1. Role, Responsibilities and Tasks
Secretary
Role, Responsibilities and Tasks

2. What is the Role of the Club Secretary?
The Club Secretary is an elected club officer whose role, as the key communication point of the club, is very important to the present and future success of a Club.
The Club Secretary is also a member of the Club’s Board of Directors.

3. The Board of Directors? Board of Directors consists of the:
• club president
• immediate past president
• vice president
• secretary
• treasurer
• lion tamer
• tail twister
• membership director
Board of Directors consists of the:
President
Vice President
Immediate Past President
Treasurer
Secretary
And others as the Club deems appropriate such as
Lion Tamer
Tail Twister
Membership Director
Club Branch Co-ordinator
• branch coordinator
• all other elected directors

4. Role of the Club Secretary
All correspondence, coming in to the club and
Going out from the club, goes through the
Secretary.
The Secretary is the key communication link
between the District, the association, the
Community and the Club.
All correspondence, coming in to the club and going
out from the club, goes through the Secretary.
The secretary is the key link between District, MD, LCI,
Community and Club.

5. Zone Meeting Member This appointment means the Secretary will:
Attend zone or region meetings
Assist in compiling reports in preparation for Zone meetings
Assist with preparations if the club is chosen to host a Zone meeting
This appointment means the Secretary will
Attend zone meetings
Assist in compiling reports in preparation for Zone meetings
Assist with preparations if the club is chosen to host a zone meeting

6. Correspondence
The Club Secretary should meet with the Club President at the beginning of their term to discuss how correspondence will be answered, kept and reported.
The Club Secretary should meet with the Club President at the beginning of their term to discuss how correspondence will be answered, kept and reported.

7. Correspondence
The Club Secretary is in charge of reports and other communication with deadlines and requirements.
Not communicating promptly can lead to club status changes and missed opportunities.
Delays can create problems elsewhere in the association
The Club Secretary is in charge of reports and other communication with deadlines and requirements.
Not communicating promptly can lead to club status changes and missed opportunities for club involvement or recognition.
Delays in reporting can also create problems elsewhere in the association

8. Reports Responsible for completing and filing reports
knowing the due dates of reports
ensuring reports are submitted on time.
The Club Secretary is responsible for completing and
filing reports. It is also the Club Secretary’s
responsibility to know the due dates of reports and to
ensure they are submitted on time.

9. Reports
The following are reports the Club Secretary should be aware of:
Monthly Membership Report (MMR/WMMR)
Reports as specified by the association
New member form
Family Membership forms
Transfer member form
The following are reports the Club Secretary should be aware of:
Monthly Membership Report
Reports as specified by the association
New member form
Family Membership forms
Transfer member form

10. Reports Monthly Membership Report
The monthly membership report reports the club’s membership for the month. This includes member losses and gains
Monthly Membership Report
The monthly membership report reports the club’s membership for the month. This includes member losses and gains
For clubs that report online through the WMMR system, transactions must now be entered by the last day of the current month. For clubs that file paper MMR reports, they must submit paper MMRs to LCI by the 20th of the current month.
There will be a separate presentation on reporting online

11. What is the WMMR and how does the Club Secretary use it?
The Web Monthly Membership Reporting
(WMMR)
The Web Monthly Membership Reporting (WMMR) system is an online system helping to make membership updating easy and convenient.
A separate presentation on this topic will be delivered later today

12. Reports New or Transfer or Dropped Member Form Transfer Member Form
For a transfer to be completed, two activities must take place—a drop from one club and a transfer into another.
A drop from one club must happen first; a transfer into a new club must happen second.
Club Secretaries are responsible for reporting drops and transfers in their respective reporting system (MMR or WMMR). Communicate and work with the Secretary of the other club invloved in the transfer. Submitting a transfer form to LCI does not ensure member transfer.

13. Reports Additional reports: Club Officer Report (PU-101)
Report other elected individuals, i.e. convention delegates and alternates
Club Roster
100% Club President’s Award Application
Advising Lion Distribution Officer of membership changes
Additional reports:
Club Officer Report (PU-101) reports new club officers for the year ahead
This form is used to report the names and addresses of your newly elected club officers to International Headquarters
Submit to international headquarters immediately following your club elections in April
The final deadline is May 15
Completing new Club Officer paper report for the Multiple District must continue as this information is utilised in the production of the annual MD105 Directory
Report other elected individuals, i.e. convention delegates and alternates
Club Roster
Identifies all members of your club and their information
Information needs to be kept up to date
Ensure LCI online database is also updated with any alteration to your members details
Submit reports to the Zone Meeting, as requested
100% Club President’s Award Application
Advising Lion Distribution Officer of membership changes

14. Records In addition to keeping track of correspondence, the
club secretary also has custody of, and maintains,
general records of the club.
In addition to keeping track of correspondence, the
club secretary also has custody of, and maintains,
general records of the club
Meeting minutes, Audited Financial Accounts and Monthly Membership Report are examples of club
records that need to be maintained and may be requested.

15. Meetings The Club Secretary is an integral part of club meetings
The Secretary creates agendas in conjunction with the
President
The Club Secretary is an integral part of club meetings, both in preparation and during the
meetings.
The Secretary creates agendas in conjunction with the President
The agenda should be prepared in advance and distributed to members prior to the meeting.
The Club President has final approval on the agenda.

16. Meetings A general agenda includes (but is not limited to)
Approval of minutes from previous meeting
President’s remarks
Correspondence received
Secretary and or treasurer reports
General business
A general agenda includes (but is not limited to)
Approval of minutes from previous meeting
President’s remarks
Correspondence received
Secretary and or treasurer reports
General business

17. Meetings The Secretary is also responsible for:
Notifying participants of meeting times and location 
Recording attendance, make-up meetings and awards presented
Recording minutes during club meetings
The Secretary is also responsible for:
Notifying participants of meeting times and location 
Recording attendance, make-up meetings and awards presented
Recording minutes during club meetings
Some things to consider when recording meeting minutes:
Use appropriate language and documentation to ensure accurate minutes
Prepare meeting minutes as soon as possible following the meeting
Following review, minutes should be sent promptly to all members
A copy of the minutes should be filed

18. Leadership
As one of the officers in the club, club members will look to the secretary for guidance, information and to help solve problems.
It is important for a secretary to communicate and act effectively.
As one of the officers in the club, club embers will look to the secretary for guidance, information and to help solve problems.
It is important for a secretary to communicate effectively.

19. Remember
Share information with the club that is received from the district, multiple district, Lions Clubs International Headquarters or Lions Clubs International Foundation.
Order member pins and kits for new members
Share information with the club that is received from the district, multiple district, Lions Clubs International Headquarters or Lions Clubs International Foundation.
Order member pins and kits for new members

20. End of Term
When the secretary’s term is over help the new secretary begin their year. There are some final items that need to be completed.
When the secretary’s term is over help the new secretary begin their year. There are some final items that need to be completed.
Ensure all reports have been filed
Review records for accuracy and placement
Apply for the Club President Excellence Award
Maintain accurate awards records and order awards

21. Other Topics Covered in the Club Secretary Guide
LCI Organisation Structure
Club Structure
Club Officer Duties
Board of Directors
Potential New Member Booklet
Lions Learning Center
Other Topics Covered in the Club Secretary Guide
***NO NEED TO ANNOUNCE THEM ***
LCI Organisation Structure
Club Structure
Club Officer Duties
Board of Directors
Potential New Member Booklet
Lions Learning Center

22. Thank you for listening Any Questions?