General Duties

• Record the proceedings, or "take minutes," of each meeting.
• Set up and maintain a secretary's binder for the program year. Include sections for annual goals and annual program plans; the club roster and attendance; meeting minutes; committee reports; and correspondence.
• Provide an electronic version of meeting minutes for publication on the club website.

At Club Meetings

• Arrive early to help the other officers greet members and guests as they arrive.
• Sit next to the President at the front of the room. (recently not the case in Pacifica)
• Stand and read minutes of the last meeting when the president calls for them to be read. Make corrections to the minutes if club members indicate they are needed. (typically, the Pacifica 4H Recording Secretary simply asks if there are any corrections or additions anyone would like to make to the minutes)
• Record minutes of all meetings. (typically, just the General Meetings in Pacifica 4H)
• Record all motions and the names of the people who make and second those motions. At the request of the president, read the motion aloud to the group as stated. Record changes to a motion. Enter the final motion and membership vote in the minutes.
• Record the names of the officers elected, committees appointed, and other business conducted during the meeting. Make note of the meeting's guest speakers and any demonstrations, entertainment, or activities that took place during the meeting.
• Record the treasurer's report in the minutes of the meeting.
• Keep a list of topics that are discussed and require further discussion at the next meeting ("old business"). When called upon by the president, state the nature of any old business that needs attention. If there is no old business, state that to the president.
• Collect and file all committee reports.
• If you must miss a meeting, make sure that the secretary's binder gets to the meeting. The corresponding secretary or someone appointed by the president will take the minutes.

End of Year

• Give the community club leader a completed secretary's binder with minutes from all club meetings.

More Information in CA 4H Manual

• Appendix: 4H Club Meeting Minutes Sample
• Appendix: 4H Club Meeting Minutes Form

Sources/Resources