Club Secretary Role and responsibilities of Lions clubs

1. Club Secretary Training
Lion Narsimha Raju Dichpally
FDI Graduate, 320D

2. You have been designated to the position of
SECRETARY

3. Session Objective
• Review Role and Responsibilities
• Know about Meetings
• Fulfill the tasks related to Secretary
• Review MyLCI and MyLion previleges
Lion Narsimha Raju Dichpally

4. Plan Your Term
• Attend Club Officer Training.
• Meet with the current secretary to review
• Create your account in MyLCI/MyLION for reporting to LCI.
• Verify officer and membership information is correct on the
club roster and at LCI and the District level
• Work with the club president and treasurer on the annual
budget and assist with setting up any committees

5. Your Role
• Liaison Officer
• Communicator
• You are part of Board of Directors
• Knowledgable

6. Communication
• Effective Listening
• Public Relations
• Public Speaking
• Presenting Reports
• Liaison officer – International – District – RC- Zone
and also Press, community and Club Members

7. Club Secretary Responsibilities
• Correspondence
• Preparing Agenda
• Attending & Notify all club and board meetings
• Keep and maintain general club records
• Submit regular monthly reports in MyLCI & MyLion
• Submit reports to the DG Team
• You will be active member DG Zone Advisory Committee
• Deliver club records to your successor

8. Club Records
• Member Roster
• Minutes of Meetings
a. Club Meetings
b. Board Meetings
• Attendance
• Scrap Book
• Committee Appointments

9. Meetings
•BOD Meetings
•Regular Meetings
a. Speaker
b. Entertainment
c. Business
Committee Meetings

10. Other
• Other Clubs Installation meetings
• Zone Social, Region Conference, District Convention &
Multiple Convention
As Needed
• Board of Directors special meetings
Monthly
• Board of Directors Meeting and Club regular meeting
Annually
• Club Officers Installation meeting
• Charter Nite
Types of Meetings

11. Responsibilities of Secretary
Your meeting duties consist of 3 stages
• Before Meeting
• During the Meeting
• After the Meeting

12. Before Meeting
• Provide members with advance notice of meeting
dates/times
• In consultation with the president, create a meeting agenda
• Correspondence to committee chairpersons or members
• Make proper arrangements at meeting venue
• Keep Club attendance register to be maintained

13. During Meeting
• Take attendance
• Roll Call &Leave of Absence
• Record meeting minutes
• Gather activity information from committee chairpersons
• Present Membership and Service Activities Report
• Report future events
• Propose Vote of Thanks

14. After Meeting
• Send thanks message
• File/distribute a copy of the meeting minutes after they are
approved
• Follow up on any outstanding issues from the meeting

15. Reports
• WMMR Reports
• Activity Reports
• Quarterly Reports
• Annual Reports
• Election - PU101/ Directory Information
• Club Excellence Award /Achievements

16. Update Reports to DG/RC/ZC
• Mark copies of your club Reports
• Send Additional reports as you require

17. DGZAC Meetings
• Go Along with your President, Treasurer and First Vice
President
• Offer Constructive Feed back
• Support District Administration

18. Learn it all
• Many are willing to teach you as DG Team/ District Officers
(Seek Guidance)
• Past Secretaries ( Request Support)
• Senior Club Members ( Involve Them)
• Club officers Manual from LCI
• The Constitution
• Protocol

19. Mail
• Open Immediately
• Act Promptly
• Every Communication
• Immediate Attention
• Earliest Reply
• Appropriate Action

20. MyLCI and the Club Secretary
• Online reporting
•On-demand membership access and
management

21. MyLCI Privileges
• MyLCI Access and Login
• Member Data Functions
• Add, drop, edit members
• Create a family unit
• Access reports
• Roster

22. MyLion Previlieges
• Reporting of Service Activities
• Future Service Activities

23. “Go for the GOAL”
CLUB
SECRETARY
SELF-STUDY
MODULE
Club Secretary Resources

24. Thank You!!
Lion Narsimha Raju Dichpally mjf
FDI Graduate, 320D
www.facebook.com/narsimharajudichpally
Twitter : @narsimharajumjf
https://www.slideshare.net/lionnarsimharajumjf
Mobile No: 9849763234