So You Are the Secretary… Now What??
As secretary, you represent your local club and the 4-H Program throughout the county. Your abilities, skills, standards, personal grooming, speech and even smiles represent Henderson County 4-H Members. This responsibility exists at all times, not just while you are at 4-H meetings. Remember, people not familiar with 4-H may judge it by its officers!!!
Duties of the Secretary
- Attend the officer training session, if available and if not, review the duties with your club leaders.
- Sit with the President at the desk or table in the front of the room
- Record any officers elected, committees appointed and other business brought before the club
- Call roll at the request of the President and record the attendance
- Stand and read minutes of the last meeting when the President calls for them. Make corrections given by 4-Hers of the club
- When call on upon by the President, state any unfinished business left from the previous meeting. If there is none, so state to the president
- Cooperate with the reporter in preparing for the newspapers.
- Call the meeting to order in the absence of the President and Vice President.
- Assist the President during the meeting by writing each motion as state. Be prepared to read the motion.
- Advise the President on matters of business to be taken up. Help to start and to stop on time.
- Inform the President if you will be absent. The President will appoint an acting secretary for the meeting.
Example of a Meeting Minutes:
The first meeting of Mrs. Stinson’s 4-H Club was held at Westover Elementary on August 20, 2016. Our 4-H Agent, Mrs. Loren Stanford, led the meeting to organize the club. Each student filled out an enrollment form,. Mrs. Stanford explained what the Clover Star newsletter would be and what all would be announced in it. She went over the September Contest Rules and showed examples. We discussed the year’s activities and contest to come. Mrs. Stanford then explained the procedure of electing officers and described the traits of a good candidate. The 2016-17 Officers for Mrs. Stinson’s Club is:
- President – Dawson Moore
- Vice President – Adrianne Moeller
- Secretary – Katelyn Lewis
- Service Project Chair – Matt Roach
- Reporter – McCayla Sanders
Our next 4-H Club Meeting will be September 23, 2016. The meeting was adjourned.
Secretary Book
Need an extra copy or want to have a clean book? Click the link below for another copy.