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Club Secretary Seminar

Club Secretary Seminar. PA Lions District 14-T Convention April 17, 2010. What Secretaries Do. Club Reporting (formerly WMMR Reports) Monthly Membership Monthly Activity Report PU-101 – Club Officers Report Club Meetings, Board Meetings

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Club Secretary Seminar

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  1. Club Secretary Seminar PA Lions District 14-T Convention April 17, 2010

  2. What Secretaries Do • Club Reporting (formerly WMMR Reports) • Monthly Membership • Monthly Activity Report • PU-101 – Club Officers Report • Club Meetings, Board Meetings • Miscellaneous/Suggestions (i.e. other duties as assigned/designated)

  3. Club Reports • Online heavily preferred, paper accepted • Go to www.lionsclubs.org • Click “Submit Reports” link – upper right hand side • Click “Lion” or “Lioness” link • Enter member number and password (should have been provided by LCI) • Click Membership, select reporting month

  4. Club – Maintain Member Info • Try to do online • Source for member info – name, address, telephone, email address, join date • Process new member adds online (no need to send paperwork!) • Process member drops – be sure to pick proper drop code/description • Process transfers (in and out) • Maintain family unit for dues

  5. Monthly Membership Report • Drops, adds, transfers, or no activity MUST be completed before end of last day of month • For no activity – Membership – to report NO MEMBERSHIP ACTIVITY for this month, click here • Send electronic copy to DG, District Secretary, VDG, Kathy Fouse, Zone chair – example • Go to Submit Reports (as for maintaining member information) • Click Club link • Click Reports link • Click Print button next to Monthly Membership Report

  6. Club – Report Activities • Keep track of all club activities – example • Used by Lions International and District 14-T • Include extra detail in notes section (for DG) • Save online form every 20 minutes or less to avoid losing changes • Send copy to DG, District Secretary, VDG, Kathy Fouse, Zone chair • Go to Submit Reports (same as above) • Click Club link, click Activity Report link at bottom

  7. PU-101 – Club Officers • Complete after spring elections • Try to do online – example • Go to Submit Reports (as for maintaining member information) • Click on Club link • Click on Club Officers link • Update officers by selecting link for officer title (e.g. Club President) and selecting member

  8. PU-101 – Club Officers (cont’d) • Click Reports link • Click Print button next to PU-101 item • Save copy of created PDF document

  9. Club Meetings • Keep regular club meeting notes • Keep attendance at meetings and events • Keep board meeting notes • Act as voting member of club’s board • Communicate district information

  10. Miscellaneous/Suggestions • Maintain continuity within club (e.g. meeting minutes) • Order club supplies – speaker gifts, awards, attendance slips, apparel, etc. • Create club brochures • Organize club books • Monitor club correspondence • Communicate club information to other officers and members (mailings, phone calls)

  11. Miscellaneous (cont’d) • Coordinate with club website manager • Write thank you letters – sponsors, donors, helpers • Attend zone and district cabinet meetings • Coordinate with public relations committee • Collect club member contact information (email, phone numbers)

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