Trinity County 4-H
Secretary’s Book
TIPS TO HELP YOU AS SECRETARY
Study the 4-H Secretary’s Book as soon as you receive it.
At the beginning of the year, fill in the information in the “Constitution and By-Laws,” record property on hand and money on hand (from the treasurer’s report or last year’s 4-H Secretary’s Book), and list 4-H leaders and 4-H members.
When the yearly program is planned, complete “Club Plan for the Year.”
Write up the minutes right after each meeting. See 4-H Club Meeting Minutes.
Be accurate with names, motions, places, dates, etc.
After each meeting bring the 4-H Secretary’s Book up to date:
· Summary of treasurer’s report
· Roll call
· Additions and/or corrections to previous meeting’s minutes
· Reports of events
· Purchase of equipment
Answer letters right away.
Sit at a table in front with the president.
Stand when reading minutes.
Let the president and community club leader know if you must miss a meeting. See that the 4-H Secretary’s Book gets to the meeting, check with the secretary pro tem to make sure the minutes were recorded and signed and that you have all the information you need to bring the 4-H Secretary’s Book up to date.
Work closely with the 4-H President and the Community Club Leader. Ask for help when you need it.
Be friendly, courteous, on time and dependable!
YOU, THE 4-H SECRETARY
The 4-H officers cooperate with the community club leader to guide the group program—meetings, events, project work, and participation in county events—so that each 4-H member learns something and has a happy, satisfying experience.
The position of secretary is as important as any other office and carries more responsibility than most. At the end of the 4-H year, the 4-H Secretary’s Book becomes a permanent historical record for your group for the year.
As secretary, it is your job to:
· Keep minutes of all business meetings
· Take roll and keep record of attendance
· Report to the president the old business to come before the 4-H meeting (this
is found in the previous meeting’s minutes)
· Advise president on matters of business for the 4-H members’ action
· At the president’s request, read the motion as stated
· Read correspondence received
· Write all letters required for the group’s business
· When the president and vice president are absent, call meeting to order to
elect a temporary chairperson
· Record all committee assignments
· Collect and record reports of all committees
· Collect and record reports of all 4-H events
· Submit Club Goals and Program Plan, Constitution/Bylaws, Club Budget, and
a list of elected Club Officers to the 4-H Office by December 1st.
· Complete the 4-H Secretary’s Book at the close of the 4-H year and submit it
to the 4-H Office by October 1st.
As an officer, it is your job to help:
· Plan the year’s Program and Goals
· Plan and arrange for 4-H meetings
· Start and close meetings on time
· Keep members informed of new things in 4-H work
· Develop a public relations program to inform the community about 4-H work
· Represent your club at special occasions
· Keep in touch with the 4-H Youth Development Staff
· Help new members get started
· Be hospitable to parents and visitors at meetings and events
.
Club Officers
Office / Name / PhonePresident
Vice President
Secretary
Treasurer
Reporter
Historian
Sergeant-at-Arms
Other--
Club Leaders
Position / Name / PhoneProject Leaders
Project / Name / PhoneCommittees
Committee: / Chair:Advisor: / Members:
Committee: / Chair:
Advisor: / Members:
Committee: / Chair:
Advisor: / Members:
Committee: / Chair:
Advisor: / Members:
Committee: / Chair:
Advisor: / Members:
Committee: / Chair:
Advisor: / Members:
Committee: / Chair:
Advisor: / Members:
Committee: / Chair:
Advisor: / Members:
Committee: / Chair:
Advisor: / Members:
Committee: / Chair:
Advisor: / Members:
Club Bylaws and Constitution
Please be sure to include the most recent approved by-laws and/or constitution for the club in your records. If your club needs a sample to write the by-laws and/or constitution, please contact the 4-H office.
Club Budget
Your club should complete a budget and the beginning of the year. Include the budget in your records.
County Requirements
By December 1st of each Club Year the Secretary must submit a copy of the following documents to the 4-H Office:
1. Annual Club Planner filled out for the current 4-H year
2. Constitution and Bylaws (if your club does not already have these on file with the 4-H Office)
3. Current Club Budget
4. List of elected Club Officers
4-H CLUB BUSINESS MEETING AGENDA GUIDE
(List the name and office of the person presenting agenda items, as indicated)
Date
Call meeting to order
Flag salute and 4–H pledge to be led by
Call the roll or pass around a sign-in-sheet to take attendance.
Introduction of guests by:
Reading of minutes by:
Treasurer’s Report by:
Correspondence Report by:
Other Officers’ Reports by:
4–H Council Report by:
Committee Reports by:
Project Reports by:
Old Business:
New Business:
Announcements:
Adjournment:
Program introduced by:
Recreation led by:
ANNUAL CLUB PLANNER
(Fill out at the beginning of the year and update as necessary.)
Send a current copy of this to the 4-H Office by December 1st every year.
CLUB NAME YEAR
CLUB GOALS FOR THE YEAR:
CLUB PROGRAM GOALS 1 ______
2
3
CLUB MEMBERSHIP 1
GOALS
2
3
CLUB COMMUNITY 1
SERVICE GOALS
2
3
LEADERSHIP/MANAGEMENT1
GOALS
2
3
Membership and Attendance Records
Name / Telephone / Meeting DatesUniversity of California
4-H Youth Development Program
4-H Club
Program Planning Guide
Each 4-H unit has an opportunity to plan its own program that will meet the needs of its members. Each 4-H unit is encouraged to establish a planning committee of 4-H members and unit officers to work with the 4-H unit offer advisor or community unit volunteer to help identify the program for the coming year. A 4-H unit may earn a seal for its charter by completing the requirements for Gold, Blue or Green seal.
The guide is designed to help each unit develop a plan of activities and goals that are appropriate to the needs of the community and unit membership. The unit officers should review this planning guide regularly with the membership to check on the club’s progress.
As a part of the 4-H unit annual operation the following should be turned in to the 4-H Office by the county due dates. Instructions for completing the 4-H unit Budget, 4-H unit inventory and 4-H unit audit can be found in the Treasurer’s Manual (4-H 1035).
All Clubs are required to submit items # 1-4 to the 4-H Office each year
1. Club Audit Report – October 1st (for previous year)
2. Annual Inventory Report – October 1st (for previous year)
3. Club Budget – December 1st (for current year)
4. 4-H Annual Club Plan – December 1st (for current year)
Clubs wishing to earn a seal for their Club Charter must also complete the following by County due dates:
5. Completed 4-H Club Program Planning Guide – Submit to 4-H Office by December 1st
6. 4-H Secretary’s Book – Submit to 4-H Office by October 1st following end of 4-H year
7. 4-H Treasurer’s Book – Submit to 4-H Office by October 1st following end of 4-H year
All 4-H Units are required by the University of California 4-H Youth Development Program to complete items 1, 2, 3 and 4. Noncompliance with this policy will result in removal of 4-H unit charter and withdrawal of permission to use the 4-H name and emblem. A unit wishing to earn a charter seal must complete all items listed above.
Instructions for Using this Guide
This 4-H Unit Program Planning Guide has been designed to assist you in completing University of California 4H YDP requirements for maintaining your 4H unit’s charter and permission to use the 4H name and emblem. Use this guide to establish goals that your unit can accomplish during the 4H program year.
Place a * by those goals that you plan to work on this year. As you complete your goal, place a mark on the completed section. To receive a charter seal, your club must complete items 1-9 in Section 1.
You may substitute one goal of your own in Section 2, 3 or 4. Please use the blank line at the end of each group to designate your goal.
Planned / REQUIREMENTS FOR ALL UNITSSection 1 /
Completed
All 4H clubs are required to complete the following by county due date.
þ / 1. Enrollment cards turned in by county due date. / ¨
þ / 2. 4H enrollment fees paid to 4H office by county due date. / ¨
þ / 3. Develop and present budget to the 4H unit and turn in to 4H office by county due date. / ¨
þ / 4. Conduct a 4H unit audit and turn in to the 4H office by county due date. / ¨
þ / 5. Conduct a unit property inventory and turn in to 4H office by county due date. / ¨
þ / 6. Submit 4H Unit Program Plan for year by county due date. / ¨
¨ / *7. Submit completed 4H Program Planning Guide or other report of unit program work. / ¨
¨ / *8. Complete the Secretary’s Book and turn in to 4H office by county due date. / ¨
¨ / *9. Complete Treasurer’s Book and turn in to 4H office by county due date. / ¨
Planned / MEMBERSHIP & UNIT GOALS
Section 2 /
Completed
¨ / 1. Enroll 50% of eligible members from last year. / ¨
¨ / 2. At least 80% of the members will complete records by county due date. / ¨
¨ / 3. Hold 8 regular meetings. / ¨
¨ / 4. Plan a monthly educational program that focuses on life skills and asset development, i.e., health, citizenship, community service, communication, safety, etc. / ¨
¨ / 5. At least 10% of members will give demonstrations or talks at events other than unit or project meetings. / ¨
¨ / 6. Participate in a community event to promote membership in the unit or county 4H Youth Development Program (i.e., back to school night, open house). / ¨
¨ / 7. Prepare at least 2 unit newsletters for members during the 4H year. / ¨
¨ / 8. Each project group or member will give a presentation at a 4H unit meeting at least once during the unit year. / ¨
¨ / 9. Each 4H member’s parent/guardian attend at least one 4H unit meeting or event during the year. / ¨
¨ / 10. Greet and introduce all guests at 4H meetings. / ¨
¨ / 11. At least 80% of members will serve on unit committee. / ¨
¨ / 12. 50% of returning members will recruit one new member at enrollment time. / ¨
¨ / 13. Include singing at 4H unit meetings and gatherings. / ¨
¨ / 14. Include recreation at 4H unit meetings and gatherings. / ¨
¨ / 15. ______/ ¨
Planned / LEADERSHIP GOALS
Section 3 /
Completed
¨ / 1. Provide leadership for each project. / ¨
¨ / 2. Conduct at least two events during the year – picnic, tour, potluck, party, etc. / ¨
¨ / 3. Adult volunteers or teen leaders will make personal contact with first and second year members at least once during the first three (3) months of the program year. / ¨
¨ / 4. At least one senior (9th – 12th grades) member and one volunteer will attend all of the County 4H VMO meetings and report back to the unit. / ¨
¨ / 5. At least one senior (9th – 12th grades) member or one volunteer will serve on a countywide planning or event committee. / ¨
¨ / 6. All Junior/Teen leaders will prepare a Leadership Project Plan and Report for their project(s). / ¨
¨ / 7. ______/ ¨
Planned / COMMUNITY GOALS
Section 4 /
Completed
¨ / 1. At least 50% of members will exhibit, participate or represent 4H at a county or district fair, 4H or community event. / ¨
¨ / 2. Prepare an educational display for National 4H week, or other county or community event that has a life skills component and promotes 4H. / ¨
¨ / 3. Give a 4H presentation before another organization. / ¨
¨ / 4. Have a planned community service project. / ¨
¨ / 5. Report at least one meeting or event to the local newspaper. / ¨
¨ / 6. Host another unit or youth group during the year. / ¨
¨ / 7. ______/ ¨
Year charter received: ______
I have reviewed this report of the ______4-H Unit and believe it to be correct.
Dated:Secretary
Dated:
President
Dated:
Organizational Unit Volunteer
Dated:
County 4H YDP Staff
Number of items to complete for your club to earn a Charter Seal:
Seal Goals: 21 – Gold _____ 16 – Blue _____ 13 – Green _____
The University of California, in compliance with the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, and the Rehabilitation Act of 1972, does not discriminate on the basis of race, creed, religion, color, national origin, sex, or mental or physical handicap in any of its programs or activities, or with respect to any of its employment policies, practices, or procedures. The University of California does not discriminate on the basis of age, ancestry, sexual orientation, marital status, citizenship, medical condition (as defined in Section 12926 of the California Government Code) nor because individuals are disabled or Viet Nam era veteran s. Inquiries regarding this policy may be directed to the Director, Office of Affirmative Action, Division of Agriculture & Natural Resources, 300 Lakeside Drive, Oakland, CA 94612-3560, (510)9870097.