Club Secretary Training
Fall Rally 2010
Duties As a Key Club Secretary you have many duties to fulfill over your term. A good club Secretary is vital to the success of any Key Club. With that, it is also the most demanding job at the club level. Your organization of all files, documents, is important to the smooth operation of the club. A great way to help keep you organized in your upcoming year is to keep a binder with everything in it so you know where it is at all times. Most importantly, HAVE FUN! It takes a special person to fulfill these requirements and you have the ability to do this, believe in yourself!
Responsibilities As a Key Club Secretary there are many things that you are responsible for having on record: Club Bylaws Key Club Guidebook District constitution and bylaws Minutes of all meetings- regular meetings and board meetings Committee reports List of Committee chairs and members Clubs past achievement reports Club’s past monthly reports Club roster o Members full name, address, phone and e-mail address o Committee assignments and official offices held in the club Complete a monthly report and get it to your Lt. Governor by the 10th of each month Send names, addresses, and phone numbers of newly elected of officers to the Lt. Governor and District Secretary Attend District and International Convention if possible
The Part Everybody Dreads‌.. Monthly Reports This is the part of your job that most Secretaries dread doing. When you first heard that you would be completing a monthly report each month throughout your term you most likely thought that this would be extremely time consuming and contain tons of paper work. Well you will be relieved to know that it is one simple sheet of paper that takes 10 to 15 minutes to fill out. Your monthly report is a record of all the activities that your club has participated in over the last month. By submitting a monthly report you are giving the district an opportunity to see what exactly your club has been up to.
Keeping up with all Those Minutes Taking minutes is one of the most important tasks you, as a club secretary, must do. This requires you to briefly describe everything that happens at a club meeting. This will serve as your record of the projects and activities that were discussed each week. Be sure to note what each officer discusses, any projects mentioned, and any decisions that were reached at the meeting. YOU DO NOT HAVE TO WRITE A NOVEL. Make your notes short, sweet and to the point. So basically, if a member missed the meeting they could come to you and get the information that they missed. Finally, Informed Members = Excellent Club Secretary!
Example of Minutes Boston High School General Key Club Meeting Minutes Wednesday, October 13, 2004 2:00 PM, School Library I.
Call to Order a. President Peter called the meeting to order at 2:07 PM II. Pledge of Allegiance/Key Club Pledge a. Vice President Victoria led us in the Pledge of Allegiance and the Key Club Pledge III. Attendance a. Secretary Samantha took attendance and it was noted that 47 out of 50 dues paid members were present IV. Introduction a. President Peter introduced Bob from the Park and Recreation department to talk about the upcoming park clean-up. V. Officer Reports a. President i. President Peter has been in contact with the Parks and Recreation department and attended a Kiwanis meeting this past week with Vice President Victoria b. Vice President i. Vice President Victoria has been in contact with the Parks and Recreation and attended the Kiwanis meeting this past week c. Secretary i. Secretary Samantha wants to finish collecting member information cards this week so she can have a roster printed by next meeting. She has ordered UNICEF Boxes for Halloween to be passed out at our next meeting d. Treasurer i. Treasurer Tyler would like the club to receive early bird dues, so all dues must be in by the last meeting of the month. He informed the club that we have $1,983.40 in our bank account Kathy Key Motioned to accept the reports as given and Suzy Service seconded it. The motion carried unanimously VI. Committee Reports a. Public Relations Chair i. Public Relations Chairperson Charlie would like to send in an article to the local paper about the park clean-up in town after it is finished. He asked for volunteers to edit the article and to take pictures at the event b. School Projects Chair i. School Projects Chair person Chuck brought forth the idea of holding a bake sale VII. Adjournment a. Gabby Goodwill motioned to adjourn the meeting and Kathy Key seconded the motion. The motion carried unanimously and President Peter adjourned the meeting at 2:47 PM
The 10 commandments of a Club Secretary 1- Thou shall submit the 2010-2011 Election Report Form 2- Thou shall create a member list for their club 3- Thou shall help create meeting agendas 4- Thou shall take minutes at meetings 5- Thou shall keep records of attendance at every meeting and club event 6- Thou shall assign appropriate points to each member if a points system is in place 7- Thou shall keep in correspondence with other officers 8- Thou shall keep copies of documentation that proves the amount of money your club raises 9- Thou shall attend any other necessary training conferences 10-Thou shall submit a monthly report each month they are in office