4H Secretary Form PDF Details

Stepping into the role of a 4-H club secretary comes with a wave of responsibility, honor, and the chance to develop leadership skills that echo beyond club meetings and activities. The 4-H Secretary's Record Book, tailored for those elected into this pivotal position within Kansas, serves not only as a guide but as a comprehensive toolkit aimed at ensuring the maintenance of orderly, well-documented club operations. This dossier, supported by Kansas State University Agricultural Experiment Station and Cooperative Extension Service, equips secretaries with everything needed to accurately keep records, from attendance to meeting minutes, and provides insightful tips on being a good leader. The job description stretches from arriving early to meetings to coordinating with other officers and keeping meticulous records that chart the club’s course throughout the year. To ensure nothing falls through the cracks, the guide offers pre and post-meeting checklists alongside a straightforward breakdown of how to craft effective meeting minutes. It stresses the secretary's role in representing their club and the larger 4-H community—a reminder of the importance of their contribution to the program's success. Beyond logistical and administrative tasks, the position also acts as a bridge, fostering communication between members, officers, and the wider community, thereby nurturing a sense of belonging and teamwork that is central to the 4-H ethos.

QuestionAnswer
Form Name4H Secretary Form
Form Length36 pages
Fillable?No
Fillable fields0
Avg. time to fill out9 min
Other names4 h secretary, 2005, 4h secretary book, 4 h secretary k state

Form Preview Example

Kansas

4-H

SECRETARY’S

Record Book

_______________________________________________

County

_______________________________________________

Name of Club

_______________________________________________

Name of Club Secretary

_______________________________________________

Year

Kansas State University Agricultural Experiment Station

and Cooperative Extension Service

Congratulations!฀Now฀that฀your฀club฀has฀elected฀you฀as฀the฀secretary,฀you,฀and฀ all฀other฀officers฀of฀your฀4-H฀club฀are฀representatives.฀As฀a฀4-H฀club฀officer,฀ you฀represent฀not฀only฀your฀club,฀but฀also฀the฀4-H฀program฀throughout฀the฀

state.฀Your฀skills฀and฀abilities,฀standards฀and฀ideals,฀grooming,฀speech฀and฀even฀smiles฀ represent฀Kansas฀4-H฀members.฀Representing฀others฀is฀one฀of฀your฀most฀important฀ responsibilities฀because฀it฀exists฀at฀all฀times฀—฀not฀just฀while฀you฀are฀at฀4-H฀events.

Tips for Being a

Good Leader

1.Be a team player

2.Be thoughtful of others

3.Be helpful

4.Be a good sport

5.Be reliable and responsible

6.Celebrate others’ success

7.Be fair

8.Have fun with 4-H!!!

2

Secretary฀Job฀Description:

■Arrive฀at฀the฀meeting฀ahead฀of฀time.

■Discuss฀items฀of฀business฀with฀the฀ leaders฀and฀the฀president.

■Inform฀the฀president฀of฀unfinished฀ business.

■Sit฀next฀to฀the฀president฀during฀the฀ business฀meeting.

■Inform฀the฀president฀and฀leader฀if฀ you฀are฀going฀to฀be฀absent.

■Work฀cooperatively฀with฀all฀other฀ officers.

■Call฀roll฀and฀keep฀an฀accurate฀ record฀of฀attendance.฀(Remain฀ seated฀to฀call฀roll.)

■Read฀minutes฀of฀the฀previous฀ meeting฀and฀make฀any฀necessary฀ corrections.฀(Stand฀to฀read฀the฀ minutes.)

■Take฀accurate฀notes฀of฀the฀events฀of฀ each฀meeting.

■Assist฀the฀president฀during฀the฀ meeting฀by฀writing฀the฀motions฀as฀ stated฀and฀restating฀the฀motion฀if฀ necessary.

■Read฀correspondence฀directed฀to฀ your฀group฀and฀write฀letters฀for฀the฀ club.

■Maintain฀a฀record฀of฀all฀officers฀and฀ committees฀in฀the฀secretary’s฀record฀ book.

■Cooperate฀with฀the฀reporter฀by฀ providing฀information฀needed฀to฀ prepare฀articles฀for฀the฀newspaper.

■Use฀the฀notes฀you฀take฀at฀each฀ meeting฀to฀write฀minutes฀of฀ meetings฀for฀the฀secretary’s฀book.

■Call฀the฀meeting฀to฀order฀and฀ preside฀during฀the฀election฀of฀ a฀temporary฀chairperson฀in฀the฀ absence฀of฀the฀president฀and฀vice฀ president.

Guidelines for secretaries

Before฀the฀meeting…

•฀ Gather฀and฀arrange฀in฀convenient฀ order฀all฀correspondence฀received฀ since฀the฀last฀meeting฀to฀take฀to฀the฀ meeting.

•฀ Be฀sure฀to฀have฀an฀up-to-date฀roll฀of฀ members฀for฀easy฀attendance-taking฀ and฀a฀list฀of฀standing฀and฀special฀ committees฀and฀their฀duties.

•฀ Check฀the฀minutes฀of฀the฀last฀ meeting฀for฀old฀business,฀such฀as฀ tabled฀or฀postponed฀motions,฀and฀ make฀a฀note฀to฀bring฀each฀item฀to฀ the฀attention฀of฀the฀president.

•฀ If฀you฀can’t฀attend฀a฀meeting,฀ be฀sure฀to฀tell฀the฀president฀and฀ leader฀in฀advance฀and฀give฀your฀ “Secretary’s฀Record฀Book”฀to฀ someone฀who฀will฀take฀it฀to฀the฀ meeting.

After฀the฀meeting

•฀ Write฀the฀minutes฀as฀soon฀as฀ possible฀after฀the฀meeting.฀If฀hand฀ written,฀be฀sure฀the฀final฀minutes฀ are฀neat,฀legible฀and฀written฀in฀ink.฀ If฀using฀a฀word฀processor,฀be฀sure฀ the฀final฀minutes฀are฀in฀a฀font฀that฀ will฀be฀easy฀to฀read.

•฀ Sign฀at฀the฀end฀of฀the฀minutes.฀The฀ person฀who฀is฀presiding฀when฀the฀ minutes฀are฀approved฀will฀also฀sign.

•฀ Write฀any฀necessary฀business฀letters฀ or฀letters฀of฀thanks฀on฀behalf฀of฀the฀ club.

•฀ Inform฀absent฀officers฀or฀committee฀ chairs฀of฀action฀that฀concerns฀them.

After฀the฀last฀club฀meeting฀

•฀ As฀soon฀as฀possible฀after฀the฀final฀ meeting฀of฀the฀club฀year,฀give฀your฀ completed฀notebook฀containing฀ the฀club฀roll,฀communications,฀ committee฀lists,฀leader฀list,฀and฀ meeting฀minutes฀to฀your฀leader.

•฀ Be฀prepared฀to฀deliver฀all฀the฀ secretary’s฀supplies฀and฀club฀ records฀to฀your฀successor.฀฀

Attendance Record

It฀is฀the฀secretary’s฀responsibility฀to฀keep฀an฀accurate฀record฀of฀each฀member’s฀ attendance.฀Enter฀the฀names฀of฀all฀your฀club’s฀members฀in฀your฀roll-call฀list฀at฀the฀ beginning฀of฀the฀club฀year.฀List฀the฀names฀alphabetically฀by฀last฀name.฀When฀new฀ members฀join,฀simply฀add฀them฀to฀the฀bottom฀of฀the฀roll.฀(See฀the฀roll฀call฀list฀on฀page฀ 8.)฀When฀the฀president฀asks฀you฀to฀take฀roll฀at฀the฀meeting,฀you฀should฀stay฀seated.฀ One฀way฀to฀get฀to฀know฀your฀fellow฀club฀members฀is฀to฀have฀them฀answer฀roll฀with฀ their฀favorite฀ice฀cream฀flavor,฀dream฀vacation฀destination,฀or฀favorite฀project฀instead฀ of฀just฀saying฀“here.”฀When฀a฀member฀is฀present,฀mark฀an฀“x”฀in฀the฀correct฀box;฀when฀ a฀member฀is฀absent,฀leave฀the฀box฀blank.

Meeting Minutes

The฀minutes฀of฀the฀meeting฀are฀the฀secretary’s฀most฀important฀job.฀In฀the฀minutes,฀ you฀will฀need฀to฀include฀the฀following:

Success฀is฀the฀result฀ of฀perfection,฀hard฀ work,฀learning฀from฀ failure,฀loyalty฀and฀ persistence.

~Colin฀Powell

฀1.฀ Type฀of฀meeting฀(regular฀or฀ special).

฀2.฀ Name฀of฀your฀club.

฀3.฀ Place฀and฀date฀of฀the฀meeting. ฀4.฀ Who฀presided.

฀5.฀ Time฀the฀meeting฀began.

฀6.฀ Number฀of฀members,฀leaders,฀ parents฀and฀guests฀present.

฀7.฀ A฀statement฀that฀the฀minutes฀were฀

approved฀as฀read฀or฀corrected. ฀8.฀ Treasurer’s฀report.

฀9.฀ Reports฀of฀other฀officers฀and฀ committees.

10.฀Complete฀motions,฀including:

฀ •฀ Name฀of฀the฀person฀making฀฀ ฀

฀the฀motion.

฀•฀ Exact฀wording฀of฀the฀motion.

฀•฀ That฀it฀was฀seconded.

฀•฀ Whether฀it฀passed฀or฀failed.

11.฀Important฀points฀discussed฀(if฀ they฀are฀of฀value฀for฀future฀ reference).

12.฀Committee฀appointments฀and฀ assignments฀of฀members.

13.฀Type฀of฀program฀and฀presenter’s฀ name.

14.฀Acknowledgement฀of฀services฀ to฀the฀club฀such฀as฀refreshments฀ provided฀by฀…฀.

15.฀Secretary’s฀signature.

Note:฀Look฀for฀the฀numbers฀in฀the฀sample฀ minutes฀that฀correspond฀with฀this฀list฀of฀ items.

3

Sample Meeting Minutes

 

 

 

 

 

 

 

 

 

 

 

Date:฀_May฀7,฀2004______

Number฀present:฀Members฀__12__฀฀฀฀฀฀฀฀Leaders฀___3___฀฀฀฀฀฀฀฀Parents฀___8___฀฀฀฀฀฀฀Guests฀฀___1___฀฀฀฀฀฀฀฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

Total฀Present฀__24___

฀ The฀regular฀monthly฀meeting1฀of฀the฀Clover฀Clan฀4-H฀club2฀was฀held฀on฀May฀7,฀2004,฀at฀the฀community฀ building3.฀President฀Andrew฀Smith4฀called฀the฀meeting฀to฀order฀at฀3:00฀pm5.฀Sue฀Backer฀and฀Cary฀Fisher฀led฀the฀ Pledge฀of฀Allegiance฀and฀4-H฀Pledge.฀Song฀leader฀Vickie฀Lutz฀led฀the฀club฀in฀singing฀camp฀songs.฀Roll฀call฀was฀ answered฀with฀“your฀favorite฀cartoon฀character”฀by฀12฀members,฀three฀leaders,฀eight฀parents฀and฀one฀guest,฀for฀a฀ total฀of฀24฀present6.฀The฀minutes฀of฀the฀previous฀meeting฀were฀approved฀as฀read7.฀A฀letter฀of฀thanks฀was฀read฀from฀ the฀American฀Red฀Cross฀for฀participating฀in฀the฀Relay฀for฀Life.

Brian฀Denton,฀treasurer,฀reported฀that฀the฀club฀has฀$112฀in฀the฀account฀and฀$6.50฀in฀outstanding฀bills฀for฀ supplies฀for฀the฀car฀wash฀fund-raiser8.฀Alex฀Grant฀moved฀the฀club฀pay฀the฀$6.50฀for฀the฀car฀wash฀supplies.฀The฀ motion฀was฀seconded฀by฀Kristin฀Smith฀and฀passed.฀Cary฀Fisher,฀historian,฀reported฀that฀she฀is฀looking฀for฀pictures฀ from฀club฀events฀and฀newspaper฀clippings฀to฀put฀in฀the฀club฀scrapbook.฀Club฀leader฀Robert฀Green฀reminded฀the฀ club฀that฀the฀deadline฀for฀county฀fair฀pre-entries฀is฀July฀79.

฀ There฀was฀no฀unfinished฀business.฀Under฀new฀business,฀Sue฀moved฀that฀the฀club฀hold฀another฀car฀wash฀ fund-raiser.฀The฀motion฀was฀seconded฀by฀Jared฀Alexander.฀Brian฀Denton฀moved฀to฀amend฀the฀motion฀by฀adding฀ the฀words฀“on฀Saturday,฀June฀1฀from฀10฀am฀until฀2:30฀p.m.”฀The฀motion฀was฀seconded.฀The฀amendment฀passed.฀ After฀discussion,฀the฀amended฀motion฀passed10.฀Sarah฀Long฀moved฀to฀purchase฀a฀new฀sign฀for฀the฀club’s฀swine฀ project฀members฀to฀display฀at฀the฀county฀fair.฀The฀motion฀was฀seconded฀and฀passed10.

฀ Vickie฀Lutz฀announced฀that฀she฀would฀be฀hosting฀a฀pool฀party฀on฀Sunday,฀May฀21,฀from฀1:30฀until฀4:00฀ pm฀and฀everyone฀in฀the฀club฀is฀invited.฀She฀needs฀to฀know฀who฀will฀be฀attending฀by฀Monday,฀May฀15.

฀Jim฀Morris฀moved฀to฀adjourn.฀The฀motion฀was฀seconded฀and฀passed.

฀Dr.฀Mary฀Jacobs฀talked฀to฀us฀about฀how฀important฀exercise฀and฀eating฀healthy฀are฀no฀matter฀how฀old฀a฀ person฀is13.฀She฀showed฀us฀how฀to฀take฀our฀pulse,฀and฀she฀taught฀us฀about฀the฀food฀guide.

฀Refreshments฀were฀fun,฀healthy฀snacks฀prepared฀by฀the฀Johnson฀family14.

Secretary15฀__________________________฀฀฀_________________________President

4

Meeting Notes Worksheet

This฀form฀will฀help฀you฀keep฀notes฀for฀writing฀the฀minutes฀after฀the฀meeting.฀If฀you฀are฀going฀to฀be฀absent,฀be฀sure฀to฀get฀a฀ copy฀of฀this฀form฀to฀the฀president฀or฀leader฀to฀give฀to฀the฀temporary฀secretary.

4-H฀Meeting฀for฀_____________________________________________,฀on_____________________

฀

฀

฀

฀

(club฀name)฀

฀

฀

฀

฀

฀

(date)

฀

฀

at฀_______________________________________________,฀at฀_____________________

฀

฀

฀

฀

(place)฀ ฀

฀

฀

฀฀

฀

฀

(time)

A.฀

Opening:

 

 

 

 

 

 

 

 

■Pledge฀of฀Allegiance฀by฀_________________________________________________________

■4-H฀Pledge฀by_________________________________________________________________

■Inspiration฀(quote,฀joke,฀prayer,฀or฀song)฀____________________________________________฀฀ by฀_______________________________________

■Roll฀call฀was฀_________________________________________________________฀and฀answered฀by:฀฀฀฀

Members฀_______฀Leaders฀__________.฀Number฀of฀Parents฀__________฀Guests฀_________฀attending.

B.฀ Officer฀Reports:

 

 

■ Minutes฀of฀last฀meeting฀approved฀as:฀ ฀

read฀ ฀

corrected

■Correspondence:฀_______________________________________________________________________

■Treasurer฀report:฀_______________________________________________________________________

■Other฀officers:฀Reporter:฀________________________________________________________________

฀Historian:฀____________________________________________________________________________

฀Other:฀_______________________________________________________________________________

■ Leaders:฀_____________________________________________________________________________

฀฀฀฀฀฀฀฀____________________________________________________________________________________

C.฀ Committee฀Reports

■Committee:฀______________________________________________฀by:฀_________________________

฀ motion฀_______________________________________________________________________฀pass/fail

■Committee:฀______________________________________________฀by:฀_________________________

฀ motion฀_______________________________________________________________________฀pass/fail

D.฀ Unfinished฀Business

■_________________________________________________________________________________

■_________________________________________________________________________________

E.฀ New฀Business

■_________________฀moved฀to:฀_________________________฀Seconded฀by:_______________฀pass/fail

■_________________฀moved฀to:฀_________________________฀Seconded฀by:_______________฀pass/fail

■_________________฀moved฀to:฀_________________________฀Seconded฀by:_______________฀pass/fail

■_________________฀moved฀to:฀_________________________฀Seconded฀by:_______________฀pass/fail F.฀ Announcements฀(county฀dates฀and฀reminders,฀upcoming฀activity฀reminders)

■_____________________________________________________________________________________

■_____________________________________________________________________________________

■_____________________________________________________________________________________

G.฀

Adjournment:฀moved฀by฀______________________________฀

pass/fail

H.฀ Program:฀___________________________________________________________฀by:฀_________________

I.฀

Refreshments฀provided฀by:฀__________________________________________________________________

5

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