1 / 18

LIONS CLUBS INTERNATIONAL DISTRICT 410C

LIONS CLUBS INTERNATIONAL DISTRICT 410C. Club Secretary Workshop 2014 / 2015. With thanks to 410B. The Effective Club Secretary. What attributes make a great Club Secretary?. Before the year starts. Discuss with your Club President as to what his/her expectations are for the year ahead.

ursa
Download Presentation

LIONS CLUBS INTERNATIONAL DISTRICT 410C

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript


  1. LIONS CLUBS INTERNATIONAL DISTRICT 410C Club Secretary Workshop 2014 / 2015 With thanks to 410B

  2. The Effective Club Secretary What attributes make a great Club Secretary?

  3. Before the year starts • Discuss with your Club President as to what his/her expectations are for the year ahead. • Get to know each other’s strengths & weaknesses • Work as a team but avoid becoming an “Exclusive Club” • Purchase and take a good multi-vitamin!

  4. Basic Responsibilities • Preparation • Record Keeping • Reporting • Communications • Member of Board of Directors

  5. Preparation Being prepared is key to a well run (and far less stressed) meeting! • Notice of Meeting – circulate beforehand • Agenda – circulate beforehand & have hard copies available • Ensure all documentation is ready before meeting • Ensure correct protocol is followed • Order any necessary Club supplies in good time

  6. Record Keeping • Accurate Minutes • Attendance Register of meetings & projects • Club correspondence – incoming and outgoing • Filing & archiving • Club member information

  7. “The” Minutes Tip : Anyone not at the meeting should be able to see exactly what happened by reading the minutes • An accurate record of all Club decisions, activities & responsibilities • Record proposer & seconder for each decision as well as any objections. • ‘Action’ & ‘Date By’ columns • Send to President to proof read & confirm before circulation

  8. “The” Minutes….. • Complete & circulate asap after meeting (10 days = standard practice) and send a copy to Cabinet • Please include financial decisions, these need to be minuted as confirmation • Please include reference to the District projects

  9. Reporting • NOT NEGOTIABLE! • Web Monthly Membership Reports • MUST be done every month! ZERO tolerance • Try and do this by the 25th of every month • Activity Reports • Monthly Club Activities Report • Several District awards are judged on the contents of the Activity Reports • District Governor Advisory Committee • Assist President in preparing report to ZC • PU101 (Incoming Club Officers for following year) • By end April NB! Send copy of the MMR and Activity Report to Cabinet every month

  10. Communication • Correspondence • Information flow • Contact List – ensure up to date at all times. Keep District & International advised – update changes with International and let DC PDG Denis Meyer or 2nd Vice DG Kim van Wyk know of directory changes • Club Calendar / Diary of Events – e.g. North Durban uses a weekly email with the weeks events included • MD, District and Zone functions – circulate notices and co-ordinate responses • Reminders – e.g. Use a bulk sms system, emails, phone chain

  11. My Club, My family • Members appreciate feeling involved and being part of the family, recognise birthdays, anniversaries, achievements and news. • Have a club directory with contact details so members can contact each other • Keep a record of long service for members and 100% attendance.

  12. Purchase of items from Lions International You will at times need to purchase items from International such as…. Membership kits Plaques and appreciation awards Membership pins 100% attendance pins Club officer pins chevrons for number of years of 100% attendance and these are just a few examples there is a host of other wonderful items available In order to do so go to: www.lionsclubs.org and click on “Shop”

  13. Club efficiency / Club Secretary Award • Every club secretary is automatically entered • MMR completed and sent to Cabinet mailing list by the end of each month • Club minutes sent to Cabinet mailing list within 10 days of the meeting • Attendance of secretary at Zone meetings • Attendance of incoming secretary at Information Weekend • Submission of PU101 before 15 April • Club Activity Report completed and sent to Cabinet mailing list by the end of each month

  14. Presidents Excellence Award • CLUB IN GOOD STANDING • SERVICE – The club has conducted at least three service projects. • LCIF CONTRIBUTION • NET MEMBERSHIP GROWTH (or sponsored a new club) • COMMUNICATION TO THE PUBLIC AND MEMBERS • LEADERSHIP – All club officer positions filled, zone meeting attendance and participation in a leadership training program • CLUB DEVELOPMENT –host regular club meetings and submit the MMR, the Activity Report, and the Club Officer Report (PU-101) in a timely manner. • Information available from District website

  15. A few things to remember….. • DO remember to complete your MMR and Activity Report each month before the end of the month • DO please do your utmost to complete and submit the minutes from your club meeting to Cabinet within 10 days of your meeting. • DO please send the minutes, MMR and Activity report to : cabinet@lions410c.co.za • DO please put the subject in the subject line of the email – it makes it much easier to see who has submitted what Eg. North Durban minutes, MMR and Activity reports May 2014 • DO NOT reply to all to an email sent out to the clubs mailing list, please just click “reply” and reply to the sender • DO NOT hesitate to ask another Lion for help or stress if you make a mistake, we are all learning and here to work together

  16. Other Functions • Attend DGAC Meetings & Zone Meetings • Ensure all Club stationery is up to date ie • Board members names & details; • PBO number must appear on stationery • NGO number appear on stationery • Correct Logo • Membership cards for Lions in good standing • Keep up to date

  17. Use Your Resources DCS Sandy Beykirch 0825777123 sandybeykirch@gmail.com For IT help…. DC PDG Denis Meyer denis@sheppielions.co.za

  18. GOOD LUCK & HAVE A GREAT YEAR!

More Related