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!!!

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.

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

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 F.฀ Announcements฀(county฀dates฀and฀reminders,฀upcoming฀activity฀reminders)

■_____________________________________________________________________________________

G.฀	Adjournment:฀moved฀by฀______________________________฀	pass/fail
H.฀ Program:฀___________________________________________________________฀by:฀_________________
I.฀	Refreshments฀provided฀by:฀__________________________________________________________________

Practice Problems

Rewrite฀the฀following฀minutes฀correctly.฀Leave฀out฀all฀unnecessary฀information.

The฀regular฀meeting฀of฀the฀Friendly฀Farmers฀4-H฀Club฀was฀at฀Brett฀Jones’฀on฀September฀31,฀2004.฀The฀ meeting฀was฀called฀to฀order฀by฀Monty฀McGee฀at฀7:30฀p.m.฀Sue฀Smith฀gave฀a฀presentation฀on฀“Care฀of฀Bees.”฀ Jimmy฀Jones฀and฀Paula฀Potter฀talked฀about฀the฀football฀game฀they฀went฀to฀the฀night฀before.฀The฀treasurer’s฀ report฀showed฀a฀balance฀of฀$74.97.฀The฀president฀did฀a฀crummy฀job฀of฀conducting฀the฀meeting.฀There฀was฀no฀old฀ business.฀The฀secretary’s฀report฀was฀read฀and฀approved.฀We฀discussed฀paying฀for฀leaders฀to฀attend฀the฀leader’s฀ banquet.฀Our฀leader,฀Bob฀Smith,฀was฀unsure฀if฀he฀could฀attend฀so฀it฀was฀tabled฀to฀next฀month.฀After฀30฀minutes฀the฀ meeting฀was฀adjourned.฀Roll฀call฀was฀answered฀by฀14฀members,฀two฀leaders฀and฀one฀guest.฀Ann฀Jones฀led฀us฀in฀a฀ conservation฀activity.฀Item฀to฀leave฀out.

___________________________________________________________________________________________

Think฀of฀some฀creative฀ways฀for฀your฀club฀members฀to฀answer฀roll฀call.฀(example:฀฀favorite฀4-H฀project,฀shoe฀ size,฀eye฀color,฀etc.)

___________________________________________________________________________________________

What Leadership Means		required฀to฀take฀accurate฀notes฀of฀each฀
		As฀the฀secretary,฀you฀will฀be฀
to the Secretary		meeting฀and฀keep฀track฀of฀attendance,฀
To฀be฀a฀good฀leader฀in฀any฀group,฀		the฀younger฀members฀of฀your฀club฀
To฀be฀a฀good฀leader฀in฀any฀group,฀		will฀look฀up฀to฀you,฀the฀leaders฀and฀
especially฀one฀that฀is฀as฀diverse฀as฀a฀		parents฀will฀expect฀you฀to฀set฀a฀good฀
modern฀4-H฀club,฀here฀are฀some฀more฀		example.฀Also,฀your฀county฀agent฀will฀
tips*:		soon฀be฀seeking฀volunteers฀for฀county฀
1.฀ Club฀members฀want:		committees฀and฀council฀ofﬁcers.฀Take฀
1.฀ Club฀members฀want:		this฀responsibility฀seriously฀and฀use฀
•฀	To฀feel฀like฀they฀belong.	your฀head,฀heart,฀hands฀and฀health฀to฀
•฀	To฀help฀with฀planning.฀	lead฀this฀generation฀of฀4-H’ers฀to฀make฀
•฀	To฀help฀make฀the฀rules.	the฀best฀better.
•฀	To฀know฀what฀is฀expected.	To฀lead฀means฀a฀variety฀of฀things฀
•฀	To฀have฀responsibilities.	to฀different฀people.฀When฀you฀state฀
•฀ To฀see฀goals฀being฀		the฀4-H฀Pledge฀at฀the฀beginning฀of฀
	accomplished.	each฀meeting,฀you฀pledge฀to฀help฀your฀
•฀ To฀trust฀the฀leaders,฀		environment฀by฀doing฀your฀personal฀
	ofﬁcers,฀and฀other฀members฀ best.฀When฀your฀club฀chose฀you฀to฀
	of฀the฀group.	be฀the฀secretary,฀you฀accepted฀an฀
2.฀ To฀gain฀your฀club’s฀trust:		important฀role฀in฀helping฀your฀fellow฀
•฀ Accept฀others฀for฀who฀they฀		club฀members฀fulﬁll฀their฀pledge.
	are.
•฀	Only฀speak฀for฀yourself.	Additional฀suggestions:
•฀ Avoid฀put-downs฀at฀all฀		•฀ Use฀a฀three-ring฀notebook฀to฀hold฀
	times.	your฀secretary’s฀book.฀You฀may฀also฀
•฀ Be฀responsible฀with฀all฀your฀		choose฀to฀record฀the฀minutes฀using฀
	tasks.	your฀personal฀computer.
•฀ Expect฀unﬁnished฀business฀		•฀ If฀your฀local฀K-State฀Research฀and฀
	and฀deal฀with฀it฀without฀	Extension฀ofﬁce฀prefers฀to฀ﬁle฀your฀
	negativity.	records,฀you฀may฀reproduce฀a฀copy฀
•฀ Don’t฀judge฀anyone฀for฀		for฀your฀club฀historian’s฀book.
	what฀he฀or฀she฀may฀or฀may฀	•฀ Ask฀your฀parents’฀committee฀to฀
	not฀do.	complete฀your฀“List฀of฀Leaders”฀
3.฀ Avoid฀these฀behaviors฀that฀block฀		page,฀and฀then฀reinsert฀it฀in฀your฀
club฀development:		book.
•฀	Not฀listening.	•฀ It฀is฀a฀good฀idea฀to฀keep฀the฀notes฀
•฀	Disorganization.	you฀make฀during฀the฀meetings,฀
•฀	No฀goals฀or฀objectives.	even฀after฀you฀have฀written฀the฀ﬁnal฀
•฀	Impatience.	minutes.฀If฀your฀notebook฀is฀lost,฀
•฀ Using฀words฀that฀some฀		you฀can฀rewrite฀the฀minutes฀from฀
	group฀members฀may฀not฀	your฀notes.฀Keep฀all฀your฀notes฀
	understand.	together;฀they฀will฀not฀become฀lost฀
•฀	No฀agenda฀or฀meeting฀plan.	as฀easily฀as฀separate฀sheets฀of฀paper.฀
•฀	Being฀pushy.	If฀you฀use฀a฀word฀processor฀on฀your฀
•฀	Offensive฀humor.	computer,฀be฀sure฀to฀keep฀all฀the฀

ﬁles฀in฀one฀folder.

•฀ Keep฀minutes฀of฀any฀special฀or฀ extra฀meetings฀in฀your฀notebook.

*Walker,฀K.,฀Phillips,฀M.,฀McAdoo,฀S.,฀et฀al.฀ (1999).฀LEADS฀Curriculum฀Notebook.฀Kansas฀ State฀University฀Agricultural฀Experiment฀Station฀ and฀Cooperative฀Extension฀Service.

The 4-H Pledge

I Pledge my Head to clearer thinking,

my Heart

to greater loyalty,

my Hands

to larger service,

and my Health to better living,

For my club,

my community,

my country,

and my world.

8										CLUB ROLL
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	Name of Member		2	3	4	5	6	7	8	9	10	11	12
	Name of Member	1	2	3	4	5	6	7	8	9	10	11	12
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Other

Oﬃce held

Phone #

E-mail

CLUB ROLL

Name of Member

1 2 3 4 5 6 7 8 9 10 11 12

22.

23.

24.

25.

26.

27.

28.

29.

30.

31.

32.

33.

34.

35.

36.

37.

38.

39.

40.

41.

42.

Other

Oﬃce held

Phone #

E-mail

List of Committees

When a committee is formed, write the name of the committee and the names of members appointed to the committee. Make additional pages as needed.

Name of Leader

List of Leaders

(To be completed by the Parents’ Committee)

Leadership Area

Phone #

E-mail

Meeting Minutes

Place:฀________________________________฀ ฀ ฀ ฀ ฀฀฀฀฀฀Date:฀__________________

Number฀present:฀฀Members฀______฀฀฀฀฀฀฀฀Leaders฀_______฀฀฀฀฀฀฀฀Parents฀_______฀฀฀฀฀฀฀Guests฀฀_______฀฀฀฀฀฀฀Total฀Present฀_______

฀______________________________________________________________________________

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