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Essential Responsibilities of a Club Secretary: A Comprehensive Guide

This guide outlines the vital roles and responsibilities of a club secretary, emphasizing the importance of communication and record-keeping. Key tasks include attending meetings, recording minutes, tracking service hours, and submitting monthly and annual reports. The document provides tips for effective minute-taking and service hour tracking, essential for club continuity and member participation. By collaborating with club officers and advisors, the secretary ensures smooth operations and accurate documentation for successful club initiatives.

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Essential Responsibilities of a Club Secretary: A Comprehensive Guide

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  1. Secretaries

  2. The Role of a Secretary Secretaries Workshop

  3. Weekly • Attend all club and board meetings • Record minutes during meetings • Attend club and division events • Create event sign-up sheets for service projects, fundraisers, and socials • Communicate with members, officers, and advisors • Record members’ service hours • Update and organize files and records • Responsibilities

  4. Monthly • Submit the club Monthly Report Form (MRF) by the 5th of every month to your • Lieutenant Governor • Sponsoring Kiwanis Club • Region and Faculty Advisors • Club Board • Attend Division Council Meetings (DCMs) • Provide service hour updates for members • Annually • Collaborate with the club board to create goals and effective plans for the year

  5. Compile a club roster with the Club Treasurer • Attend OTC, RTC, Fall Rally, District Convention, and other important events • Submit the Annual Achievement Report to LTG at the end of the year • Complete the online “2014-2015” Club Officer Information” form on the CyberKey • Submit officer election results to your LTG, Sponsoring Kiwanis club, and home club • Strive for District Tree recognition (all MRFs submitted on-time) • Train the secretary-elect

  6. Club Board: • They are your main source of communication, and it is important that you have strong relations with each board member. • Members: • Since you will be recording their service hours, you should have a general sense of each of them • Advisors: • Help guide you along the way, answer questions, and keep track of members • Communicate!

  7. Past Secretary • Ask for help with the MRF, and other training/experience • Lt. Governor • Submit monthly report forms, which keep track of service hours, money fundraised, and meetings/events held • District Executives • Answer questions, and are your support.

  8. Organization Secretaries Workshop

  9. Record every club and board meeting! • Keep minutes organized and backed up in your files • Remember to include: • Date, Time, Location • Who is holding/adjourning the meeting • Stick to the facts; no personal opinions • Consistent Grammar • Sent to the Club Board • Recording Minutes

  10. Continually record members’ service hours • Tracking service hours can be labor intensive…or a breeze! Follow these tips: • Make sign-in/sign-out sheets for events • Create Microsoft Excel Spreadsheets • Have members keep hour logs, and set a deadline for them to submit their hour logs • Post updated service hours weekly/monthly at club meetings or on the club website • Recording Service Hours

  11. What counts as service? • Working at Service Events • Working at Fundraisers • Book drives, food drives, etc. • Event Preparation/Planning • Workshop Presentation/Planning • What doesn’t count? • Attendance at meetings, Fall Rally, DCON, OTC, RTC, or Key Leader (unless an event happens simultaneously) • Socials, parties, dances, banquets • Travel time

  12. The Monthly Report Form Secretaries Workshop

  13. What is an MRF? • The most sacred file you will handle throughout the year • Important to evaluate clubs and thus the District • “MRF” stands for Monthly Report Form • What to do? • Fill out tabs throughout the year • Submit by the 5th of each month • The MRF

  14. Step 1 • This is the first task labeled. • Input basic information such as Club Name, Number, Region, and Division • Also add Club Information • Add information for advisors and officers • Answer the general questions at the bottom

  15. Step 2: Club Roster • Within your MRF file, you need to complete all sections in the Roster tab • It is designed to help you when tracking service hours and during dues collection • ALWAYS keep a copy of the roster in your club records!

  16. Step 3: Service Record • This tab helps you record the club members’ service hours. Use it to your advantage. It is not necessary, only helpful! • Add more columns BEFORE the last row to maintain the formula

  17. Step 4: CLUB ELECTIONS • Applies to newly elected officers

  18. Step 5: Annual Achievement Report • Completed at the end of the term • Most data transfers from previous reports • Some questions must be answered manually • Submit to your LTG

  19. Step 6: Project List • Automatically transfers from monthly reports • Final step to generate the AAR score • Follow sorting directions on the MRF

  20. Step 7: Monthly Report • Update each month • Data Report • Obtain meeting information from minutes • Mark whether sponsors met obligations • Fill out data from sign-in sheets and attendance records • Ask LTG for club’s current membership status • Project Report • Projects can be either service projects or fundraisers • Socials can be included, but for no hours • Mark an “X” for each category of project that applies • Sort be descending # of hours

  21. Project Snapshot • Description of projects and identification of project chair • Club Snapshot • Monthly overview of your club

  22. Member Recognition Program Secretaries Workshop

  23. Member Recognition Tab • New! • Helps keep track of individual member recognition

  24. First three columns are auto-transfer • Membership – from Club Roster/Directory • Dues Paid – from Club Roster/Directory • Service Hours – from Service Record

  25. First four columns show MINIMUM criterion to reach each level of recognition: Bronze, Silver, Gold, Platinum • Club Secretaries keep track of criterion with the rest of the club board members

  26. Level of Recognition is determined by how many of the 13 minimum requirements are met • ALL must be met in order to receive that respective level of recognition • Name can be copy & pasted from the Membership column, OR type “=b13” to automatically link

  27. The District Member Recognition Committee will provide Secretaries with the deadline for final submissions. • Members will receive suitable recognition at District Convention and posted on the official CNH Key Club media sites.

  28. Tips &Resources Secretaries Workshop

  29. Stay organized digitally and physically • Don’t procrastinate on MRFs! • Ask fellow officers and LTGs for clarifications and information • MRFs can be updated at any time (even past months) • Be on time to qualify for awards and recognition at DCON • Tips

  30. On the CyberKey • Secretaries Manual • Duties of the Club Secretary • And much more http://www.cnhkeyclub.org/officers/secretary • Key Club International • http://www.keyclub.org/Leadership/bal/leadclub/Clubsecretary.aspx • Secretaries Google Reflector • Advisors, Lt. Governors, and Executive Officers • Additional Resources

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