1. 4- H Officer Training: Club Secretary
Prepared by Brettyn Grover,
Howard County 4-H Council Member
Welcome to 4-H Officer Training for the 4-H Club Secretary. This presentation has been prepared by Brettyn Grover, Howard County 4-H Council member and is narrated by Zach Parker.

2. Offices in 4H Secretary President Vice President Treasurer
There are four main offices in a 4-H club.
Those offices are:
President
Vice President
Treasurer
Secretary
This presentation focuses on the duties of being the Secretary of your 4-H club.

3. In this presentation we will learn…
Before the meeting
During the meeting
After the meeting
Meeting agenda
Guidelines for good
meeting
Responsibilities of the
Secretary
In this presentation, you will learn what the Secretary needs to do before the meeting, during the meeting, after the meeting, an example of a meeting agenda, some guidelines for a good meeting, and some basic responsibilities for the 4-H club Secretary.

4. Before the Meeting…
Let the president and leaders know if you’re going to be absent
Prepare minutes of last club meeting
Since it is the Secretary’s job to take an accurate account of the club’s meeting business, the Secretary must let the club president and leader know if he or she is going to be absent or late to the club meeting. This way, another member can be appointed president for the club meeting. Before the meeting, prepare the minutes of the last club meeting and record the minutes in the club Secretary book.

5. During the Meeting… Sit next to the president Work cooperatively with
other officers
Take roll call and keep
track of attendance
Read minutes from
previous meetings and
make corrections
During the business meeting the Secretary sits by the President. The Secretary works cooperatively with others officers. The Secretary keeps a record of roll call and attendance. Roll call is often done by members answering an interesting question when names are called. The Secretary reads the minutes of previous meeting and makes any additions and corrections. The Secretary’s report usually happens right after the roll call of members.

6. During the Meeting… Take notes of the meeting’s events
State unfinished
business
Write down any
motions as stated
The Secretary takes accurate notes of the meeting’s events and activities. When called by the President, the Secretary states unfinished business from the previous meeting. The Secretary helps the President by writing down any motions stated and any actions of the club.

7. During the Meeting… Read and write letters for the club
Cooperate with the
reporter
Record of all minutes in
the Secretary’s book
It is the Secretary’s duty to read any correspondence directed to the club and write letters on behalf of the club. It is important to give club minutes and information to the Reporter so the Reporter can prepare articles for the newspaper. Also, put the secretary minutes from each meeting in the Secretary’s book.

8. 4-H Business Meeting Agenda
Call meeting to order
Pledge of Allegiance
Roll call
Minutes of previous meeting
Treasurer’s report
Report of Officers and committees
Unfinished business
New business
Announcements, leader’s reports
Adjournment
4-H Pledge
Here is an example of a 4-H club meeting agenda. First, the President will call the meeting to order. The President will call on someone in the group to lead the Pledge of Allegiance. Then there will be a roll call led by the Secretary. Roll call is a chance for every member to practice the skill of communicating with others. Each member stands up and shares an answer to the roll call question while the Secretary marks that the member is in attendance in the Secretary’s book.
After roll call is completed, the Secretary, will read the minutes of the previous meeting. The club President will ask club members if anyone has any additions or corrections to the minutes. If there are no changes, the president will ask for a motion to approve the secretary’s report.
While the secretary’s report is now over, there is still a vital role to play during the rest of the meeting. The secretary records each item of business and any motions or actions by the club.
Next, the Treasurer’s report should be made. Again, if there are no additions or corrections, the President will ask for a motion to approve the report. Any reports from other officers or committees should happen next.
Following these reports are other items of business. Unfinished business comes first which would include ongoing agenda items from previous meetings. New business should come next which are new agenda items for this meeting. Then it is volunteer leader time with any announcements they may have. Finally, the President will adjourn the meeting and ask a member to lead the club in saying the 4-H Pledge.
More parliamentary procedure will be covered shortly.

9. Good Meeting Elements Four key elements:
A pre-meeting activity (15-20 minutes)
The business meeting (15-20 minutes)
An educational program (30 minutes)
Recreational activities (20 minutes)
Each part is important to meet the needs of youth.
4-H Clubs are about fun, friends, voice, and choice. Each part of the club meeting ties into these four characteristics.
A good 4-H meeting has four key elements that combine fun, friends, voice, and choice. The first of these elements is a pre-meeting activity. The pre-meeting activity can begin 15 minutes prior to the scheduled meeting time. Many clubs will have members leading working exhibits, a game or some kind of skill-building activity before the meeting starts. For those who arrive early, there is something for them to learn while they wait on others to arrive. This is a great way for members to get to know each other better while having fun…..fun with friends.
Then the business meeting happens. An effective business meeting will last only minutes. If a club’s business meetings last longer than this, it may be a sign that more committee work is needed in the club. Committees can efficiently narrow choices or make decisions on behalf of the club. Committees also offer members a chance to develop important leadership, communication, and decision making skills…voice and choice.
The educational program is the next key element of a club meeting. Many clubs have members give educational presentations during this time. A club also may have a guest speaker or a project activity during this time. The education part of the club meeting often lasts at least 30 minutes….fun, voice and choice.
It is important that a club takes time to have fun together. A recreation time is important so that members can bond together, learn about one another, and have fun together. Members and adults should participate in activities that build on including one another…fun, friends, voice, and choice.
Each part of the 4-H club meeting is important so that we meet the needs of all members.

10. Responsibilities of the Secretary…
Represent my group proudly ALL the time
Attend as many 4-H meetings and activities as possible
Be prompt and enthusiastic
Some additional responsibilities of being the Secretary throughout the year are to represent the club at all times at many different events. The Secretary wants to attend as many 4-H meetings and activities as possible at the local group level, county level and state level. Be prompt and enthusiastic at all meetings. Remember, members look up to club officers, and they watch how officers act at a 4-H Club meeting.

11. The Meeting Conduct meetings using Parliamentary Procedure
Parliamentary Procedure should be used during club business meetings. Parliamentary Procedure is an organized way for a club to make decisions. The link on this PowerPoint provides an example of Parliamentary Procedure that is very helpful.

12. In this presentation… Before the meeting During the meeting
After the meeting
Meeting agenda
Guidelines for good
meeting
Responsibilities of the
Secretary
In this presentation, you have learned what the 4-H Club Secretary needs to do before the meeting, during the meeting, after the meeting, an example of a meeting agenda, some guidelines for a good meeting, and some basic responsibilities for the 4-H club Secretary.

13. Now YOU are ready to serve as a GREAT 4-H Club Secretary!