Meet Minutes Worksheet to print

Meeting Minutes

The minutes of the meeting are the Secretary’s most important job.

The official minutes of the meeting are a permanent record of the activities and actions. Minutes need to be neat 
and easy to read. They should always be written in ink or typed. In the minutes, you will need to include the following: 

  • Type of meeting (regular or special)
  • Name of your club
  • Place and date of the meeting
  • Name of presiding officer 
  • Time the meeting began
  • Number of members, leaders, parents, and guests present
  • A statement that the minutes were approved as read or corrected
  • An accurate treasurer’s report that shows previous balance, money received since last meeting, payments made after the last meeting and current balance 
  • Reports of other officers and committees
  • Complete motions including:
    • Name of the person making the motion
    • Exact wording of the motion
    • Who seconded the motion
    • Whether it passed or failed
    • Committee appointments and assignments of members
    • Type of program and presenter’s name
    • Record of all members giving demonstrations and their topics
    • Acknowledgement of services to the club such as who provided recreation, refreshments, etc

 

After the meeting is over, write out all of the information by hand in pen or type and sign the bottom. The president (or presiding officer) will sign after the minutes have been approved. This document should be kept as your official club record.

Email your approved minutes to the Extension Office (Teton@Montana.edu) or bring a paper copy to the office.  Each club will turn in six separate approved meeting minutes documents to the Extension Office by the end of the 4-H year (September 30, 2026).

Provide a copy of the approved meeting minutes to your club treasurer to include in the Treasurer's Binder.  This binder will be turned in to the Extension Office at the end of the 4-H year once the September bank statement has been received for review.