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Secretary Guidelines

Secretary Guidelines. How to keep a record. Suggested means of record for each meeting keeping include:. A membership activities record A committee appointment worksheet Attendance record Record of dues payment Original application form for each member.

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Secretary Guidelines

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  1. Secretary Guidelines

  2. How to keep a record

  3. Suggested means of record for each meeting keeping include: • A membership activities record • A committee appointment worksheet • Attendance record • Record of dues payment • Original application form for each member

  4. Suggested means of historical record of the club include: • Detailed and understandable records of the membership processes • Easy-to-read record of the club activities and projects fulfilled. • He/she must also keep a copy of all forms sent to RI Secretariat. • Pictures and reports on the past activities.

  5. Take Minutes at all Meetings

  6. Type of meeting (e.g. board meeting, club meeting, committee meeting) Date, time and place Presiding officer Attendance Approval and correction of the last meeting‘s minutes Treasurer‘s statement Summary of reports from officers and committees Summary of actions taken and the agenda Announcements Adjournments The minutes should cover:

  7. The secretary is a chairperson of the club committee

  8. In this position you should pay attention on: • Membership development • Membership retention • Attendance • Should coordinate the public relations • Should work closely with the club president and together to develop a strategy for building up strong membership

  9. Training before your year of service

  10. Start your preparation immediately after you have been elected • Attend the district-wide conferences • Study the constitutional documents and the membership related materials from the RI web-site: www.rotary.org and the DIR web-site: www.dir-2480.org • Study the Incoming Officers Data Form and Interact Project Data Form because it is in your responsibilities to submit them to RI. • Discuss your responsibilities with the past secretary.

  11. If you have any further questions, do not hesitate to contact: • The president • The past president • The past secretary • The District Interact Representative • The members of the Interact District Committee • Your Rotarian and Faculty advisers

  12. END!

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