CLUB SECRETARY
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CLUB SECRETARY. Present by. Lion Hudson Hah. RCC Leadership Development. District 308 B2. Duties & Responsibilities of the Secretary Meetings & Annual General Meeting Project Report How to be an Effective Secretary Forms used by the Secretary Submission of MMR (e-Reporting). TOPICS.

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Club secretary

CLUB SECRETARY

Present by

Lion Hudson Hah

RCC Leadership Development

District 308 B2


Club secretary

Duties & Responsibilities of the Secretary

Meetings & Annual General Meeting

Project Report

How to be an Effective Secretary

Forms used by the Secretary

Submission of MMR (e-Reporting)

TOPICS


Club secretary

Duties & Responsibilities

Article II : Section 1 Duties for Officers

Section D. Secretary of the By-Laws

The Secretary “shall be under the supervision and direction of the president and the board of directors, and shall act as the liaison officer between the club and the district (single or sub and multiple) in which this club is located, and the association”


Club secretary

Acts as Recording Officer

Acts as Liaison Officer

Submits Regular Monthly & other reports to LCI, DG & DG’s Cabinet as it may require

Cooperates with & be an active member of the DG’s Zone Advisory Committee

Has custody of (keeps and maintains) general records of the club

Duties & Responsibilities


Club secretary

Duties & Responsibilities

  • Issues quarterly or half-yearly statement of account & passes dues to the Treasurer

  • Issues Membership Cards

  • Issues notices, agendas & minutes of meeting as directed by the President and BOD

  • Reads out letters received & replies as directed by the President and the BOD


Club secretary

Duties & Responsibilities

Membership Card

(C3)

Club Secretary or Club Treasurer signed the card

Member’s signature at the back of the card


Club secretary

Updates Membership Records

Ensure that the LCI membership list and numbers (sent together with international dues statement every half yearly to Treasurer) tally with the club record

A Secretary should never disclose club members’ information to anyone without BOD approval

Duties & Responsibilities


Club secretary

Complies with ROS requirements & submits a copy to DG before 30th Sept of the year (for Malaysia only)

Makes available at all meetings the Constitutions & By-Laws of LCI, MD/ Sub-District & Club

Applies for Club Awards, and Orders Supplies

Properly & faithfully discharges his/ her office to his/ her successor

Duties & Responsibilities


Club secretary

Meetings

Notices, Agenda and Minutes


Club secretary

Three main duties in preparing for all meetings

Meetings

  • NOTIFICATION (NOTICE)

  • AGENDA

  • MINUTES


Club secretary

Lions Club of .

Notice of AGM/Business/Board/Social Meeting

Notice is hereby given that the _____ meeting will be held as follows:-

Date : ________

Time : ________

Venue : ________

Attire: ________

Guest: ________

Topic : ________

Cost of Dinner : ________

Meetings

Can always include Agenda of meeting into the notice. Eg.Notice and Agenda of 5th General Meeting of the Lions Club of _________.


Club secretary

Objectives for setting out Agenda of Meetings

Encourage better attendance

Members will be well-informed

More active participation in decision making by members

Chairperson (OC) well prepared to present their reports.

Meetings


Club secretary

Meetings

Suggested Agenda for BOD Meeting

1.Meeting called to order

2.Roll call and apologies

3.Remarks/address by presiding officer

4.Approval & acceptance of minutes of the previous meeting

5.Matters arising

  • Report by secretary

    - MMR of previous month

    - Correspondence

    - Delinquent Members due to non attendance


Club secretary

7.Report by Treasurer

a. Monthly statement of accounts

b. Administrative Fund

c. Project (Activities) Fund

d. Approval of bills

e. Delinquent members due to non-Payment

8.Reports by Committee Chairman

a. Leo Club Advisors

b. Lioness Liaison / Guiding Lion

c. Report of Committee Chairman seeking

approval for their findings and recommendation

d. Review of projects completed.

Meetings (Agenda for BOD Meeting)


Club secretary

9.Report by Membership Chairperson

Membership status

Approval of membership (new or drop)

Plan of retention and recruitment

Any talk, orientation and induction

10. Any other business

11. Notice of next BOD meeting

12. Meeting adjourned

Meetings (Agenda for BOD Meeting)


Club secretary

Suggested Agenda for Regular Meeting

Meeting called to order

Roll call and apologies

Flag salutation / Lions song/Lions Object (optional)

Remarks / Address by Presiding officer

Approval and acceptance of minutes of the previous meeting

Matters Arising

Report by Secretary

Decision by BOD at its last meeting

Correspondence

Meetings


Club secretary

Report by Treasurer

Monthly Statement of Accounts

-Administrative Fund

-Project (Activities) Fund

Report by Committee Chairpersons

Completed Projects and Activities

Projects and Activities in Progress

Membership Chairperson’s Report

Lioness/Leo Advisor’s report

Any Other Business

Tail Twisting (Optional)

Notice of next meeting

Meeting Adjourned

Meetings (Agenda for Regular Meeting)


Club secretary

Suggested Agenda for Other Meetings

Meeting called to order by the Presiding Officer

Roll call and apologies

Opening remark by president

Introduction of Guest Speaker

Speech by Guest Speaker

Questions and Answers

Presentation of momento to Guest Speaker by President

Presentations (e.g. Lion of the Month award)

Fellowship – Birthdays celebration etc.

Presiding Officer’s remarks & announcement (if any)

Meeting Adjourned

Social Meetings


Club secretary

Recording the Minutes

Use Own Discretion

Record Names of Proposer and Seconder

Record Only Important Points

Meetings (Minutes)


Club secretary

Items to be Documented in the Minutes

Members giving pledges

Guests and members present

Attendance percentage

Committee reports

Matters requiring approval

Name and topic if Guest Speaker is invited

Presentation of awards

Meetings (Minutes)


Club secretary

General

AGM to be held within 90 days after fiscal year ends

Submit annual returns to ROS within 60 days after the AGM

Ensure that notices to all general meetings comply with the requirements of club constitution

AGM chaired by Immediate Past President

Notice of AGM Issued by immediate past Secretary as Directed by BOD

Notice of EGM issued by current Secretary as directed by BOD

Submit amendment of club constitution to ROS within 28 days after the general meeting

Ensure all submissions to ROS are duly acknowledged

Meetings (AGM/EGM)


Club secretary

Suggested Agenda for AGM/ EGM

Welcome address by the President

Confirmation of minutes of previous AGM/EGM (if any)

Matters arising from minutes of previous meetings

President’s Report

To receive and, if approved, adopt the statement of accounts for the year ended 30th June 2xxx

Amendment of club’s constitution

Appointment of Internal Auditors

Any Other Business

Meeting Adjourned

Meetings Agenda (AGM/EGM)


Club secretary

Project Title - Theme

Purpose of Project

Type of Project - environmental/health/education

Date / Time / Venue

Cost of Project

Organizing Chairperson and Committee

Invited Guests

Assistance from the public (e.g. sponsors)

No. of Lions Involved

Lionistic Hours Spent

No. of Participants / Beneficiaries

Remarks / Reviews

Photographs

Newspaper cuttings

Writing a Project Report


Club secretary

to be an Effective Secretary ?


Club secretary

Active

Member–at–Large

Honorary

Life

Privileged

Affiliate

Associate

Effective Secretary

Know the Types of Membership


Club secretary

Study and understand Club / MD & Sub-District / LCI Constitutions & By-Laws

Help to draft Club Planner

Meet with President, Vice Presidents & Treasurer regularly

Attend all Projects & Activities meetings

Update President and respond to correspondence

Work with Treasurer on the Treasurer’s Report

Participate in Zone, Region or District Projects & Activities

Effective Secretary


Club secretary

Forms used by Secretary


Club secretary

Forms used by Secretary

Submission of Annual Return

  • Borang 9 (2 copies)

  • Full particulars of President and BOD (3 copies)

  • Adopted Audited Account (2 copies)

  • Minutes of AGM (2 copies)

    Submit only there is amendment to constitution

  • Borang 10 (2 copies)

  • Amended Constitution (6 copies)

  • Minutes of AGM/ EGM approving the amendments (2 copies)

  • Ordinary stamp RM10


Club secretary

Forms used by Secretary

Registrar of Society (ROS)

(for Malaysia)

Borang 9page 1/3

(2 copies)


Club secretary

Forms used by Secretary

Registrar of Society (ROS)

(for Malaysia)

Borang 9 page 2/3

(2 copies)


Club secretary

Forms used by Secretary

Registrar of Society (ROS)

(for Malaysia)

Borang 9 page 3/3

(2 copies)


Club secretary

RUJUKAN FAIL: PPP/PK …………………………..

NAMA PERTUBUHAN ……………………………………………………………….

SENARAI AHLI-AHLI JAWATANKUAS bagi tahun ……………………………….

Bil

JAWATAN

NAMA PENUH DAN NAMA CINA JIKA BERKENAAN

JANTINA

NO. K/P

TARIKH LAHIR / TEMPAT LAHIR

PEKERJAAN

NAMA DAN ALAMAT MAJIKAN

ALAMAT KEDIAMAN SEMASA

PENGAKUAN:

Adalah kami dengan ini mengesahkan bahawa semua Ahli Jawatankuasa bagi pertubuhan diatas tidak

hilang kelayakan memegang jawatain dibawah Seksyen 9A dan Seksyen 49 Akta Pertubuhan, 1966.

Kami seterusnya mengaku bahawa keterangan-keterangan yang kami berikan diatas adalah sesungguhnya benar.

Tandatangan:……………………Tandatangan:…………………….

Nama : …………………………. Nama :………………………….

Jawatan : ……………………….. Jawatan :………………………..

Forms used by Secretary

Registrar of Society (ROS)

(for Malaysia)

Particulars of President and BOD

(3 copies)


Club secretary

Forms used by Secretary

Registrar of Society (ROS)

(for Malaysia)

Borang 10

(2 copies)

If there is any amendments to the constitution


Club secretary

e-Reporting by Secretary

Lions Clubs International

  • Web Monthly Membership Report (WMMR)

  • Annual Activities Report (A1)

  • Lions Club’s Officer Reporting Form

  • (PU-101) – deadline 31st May

1 copy to International Office

1 copy to District Governor

1 copy to RC/ ZC

1 copy for Club’s file.


E reporting by secretary

Please Attend e-Reporting Session

by DC Ginny Tan

on WMMR, A1 and PU101 Forms

e-Reporting by Secretary


Club secretary

Forms used by Secretary

Lions Clubs International

Application for

Club President

Excellence Award

(DA-1)

Send within 30 days following the close of the International Convention


Club secretary

Forms used by Secretary

Lions Clubs International

Transfer Member Form (ME-20)

If a member moves from a club area, this form should be filled and forward the original copy to LCI, retain one in your club files.

A dropped member must join a Lions Club within six months to maintain continuous membership


Club secretary

Forms used by Secretary

Lions Clubs International

Invitation-Application for Membership Form

(ME-6)

Front page


Club secretary

Forms used by Secretary

Lions Clubs International

Invitation-Application for Membership Form

(ME-6)

Back page


Club secretary

Forms used by Secretary

Lions Clubs International

Application for Melvin Jones Fellow (MJF) Form

(LCIF-42)

Front page


Club secretary

Forms used by Secretary

Lions Clubs International

Application for Melvin Jones Fellow (MJF) Form

(LCIF-42)

Back page


Club secretary

Forms used by Secretary

Lions Clubs International

Application for Life Membership Form

(CLM-30M)

Active membership as a Lion for 20 or more years with outstanding service.

Member who is critically ill, has maintained active membership for 15 or more years and at least 70 years of age.


Club secretary

Other forms used by Secretary

  • Application for LCI Twinning Recognition

  • Statement Sheet (M-44)

  • Cash Reimbursements (M-33-1A)

  • Lions Club Guest Register (M-33-J)

  • Members’ Attendance Record (M-33-G)


Club secretary

THANK YOU

YOU CAN DO IT !


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