This document outlines the roles and responsibilities of a Lions Club secretary. It discusses that the secretary is the business manager of the club and is responsible for organizing meetings, taking minutes, maintaining records, communication, and submitting reports. The secretary should attend all club and board meetings, record meeting minutes, keep updated member records, and ensure prompt reporting. The document provides guidance on organizing meetings, maintaining club records, communication, monthly/annual tasks, and tips for planning, preparation, and seeking guidance.

1. Lions Clubs International
District 320D
Boost 2 - PST Workshop
Roles &
Responsibilities
of the Club Secretary
A Amarnath Rao
GLT District Coordinator 320D
FDI Graduate

2. YOU HAVE BEEN ELECTED
TO THE POSITION OF CLUB
SECRETARY

3. MISSION
STATEMENT
TO EMPOWER
volunteers to
serve their
communities,
meet humanitarian
needs,
encourage peace and
promote international
understanding
through Lions clubs.
3

4. STRUCTURE OF LIONS
CLUBS INTERNATIONAL
Constitutional
Area
Multiple District
District
Region*
Zone
Club

5. YOUR CLUB LEADERSHIP TEAM
5
As SECRETARY, you are the BUSINESS MANAGER of the Club.
GMT
GST
1st VP
GLT
Club Members
Board of Directors
President
Secretary Treasurer
2nd VP
Immediate
Past
President /
LCIF
PRO

6. THE BOARD OF DIRECTORS INCLUDES:
 President(GAT Chairperson)
 Immediate Past President(LCIF Coordinator)
 First Vice President(Leadership Chairperson)
 Second Vice President
 Secretary
 Joint Secretary(Optional)
 Treasurer
 Membership Chairperson(GMT Coordinator)
 Service Chairperson(GST Coordinator)
 Marketing Communications Chairperson(PRO)
 Lion Tamer (optional)
 Tail Twister (optional)
 Directors

7. RESPONSIBILITIES OF THE CLUB
SECRETARY
 Attending all Club and Board Meetings
 Organizing Club and Board Meetings
 Recording Meeting Minutes
 Keeping Club Records
 Receiving and Responding to Club Correspondence
 Completing and filing all Club Reports with MyLCI
 District Governor’s Advisory Committee Member of the zone

8. TYPES OF MEETINGS
Monthly
• Board of Directors Meeting
• Club Regular Meeting
As Needed
• Board of Directors Special Meetings
• Club Special Meetings
Annually
• Club Officers Installation Ceremony
• Charter Anniversary/Night
Other
• Other Clubs Installation Ceremonies
• Zone, Region, District & Multiple Meetings
• Induction, New Member Orientation Meetings

9. ORGANIZING MEETINGS
1. Before the Meeting
2. During the Meeting
3. After the Meeting

10. BEFORE THE MEETING
 Advance Notice of Meeting Date, Time & Venue
 Prepare a Well Planned Meeting Agenda
 Assemble any Correspondence
 Make Proper Arrangements at Meeting Venue
 Prepare Club Roster for taking Attendance
 Keep Mementoes, Gifts, Bouquets etc ready

11. DURING THE MEETING
 Take Attendance
 Record Meeting Minutes
 Present Consolidated Report
 Document any Guests
 Help in Collecting Dues
 Collect Activity Information
 Collaboration with President &
Members

12. AFTER THE MEETING
 Record Attendance
 Send Thanks Message
 Record Payment of Dues
 Circulate Meeting Minutes
 Follow up on any Outstanding Issues

13. CLUB RECORDS
• The Club Charter
• The Constitution and By-laws
• The Club History
• Activity Reports
• Roster of Club Members
• Minutes of All Club and BOD Meetings
• Annual Reports of Club Officers and Committees

14. COMMUNICATION
 Open the Communication
 Acknowledge Communication
 Act Immediately
 Keep messages Short
 Keep Good Relations
 Consult President / BOD before Communicating
 WhatsApp Etiquette

15. MONTHLY TASKS
Attend & Organize Club and Board
Meetings
Submit Membership Report
Submit Activities Report
Keep Member Records up-to-date
Support to Club Treasurer
Proper Correspondence

16. OTHER TASKS
 Attend all Training Programs
 Report Immediately
 Follow Protocol
 Handover the Pins & Awards
 Covey Birth & Marriage Greetings
 Publish Club Bulletin
 Submit PU101
 Apply for Club Excellence Award

17. CLUB
EXCELLENCE
AWARD

18. PLAN, PREPARE & SUCCEED
 MyLCI Login
 Review of Club Roaster & Family Units
 Update the Membership Info
 Establish the Club Calendar
 WhatsApp Group with Guidelines
 Attend Joint Board Meeting
 Update Bank Account
 Distribute Membership Cards

19. SEEK GUIDANCE
 District Governor Team
 Past District Governors
 District Officers(DCS, DCT & Others)
 GLT, GMT, GLT & LCIF Coordinators
 President & Board of Directors
 Past Presidents
 Senior Members

20. SIX FOR SUCCESS
1. Regular Meetings
2. Good Communication
3. Quality Membership
4. Service to the Needy
5. Attend Trainings & Seminars
6. Prompt Reporting

21. LEARN, GROW & PERFORM
 Lions Learning Center
 Club Quality Initiative
 Club Excellence Program
 Blueprint for a Stronger Club
 Your Club Your Way
 New Member Orientation
 Delegation

23. WISH YOU A
WONDERFU
L
YEAR
AHEAD
THANK YOU
A AMARNATH
RAO
GLT COORDINATOR
DISTRICT 320D
FDI GRADUATE