DUTIES & RESPONSIBILITIES OF CLUB SECRETARIES

1. DUTIES & RESPONSIBILITIES OF CLUB SECRETARIES

2. CLUB SECRETARY

3. TOPICS • Duties & Responsibilities • Meetings • How to be an Effective Secretary Note: - Detailed Description & Instruction are found in the Lions International Club Officers Manual

4. Duties & Responsibilities CLUB SECRETARY Primary Duty Chief Liaison Officer under supervision & direction of President & BOD

5. Other duties include: Submits monthly & other reports to LCI and District (DG, Cab Sec, Region/Zone Chair) as required before the 5th day of the following month Active member of DG’s Advisory Committee at Zone level (Zone meeting) Keeps & maintains Club records (minutes, members data, transfers, awards, communications) Reminders for payment of Club dues Ensures all semi-annual dues are paid to LCI & District Administration before end of August & February each year. Duties & Responsibilities

6. Duties & Responsibilities • Send Notice of Meeting (NOM), & Minutes of Meeting (MOM) • Act on Correspondences in General as directed by the President & BOD • Updates LCI & Club Membership Records • Submit PU-101 to LCI by 27 Mar or as determined by the DG

7. Duties & Responsibilities • Complies with ROS & Tax Dept requirements & copy to District • Applies for Club Awards & Orders supplies • Never disclose Club members’ information to anyone without BOD’s approval • Do not hesitate to ask for help when there is a need. You are part of a team • Proper handing/taking over of records Extract – Secretary’s Duties Pg 8 & 9

8. Meeting Types of Meeting • Regular BOD and General Members Meeting • Special Meeting • Annual Meeting

9. Meetings • Three main duties • Notice • Agenda • Minutes

10. - Date - Time - Venue - Dress Code - Guests/Speaker, if any - Cost of Meal Note: Notice period must comply with Club’s constitution Meetings – Notice (Other than BOD and General Members’ Meeting)

11. Meetings - Agenda Objectives • Chairperson well prepared • Members informed of meeting contents • Active participation in decision-making • Encourage better attendance Effective Communication to avoid confusion

12. Notice of Meeting (BOD & General Members) AGENDA typically includes: - • Meeting called to order • Roll call and apologies • Address by Presiding Officer/Chairman • Approval & Adoption of MOM • Matters Arising form MOM • Report by Chairman • Report by Hon. Secretary - MMR, Correspondence, Attendance Record

13. Notice of Meeting (BOD & General Members) 8. Report by Hon. Treasurer - Statement of Accounts, Admin/Project Fund, Approval of Bills, Outstanding Dues etc …. 9. Reports by various Committee Chairmen - Project, Membership, retention, recruitment, orientation, induction … etc. 10. Any Other Business 11. Tail-twisting (optional) 12. Notice of next meeting • Meeting adjourned Sample of Notice of Meeting

14. Meetings – Agenda (AGM/EGM) • Welcome address by President • Confirmation of previous AGM/EGM minutes • President’s Report • Receive and, if approved, adopt the Statement of Accounts for the year • Amendment of Club’s constitution, if applicable • Appointment of Honorary/Internal Auditors - non-BOD members eligible • Any Other Business (preferably members to give advanced notice) • Meeting Adjourned

15. Meetings Minutes Key points to note: Need not be ‘verbatim’. But must be “Concise & Accurate” to include: • All Important / Material matters discussed to arrive at decision • All decisions made • Identify who raises the issue (esp. vital ones) • Proposer & Seconder (Reminder & Time-keeper of Agenda)

16. Items to be included in Minutes Guests & members present Attendance percentage Committee reports Matters requiring approval Members giving pledges Name of Guest Speaker & topic, if any Presentation of awards, if any Sample of Minutes of Meeting Meetings - Minutes

17. to be an Effective Secretary

18. Effective Secretary • Know the Constitution &By-Lawsof your Club well, District, Multiple District & LCI • Help to draft Club Planner • Attend all Projects & Activities meetings (easier to write Minutes) • Meet with President, Vice Presidents & Treasurer when necessary

19. Effective Secretary • Update President & respond to correspondence • Work with Treasurer on the Treasurer’s Report & Club’s other financial obligations • Participate in Zone, Region or District Projects & Activities • Submit all reports on time

20. If a member transfers out: - Complete transfer form. Forward it with copy of member’s record to new club. - Do not part with the original records in your file When admitting new members: - Report on MMR - Credit sponsoring Lion’s record - Make available new membership kit - Advise on next Orientation session/induction Effective Secretary

21. Effective Secretary Statutory Obligations - Filing of newly elected officers & annual return with ROS within 1 month of AGM or financial year website: http://www.mha.gov.sg/ros - Filing income tax return within 3 months of financial year end website: http://www.iras.gov.sg

22. Effective Secretary Non-Statutory Obligations - WMMR - Monthly Activities Report to District - Annual Activities Report to LCI - Proper maintenance of Club records, eg, Minutes of Meeting, Membership Records, Attendance Register (members & guests), Correspondence, etc - Apply for Club President Excellence Award - Any other reports required by District/LCI Extract – Secretary’s additional duties Pg 16 – 19

23. Word of advice fromLIONS Code of Ethics To show my faith in the worthiness of my vocation by industrious application to the end that I may merit A REPUTATION FOR QUALITY OF SERVICE Be Updated & Remain Relevant

24. Thank You!