Post on 16-Feb-2020
Secretary’s Record Book
Publication #138 March 2013
The 4-H Motto “Learn to Do by Doing” The 4-H Pledge I pledge My Head to clearer thinking My Heart to greater loyalty, My Hands to larger service, My Health to better living, For my club, my community, and my country. The 4-H Grace (Tune of Auld Lang Syne) We thank thee, Lord, for blessings great on this, our own fair land. Teach us to serve thee joyfully, with head, heart, health and hand.
4-H BC Secretary’s Record Book 1 Publication #138
Secretary’s Record Book
For
Name of Club Club Year
Leader
Assistant Leader(s)
Junior Leader(s)
4-H BC Secretary’s Record Book 2 Publication #138
Order of Business
1. Call to Order
2. “4-H Club Pledge”
3. Introduce Guests
4. Roll Call
5. Additions to/Approval of Agenda
6. Minutes Of Previous Meeting
7. Executive Reports
- Correspondence
- Reports Of Officers
8. Committee Reports
9. Old Business
10. New Business
11. Announcements and Notices
12. Main program or project activities
13. Recreation
14. Adjournment
4-H BC Secretary’s Record Book 3 Publication #138
Suggestions for Keeping Records 1. The minutes should contain at least the following:
a) Whether meeting was “regular” or “special,” and meeting number from date of organization or reorganization;
b) Name of Club; c) Date, year, and place of meeting; d) Whether regular President and Secretary were present and, if not, the names of their
substitutes; e) Whether the minutes of the previous meeting were approved; f) A record of all business transacted; g) Statement of program given.
2. Notes of each meeting may be made on the meeting notes pages at the back of this book.
Make sure your notes are complete including all motions, who made the motion, seconder and if motion was carried or defeated.
3. The minutes of a meeting should be written out in full immediately after the meeting, either on the final copy pages at the back of this book or typed on the computer.
4. The Secretary must always be impartial and never express in the minutes his/her opinion of any action taken.
5. Whenever a motion is made the Secretary should record the motion, the name of the one
who seconds the motion, and the number of votes for and against. 6. The Secretary should record all committees appointed. 7. Special mention should be made of any good points about club work that are brought out
in the meetings. 8. Use great care in recording the actual proceedings of the meeting throughout. 9. The President and Secretary both sign the minutes and they become part of your
permanent record.
British Columbia 4-H Clubs
Enrolment Form for Year 20 ______
Name of Club
Date Organized No. of Members
Kind of Club Year (1st, 2nd, etc.)
Other Details
Place of Meeting
OFFICERS
Name Address
President
Vice-President
Secretary
Treasurer
Club-Reporter
MEMBERSHIP
Name Address Age (date of last birthday)
4-H BC Secretary’s Record Book 5 Publication #138
Name Address Age (date of last birthday)
4-H BC Secretary’s Record Book 6 Publication #138
Name Address Age (date of last birthday)
4-H BC Secretary’s Record Book 7 Publication #138
Roll Call of Members
(P = present / A = absent)
Fill in type of meeting, i.e. general, picnic, etc., and date at head of each column. Year: ___________
Type of Meeting
Total
Date Attendance
Name 1st 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th
Total Members Attending
Visitors Attending
Total Attendance
4-H BC Secretary’s Record Book 8 Publication #138
Roll Call of Members
(P = present / A = absent)
Fill in type of meeting, i.e. general, picnic, etc., and date at head of each column. Year: ___________
Type of Meeting
Total
Date Attendance
Name 1st 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th
Total Members Attending
Visitors Attending
Total Attendance
4-H BC Secretary’s Record Book 9 Publication #138
Report of Club Meeting
(Meeting Notes – 1)
Name and kind of Club: Meeting No.
(1st, 2nd, etc.)
Date of Meeting (MO / DA / YR) Hour Location
Local Leader present:
Officers present were:
Club Membership Members present Visitors present
(Below and on the other side of this sheet tell the business carried on, the programs given, indicating those who took part.)
4-H BC Secretary’s Record Book 10 Publication #138
Date of next meeting Hour Place
4-H BC Secretary’s Record Book 11 Publication #138
Report of Club Meeting
(Meeting Notes – 2)
Name and kind of Club: Meeting No.
(1st, 2nd, etc.)
Date of Meeting (MO / DA / YR) Hour Location
Local Leader present:
Officers present were:
Club Membership Members present Visitors present
(Below and on the other side of this sheet tell the business carried on, the programs given, indicating those who took part.)
4-H BC Secretary’s Record Book 12 Publication #138
Date of next meeting Hour Place
4-H BC Secretary’s Record Book 13 Publication #138
Report of Club Meeting
(Meeting Notes – 3)
Name and kind of Club: Meeting No.
(1st, 2nd, etc.)
Date of Meeting (MO / DA / YR) Hour Location
Local Leader present:
Officers present were:
Club Membership Members present Visitors present
(Below and on the other side of this sheet tell the business carried on, the programs given, indicating those who took part.)
4-H BC Secretary’s Record Book 14 Publication #138
Date of next meeting Hour Place
4-H BC Secretary’s Record Book 15 Publication #138
Report of Club Meeting
(Meeting Notes – 4)
Name and kind of Club: Meeting No.
(1st, 2nd, etc.)
Date of Meeting (MO / DA / YR) Hour Location
Local Leader present:
Officers present were:
Club Membership Members present Visitors present
(Below and on the other side of this sheet tell the business carried on, the programs given, indicating those who took part.)
4-H BC Secretary’s Record Book 16 Publication #138
Date of next meeting Hour Place
4-H BC Secretary’s Record Book 17 Publication #138
Report of Club Meeting
(Meeting Notes – 5)
Name and kind of Club: Meeting No.
(1st, 2nd, etc.)
Date of Meeting (MO / DA / YR) Hour Location
Local Leader present:
Officers present were:
Club Membership Members present Visitors present
(Below and on the other side of this sheet tell the business carried on, the programs given, indicating those who took part.)
4-H BC Secretary’s Record Book 18 Publication #138
Date of next meeting Hour Place
4-H BC Secretary’s Record Book 19 Publication #138
Report of Club Meeting
(Meeting Notes – 6)
Name and kind of Club: Meeting No.
(1st, 2nd, etc.)
Date of Meeting (MO / DA / YR) Hour Location
Local Leader present:
Officers present were:
Club Membership Members present Visitors present
(Below and on the other side of this sheet tell the business carried on, the programs given, indicating those who took part.)
4-H BC Secretary’s Record Book 20 Publication #138
Date of next meeting Hour Place
4-H BC Secretary’s Record Book 21 Publication #138
Report of Club Meeting
(Meeting Notes – 7)
Name and kind of Club: Meeting No.
(1st, 2nd, etc.)
Date of Meeting (MO / DA / YR) Hour Location
Local Leader present:
Officers present were:
Club Membership Members present Visitors present
(Below and on the other side of this sheet tell the business carried on, the programs given, indicating those who took part.)
4-H BC Secretary’s Record Book 22 Publication #138
Date of next meeting Hour Place
4-H BC Secretary’s Record Book 23 Publication #138
Report of Club Meeting
(Meeting Notes – 8)
Name and kind of Club: Meeting No.
(1st, 2nd, etc.)
Date of Meeting (MO / DA / YR) Hour Location
Local Leader present:
Officers present were:
Club Membership Members present Visitors present
(Below and on the other side of this sheet tell the business carried on, the programs given, indicating those who took part.)
4-H BC Secretary’s Record Book 24 Publication #138
Date of next meeting Hour Place
4-H BC Secretary’s Record Book 25 Publication #138
Report of Club Meeting
(Meeting Notes – 9)
Name and kind of Club: Meeting No.
(1st, 2nd, etc.)
Date of Meeting (MO / DA / YR) Hour Location
Local Leader present:
Officers present were:
Club Membership Members present Visitors present
(Below and on the other side of this sheet tell the business carried on, the programs given, indicating those who took part.)
4-H BC Secretary’s Record Book 26 Publication #138
Date of next meeting Hour Place
4-H BC Secretary’s Record Book 27 Publication #138
Report of Club Meeting
(Meeting Notes – 10)
Name and kind of Club: Meeting No.
(1st, 2nd, etc.)
Date of Meeting (MO / DA / YR) Hour Location
Local Leader present:
Officers present were:
Club Membership Members present Visitors present
(Below and on the other side of this sheet tell the business carried on, the programs given, indicating those who took part.)
4-H BC Secretary’s Record Book 28 Publication #138
Date of next meeting Hour Place
4-H BC Secretary’s Record Book 29 Publication #138
Report of Club Meeting
(Meeting Notes – 11)
Name and kind of Club: Meeting No.
(1st, 2nd, etc.)
Date of Meeting (MO / DA / YR) Hour Location
Local Leader present:
Officers present were:
Club Membership Members present Visitors present
(Below and on the other side of this sheet tell the business carried on, the programs given, indicating those who took part.)
4-H BC Secretary’s Record Book 30 Publication #138
Date of next meeting Hour Place
4-H BC Secretary’s Record Book 31 Publication #138
Report of Club Meeting
(Meeting Notes – 12)
Name and kind of Club: Meeting No.
(1st, 2nd, etc.)
Date of Meeting (MO / DA / YR) Hour Location
Local Leader present:
Officers present were:
Club Membership Members present Visitors present
(Below and on the other side of this sheet tell the business carried on, the programs given, indicating those who took part.)
4-H BC Secretary’s Record Book 32 Publication #138
Date of next meeting Hour Place
4-H BC Secretary’s Record Book 33 Publication #138
Report of Club Meeting
(Meeting Notes – 1)
Name and kind of Club: Meeting No.
(1st, 2nd, etc.)
Date of Meeting (MO / DA / YR) Hour Location
Local Leader present:
Officers present were:
Club Membership Members present Visitors present
(Below and on the other side of this sheet tell the business carried on, the programs given, indicating those who took part.)
4-H BC Secretary’s Record Book 34 Publication #138
Date of next meeting Hour Place
Signed Signed
(President or Acting)
4-H BC Secretary’s Record Book 35 Publication #138
Report of Club Meeting
(Meeting Notes – 2)
Name and kind of Club: Meeting No.
(1st, 2nd, etc.)
Date of Meeting (MO / DA / YR) Hour Location
Local Leader present:
Officers present were:
Club Membership Members present Visitors present
(Below and on the other side of this sheet tell the business carried on, the programs given, indicating those who took part.)
4-H BC Secretary’s Record Book 36 Publication #138
Date of next meeting Hour Place
Signed Signed
(President or Acting)
4-H BC Secretary’s Record Book 37 Publication #138
Report of Club Meeting
(Meeting Notes – 3)
Name and kind of Club: Meeting No.
(1st, 2nd, etc.)
Date of Meeting (MO / DA / YR) Hour Location
Local Leader present:
Officers present were:
Club Membership Members present Visitors present
(Below and on the other side of this sheet tell the business carried on, the programs given, indicating those who took part.)
4-H BC Secretary’s Record Book 38 Publication #138
Date of next meeting Hour Place
Signed Signed
(President or Acting)
4-H BC Secretary’s Record Book 39 Publication #138
Report of Club Meeting
(Meeting Notes – 4)
Name and kind of Club: Meeting No.
(1st, 2nd, etc.)
Date of Meeting (MO / DA / YR) Hour Location
Local Leader present:
Officers present were:
Club Membership Members present Visitors present
(Below and on the other side of this sheet tell the business carried on, the programs given, indicating those who took part.)
4-H BC Secretary’s Record Book 40 Publication #138
Date of next meeting Hour Place
Signed Signed
(President or Acting)
4-H BC Secretary’s Record Book 41 Publication #138
Report of Club Meeting
(Meeting Notes – 5)
Name and kind of Club: Meeting No.
(1st, 2nd, etc.)
Date of Meeting (MO / DA / YR) Hour Location
Local Leader present:
Officers present were:
Club Membership Members present Visitors present
(Below and on the other side of this sheet tell the business carried on, the programs given, indicating those who took part.)
4-H BC Secretary’s Record Book 42 Publication #138
Date of next meeting Hour Place
Signed Signed
(President or Acting)
4-H BC Secretary’s Record Book 43 Publication #138
Report of Club Meeting
(Meeting Notes – 6)
Name and kind of Club: Meeting No.
(1st, 2nd, etc.)
Date of Meeting (MO / DA / YR) Hour Location
Local Leader present:
Officers present were:
Club Membership Members present Visitors present
(Below and on the other side of this sheet tell the business carried on, the programs given, indicating those who took part.)
4-H BC Secretary’s Record Book 44 Publication #138
Date of next meeting Hour Place
Signed Signed
(President or Acting)
4-H BC Secretary’s Record Book 45 Publication #138
Report of Club Meeting
(Meeting Notes – 7)
Name and kind of Club: Meeting No.
(1st, 2nd, etc.)
Date of Meeting (MO / DA / YR) Hour Location
Local Leader present:
Officers present were:
Club Membership Members present Visitors present
(Below and on the other side of this sheet tell the business carried on, the programs given, indicating those who took part.)
4-H BC Secretary’s Record Book 46 Publication #138
Date of next meeting Hour Place
Signed Signed
(President or Acting)
4-H BC Secretary’s Record Book 47 Publication #138
Report of Club Meeting
(Meeting Notes – 8)
Name and kind of Club: Meeting No.
(1st, 2nd, etc.)
Date of Meeting (MO / DA / YR) Hour Location
Local Leader present:
Officers present were:
Club Membership Members present Visitors present
(Below and on the other side of this sheet tell the business carried on, the programs given, indicating those who took part.)
4-H BC Secretary’s Record Book 48 Publication #138
Date of next meeting Hour Place
Signed Signed
(President or Acting)
4-H BC Secretary’s Record Book 49 Publication #138
Report of Club Meeting
(Meeting Notes – 9)
Name and kind of Club: Meeting No.
(1st, 2nd, etc.)
Date of Meeting (MO / DA / YR) Hour Location
Local Leader present:
Officers present were:
Club Membership Members present Visitors present
(Below and on the other side of this sheet tell the business carried on, the programs given, indicating those who took part.)
4-H BC Secretary’s Record Book 50 Publication #138
Date of next meeting Hour Place
Signed Signed
(President or Acting)
4-H BC Secretary’s Record Book 51 Publication #138
Report of Club Meeting
(Meeting Notes – 10)
Name and kind of Club: Meeting No.
(1st, 2nd, etc.)
Date of Meeting (MO / DA / YR) Hour Location
Local Leader present:
Officers present were:
Club Membership Members present Visitors present
(Below and on the other side of this sheet tell the business carried on, the programs given, indicating those who took part.)
4-H BC Secretary’s Record Book 52 Publication #138
Date of next meeting Hour Place
Signed Signed
(President or Acting)
4-H BC Secretary’s Record Book 53 Publication #138
Report of Club Meeting
(Meeting Notes – 11)
Name and kind of Club: Meeting No.
(1st, 2nd, etc.)
Date of Meeting (MO / DA / YR) Hour Location
Local Leader present:
Officers present were:
Club Membership Members present Visitors present
(Below and on the other side of this sheet tell the business carried on, the programs given, indicating those who took part.)
4-H BC Secretary’s Record Book 54 Publication #138
Date of next meeting Hour Place
Signed Signed
(President or Acting)
4-H BC Secretary’s Record Book 55 Publication #138
Report of Club Meeting
(Meeting Notes – 12)
Name and kind of Club: Meeting No.
(1st, 2nd, etc.)
Date of Meeting (MO / DA / YR) Hour Location
Local Leader present:
Officers present were:
Club Membership Members present Visitors present
(Below and on the other side of this sheet tell the business carried on, the programs given, indicating those who took part.)
4-H BC Secretary’s Record Book 56 Publication #138
Date of next meeting Hour Place
Signed Signed
(President or Acting)
4-H BC Secretary’s Record Book 57 Publication #138
Achievement Day
1. Date:
2. Place:
3. Numbers Completing:
4. Number Attending:
5. Judge:
Include a brief report of your club’s achievement day, including program, activities, leader’s comments, pictures etc.
4-H BC Secretary’s Record Book 58 Publication #138
4-H BC Secretary’s Record Book 59 Publication #138
Summary of Year’s Work – Year __________
The following summary should be very carefully completed at the end of the Club Year.
Name of Club: Kind of Club:
Number of years in existence:
Date organized or re-organized: Membership:
Leader in charge: Address:
No. meeting held: Total attendance – inc. adults and visitors: Average attendance:
No. of members completing year’s work:
Did your Club have a Field Day or Picnic?
No, members attending: No. of adults:
Achievement Day Date: Attendance:
How many of your members exhibited?
Did your Club have a Banquet? Attendance:
List any other Social Events of the Club:
No. of eligible young people in the district not now in the Club?
Is the club planning to re-organize for next year?
How did the Club defray its expenses?
TREASURER’S REPORT:
Receipts: Expenditures: Balance on hand:
In Bank:
Total:
Remarks:
Signed: President
Signed: Secretary
Signed: Local Leader
4-H BC Secretary’s Record Book 60 Publication #138
Pictures and Notes
4-H BC Secretary’s Record Book 61 Publication #138
Pictures and Notes
4-H British Columbia Provincial Council
2743 – 30th Street Vernon, BC V1T 5C6
Toll Free: 1-866-776-0373 Website: www.bc4h.bc.ca