This document provides guidance on using appropriate and courteous expressions during a club meeting. It discusses the order that meetings are typically conducted in, such as calling the meeting to order, hearing officer reports, discussing new business, nominating and voting for positions. It also provides examples of polite phrases to use, such as addressing the chairman to request to speak, nominating candidates, moving and seconding motions, and adjourning the meeting. The overall purpose is to teach club members proper meeting etiquette and procedures.

1. Use appropriate and
courteous expressions in
conducting a club meeting

2. Checking of Assignment
• Peer checking: Check your seatmate if
he/she has an assignment
• Check if your seatmate gave the definition of
the 8 parts of speech with 2 examples each

3. Look at the picture
• What are the
children doing?
• Have you attended
a meeting lately?
• How did you participate in that meeting?
• Do you know what to do and say if you are
elected president of a club?

4. • Today we’re going to act out a club
meeting. It will help you become aware of
how club meeting is conducted.
• Notice the order in which the meeting is
conducted by its members and officers.
Presentation

5. Secretary: The Young Farmers Club held a meeting at
4:00 P.M. last July 28 with the president,
Jayson Santos, presiding.
The treasurer made a report on the financial
status of the club.
A new business was taken up. Andrew Bangit
asked the club if they will participate in the “Clean and
Green Revolution Project” sponsored by the Marikina
Rotarians. It was moved by Jenny Cortez that the
challenge be accepted. The motion was carried.
The meeting was adjourned at 5:20 P.M.
Vennah Gladice Dalimag
Secretary

6. President: Are there any corrections? If there is none,
they stand approved as read.
Is there any other new business from the floor?
We all know that our vice-president has moved to
Canada. So the table is now open for the nominations
for vice-president.
Liz Cruz: Mr. President.
President: Liz.
Liz: I respectfully nominate Karen Lyn Guerrero.
President: Karen Lyn Guerrero has been nominated f
or vice-president.
Ted Lao: Mr. President.
President: Ted.
Ted: I respectfully nominate Ren-Ren de Guzman.

7. President: Ren-Ren de Guzman has been nominated.
Are there other nominations?
Roger Ong: Mr. President.
President: Roger.
Roger: I move that the nomination be closed.
Sally Teh: I second the motion.
President: It has been moved and seconded that the
nomination for vice-president be closed.
We shall proceed with the voting. Those in
favor of Karen Lyn, please raise your right
hand. (Counts) All those in favor of Ren-
Ren, please raise your right hand. (Count)
Karen has 23 votes and is therefore our
vice-president.

8. President: Is there any other new business? If none, I
wish to announce that the next meeting of
the Young Farmers Club will be on August
26 at eight in the morning, Tuesday.
Claire Sy: (Raising) Mr. President.
President: Claire.
Claire: I move that we adjourn. (Sits)
Ted: I second the motion.
President: (Standing) It has been moved and
seconded that the meeting be adjourned.
All in favor, say “Aye.” All opposed, “No.”
The meeting is adjourned.

9. 1. In what order did the following parts of the
meeting take place?
a. unfinished business
b. call to order
c. new business
Discussion

10. 1. In what order did the following parts of the
meeting take place?
a. unfinished business
The secretary read the minutes of the
previous meeting wherein a motion was
carried.
b. call to order
The president called to order the
meeting by asking for any new
business from the floor.
Discussion

11. c. new business
The president declared the need for a
new vice-president and opened the
table for nomination.
2. How did the president begin the meeting?
Discussion

12. 2. How did the president begin the meeting?
The president began the meeting by
calling it to order.
3. How was the meeting closed?
Discussion

13. 3. How was the meeting closed?
The meeting was adjourned when it
was moved and seconded.
4. How did the members ask permission to
speak?
Discussion

14. 4. How did the members ask permission to
speak?
By addressing the president or
chairman.
5. How did the members end the discussion
of a motion and bring it to a vote?
Discussion

15. 5. How did the members end the discussion
of a motion and bring it to a vote?
By having the motion moved and then
seconded.
6. Which motion was voted upon without
discussion?
Discussion

16. 6. Which motion was voted upon without
discussion?
The motion for the schedule of the next
meeting as announced by the president.
7. How can we show courtesy when
participating in club meetings?
Discussion

17. 7. How can we show courtesy when
participating in club meetings?
Answers vary.
Discussion

18. In conducting a club meeting interview, use
the following courteous expressions:
• To start a meeting, the presiding officer
says, “The meeting will please come to
order.”
• Address the chairman, if you want to
speak.
• Wait for the chairman to recognize you
before speaking.
Remember

19. • The chairman will say, “You have the
floor.” to recognize a speaker.
• To ask for nominees, say “The table is
now open for nomination for _____.”
• To nominate say, “I respectfully nominate
_____.”
• To make a motion, say, “I move that
_____.”
• A motion must be seconded. Say, “I
second the motion.”
• To end a meeting, say, “The meeting is
adjourned.”

20. Tell when the following expressions are
used.
1. The meeting will please come to order.
2. The table is now open for nomination.
3. I nominate _____.
4. I move that the nomination for _____ be
closed.
5. I second the motion.
Practice

21. 6. It has been moved and seconded that the
nominations for _____ be closed.
7. Those in favor say yes.
8. Those who are not in favor say no.
9. The motion is closed.
10. The meeting is adjourned.
Practice

22. Familiarize yourself with the
procedures in conducting a meeting as
well as with the expressions used in the
process. Practice with your group as you
elect your leader, secretary, etc.
Enrichment

23. Read the sentences below. Write the letter of
the best answer.
1.What will the chairman say if he/she wants
to start a meeting?
a. The meeting is adjourned.
b. I respectfully nominate for ____ for _____.
c. The meeting will please come to order.
d. I second the motion.
Let’s find out what you’ve learned

24. 2. What will the member say if he/she wants to
nominate somebody?
a. I respectfully nominate _____.
b. I second the motion.
c. I move that the nomination now be closed.
d. I second the motion.
Let’s find out what you’ve learned

25. 3. What will the chairman say if the nominations
had been moved and seconded?
a. I second the motion.
b. It has been moved and seconded that the
nominations for _____ now be closed.
c. I nominate _____.
d. The motion is carried.
Let’s find out what you’ve learned

26. 4. What will a member say if he/she wants to
tell something?
a. Mr. Chairman.
b. I want to speak.
c. Please listen to me.
d. Yes, sir.
Let’s find out what you’ve learned

27. 5. What will the chairman say if he/she wants to
end the meeting?
a. The meeting will resume tomorrow.
b. The meeting is adjourned.
c. The meeting will please come to order.
d. The meeting is postponed.
Let’s find out what you’ve learned

28. 1. c
2. a
3. b
4. a
5. b
Check your answers

29. Familiarize yourself with the procedure
in conducting a meeting as well as with the
expressions used in the process. Be ready
for the election of class officers tomorrow.
Assignment