National Federation of Young Farmers' Clubs

Fun, Learning, and Achievement

4 steps to a successful meeting

Follow our four top steps for Club Officers when holding discussions on the motions to the NFYFC Annual General Meeting.  This meeting is best planned for two or three weeks before the NFYFC AGM when the final agenda is published together with supporting and background information on the motions on the agenda.

1. Promotion

  • Tell YFC members that you will be holding a discussion (a video call) and debate about the motions to the 2022 NFYFC Annual General Meeting.
  • When chairing the discussion, remind everyone that this is a discussion and you wish to hear different opinions from the room. It is not an argument between two people where there is always a winner – this discussion will lead to a vote by a show of hands at the Club or County Federation meeting which will inform the officers how to use the Club or County Federation votes at the NFYFC AGM in April.
  • Remind YFC members that their views are valued and that the Club is entitled to two votes at the NFYFC AGM (or County Federation entitled to one vote at the NFYFC AGM).

2. Be informed

  • Before chairing the discussion read through the current and correct information and make sure you understand it.  If there is information you do not understand please contact James Eckley at NFYFC who can answer any questions.
  • Once you understand the information make sure you have it with you when holding the club or county meeting – and several copies, so that others can read it, if they would like to.  If meeting online, consider using the share screen functions so everyone can see the papers. 

3. Plan the discussion

  • Encourage all members to have their say and it is really important that YFC members feel that they have been given the opportunity to speak.
  • Those who are not current members aged 10 to 28 (therefore without with a current membership card) should be reminded they are observers and do not hold a vote at a club discussion. Associate members are also observers and do not hold a vote.
  • Plan how you are going to structure the discussion. There are different ways to do this, so consider which will work for the YFC members at your club or county meetings.
    • Whole group discussion.  Allow a set amount of time to discuss, bring to a close, summarise then vote.  As chair, be prepared to manage the discussion and encourage YFC members aged 10 to 28 to have their say.
    • Small group discussion. Consider holding several small group discussions then feedback to the whole group.  This is a very effective way to get everyone’s view heard.

Remind everyone to:

  • Respect each other’s opinions – even if these are different from each other or your own
  • Allow people to have their voice heard and listen to each other.

4. Take notes

There will be lots of different views being heard. Take notes and when the conversation comes to an end, summarise the main points from your notes before the meeting takes a vote.

Remember to feed this back to the person who will be taking the vote at the 2022 NFYFC AGM.


Designed by Kevyn Williams