUR DUTIES AS A CHAPTER OFFICER
Here is a short list of duties and responsibilities that all chapter officers should be
willing to accept and undertake.
1)
2)
3)
4)
5)
6)
Memorize your part in all official FFA ceremonies.
Be interested in being part of a leadership team.
Lead by example.
Be familiar with chapter constitution and by-laws.
Be familiar with parliamentary procedure.
Be willing to accept RESPONSIBILITY!
Some other hints that will really help you become a better chapter officer include:
1)
2)
3)
4)
5)
6)
7)
8)
9)
Really know the meaning of the Creed.
Know the primary aim of the FFA.
Know the importance of the FFA Motto and salute.
Put into action the essentials of a successful chapter (see Official FFA
Manual, page 14).
Have an overall positive attitude.
Spread the word of the FFA
Be willing to cooperate.
Have access to an Official FFA Manual and FFA Student Handbook.
Have pride in yourself, your chapter, and in the FFA!
Chapter Presidents
“And your new chapter FFA President for the upcoming year is . . . .”The day
your name was announced as FFA Chapter President you were given a gift. With this gift
comes an awesome responsibility and a great opportunity. This gift is your presidency.
You are now responsible for the success of your FFA Chapter in its undertakings and you
have the opportunity to strengthen and develop your leadership skills as well as grow as
an individual and team member. Your term in office can be as exciting, challenging,
educational and fun as you and your fellow officers decide to make.
Something to keep in mind as you prepare to lead your chapter is this definition of
a leader: A leader is one who leads by following along with, one who guides by example.
As well as fulfilling the duties of your office, you will serve as a role model for the
members to follow. This idea really isn’t so difficult to imagine. After all, it is the
members who elected you. That means that they see things in you that they admire and
respect.
It will be you who calls the meetings to order, appoints committees, and creates a
unity and team atmosphere in the chapter. The pressures of being a leader can be
difficult to deal with at times, but the rewards of being a good leader will make it all
worthwhile.
26
Congratulations chapter president – use your gifts in a responsible, team-oriented
fashion, and you will experience a successful year.
“As president elect, you have been selected by your follow members to be the
leader of your chapter for the coming year. You are therefore responsible for guiding
your chapter in all its worthy undertakings. May you work intelligently and seriously to
fulfill the responsibilities of your office.”
What should I actually be doing as Chapter President?
1)
2)
3)
4)
Appoint committees and serve on them as an ex-officio member
Serve as the official representative of the chapter.
Coordinate the activities of the chapter and keep in touch with the progress of
each division of the program of activities.
Preside over meetings according to accepted procedure:
a) Never start a meeting without an agenda.
b) State the purpose of the meeting at the beginning and read the agenda.
c) Keep the meeting moving.
d) Speak clearly. Be sure you are heard.
e) Prevent general hubbub. Don’t let the meeting break up into a series of
private conversations.
f) Talk to the whole group, not to any individual.
g) Keep the speaker talking clearly and audibly.
h) Sum up what has been said and get a decision, if the meeting has been
called for action as well as information.
i) Recommend committee study, when discussion shows the meeting is not
coming to an agreement.
j) Keep control of the meeting, without cutting off discussion.
k) Don’t argue with any speaker. The chairman is the umpire, not a
contestant.
l) If you have a comment, get another chairman to preside while you
participate.
m) Don’t squelch a troublemaker; ask the assembly what should be done.
n) Be aware of the physical comfort of all – temperature, drafts, lights, and
thirst.
o) Before closing the meeting, check results. See that nothing is omitted that
should be said or done.
27
Chapter Vice-Presidents
“As Vice-President elect, your record of accomplishment indicates you have those
qualities of leadership which we should all possess. You are to assist the President in
directing the work of your chapter, preside over meetings in his absence and keep all
committees working effectively.”
Is my job really important? You bet it is! Size-up the importance of these duties of the
Vice-President:
1)
2)
3)
4)
5)
Assume all duties of the President if it becomes necessary.
Develop P.O.A.
Supervise all chapter committee operations (This is the real heartbeat of
any FFA Chapter. Committees are where work gets done. This is an
important responsibility that should not be taken lightly!).
Work closely with the President in coordinating chapter activities.
Set up and maintain a chapter resource file. Whew! That’s a big job –
and one vitally important to the success of a local FFA Chapter.
To be successful at executing responsibility number 2), above, a Vice-President must
know the importance of committees. It is the responsibility of the Vice-President to
work with committee chairmen too.
DEVELOP GROUP GOALS AND OBJECTIVES.
Establishing written objectives builds group enthusiasm and helps individual
members identify the group’s goals with their own desires. Both short and long-range
objectives should be considered. When possible, goals of the community or political
“unit” where the group operates should be incorporated into the group’s objectives.
PUSH COMMITTEES INTO ACTION.
A committee is a member or group of members elected or appointed to consider
or make plans for one particular purpose or event. There are three general purposes
committees can serve.
1) An investigation committee gathers information and reports its findings back to the
group;
2) A planning committee makes recommendations based on information it has gathered.
It must submit its plans back to the group for approval.
3) An action committee has permission from the group to take needed action. When its
job is done, it reports back on what has been done.
28
The committee system is used for getting group tasks done. There are several
reasons why the committee system proves effective for group tasks. The committee
system:
1) gets more accomplished;
2) spreads the work load so that the same person isn’t always stuck doing the work;
3) puts concentrated effort to work on a problem;
4) gets people who are qualified to work on specific problems together;
5) develops leadership.
Two types of committees are commonly used in groups. Each has its place and
you should be certain not to confuse the two. Standing committees are active throughout
the year. Examples include student committee, chapter committee, and community
committee.
Special Committees are active for specific problems or events. Examples include
fair or parade committee, banquet committee, local recognition committee, special party
committee, etc.
To function, committees need effective leadership. Select a good committee
chairman who demonstrates these attributes:
1)
2)
3)
4)
5)
6)
Gives leadership but lets group make its own decisions.
Understands purpose of the committee.
Seeks ideas before expressing own ideas.
Keeps attention on the job.
Plans and delegates jobs if necessary.
Informs president when ready to report.
Committee members should also be selected carefully. A poor committee can
limit the best chairman’s work. A good committee member should:
1)
2)
3)
4)
5)
6)
7)
Know the specific assignment.
Be interested.
Give thorough study to the assignment.
Seek information outside committee, if desirable.
Cooperate with other committees in working out details.
Cooperate with each other in best interests of the group.
Follow through until work is completed or goal is reached.
29
Some members do not want to accept committee assignments. You will find that they are
more likely to accept responsibility if:
1)
2)
3)
4)
The assignment is clear, specific, and important.
They know with whom they will be working.
They feel they can do something useful and personally make a
contribution.
They can receive recognition (i.e. names of all committee members read
with report; committee members’ names recorded and given publicity
whenever possible.)
An easy way to remember the duties of a committee is to use the three “P’s”:
Purpose – know the purpose of the committee, what it’s job is;
Plan – have a plan carefully worked out after discussion with all members taking part;
Push – have enough push (drive or energy) to get your plan on paper and see it is carried
through.
Chapter Secretaries
What do you do? Well, you type, write, type, type, write, write, take minutes,
minutes, minutes, and more minutes!!!
Seriously, those are a few of the many duties you will fulfill as Chapter Secretary.
Of course, you will take notes, or “minutes” as they are properly called, during all
gatherings of officers, committees, and member.
You also need to be sure correspondence is kept up. Be sure thank you notes are
written, invitations are out, etc.
You must also keep an accurate roll sheet and keep a membership list. From this
list you will issue membership cards to all members.
Further duties are listed in your Official FFA Manual. The ones mentioned here
are the “biggies” and will require most of your time and effort.
Your hard work will pay off in the end when your chapter becomes stronger and
more involved. You have a very trying year ahead, but just keep in mind that the
Secretary has a more time consuming job than all of the others; but your job is perhaps
one of the more important because no organization could be maintained without
Secretaries! Good luck and get to work!
30
“As Secretary elect, you have been chosen to keep accurate minutes of our
meetings and carry on the chapter correspondence. You should provide the chapter with
the order of business and committee assignments for each meeting. You will also keep a
list of members, a record of degrees awarded, and have custody of the constitution and
bylaws.”
Many of the Secretary duties outlined above and recorded in the excerpt from the
installation ceremony are the maintenance of lists or official chapter documents – all of
which are relatively simple tasks. However, the task of recording proper minutes is not
an easy one and is a task that few FFA officers know how to do correctly. The next
couple of pages are devoted to assisting FFA Chapter Secretaries in preparing minutes.
HOW TO PREPARE THE
MINUTES OF THE MEETING
1. The minutes should show:
A.
B.
C.
D.
E.
kind of meeting, regular or special:
date of meeting;
place of meeting;
who presided;
whether minutes were read or approved.
2)
The name of the member introducing the motion should be recorded but NOT the
name of the person making the second unless there is some special reason for
doing so.
3)
The purpose of the minutes is to report what was done, not what was said.
4)
When a counted vote has been called for, the number voting on each side should
be recorded.
5)
Minutes should be typed and submitted with the Secretary’s signature.
31
HOW TO TAKE NOTES
OF THE MEETING
Many secretaries try to take too many notes at a meeting. The important point in
taking notes is to get down what was done, not what was said, except in the case of
recording the exact wording of motions.
The following are notes taken at a meeting. On the following page are the
minutes that were written up using these meeting notes.
MEETING NOTES
July 15, 2003, Room 202, Camp Verde High School, Camp Verde, AZ
Andrea Swartz; 6 members, Mr. Tom Munter, Advisor Don Wilson, Asst. Advisor Mr.
Jerry Davis.
Minutes approved as corrected by Carolyn Coleman.
Treasurer’s Report: $400.00; bills paid were:
Paul Kuber moved to accept recommendation that the FFA sponsor breakfast with the
CV Lion’s club. -- passed.
Jerry Davis – jackets have been ordered.
John Pavletich moved to make a chapter officers handbook. Amended by Darin Coert to
add “and that they be given out at our leadership retreat.” – passed.
12:00 – lunch.
SAMPLE MINUTES
July 14, 2003
Room 202, Camp Verde High School
Camp Verde, Arizona
A regular meeting of the Camp Verde FFA Officers was held in room 202 at Camp Verde
High School in Camp Verde Arizona on July 14, 2002. President Andrea Swartz
presided.
Six members, Advisor Donald E. Wilson, Asst. Advisor Jerry T. Davis, and Special
Projects Coordinator Tom Munter were in attendance.
The minutes of the previous meeting were read. Carolyn Coleman pointed out that the
secretary had recorded the date of the last meeting incorrectly. The minutes were
approved as corrected.
32
The treasurer reported a balance of $400.00 with all bills paid.
The special committee appointed to investigate the location of the FFA Lion’s Club
special breakfast made its report. Paul Tucker moved to accept the recommendation of
the committee that, due to tradition, the breakfast should be held in the community center
in Camp Verde. Motion carried.
Jerry Davis reported that the jackets for the new had been ordered previous to the
meeting.
John Pavletich moved to make the chapter officer handbook. An amendment was offered
by Darin Coert to add that the handbooks be given out at the upcoming Chapter Officer
Retreat. Amendment carried. Motion carried as amended.
The meeting adjourned at 12:00 noon for lunch.
Respectfully submitted,
Wendy Rogers, Secretary
Camp Verde FFA
Chapter Treasurers
“As Treasurer elect, you have been placed in a position of trust. Your duties
require you to keep an accurate record of receipts and expenses and to give
regular financial reports. It is also your responsibility to assist in developing the
Chapter budget and in maintaining sound financial practices.”
So you’re the one who works with money? Yes! And these are your specific
duties.
1)
2)
3)
4)
5)
6)
7)
Receive and deposit FFA funds;
Collect dues and assessments;
Prepare and submit the membership roster and dues to the state
organization, in cooperation with the Secretary;
Maintain a neat accurate official FFA Treasurer’s book;
Chair the Earnings and Savings Committee.
Prepare monthly treasurer’s reports for Chapter meetings.
More duties and specifics are listed in the official Treasurer’s Record book
33
Chapter Reporters
As Reporter elect, your duty is to inform the public about the FFA. You are
expected to work closely with the news media, including state and national FFA
publications. You should keep a record of pictures and articles published
concerning the FFA and its members, and be responsible for compiling our FFA
history.”
The Reporter should:
1)
2)
3)
4)
5)
6)
7)
Prepare a chapter newsletter, a reporter’s scrapbook, and a Chapter display
board;
Release news and information to local news media;
Help plan public information programs;
Send local stories to section, region, and state reporters;
Send articles and pictures to the New Horizons and other national, state,
and/or regional publications;
Work with local media on radio and television appearances and FFA news.
Attend as many FFA functions as possible and help take pictures.
Check the official Reporter’s Handbook for more details and assistance!
Since a major portion of your responsibilities is writing articles for local, state and
national publications, it is appropriate that space be devoted here to helping you learn
how to prepare a proper news article.
What is News?
Before you sit down to write a story, ask yourself who’ll be interested in it. The
story may be interesting to you and a few of your colleagues, but if it doesn’t have some
appeal for at least a segment of a paper’s readers, the editor won’t run it. This, in a
nutshell, is what newsworthiness is all about.
The potential story must interest the readers, listeners, and viewers of the mass
media. Remember, you are in direct competition with a large number of persons and
agencies seeking publicity in the mass media, so don’t try to force a story with little news
value upon an editor. Wait until you have a story with more news potential.
Aside from the human interest angle, your story must be timely. A meeting held
last night may be story material for a daily newspaper, radio, or television, but tomorrow
it will be too old. A weekly newspaper or magazine editor probably will consider the
event newsworthy for only the first issue published after the meeting.
34
A story with a local angle has a better chance of being used. For example, an
early killing frost in your county is bigger news than a frost doing precisely the same
damage in an adjoining county.
Writing the Story
News writing is different from the way you learned to write essays and themes in
English class. Most essays, themes, and scientific articles have an introductory section
that may outline the article, tell why it was written, or lay the groundwork for the main
part of the article. Then comes the main body of the article. The main body is then
followed by a summary or conclusion.
The news story is written almost the reverse of other writing styles. The most
important parts are given first in what is called the lead. Throughout the story the facts
are arranged in order of decreasing importance. This arrangement is called the inverted
pyramid style of writing and consists of placing the most important fact at the beginning
of the sentence, the most important sentence at the beginning of the paragraph, and the
most important paragraph at the beginning of the story.
Stories written in this form speed up the production and editorial work on a
newspaper and reduce the time required to read the paper. A subscriber can read the
headlines and the first few paragraphs and have a good idea of the day’s events. If he
wants more details, he can read the entire story.
Features for the Lead
The lead contains the most important facts about the story, so you must quickly
recognize these facts and arrange them in the inverted pyramid form. Five W’s and an H,
or who, what, when, where, why, and how, are the key facts about any event. What is
one of the most common leads. What -- is used if the event or situation is of greatest
importance. Who – is used if the person is widely known or in a position of authority or
importance. Who – also applies to groups or organizations. When and Where – should be
used as leads only on a limited basis. When should be used only if the time is of extreme
importance, and where is used only when the place of the event especially significant.
Why and How are most often in feature articles. Summary leads use a number of key
facts.
After you have written the lead, arrange the remainder of the story in order of
importance. Edit your story to weed out unnecessary words and sentences. A one to two
page story has the best chance of being placed. Use more than two pages only if the story
is extremely important or if you are doing a feature story.
35
Check for Good News Article
To check your news article ask these questions. If you can answer “YES” to
every question, odds are in your favor of having a great news article!
1)
2)
3)
4)
5)
6)
Is every concept and word necessary and important?
Is information in the inverted pyramid writing style?
Is most important lead item first?
Does each sentence start with most important point?
Does each paragraph start with the most important sentence?
Does the article begin with the most important paragraph?
REMEMBER that the lead in a news article does not need to be “grabbing” or attentiongetting.
Chapter Sentinels
“As Sentinel elect, your duties include welcoming our friends, caring for the
meeting room and FFA equipment, and providing for the comfort of our members
and guest. It is also your duty to assist in conducting meetings and ceremonies.”
A lot is expected from an FFA Sentinel! Take a look at these official duties:
1)
2)
3)
4)
5)
6)
7)
Prepare the meeting room and care for Chapter equipment and supplies.
Attend the door and welcome visitors.
Keep the meeting room comfortable.
Take charge of candidates for degree ceremonies.
Assist with special features and refreshments.
Assist the President in maintaining order.
The Sentinel is sometimes in charge of recreational activities.
Remember you are the one who helps to maintain the atmosphere of the meeting, if you
do your job the meeting will run smoothly and efficiently and everyone will be happy.
36
Summary
Your duties as FFA Chapter Officers have been outlined for you. Your Chapter
may require additional duties for any officer. Check with your FFA Advisor to see if
there are additional expectations placed on you by your local chapter.
It is essential that every chapter officer carry out his/her duties. As a cooperative
team member, you will also want to assist a fellow officer when necessary. In this
fashion your chapter officer team, and your local FFA Chapter can be a successful one!
Before you embark on your year as an FFA Chapter Officer, it would be wise for
you to evaluate your ability to serve as an officer. After you have completed your
evaluation set some goals and make specific plans to improve areas of weakness and
become a stronger chapter leader.
RATE YOURSELF AS AN OFFICER
Directions:
At the right of each statement circle A for always, S for sometimes and N
for never as it applies to you as an FFA officer. Be honest!
1)
Have you prepared yourself to handle meetings effectively?
A
S
N
2)
Is your conduct and manner such that others will look to
you for leadership?
A
S
N
Are you prepared to speak sincerely and effectively on
behalf of the organization?
A
S
N
4)
Will the organization be improved by your service as an officer?
A
S
N
5)
Do you avail yourself of every opportunity to “sell”
your organization on its merits?
A
S
N
Are you alert to new opportunities for the group or members
of the group?
A
S
N
7)
Do you really make an effort to know the new members?
A
S
N
8)
Are the members of your group given an opportunity at
every meeting to make suggestions for improvement?
A
S
N
Do you plan each meeting so that it is related to your
over-all objectives?
A
S
N
3)
6)
9)
37
10)
Is your yearly program planned so that there is something
of interest to all members?
A
S
N
11)
Do you have jobs for those who are not officers?
A
S
N
12)
Are the goals of your group reasonably clear to all members?
A
S
N
13)
Is the responsibility for the success of your program spread
throughout the group?
A
S
N
Do you have discussions on morale problems such as lack
of interest, conflicts, anxieties?
A
S
N
Is the atmosphere in your group such that all feel free to
express their ideas and feelings?
A
S
N
14)
15)
To evaluate your score, multiply the number of “always” answers by 2, add the number
of “sometimes” answers. If you score 26 or more, you are an outstanding officer. 20 –
26, you are doing a superior job with the group. If your score is 15 – 20, you are doing
about an average job now – with room for improvement. Below 15 – take careful stock
of yourself. You need a great deal of work and self-improvement to be an asset to your
group. How did you rate? Always bear in mind, that self-evaluation tools such as this
one can only be valuable if you make honest responses followed by a sincere effort to
improve weak areas. Good luck!
FFA 75: One Mission Student Success
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HOW TO CONDUCT A MEETING
Wow! Now that I am a chapter officer I have responsibilities at chapter meetings.
First of all, I have to say my part in the opening and closing ceremonies in front of all our
chapter members and guests at chapter meetings. How can I, and more importantly, our
Chapter Officer Team, look good? How can we impress our fellow members, parents,
teachers, administrators, and the community? For some answers, read on!
One key to having a successful chapter meeting comes before the meeting even
happens! What? Yes! Preparation is a key factor in a successful chapter meeting.
Planning
Well, what is involved in planning? First of all, a meeting cannot be successful
without business, old and new. The main reason for having a meeting is to conduct
business. A majority of chapter business should be conducted to carry out a challenging
program of activities. A variety in programs, recreation and refreshments are essential
for successful meetings.
Key activities to consider in planning chapter meetings include:
1)
2)
3)
4)
5)
6)
record the meeting schedule on the school activity calendar;
hold Executive Committee meetings prior to every meeting;
secure written committee reports prior to the start of meetings;
present members an agenda prior to the meeting;
establish the time to begin and end the meeting;
assign the responsibility for program, recreation, and refreshments.
Arranging the Meeting Room
A room that includes all the necessary items of equipment lends dignity to FFA
functions and instills pride in the members. The Sentinel should make sure the chairs and
the podium are correctly positioned and the symbols of each office are in place prior to
each meeting. All of this equipment should be kept presentable at all times and properly
displayed or stored when not in use.
The American flag must be prominently displayed to the observer’s left. A flag
no longer in condition for display should be destroyed as a whole, privately, preferably
by burning. The Daughters of the American Revolution Manual for Citizenship should
be consulted if specific questions governing display of the flag are encountered.
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Meeting Room
The correct room arrangement for a meeting is diagramed in the official handbook
on page 21. It is possible that the physical arrangement of some meeting rooms may
make this diagram impossible to follow to the letter. However, care should be exercised
to arrange the room as near to this diagram as is practically feasible in your specific
situation.
The following symbols or banners, if preferred, should be placed at the officers’
stations:
Rising Sun – President;
Plow – Vice President;
Ear of Corn – Secretary;
Bust of Washington – Treasurer;
American Flag – Reporter;
Shield of Friendship – Sentinel;
Owl – Advisor.
Order of Business
Every chapter should have an established order of business and follow it at all
regular meetings. Members then know what to expect and can participate more
effectively. The following order is suggested for regular meetings, but is, of course,
subject to modification and changes to better fit the needs of any particular chapter or
situation. With such an order of business, however, important items will not be
overlooked and maximum member participation will be secured.
1)
Opening Ceremony.
(This includes the call to order and the roll call.)
2)
Minutes of the previous meeting.
(To be read by the secretary and passed upon by the group assembled.)
3)
Officer reports.
(This includes any or all chapter officers who have a report to make at the
meeting.)
4)
Report on chapter program of activities.
(At this point the chairmen of the various sections of the program are
called upon to report plans and progress.)
5)
Special features.
(This includes speakers, special music, and the like.)
6)
Unfinished business.
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7)
Committee reports.
a)
Standing
b)
Special
8)
New Business.
9)
Degree and installation ceremonies
(Used only when new members are initiated, Green-hands raised to the
Chapter Farmer Degree, or when officers are installed.)
10)
Closing ceremony.
(This brings the meeting to a formal close.)
11)
Entertainment, recreation, refreshments.
(This part of the meeting should be turned over to the committee or
committees taking charge immediately after the closing ceremony.)
Guests and speakers frequently find it impossible to stay through an entire
meeting. This accounts for the fact that special features occupy a place in the program as
Item 5. It is always a good plan to close the business meeting before engaging in
recreational activities or serving refreshments.
ALWAYS REMEMBER:
It is a disgrace for an elected officer not to know
his/her part in ceremonies from memory. If you have to read the ceremonies from a
manual, should you even be an officer in the FFA? Know your part in all FFA
ceremonies. Look sharp!
Use of the Gavel
Every presiding officer should be familiar with the use of the gavel. It should be
used as the symbol of authority to be exercised in the support of self-government and
orderly procedure.
Two taps of the gavel calls the chapter meeting to order.
Three taps of the gavel is the signal for all members to stand during the opening
and closing ceremonies.
Another tap serves as the signal to be seated. When a motion has been passed or
rejected, on tap of the gavel should follow the announcement of the result.
One tap of the gavel should immediately follow the announcement that a meeting
is adjourned. The gavel is also the instrument for maintaining order during chapter
meetings. If at any time members do not conduct themselves properly, a sharp tap or a
series of sharp taps of the gavel should restore dignity and order on such an occasion.
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The purpose of parliamentary procedure is to promote efficient meetings so that
business can be transacted in an orderly manner. Each chapter member should know how
to take part in a meeting and how to conduct a meeting in order to protect the rights of
members.
Knowledge of parliamentary procedure not only strengthens chapter meetings, but
also gives members a valuable leadership tool for participation in the chapter as well as in
other organizations.
Chapter officers particularly need to be knowledgeable of the rules of
parliamentary procedure. The chart on the following page is intended as a quick and
handy reference to parliamentary procedure for FFA officers.
General Information
How often should our chapter conduct meetings? Do we do this everyday? No.
Every chapter varies in the number of times it holds meetings depending upon the size of
the chapter and the amount of business to be transacted. Some have meetings weekly,
some twice a month, and some once a month. It all depends on the needs of the chapter.
Well, you now know how to have the best chapter meeting that you can possibly
have . . . . but it is not just you; it takes a team effort together with the advisor and all
chapter members to have a successful chapter meeting. Good luck!
For additional information on parliamentary procedure, see the” FFA STUDENT
HANDBOOK” which contains a complete chapter on the subject. Even more detail on
the subject is available in parliamentary procedure books like Roberts Rules of Order.
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Insert Table of Motions here
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CHAPTER LEADERSHIP AND ADMINISTRATION
Working with Advisors
An important part of all FFA Chapters is the chapter Advisor. This individual can
serve the chapter in many ways. But whether your advisor serves as a team player, as
resource, as a friend and counselor, or all three; your FFA Chapter Advisor is the key
person responsible for your chapter’s continuing existence.
Just as the owl is a time-honored emblem of knowledge and wisdom, the chapter
advisor is that knowledge and wisdom. Every single time you as a team call a meeting to
order, your advisor stands up next to you to give his part in opening ceremonies.
Sometimes this may be the only time the team and advisor work together. In
chapters like this, the members may suffer. Make a point to include your advisor in your
team. To properly carry out the business of a chapter, the team must be proficient at
parliamentary procedure. They must have current information on the financial standing,
know who the members are and know how to run a chapter.
Where do the officers gain the knowledge they need? The answer is with their
chapter advisor. It is up to you, the officers, to bring the advisor into the team. Make
sure your advisor sits in on your executive meetings. Keep the advisor posted on the
progress of the committees, and consult your advisor on upcoming activities in which you
want the chapter to participate. In doing this, you not only are making the advisor a team
player, but you are providing your advisor with the information and ideas that are
necessary for the advisor to assist in best meeting the needs of the students in the local
Agriculture Education and FFA program.
Your advisor is there to answer your questions not only on agricultural subjects
but also on such FFA items as the proper use of the gavel; to help you write your first
speech and to fill out your State Farmer Degree application. Advisors not only know
many important facts and figures but they also know how to use the knowledge to best
help the chapter find success.
Remember, your advisor is your teacher, hired by your local school district to be
responsible for the total Agriculture Education Program. This is a broader responsibility
than just the FFA. He helps you improve the FFA because this in turn improves the total
program in agriscience and career and technology education. It is imperative, therefore,
that you work cooperatively with your Advisor during the time you serve as a chapter
officer. You need to keep in mind that while you are just concerned with your year as an
officer, the advisor has to consider what is best for the chapter in the long rum – over
several years time. The advisor must constantly look beyond your term and consider
where the chapter should be in one, two, or three years. Try to understand if the advisor
does not always appear to readily accept everything at its face value, that their insight is
likely based on concern for the longtime benefits to the chapter. Sometimes, all the ideas
and programs that a new slate of chapter officers may bring to a local chapter may not
best serve the long-term needs of the chapter.
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Your advisor is a multi – talented person with the opportunity to help you. Let
them take advantage of that opportunity and make the most of it!
Developing Teamwork
Teamwork with fellow officers: The key to a successful year as chapter officers is
teamwork. It is with this key of teamwork, that you can unlock the individual talents of
each team member. You need to understand that each officer has a place on the team that
cannot be filled by any other. Each officer has a set of duties and responsibilities that
much be carried out. When one officer lacks responsibility or when another tries to
dominate all the responsibility, the team will not function properly and it will not be as
successful as its potential might indicate.
A good way to work together as a team of leaders is to remember the five “C’s”
of a good leader: Character, caring, consideration, communication, and courage. The
officers are nucleus of the chapter. They must be a tight, smooth-working group to truly
fulfill their duties. Character, care communication, consideration, and courage are only
five traits to develop. Yet when a team forgets them, the nucleus breaks apart and the
chapter is left without direction or leadership.
If you are wondering about your ability to be a good team member, consider
working on these traits which can be found among good teams:
1)
A good Team . . . .
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
2)
reaches decisions together
is made up of good individuals
has respect for each officer
compromises when necessary
is directly concerned with the welfare of the chapter and members
sets a good example
is proud of the FFA
carries out all duties and responsibilities on time
can make things happen
never forgets they were elected to serve.
A good TEAM MEMBER . . . .
a)
b)
c)
d)
e)
is concerned with others
is efficient with duties
thinks team first, himself/herself second
does not allow personal problems to burden the officer team
always holds up his part of team responsibilities.
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When a team works well together, the fun of being a team member is unlimited.
Your team is united by a common goal – what is best for the chapter. The opportunity
for friendship is much greater because of common backgrounds and interests. Make the
most of your opportunity to serve on the team!
Teamwork with members: As chapter officers, you were elected to represent the
members. Members who make up the chapter will follow your lead. Building a unity
with them brings the chapter together as a complete unit. Strengthening the bonds of
teamwork with the members can be done in many ways. Involve them through the
program of activities and the committee system, as well as other chapter activities,
judging teams, etc. Be certain to have them report on their participation at a chapter
meeting. In doing things of this nature, they are building self-confidence, widening their
range of experiences, and having fun being involved as an FFA member.
When the strands of teamwork run from the newest Green-hand to the American
Farmer Degree candidate, you have a one-of-a-kind and truly successful FFA Chapter!!
HAVE A FANTASTIC YEAR!!!
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Bibliography
California State FFA Officer’s Handbook. 1984
National FFA Student Handbook. 2000 National FFA Organization
National FFA Manual. 2002 National FFA Organization
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