4H Secretary Form PDF Details

The 4-H Secretary's Record Book is a 36-page guide developed by Kansas State University Agricultural Experiment Station and Cooperative Extension Service. It equips secretaries with everything needed to manage club records accurately and support smooth club operations throughout the year.

Core Responsibilities of a 4-H Club Secretary

A 4-H club secretary handles a range of administrative tasks that keep the club organized and running well. Key duties include:

What the 4H Secretary Form Covers

The form is organized into clear sections that match the secretary's workflow. It includes a pre-meeting checklist so nothing is overlooked, a structured template for recording motions and votes, and a post-meeting checklist to wrap up properly. The attendance record section helps track which members are present at each gathering.

In addition to meeting documentation, the form guides secretaries on how to write effective correspondence on behalf of the club, store records safely, and report key information to club leadership and the wider 4-H community.

How to Fill Out 4H Secretary Records Accurately

Start by arriving at meetings a few minutes early to set up your record book. During the meeting, note the date, location, members present, and any business discussed. Record each motion word-for-word, along with who made it and the vote result. After the meeting, review your notes promptly and file them with the other club records.

For clubs completing enrollment paperwork, the 4-H Youth Enrollment Form is a related resource that helps track new member information alongside your secretary records.

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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