Taking Care of Business #4: Secretary’s Minutes

“The secretary will now read the minutes of our previous meeting.”

Being a secretary is hard work.  But there are some things you can teach your 4-H club secretary to make his or her life a little easier:

  • Prep work helps!  Having a simple template to fill in before you start can make life a lot easier.  Check out this template from Wisconsin 4-H:secretarys-worksheet-for-4-h-club-meetings
  • Ask yourself while you are taking notes- is this really something that will matter a year from now?  Some things do, some things don’t.  Who approved a specific motion matters, how much everyone liked the nacho dip doesn’t.
  • Motions should be recorded exactly as they are stated.
  • Include action steps and deadlines.  People will go back to minutes as a reminder of what they are expected to accomplish.
  • Try to complete your minutes within 24 hours of the meeting, while you can still remember much of what happened.

Minutes which are presented by the secretary must be approved by the 4-H club.

“Are there any additions or corrections to the minutes?  (Pause).  “If not, they stand approved as read.” (Tap gavel once).

If there are corrections made the president says, “Are there any further corrections to the minutes?  (Pause).  “There being no further corrections, the minutes stand approved as read.” (Tap gavel once).

For more information, check out:  Florida 4-H Secretary’s Handbook

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