# 53-122. 3%

[6-790 6%

4-H

SECRETARY-TREASURER

NOTEBOOK GUIDE

Dear Club Secretary,(0This guide suggests a format for your secretary-treasurer notebook. You

should purchase a suitable notebook with money from your club's treasury.

The format in this guide was developed for the average 4-H club. You mayneed to use additional sections or pages. The number of pages you need foreach section will be determined by the size of your club and the number of clubactivities held during the year.

This guide includes a constitution that your club can adopt. The NeathCatalina 4—H Ofifiieen's Guide (4H 0-1-3) contains more information that willhelp your perform your duties.

GUIDE

List 06 Ofifiieens - List the offices, and the officers' names,addresses and phone numbers.

List 06 4-H Membens — This list should be set up in columns asshown on page 3 of this guide.

Recond 06 Ciub Finances - Using the example on page 3, keep arecord of the club's income and expenses.

List 06 Ciub Piojects - A report should be written on all club (.projects. Tell what was done, who participated, how much moneywas raised or spent, and who benefitted from the project.Include any news articles about the project in the notebook.

List 06 Ciub Recognitions - Keep a list of all recognitionsreceived by the club. Tell what the recognition was, when itwas presented, and where the presentation took place.

County Councii Attendance - Keep a record of how many 4-H'ersrepresented your club at each County Council meeting.

Committee Listing - Keep a record of each committee formed bythe club, what its purpose is, who the chairman is, and whowas assigned to the committee. Make a note of when their reportis due.

Minutes 06 4-H Meetings - Keep a neat set of minutes from eachclub meeting. Use the example on page 4 of this guide todetermine what should be included in your minutes. You mayfind it easier to write your notes on another peice of paperand then copy them in a logical order in this section of thenotebook.

.

LIST OF 4-H MEMBERS

ATTENDANCE*G)S- CD. 3< '3

BIRTH DATE ADDRESS

Sam Dixon 963 Cardina1 Dr. Pekin, NCAngie McCa11 118 Oak St. Pekin, NCLaney McCa11 118 Oak St. Pekin, NCMe1anie McCa11 118 Oak St. Pekin, NC

*If your c1ub meets more than once a month, be sure to 1eave space for a11 meetings.two 1ists - one for the first ha1f of the year, and another for the second ha1f of the year.

You may have to make

RECORD OF CLUB'S FINANCES

FROM WHAT SOURCE/FOR WHAT PURPOSE RECEIVED BALANCE

$55.00$26.75 $81.75

$80.15Bake Sa1ePurchase new Secretary-Treasurer Notebook

MINUTES OF 4-H MEETING(Example)

Date: March 20, l9_. Place 06 Meeting: Millcreek Community Building

Nume/L 06 Membe/us Pheaent: 20 NumbUL 05 LeadeM Paetent: 2

(The becaetahy ahauld include all impoatant bulineaa and activitiea 06 theclub meeting in the minutea. The namei 06 the people who initiated thebeactivitieb Ahould alto be included. The fiollowing itema ahoald be hecoaded inthe minutea: call to oadea, devotiona, committee aepoata, old and no» baaineaa,motioni, voteA, educational paogaamb, and hecaeational activitiea.)

The meeting was called to order at 7:30 PM by Angie McCall, president.Bruce Odel led the Pledge of Allegiance, and Ronnie Bailey led the 4-H Pledge.Carrie Murphy, song leader, taught us three new songs that she had learned.

The secretary called the role and read the minutes of the last meeting.There were no additions or corrections to the minutes. The secretary also gavethe treasurer's report. The club has $30.l5 in its checking account and $50.00in its savings account. Both reports were approved as read.

For old business, Laney McCall reminded us that we need to continue planningfor the club's booth at the county fair in September. Angie asked the committeefor a report. The Fair Booth Committee had nothing to report, but they plan tomake a report at the next club meeting.

As new business, Angie reported on the February County Council meeting.The County Council plans to hold a walk-a-thon for Easter Seals. Angie askedfor a motion from the club on what they would like to do.

Jimmy Smith moved that the club set a goal of $50 to raise during thewalk-a-thon. Melanie McCall seconded the motion. The motion was passed.

There was no additional business. The meeting was turned over to Sam Dixonfor the program.

Sam introduced Mr. Grover McNeil, a representative of Duke Power who workswith 4-H in several counties. Mr. McNeil talked about nuclear energy andanswered our questions. He then conducted an Energy Conservation Quiz similarto the Dairy Bowl. The program was enjoyed by all club members.

At the conclusion of the program, Sam presented Mr. McNeil with a token ofour appreciation and thanked him for providing an excellent program.

Julie and Joy Murphy provided refreshments after the program. PamelaHines led us in two games.

The meeting was adjourned at 9:45 PM.Respectfully submitted,m

Secretary

R Constitution {or 3 1Hi Club

ARTICLE ISECTION I. Name—The name of this Club shall be

the of County,North Carolina.

SECTION 2. Purpose—The purpose of this club shallbe to provide the opportunity for boys and girlsto develop in leadership, character and citizen-ship; to help boys and girls to have a more satis-fying life by rendering community service, par-ticipating in wholesome recreation, activities andexperiencing pride of ownership and providelearning experiences in agriculture, homemak-ing and related subjects.

SECTION 3. The motto of this club shall be ToMake the Best Better.

ARTICLE IISECTION 1. Members—Any boy or girl between the

ages of 9 and 19 years of age who has consent ofparent or guardian shall be eligible for activemembership in this club.

ARTICLE IIISECTION 1. Officers—The officers of this club shall

be president, vice president, secretary-treasurerand reporter. The officers form the executivecommittee. The club may elect or the presidentappoint a song leader, pianist and recreationleader. When practical, the officers should in-clude an equal number of boys and girls withthese officers alternating each year.

SECTION 2. Election—Officers of the club will beelected annually.

SECTION 3. Duties of Officers—It shall be the dutyof the president to preside over meetings, ap-point committees, attend county council meet-ings and assist 4-H leaders and club officers intheir duties and in arrangements and plans forproper operation of the club. It shall be the duty

‘ of the vice-president to preside over meetings inabsence of the president, assist in meeting ar-rangements and serve as program committeechairman. It shall be the duty of the secretary-treasurer to keep an account of membershiprecord, to keep minutes of meetings, to receiveand keep accurate record of income and disburse-ments of club funds; to notify members of meet-ings, and to receive and report club communica-tions. It shall be the duty of the reporter topublicize the club activities 'by such means asnewspaper articles, radio, television and reportsto community groups.

SECTION 4. Committees—Club committees appoint-ed by the president and the community 4-H Clubleader may inelude Program, Recreation, Mem-bership, Refreshment, Ways and Means andothers.

SECTION 5. Representation on 4-H County Council—The president and one elected member shall

represent the club as County Council represen-tatives and attend the county council meetings.

._ ARTICLE IVSECTION 1. 4-H Leader—The adult leadership of

this club shall consist of one man and onewoman community 4-H club leader and as manyother project 4-H leaders as are needed to con-duct club program activities and projects.

SECTION 2. Duties of 4-H Adult Leaders—It shall bethe duty of the community 4-H club leaders toguide the operation of the local community 4-Hclub; distribute record books and manuals to4-H members; encourage 4—H members to par-ticipate in local, county, district and state eventsand to keep 4-H project records; cooperate withthe project leader (5) functioning in the com-munity 4-H club; assist 4-H sponsoring commit-tee with its duties of securing parent cooperationand informing community of club operations,club organization and securing leaders and newmembers; keep close contact with the countyextension office by sending in a yearly plan ofwork; complete membership enrollment cards,results of meetings and a summary of year’s work;and attend training meetings to keep informed.It shall be the duty of the project leaders to teachsubject matter in a specific project; to guide andplan with members enrolled in the specific pro-ject and to keep informed.

ARTICLE VSECTION 1. Meetings—Regular meetings shall be

held at least once per month. Special meetingsmay be held when desired. Project meetingsshould be held as often as necessary to provideinstruction in a specific project.

ARTICLE VISECTION 1. The 4-H Club Charter—A 4-H club

charter will be granted a Community 4-H Clubwhen these requirements have been met: Five ormore members are enrolled; one or more adultleaders accept leadership; club officers are electedand a written program of work for the year issubmitted to the county extension office. A char-ter is issued only once. When a club meets therequirements in future years, a seal is awardedto attach to the charter.

ARTICLE VIISECTION 1. Adoption of Constitution—The consti-

tution shall be adopted soon after the organiza-tion of the club. When the club is reorganizedeach year, the constitution should be presentedto the membership by the president.

SECTION 2. Amendments to Constitution—Amend-ments to this constitution must be in writingand may be adopted by receiving a two-thirdsvote of the membership.

north carolina

AGRICULTURALEXTENSIONSERVICE

a&t and no. state universities

Prepared by Judy M. Groff, Extension 4-H Specialist

Published byTHE NORTH CAROLINA AGRICULTURAL EXTENSION SERVICE

North Carolina State University at Raleigh. North Carolina Agricultural and Technical State University at Greensboro. and theU. S. Department of Agriculture. Cooperating. State University Station. Raleigh. N. 0.. Chester D. Black. Director. Distributed in (.furtherance of the Acts of Congress of May 8 and June 30. 1914. The North Carolina Agricultural Extension Service offers itsprograms to all eligible persons regardless of race. color. or national origin. and is an equal opportunity employer.3-83-1.5M (Reprint) 4H 0-1-86