Secretary’s Record Book

For

Extension Homemakers Club

Name of Club
Community
County

Cooperative Extension Service, University of Arkansas, United States Department of Agriculture, and County Governments Cooperating

FCS219

Contents

Instruction for Secretaries of Extension Homemakers Clubs...............................................3

Steps to Organization ...........................................................................................................7

Meeting (Information About) ................................................................................................7

Officers and Leaders List.....................................................................................................9

Club Committees ...............................................................................................................10

E.H.C. Roll and Attendance Record ..................................................................................11

Prospective Members........................................................................................................13

Plan Year’s Education Program.........................................................................................14

Phases of Work to be Studied ..............................................................................14

Budget ...................................................................................................................15

Minutes of Meetings...........................................................................................................16

Club’s Participation in Meetings ........................................................................................28

Progress Report on Activities ...........................................................................................29

E.H.C. Activities .....................................................................................................29

Cooperative Activities ............................................................................................29

Financial Report.................................................................................................................30

Summary of Year’s Work ..................................................................................................32

Minutes of Meetings (page number to be listed by secretary as minutes are completed)

July
August
September
October
November
December
January
February
March
April
May
June

Secretary’s Record Book

For

Extension Homemakers Clubs

This record book has been prepared to assist secretaries of Extension Homemakers Clubs keep proper records of work undertaken and completed. The record book should be kept by the secretary during the year, and it should be sent to the County Extension Agent – Family and Consumer Sciences when requested. The book will be returned to the club, and it should be kept, along with the previous years’ records, by the secretary.

RESPONSIBILITIES OF SECRETARY

The Club secretary has an office of great responsibility. Brief but complete and accurate minutes of all regular, special, and Executive Committee meetings must be kept.

An accurate role of active club members and their addresses, a list of names and addresses of prospective members, and an accurate list of all officers, leaders, and committees of the club must be kept.

Minutes should be kept by the secretary of any committee handling important business, and a copy given to the secretary of the club as a matter of record. The proceedings of a committee should not be entered in the minutes, but the report of the committee should be entered.

Each month the secretary should send the County Extension Agent – Family and Consumer Sciences a card telling about the meetings and activities of the club. The County Extension Agent – Family and Consumer Sciences should be supplied with a complete list of officers, leaders, and committees and a complete roll of active members and should be informed of changes as they occur. Names of new members with addresses and names of members being removed from the rolls should be sent to the County Extension Agent – Family and Consumer Sciences each month.

The secretary should keep a record of the club’s activities. This can be done in the regular minutes and on a separate page provided for a progressive report of the work done on activities. (Page 29)

The secretary should keep a record of all funds and services donated to worthy causes, campaigns, and to the needy. (Pages 29-30) These contributions should be added up and reported in the summary of year’s work (Page 32).

The secretary should at all times be able to find quickly from the club records any information needed by the club in carrying out its business.

A record of any surveys or studies made by the club in determining its education program should be kept by the secretary. At the beginning of the year, on Page 14 the “Education

Program" should be recorded for the club, as suggested by the Executive Committee and approved by the club.

If the secretary is also treasurer, an accurate and brief account of all money received and spent by the club should be kept on the pages provided for this. (Pages 30-31)

Guidelines for Minute Keeping

1.	Indicate the kind of meeting – regular, executive, or special. (If a specially called meeting, state the reason for the meeting.)
2.	Give the name of the club and the date, time, and place of the meeting
3.	Listing the names of those present and/or absent is optional. Minutes are intended to provide a document of the club’s activities. Often there is a roll call before the minutes of the last meeting of the last meeting are read.
4.	Give the names and affiliations of guests.
5.	Note the status of the minutes of the last meeting. The minutes may be read and accepted, read and corrected, read and amended, or the reading of the minutes can be dispensed with.
6.	Record the Treasurer’s Report.
7.	Indicate whether or not committee reports were given. If a committee report is given, a written copy should be presented to the secretary to be attached t the minutes or a summary should be recorded in the minutes.
8.	Separate discussions into the categories of old business, new business, and unfinished business. Old business refers to matters previously brought to the club’s attention. New business is business that has been brought to the club previously. Unfinished business refers to something begun in the meeting but not completed.
9.	State all main motions, indicating whether they were adopted or rejected, and record suggestions that do not become main motions. A withdrawn motion does not have to be recorded, but the subject of this motion might be important either now or later.
10.	Give the names of people making motions or suggestions. The name of a person who seconds a motion should be recorded to indicate participation
11.	Summarize the discussion supportive of the motion (pro) and against it (con), being sure both sides receive equal attention. It is sufficient to just state who spoke for each side of the issue
12.	State the vote by which the motion was passed or defeated and not abstentions (when we do not vote).
13.	State any announcements made.
14.	Record any action that might follow the business aspect of the meeting.
15.	Indicate the time of adjournment.
16.	The person taking the minutes signs them.

STEPS TO ORGANIZATION

1.	Survey the neighborhood for all residents interested in organizing
a.	Determine neighborhood boundaries
b.	Determine racial profile of neighborhood
c.	Use membership survey form to contact potential members
2.	Issue invitation to membership
a.	Invite all residents regardless of race, color, national origin, sex, age, or disability
b.	Study group
3.	Determine type of club group desires
a.	Traditional club
b.	Study group
4.	Determine time and place of meeting
a.	Suit time to greatest number of potential membership regardless of race, color, national origin, sex, age, or disability.
5.	Elect necessary officers
a.	Traditional: president, vice president, secretary-treasurer, subject matter leaders
b.	Study group; chairman

MEETINGS

A successful Extension Homemakers Club should:

1.	Meet regularly. Each member must participate and the attendance must be regular and prompt.

2.	Study and follow the by-laws of the club.

3.	Conduct a planned program based on the community needs and in line with the county Extension Homemakers program.

4.	Select leaders and assist them in major phases of work undertaken for the year. These leaders should attend training meetings held for them and give demonstrations to the club group as planned.

5.	Conduct meetings according to a parliamentary procedure. Have a regular time for program, business, and a social hour. Be prompt.

6.	Carry out a definitely planned community improvement activity.

7.	Report project activities and participation in community, county, and state programs when completed or requested.

OFFICERS AND LEADERS

Officer or Leader

Position

Elected Officers	Name	Address

President
Vice-President
Secretary and
Treasurer
Past President

Appointed officers

Public Information

Chairman
Parliamentarian

Education Chairman and Subject Matter Leaders

E.H. CLUB COMMITTEES (Standing and Special) APPOINTED DURING YEAR

Name of Committee	Committee Members
Chairman
Chairman
Chairman
Chairman
Chairman
Chairman
Chairman
Chairman
Chairman

Names and Addresses (Active Members)	July	Aug.	Sept.	Oct.	Nov.	Dec.	Jan.	Feb.	Mar.	Apr.	May	June

*List names in alphabetical order.

Note: Use letter “J” to show month when member joins club. Use “P” to indicate presence. Leave blank for absent and “R” if member moves from community or has to resign for some other reason.

Names and Addresses (Active Members)	July	Aug.	Sept.	Oct.	Nov.	Dec.	Jan.	Feb.	Mar.	Apr.	May	June

PROSPECTIVE MEMBERS

YEAR’S EDUCATION PROGRAM

EDUCATION PROGRAM

Goals set by club:

PROJECTS SPONSORED BY EXTENSION HOMEMAKERS CLUB

1. Activities or contributions to community, county, or state E.H.C. projects on which the club is working:

Community

County

State

2. Cooperative activities or contributions (activities or contributions to projects sponsored by other organizations or agencies):

BUDGET

20

20

ANTICIPATED INCOME

ANTICIPATED EXPENSES

MINUTES OF MEETINGS

PROGRESS REPORT ON

CLUB’S PARTICIPATION IN MEETINGS

Type of meetings should include: The meetings of the county E.H. council, local leader

training meetings, officer’s conferences of training meetings, county board of directors’ meetings, state and district E.H.C. meetings, tours, and any other county or state E.H.C. activity in which your club has participated. Also should be listed participation in other meetings related to club work.

Date	Name of Meeting Held	No People attending From Club

ACTIVITIES, CONTRIBUTION, ETC.

(Goals listed in Education Plan on p. 14)

Activities Sponsored by Extension Homemakers Club

Date	Accomplishments and Contributions on Activities Sponsored by the E.H.C. People	No. People Participating

Cooperative Activities

Date	Accomplishments and Contributions to Activities by Other Organizations or Agencies	No. People Participating

Extension Homemakers Club	Year
DATE	HOW MADE OR SPENT	AMOUNT REC’D	AMOUNT SPENT	BALANCE

FINANCIAL REPORT OF

FINANCIAL REPORT OF

Extension Homemakers Club	Year

DATE	HOW MADE OR SPENT	AMOUNT REC’D	AMOUNT SPENT	BALANCE

Enrollment in E.H.C. at beginning of club year
Enrollment in E.H.C. at the end of club year
Number of members with perfect attendance
Number of Executive Committee meetings held by club
Total attendance
Number of regular club meetings held
Total attendance
Number of special interest meetings held
Total attendance
Number of county and state E.H.C. meetings in which club participated
Total number of club members participating in these events
How has club cooperated with county and state E.H.C. activities and projects?
Number of county or area leader training meetings in which club participated
Number of other organizations cooperating with E.H.C.
Number of non-members assisted with E.H.C. teaching
Were county council dues paid?	Amount paid $
Total amount of money club earned during year	$
Total amount of money spent on activities sponsored by E.H.C $
Total amount of money spent on cooperative activities $

SUMMARY OF YEAR’S WORK

Write a narrative of accomplishments in major phase of work:

EXTENSION HOMEMAKERS CREED

I believe in the Extension Homemakers Club program and accept the responsibilities it offers to be helpful to others and to provide for continuous improvement in all levels of living.

I believe that through working together in a group we can enlarge the opportunities, enrich the life of our people and create a more contented family and community life.

I believe in my own work as a homemaker. I believe that the greatest force that molds character comes from the home and I pledge myself to create a home which is morally wholesome, spiritually satisfying and healthful and convenient.

The Arkansas Cooperative Extension Service offers its programs to all eligible persons regardless of race, color, sex, gender identity, sexual orientation, national origin, religion, age, disability, marital or veteran status, genetic information, or any other legally protected status, and is an Affirmative Action/Equal Opportunity Employer.