Officer Resources

You can find officer information at the Kansas State 4-H website

https://www.kansas4-h.org/resources/4-h-club-resources/officer-resources/

 

The Importance of Club Officer Books

As a club officer, maintaining a complete and accurate Officer Book is essential. An organized Officer Book keeps all club records for your position in one convenient place, making it easy to reference important information throughout the year.

In addition to supporting day-to-day responsibilities, a well-kept Officer Book preserves your club’s history and provides valuable guidance for future officers. It ensures continuity, strengthens leadership, and helps your club continue to grow and succeed year after year.

Officer Books for Club Secretary, Treasurer, Historian, and Reporter can be submitted for evaluation twice. One time at the County Fair in the Miscellaneous and Organized Project Exhibit Area and the other when member Record Books are submitted for screening. For evaluation at the Fair, members will complete their work up to that point in the 4-H year. For evaluation at the time of Record Book screening, all work for the current 4-H year should be complete.

Only information for the current 4-H year should be included in your officer notebook.

Each Officer Notebook requires different information. Let's take a look at what to include for each office.

 

Club Secretary

Include:

  • Club Roll
  • Any Club Communications
  • Club Committee Lists
  • Leader List
  • Monthly Meeting Minutes

Club Treasurer

Include:

  • Yearly Club Budget
  • Receipts for Club Bills
  • Monthly Bank Statements
  • Monthly Financial Reports presented to the Club
  • Yearly Summary of Club Finances
Kansas Treasurer Book in Excel

Workbook and worksheets adapted from K-State Research & Extension publication 4H474 Rev. September 2012. Publication adapted by Katherine Kramer and James P. Adams. Workbook and worksheets by Shannon Blocker, Pottawatomie County Extension Agent.

Club Historian

Include:

  • Anything that will tell the story of your 4-H Club during the current 4-H year.
  • Newspaper Clippings
  • Pictures with captions
  • Special Correspondence
  • Written Stories explaining club activities and events

Club Reporter

Include:

  • Newspaper or Newsletter Articles submitted for publishing
  • Clipping from the Newspaper or Newsletter
  • Special Articles that were submitted during the 4-H year