GEORGIA 4-H

4-H Club
Secretary's Record
PDF  
 
Club Name _________________________________________________________________ 20 ____________
County ____________________________________________________________________________________
Secretary __________________________________________________________________________________
Secretary's Address _________________________________________________________________________
Approved __________________________________________________________________________________
CONGRATULATIONS Congratulations! It's really an honor to be selected by your friends in 4-H to serve as a 4-H officer. With honors come certain responsibilities. As you assume your 4-H office, much of the responsibility for the success of your club will depend on you and the other officers.
  You are now a member of a team that includes the other officers and leaders of your club. This leadership team can make the difference between a "fantastic club" that everyone wants to be part of and a "hum-drum club" that most people could care less about! Which kind of club do you want? The choice is yours -- the success of the club depends on your leadership team.
GOOD OFFICERS ARE ... Enthusiastic, tactful, loyal, honest, friendly -- that's one way to describe good 4-H officers. They let the members of the club help decide what the club will do and give everyone a fair chance.
Officers of 4-H Clubs are representatives of the local club and of the entire 4-H program of the state. Can you answer "yes" to these questions?
_____ Do I know the duties of my office?
_____ Am I willing to improve myself so I can be a better officer?
_____ Am I friendly? Do I work well with other members of the club and they with me?
_____ Do I willingly accept responsibilities assigned to me?
_____ Do I enjoy doing more than just what is required of me?
_____ Am I willing to give credit to others for work well done?
_____ Am I prompt in arriving at meetings?
_____ Does my appearance inspire confidence and respect?
_____ Am I kind, tactful and courteous?
_____ Do I use "please" and "thank you" when I should?
_____ Am I always fair in my decisions?
_____ Do I appreciate my parents and 4-H volunteer leaders for their time, effort and devotion to club work?
_____ Will I attend a 4-H officers' workshop if it is offered for our club or county?
_____ Will I participate in a county 4-H council?
 
YOUR JOB AS
SECRETARY 		The job of secretary is one of the most important offices in your club. The club has entrusted to you the responsibility of keeping and maintaining club records. Much of the success of the club depends on the working relationships between you and the president. This is your opportunity to help the president make the club "click."

You keep a record of what the club does and handle its correspondence. As Secretary, you should ...
PRIOR TO THE MEETING
  • Record the club's plan for the year in this Secretary's Record Book.
  • Record members' names, addresses, etc., on pages 10-13.
  • Keep a record of all officers and committees on page 18.
  • Get permission to post meeting notices on bulletin board.
  • Notify and remind appropriate school officials about meetings.
  • Inform the president if you will be absent. The president will appoint an acting secretary for the meeting.
  • Help other offices and club leader plan business to be handled at club meetings.
DURING THE MEETING
  • Sit at front table near president during meetings and assist with handling the details of the meeting.
  • Assist the president during the meeting by writing the motions as stated; restate the motions when requested.
  • Keep an accurate record of proceedings of all meetings (a record of what is done, not what is said). Include date and place of meeting, number of members and visitors present, approval of previous minutes, all reports and what was done about them, all motions (with the name of the person who made them), and whether the motion was carried or lost. (Click here for example.)
  FOLLOWING THE MEETINGS
 
  • Write letters as directed by the club.
  • Collect and record reports of all committees.
  • Represent the club in a County 4-H Council.

TIPS TO THE
SECRETARY

  • Stand when reading the minutes. Be sure members are quiet before you begin reading. You may sit when calling or checking the roll.
  • Have clear, concise minutes in a readable form. Never include personal comments or opinions in the minutes. Go over your minutes before you read them.j
  • Be thoroughly familiar with this 4-H Secretary's Record Book.
 
4-H LEADERSHIP TEAM As a 4-H officer, you are an important part of the 4-H Leadership Team. Let's see how the team shapes up.
President The 4-H President's job is to help everyone in the club work together. The president presides at meetings, assigns responsibilities to club members, and works closely with the other 4-H officers, volunteer leaders, and county extension agents.
Vice President Georgia 4-H Clubs have two Vice Presidents. The vice presidents alternate taking the place of the president if that member resigns or is not present. The vice presidents' biggest and most important job is acting as co-chairmen of the program committee that plans local 4-H educational meetings and events.
Secretary The 4-H Club Secretary is one of the most important officers in the club. The secretary is responsible for keeping a record of a 4-H club's membership, participation and meetings in the 4-H Secretary's Book. All correspondence of the club is the responsibility of the secretary.
Reporter The 4-H Club Reporter has the opportunity and responsibility of telling others about 4-H work. Writing announcements and reports for the local newspaper, keeping a scrapbook of club publicity, and serving as chairman of the publicity committee are important jobs for the reporter.
Parliamentarian
(Optional office)		 In any club organization, it is important that officers and leaders know some of the rules of conducting a meeting. The Parliamentarian advises the presiding officer on parliamentary procedures so meetings can be conducted in a fair and gracious manner.
Recreational Leader
(Optional office)		 No one likes to sit and listen during an entire 4-H meeting without even opening their mouths. The 4-H Recreational Leader gives each 4-H'er the opportunity to actively participate by leading a song or short recreational activity that is suitable for the club meeting place and available time.
 
Officers President ________________________________________
  Vice President ________________________________________
  Vice President ________________________________________
  Secretary ________________________________________
  Reporter ________________________________________
  Parliamentarian ________________________________________
  Recreation Leader ________________________________________
 
OFFICERS AND LEADERS
______________________________ 4-H Club  
______________________________ County  
Officers
President ____________________
vice President ____________________
Vice President ____________________
Secretary ____________________
Reporter ____________________
Parliamentarian ____________________
Recreation Leader ____________________
Club Leaders
Name Address Phone Number
_____________________ _____________________ _____________________
_____________________ _____________________ _____________________
_____________________ _____________________

_____________________
 
Project Leaders
Name Address Phone Number Project
____________________ ____________________ ______________ ____________________
____________________ ____________________ ______________ ____________________
____________________ ____________________ ______________ ____________________
____________________ ____________________ ______________ ____________________
____________________ ____________________ ______________ ____________________
____________________ ____________________ ______________ ____________________
____________________ ____________________ ______________ ____________________
____________________ ____________________ ______________ ____________________
____________________ ____________________ ______________ ____________________
____________________ ____________________ ______________ ____________________
 
Activity Leaders
Name Address Phone Number Activity
____________________ ____________________ ______________ ____________________
____________________ ____________________ ______________ ____________________
____________________ ____________________ ______________ ____________________
____________________ ____________________ ______________ ____________________
____________________ ____________________ ______________ ____________________
 
Junior Leaders
Name Address Responsibilities
____________________ _________________________ _______________________________
  Phone: ______________________ _______________________________
____________________ _________________________ _______________________________
  Phone: ______________________ _______________________________
____________________ _________________________ _______________________________
  Phone: ______________________ _______________________________
____________________ _________________________ _______________________________
  Phone: ______________________ _______________________________
____________________ _________________________ _______________________________
  Phone: ______________________ _______________________________
 
COMMITTEES
Committee Name ___________________________
Chairman __________________________________
Members __________________________________
_________________________________
_________________________________
Assignment ________________________________
 
Committee Name ___________________________________________________________________________
Chairman ___________________________________ Members _____________________________________
______________________________________________________________________
Assignment ______________________________________________________________________
 
Committee Name ___________________________________________________________________________
Chairman ___________________________________ Members _____________________________________
______________________________________________________________________
Assignment ______________________________________________________________________
 
Committee Name ___________________________________________________________________________
Chairman ___________________________________ Members _____________________________________
______________________________________________________________________
Assignment ______________________________________________________________________
 
Committee Name ___________________________________________________________________________
Chairman ___________________________________ Members _____________________________________
______________________________________________________________________
Assignment ______________________________________________________________________
 
Committee Name ___________________________________________________________________________
Chairman ___________________________________ Members _____________________________________
______________________________________________________________________
Assignment ______________________________________________________________________
 
 
SUMMARY OF PARTICIPATION  
Goals of the local club for the year
Goals for the 4-H Club should be set by the members at the beginning of the year. Example: to have five new project leaders, to get 10 new members, to have a 4-H parent night, etc.
Goals Check those accomplished
1. ________________________________________________________________________________________
2.________________________________________________________________________________________
3.________________________________________________________________________________________
4.________________________________________________________________________________________
5.________________________________________________________________________________________
Participation in local activities
Example: parties, picnics, tours, displays, parent programs, parades, community service projects, school assemblies, National 4-H Week programs, etc.
Activity Date How club participated No. from club participating
1. ________________________________________________________________________________________
2. ________________________________________________________________________________________
3. ________________________________________________________________________________________
4. ________________________________________________________________________________________
5. ________________________________________________________________________________________
6. ________________________________________________________________________________________
7. ________________________________________________________________________________________
Participation in county activities
Example: achievement banquet, judging contests, county recreation, camp, cpa, etc.
Activity Date How club participated No. from club participating
1. ________________________________________________________________________________________
2. ________________________________________________________________________________________
3. ________________________________________________________________________________________
4. ________________________________________________________________________________________
5. ________________________________________________________________________________________
6. ________________________________________________________________________________________
7. ________________________________________________________________________________________

 

4-H Club Membership Roll, 20 _______
____________________________ 4-H Club
Name
Address
Phone
Year in 4-H
last
first
middle initial
route, box, street
town
zip
1      
2      
3      
4      
5      
6      
7      
8      
9      
10      
11      
12      
13      
14      
15      
16      
17      
18      
19      
20      
21      
22      
23      
24      
25      
[Add numbers/lines as necessary]

 

  Record of attendance at regular
monthly club meetings		   Number of events entered by each member during the year
  Use "a" when member is absent
  Offices or committees            
1                                               1
2                                               2
3                                               3
4                                               4
5                                               5
6                                               6
7                                               7
8                                               8
9                                               9
10                                               10
11                                               11
12                                               12
13                                               13
14                                               14
15                                               15
16                                               16
17                                               17
18                                               18
19                                               19
20                                               20
21                                               21
22                                               22
23                                               23
24                                               24
25                                               25

 

MINUTES One specific responsibility of the 4-H secretary is to keep accurate minutes of each meeting. Keep good notes during the meeting and then write the minutes soon after the meeting is over, while it is fresh in your mind. Include these items in your minutes.
 
  1. Name of the club or group.
  2. Kind of meeting -- regular or special.
  3. Date, hour and place of the meeting.
  4. The presiding officer.
  5. Approval of previous minutes and report of treasurer.
  6. Motions made and action taken.
  7. Names of members appearing on the program and description of the program.
  8. Description of educational program given by leader, member(s) or others.
  9. Signature of secretary and president, if desired.
 

The following minutes are a good example.
  The Oak Ridge 4-H Club held its regular monthly meeting Tuesday, January 10, at 4 p.m. in the home of Mrs. H.M. Todd, 4-H Leader. Jerry Bingham, president, presided at the meeting. Minutes of the previous meeting were read by the secretary and approved. The treasurer's report was accepted. The social committee chairman announced that a party had been planned for the club at the home of Mary Dozier for Saturday night, January 14. She urged each member to go and enjoy the fun.
  Joe Gupton moved that the club contribute $5 to the County 4-H Development Fund. The motion was carried.
  A program on "Mind Your Manners," including tips for eating out, attending a movie and making introductions was presented. Those participating were Jimmy Little, Sarah Randle, Bob Brooks, and Jeannette Martin.
  Mary Smith, the vice president, announced plans for the next meeting and assigned the following responsibilities: Jim Smith, devotion; Sarah Waters, refreshments.
  The group enjoyed several games led by Jim Elliot and delicious refreshments served by Mary Brown. The meeting was adjourned.
  ______________________________, Secretary

 

MINUTES
Date _________________ Place _____________________________________ Time ______________
 
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
If desired, president or any other officer may sign Secretary  

 

MINUTES
Date _________________ Place _____________________________________ Time ______________
 
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
If desired, president or any other officer may sign Secretary  

 

MINUTES
Date _________________ Place _____________________________________ Time ______________
 
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
If desired, president or any other officer may sign Secretary  

 

4-H EMBLEM A four-leaf clover with the letter "H" on each leaflet, meaning the four-square development of Head, Heart, Hands and Health, is the accepted emblem. The emblem is protected byUnited States Department of Agriculture copyright.
 
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.
 
4-H MOTTO "To Make the Best Better"
 
4-H COLORS Green -- nature's most common color -- is emblematic of springtime, life and youth. White -- symbolizes purity and high ideals.
 
4-H CREED I believe in 4-H Club work for the opportunity it gives me to beome a useful citizen.
  I believe in the training of my HEAD for the power it will give me to THINK, PLAN, and REASON.
  I believe in the training of my HEART for the nobleness it will give me to be KIND, SYMPATHETIC, and TRUE.
  I believe in the training of my HANDS for the dignity it will give me to be HELPFUL, USEFUL, and SKILLFUL.
  I believe in the training of my HEALTH for the strength it will give me to ENJOY LIFE, RESIST DISEASE, and WORK EFFICIENTLY.
  I believe in MY COUNTRY, MY STATE, and MY COMMUNITY and in my responsibility for their fulfillment.

4-H YEARLY PLANNING CALENDAR

SEPTEMBER
4-H meeting -- topic and date

Special activities of
club and date

 

 

 

OCTOBER
4-H meeting -- topic and date

Special activities of
club and date

NOVEMBER
4-H meeting -- topic and date

Special activities of
club and date

DECEMBER
4-H meeting -- topic and date

Special activities of
club and date

 

 

 

JANUARY
4-H meeting -- topic and date

Special activities of
club and date

FEBRUARY
4-H meeting -- topic and date

Special activities of
club and date

MARCH
4-H meeting -- topic and date

Special activities of
club and date

 

 

 

APRIL
4-H meeting -- topic and date

Special activities of
club and date

MAY
4-H meeting -- topic and date

Special activities of
club and date

JUNE
4-H meeting -- topic and date

Special activities of
club and date

 

 

 

JULY
4-H meeting -- topic and date

Special activities of
club and date

AUGUST
4-H meeting -- topic and date

Special activities of
club and date

PLANNING GUIDE FOR MEETINGS AND EVENTS

Event _______________________________________________

Date ______________ Time ______________ Location _______________

Job to
be done

 

 

 

 

 Who will do
the job?		 Special arrangements
(how to do the job)

 

Event ________________________ Date ______________ Time ______________ Location _______________

Job to
be done

 

 

 

 

 Who will do
the job?		 Special arrangements
(how to do the job)

 

Event ________________________ Date ______________ Time ______________ Location _______________

Job to
be done

 

 

 

 

 Who will do
the job?		 Special arrangements
(how to do the job)

 

4-H PRESIDENT'S OUTLINE
Share this guide with your 4-H president. It can be used as a script to conduct your 4-H meetings. Because meeting customs vary with each club, be sure to check with your club leader or county extension agent to make necessary changes in the wording or order of business.
P.S. - This outline can serve as a guide for the order of business for your secretary's minutes also.
BUSINESS ...
Call to Order "The meeting of the __________ 4-H Club will please come to order."
Call for Minutes "The secretary will now read the minutes of the last meeting."
Secretary reads minutes.
Approval of Minutes "Are there any additions or corrections to the minutes?" (Pause) "If not, they stand approved as read."
Opening Ceremony "We will now have the pledges and thought for the day." Vice President or another 4-H member leads pledge to the American Flag, 4-H Pledge and thought for the day.
Introduction of Visitors "Our Vice President, __________, (or Reporter, __________) will now introduce our visitors." Officer introduces visitors.
Roll Call "Will the secretary please take the roll?" Secretary either calls roll or simply checks roll.
Committee Reports "We will now have the committee reports. Will the chairman of the __________ committee please report?" (Pause for report, then request other reports.)
Old Business "Is there any old business that needs to be discussed?" (Recognize members who have business to discuss and guide club in discussing and making a decision.)
"Is there any further old business?"
New Business "Is there any new business to be discussed?" (Allow time for discussion and voting if necessary.)
"Is there any further new business?"
Announcements "Are there any announcements?" (Leaders, agents or members may have announcements.)
PROGRAM ...
Introduce Program Chairman (Vice President) "I will now turn the meeting over to ______ to introduce our program." Vice President introduces program participants.
Thank Program Participants "Thank you, ______, for presenting such an interesting program." (Make comments appropriate for the program and thank vice presidents for coordinating program.
RECREATION (If time and facility permit) ...
Introduce Recreation Leader or
4-H Member		 "________, our recreation leader, will now lead us in a short period of recreation."
Recreation leader leads a game, song or activity.
ADJOURNMENT ...
Close Meeting Our next meeting will be [DATE] at [PLACE].
"Is there a motion that we adjourn?" (Handle motion.) "The meeting is adjourned."
 
Mel P. Garber
Associate Dean for Extension		 Roger C. (Bo) Ryles, Jr.
State Program Leader -- 4-H

G-OG-05/Reprinted September, 2000

The University of Georgia and Ft. Valley State University, the U.S. Department of Agriculture and counties of the state cooperating. The Cooperative Extension Service, the University of Georgia College of Agricultural and Environmental Sciences offers educational programs, assistance and materials to all people without regard to race, color, national origin, age, gender or disability.
An Equal Opportunity/Affirmative Action Organization Committed to a Diverse Work Force
Issued in furtherance of Cooperative Extension work, Acts of May 8 and June 30, 1914, The University of Georgia College of Agricultural and Environmental Sciences and the U.S. Department of Agriculture cooperating.

Josef M. Broder, Interim Dean and Director