Secretary Record Book - West Virginia University of Information 4-H Club Secretary Record Book West...

Name of 4-H Club/Unit ___________________________________________________

4-H Year: October 1, 20 ___, to September 30, 20 ___

4-H Club/Unit Secretary ___________________________________________________

4-H Club/Unit Organizational Leader _________________________________________

4-H Secretary’s Record Book

4-H-452-04

4-H Programs

Sources of Information4-H Club Secretary Record Book

West Virginia University Extension Service4-H-452-83

Michigan 4-H Club Secretary’s Record BookMichigan State University Extension

4-H 1230

Texas 4-H Club Secretary’s Record BookTexas Agricultural Extension ServiceThe Texas A&M University System

4-H 2-5.012

North Dakota 4-H Club Secretary’s Record BookNorth Dakota State University Extension Service

PA803

Revised in 2004 by Zona Hutson, Doddridge County Extension Agentand Rhonda Coleman, Raleigh County Extension Agent.

Reviewed by Volunteerism Team members Susan England-Lord, Wyoming County Extension Agent;Susan Gamble, Extension Agent; Patrick Nestor, Extension Specialist, Volunteer Leadership;Liz Post, Lewis County Extension Agent; and Carl Townsend, Ohio County Extension Agent.

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______________________________________________________________________ __________________Name of club or unit Year

Officers

Name Address

President ___________________________ ___________________________________________

Vice President ___________________________ ___________________________________________

Secretary ___________________________ ___________________________________________

Treasurer ___________________________ ___________________________________________

Reporter ___________________________ ___________________________________________

Song Leader ___________________________ ___________________________________________

Recreation Leader ___________________________ ___________________________________________

_______________ ___________________________ ___________________________________________

_______________ ___________________________ ___________________________________________

Leaders

Name Address

Leader ___________________________ ___________________________________________

Assistant ___________________________ ___________________________________________

Assistant ___________________________ ___________________________________________

Teen Leader ___________________________ ___________________________________________

Teen Leader ___________________________ ___________________________________________

Project Leader ___________________________ ___________________________________________

Project Leader ___________________________ ___________________________________________

Activity Leader ___________________________ ___________________________________________

Activity Leader ___________________________ ___________________________________________

_______________ ___________________________ ___________________________________________

_______________ ___________________________ ___________________________________________

Secretary’s Record Book

(Other officers may include parliamentarian, historian, etc.)

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To the SecretaryCongratulations! It’s truly an honor to be selected by your friends in 4-H to serveas a 4-H officer. The office of the secretary is an important one. Your club haselected you because they thought you could do the job. As an officer, you areexpected to work with the other officers in carrying out the goals of the clubor unit. As secretary, you have the unique responsibility of keeping therecords of the club’s or unit’s business.

Duties of the SecretaryThe 4-H club secretary keeps accurate records of all business conducted andall decisions made by the club or unit. Duties of the secretary are listed below.

• Arrive at the meeting place ahead of time. Discuss items of businesswith your club leaders and club president before the meeting begins.

• Work cooperatively with the other club officers.

• Inform the president and leaders if you will be absent. Give your recordsto someone else so he or she can fulfill your duties at that meeting.

• Sit near the president during the business meeting to make communicationand accurate note taking easier.

• At the request of the president, call the roll and record attendance.A roll call form is on page 21 of this booklet.

• Read the minutes of the previous meeting. Minutes should be in a clear,concise readable form. Never include personal comments or opinionsin the minutes. Go over your minutes before you read them.

• State any unfinished business left from the previous meeting.

• Take accurate notes of each meeting. Record all actions taken (actions areformal club decisions made by a motion and a vote). Write each motionas it is stated, restate the motion to the group before the vote is takenand then record the action taken.

• Keep a record of committees and the club members appointed to thosecommittees. Get a written copy of all committee reports made ateach meeting.

• During the meeting, read any correspondence directed to the group.

• Write letters sent from the group (for example, business correspondence,letters of request, and thank-you notes).

• After the meeting, inform absent officers and committee membersof actions that affect or involve them.

• In the absence of the president and vice president, preside over the meeting.

• Assist in counting votes.

• When the program for the year is accepted by the club, enter the program plansin the secretary’s book on the page marked “program” and keep it current.

• At the close of the year, work with club leader to complete records and seethat the county WVU Extension office receives the secretary’s book on time.

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Suggested Order for MeetingBusiness Part of Meeting• Call to order• Singing and 4-H Pledge• Roll call• Reading minutes of last meeting• Report of committees• Unfinished business• New business• Announcement of program for next meeting• Adjournment of business meeting

Project and Club or Group Activity Part of Meeting• Programs, demonstrations, talks, discussions, work on projects, etc.

Entertainment and Social Activities• Games, musical numbers, singing, etc.

The Purpose of MinutesMinutes are the official record of the business transacted by a club at its meetings.The minutes should be accurate and complete and should be so plainly and carefullywritten that anyone who reads them can understand exactly what was done.

Minutes Should Contain• Kind of meeting (regular or special)• Name of club or unit; time, date, and place of meeting• Name of presiding officer and roll call, if taken• Approval of minutes of previous meeting• Treasurer’s report• Reports of other officers and committees• Business transacted:

Each motion should be fully and accurately recorded, giving the exact wordingof each motion, the name of the person making the motion, and an indicationthat it was seconded. Stop the meeting if necessary to get the exact wordingof the motion. The result of the vote should be given; the number of votesfor and against, if taken, should be recorded, along with a statement ofwhether the motion carried or lost.

• Number of members and guests present• A statement that the meeting was adjourned• Signature and title of the person who records the minutesThe minutes should record the business in the order in which it was transacted.Reports of committees should also be shown.

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Sample Minutes of Meeting

Minutes of Meeting

Place: Community Center Date: November 8, 2005

Members present: 15 Guests present: 2

Business meeting:

The regular meeting of the Lucky Clover 4-H Club was held November 8, 2005, at the Our TownCommunity Center. The meeting was called to order by Cindy Blood, president, at 1:00 p.m. Rollcall was answered by 15 members. Two guests were present. Minutes of the previous meeting wereread and approved. The treasurer’s report was given. Balance on hand is $127.15.

Sam Brown, vice president and chair of the program committee, reported that the program committeehad met and prepared the program for the year. He presented the plan to the group for approval.

Mary Smith moved that the report be accepted and that a copy of the program be made for eachmember. Motion was seconded and carried by the group.

The secretary read a letter from the County Extension Service office informing us of a newadopt-a-grandparent program. Sally Jones moved that our club adopt a grandparent. Motionwas seconded and carried.

The president appointed Tim Baker, Susan Link, and Luke Smith as a committee to work withMrs. Jenkins to get information and contact the senior center to find a grandparent. They areto report at our next meeting.

Roger Lane moved that the meeting adjourn. Motion seconded and carried. Meeting adjournedat 2:05 p.m.

Program:

Demonstration: “Making a Weather Station” by Paul DeLong

Talk: “My Chinese Pen Pal” by Janie Conner

Presentation: “Responding to Emergencies” by Ms. Dawn James, paramedic

“Celebrating” was the recreation theme. Sarah Green asked each person to describehis or her favorite birthday party.

Respectfully submitted: ______________________________________________________Secretary’s signature

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Sample “Thank-You” Letter

Feb. 25, 2005

Dear Mr. Tim Jerky:

On behalf of the Little Bites 4-H Club, I would like to take this opportunity to thank youfor providing our club a tour of your bakery on February 20. Our club members learneda lot about baking and how bread is made. We also enjoyed being able to sample all thedifferent types of breads.

It was very kind of you to take your time to share this fun and learning experience withus. Thank you for your support of our 4-H program.

Sincerely,

Renee Bread4-H Club Secretary

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Our 4-H Club or Unit GoalsWhat is a 4-H club or unit goal? It is an aim toward which a whole club or unit works during theyear. Goals should be planned and approved at the beginning of the year by all members of theclub or unit. The goals should be specific but not be so numerous or difficult that they cannotbe attained.

Examples: Plan and conduct at least one community service project.Have at least two project meetings in all projects having more than three members.

Special Club or Unit Activities to Build Interest• Parents’ meetings • Safety and health education programs• Picnics • Music• Future 4-H’ers night • Drama• Camp-outs • Environmental education program• Community service activities • Recreation• Window displays, club or unit booths • Club or unit exchange program• National 4-H Week observance • Holiday parties• “Community Pride” program • International programs

DateGoals Accomplishment Completed

1.

2.

3.

4.

5.

Suggested Goals for Your 4-H Club• Number of meetings• Percent of meeting attendance• Project completion• County camp attendance• Public meeting• Community service projects• Visual presentations and illustrated talks

• 4-H health program• 4-H safety program• Officer’s training• National 4-H Week• Tours• Citizenship activities• Conservation activities

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Annual 4-H Club or Unit Activity Report(Adult and youth leaders should assist secretary in completing this section.)

Name of Club or Unit _________________________ County ___________________ Year organized __________

Current Year – Running from ______________________________ to ___________________________________

Number of adult leaders __________________________ Number of youth leaders ________________________

Number of members enrolled this year ____________________________________________________________

Number of club or unit meetings held _________________ Number of project meetings held ________________

Number of members giving demonstrations or project talks at club or unit meetings ________________________

Club or Unit Participation in Local Activities and Events(Add more pages if needed.)

Return this form to your Extension agent in the early fall of each year. Exact due date will be determinedby county Extension office.

Activity or Event(Examples: Tour, Achievement Night,

Community Pride, Educational Programsand Speakers, Other Community Service)

When Where

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Suggested Committees

Program

Chair ______________________________________

Members:

1. _________________________________________

2. _________________________________________

3. _________________________________________

4. _________________________________________

Adult Volunteer ______________________________

Finance

Chair ______________________________________

Members:

1. _________________________________________

2. _________________________________________

3. _________________________________________

4. _________________________________________

Adult Volunteer ______________________________

Health

Chair ______________________________________

Members:

1. _________________________________________

2. _________________________________________

3. _________________________________________

4. _________________________________________

Adult Volunteer ______________________________

Others

Chair ______________________________________

Members:

1. _________________________________________

2. _________________________________________

Adult Volunteer ______________________________

Recreation

Chair ______________________________________

Members:

1. _________________________________________

2. _________________________________________

3. _________________________________________

4. _________________________________________

Adult Volunteer ______________________________

Safety

Chair ______________________________________

Members:

1. _________________________________________

2. _________________________________________

3. _________________________________________

4. _________________________________________

Adult Volunteer ______________________________

Conservation

Chair ______________________________________

Members:

1. _________________________________________

2. _________________________________________

3. _________________________________________

4. _________________________________________

Adult Volunteer ______________________________

Others

Chair ______________________________________

Members:

1. _________________________________________

2. _________________________________________

Adult Volunteer ______________________________

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4-H Club or Unit Meeting Minutes(Write minutes of meeting on this page.)

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____________________________________________ ___________________________________________Club or Unit President* Club or Unit Secretary*

*President or presiding officer signs after the minutes have been read by the secretary and adopted by the club.

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Mem

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Programs and activities offered by the West Virginia University Extension Service are available to all persons without regard to race,color, sex, disability, religion, age, veteran status, political beliefs, sexual orientation, national origin, and marital or family status.

Issued in furtherance of Cooperative Extension work, Acts of May 8 and June 30, 1914, in cooperation with theU.S. Department of Agriculture. Director, Cooperative Extension Service, West Virginia University.

ES04-104

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