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So, You are Secretary of your 4-H Club!

So, You are Secretary of your 4-H Club!. Montana 4-H Center for Youth Development. Congratulations !. Your job is essential to your 4-H club. You have a VERY important role to play in keeping the history of your club. As Secretary, you are responsible for….

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So, You are Secretary of your 4-H Club!

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  1. So, You are Secretary of your 4-H Club! Montana 4-H Center for Youth Development

  2. Congratulations! • Your job is essential to your 4-H club. • You have a VERY important role to play in keeping the history of your club.

  3. As Secretary, you are responsible for… • Keeping minutes of all 4-H meetings • Handle 4-H club correspondence • Call roll and keep records of attendance • Read minutes of previous meeting

  4. Secretary Responsibilities • Read program for the following meeting • Send minutes to county extension office • Keep copy of club’s constitution and by-laws • Inform president and organizational leader if you plan to be gone

  5. Checklist for Secretaries • Arrive at meeting ahead of time • Discuss business with leaders and president • Sit next to or near president • Work with other officers; especially the reporter • Read minutes and make corrections if necessary • Take accurate notes of events of each meeting

  6. Checklist for Secretaries • Assist president during meeting by writing the motions as stated and restating the motion if necessary • Read correspondence and write letters sent from group (thank you notes) • Maintain record of all officers and committees

  7. Minutes Should Include • Kind of meeting (regular or special) • Name of group • Place and date of meeting • Who presided • Time meeting started • Number of members and guests present

  8. Minutes Should Include • Statement that minutes were read and corrected • Approval of minutes of previous meeting • Treasurer’s report • Report of other officers and committees

  9. Minutes Should Include • Complete motions, name of person making the motion and whether the motion carried or lost • Name of person seconding the motion is not needed; many clubs include this information • Persons appointed to committees and assignments

  10. Minutes Should Include • Type of program presented and who provided it • Acknowledgement of service to club (refreshments provided) • Secretary’s signature

  11. Sample Minutes • Secretary’s Book – Montana 4-H Clubs 2FM045S • South Dakota 4-H Club Secretary’s Record of Minutes YD4H218 (electronic version) • http://agbiopubs.sdstate.edu/articles/YD4H218.doc

  12. Club Secretary • Very important role to play in your club • Secretary reports you send in to the county extension office are important, not only this year, but for the years to come • Very important history of your club

  13. Have fun and learn as much as you can!

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