Tuscarawas County 4-H Secretary s Book Revised January 22, 2016
Secretary Book Guidelines 1. Put secretary reports in a three-ring notebook. 2. Front Cover neat and complete include: a. Club name b. Secretary's name c. Age d. Year e. Club photo 3. Fill in member attendance neat and complete. 4. Fill in the committee and advisor section. 5. Meetings should include: a. 4-H Club meeting worksheet or agenda with notes, b. meeting minutes (handwritten or typed), c. copy of treasurer's report. 6. A club program containing yearly schedule of meetings and other club information. 7. Include Ohio 4-H Youth Development Club Constitution and club By-Laws with signatures at the end. 8. Optional: Any other additional news releases or club activities and photos. 9. To finalize your club's year, this book needs to be turned in before or on designated date. It is recommended that these items be in this order due to the excellent Secretary's Books being turned in. It has become very important that you follow these guidelines precisely. If you have any questions, please ask your advisor or call the extension office at 330-339-2337. All forms are also available online at www./members/officers.
Secretary Book Evaluation Form DO NOT COMPLETE THIS PAGE! FILL IN THE TOP PORTION ONLY! This form will be used by the Evaluation Committee to evaluate your Secretary Book and determine your eligibility for an Outstanding Secretary Book Award. Use this to review your book and check that you have everything included and completed. Secretary Name Club Age Year Items Include: Records are in a 3-ring notebook with no loose pages. Yes No Front cover neat and complete with name, age, club name, year, and club photo. Attendance neat and complete Committee and advisor section completed Each meeting should include worksheet or agenda with notes, meeting minutes (handwritten or typed) signed by secretary and president, copy of treasurer s report. Club Program include yearly schedule of meetings and other club info Ohio 4-H Youth Development Club Constitution & Club By-Laws with signatures included at the end. Optional: Attach any news releases or club activities and photos. Turned in by correct date to Extension Office. Comments: Date reviewed: by: (initials)
List of Committees When a committee is formed, write the names of the committee and the names of members appointed to the committee. Committee: Chairperson: Members: Committee: Chairperson: Members: Committee: Chairperson: Members: Committee: Chairperson: Members: Committee: Chairperson: Members: Committee: Chairperson: Members: Committee: Chairperson: Members: Committee: Chairperson: Members:
List of Advisors and Officers Advisors Advisor Name Leadership Area Phone# E-Mail Officers Member Name Office Phone# E-Mail
OHIO STATE UNIVERSITY EXTENSION
4-H Club Meeting Worksheet Take notes here during the meeting. Copy neatly or print off and staple on the next page before the next meeting. Place Date Time Club Officer Presiding: Regular or Special Meeting (circle) Pledges led by: Roll Call Number of: Members Present Advisors Present Guests Present Total Minutes from Minute Corrections Minutes Approved by Second by Pass or Fail (circle) Treasurer s Report Treasurer s Report Approved by Second by Pass or Fail (circle) Other Officer s Reports Committee Reports Page 1
Unfinished/Old Business New Business Educational Programming (speaker, field trip, etc.) Demonstrations Advisor s Announcements and Report Adjournment: Motion by Second by Pass or Fail (circle) Recreation by Refreshments provided by Next Meeting: Date Time Location Page 2
Secretary s Report Secretary Signature Date President s Signature Date