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Club Secretary Training

Club Secretary Training. Created by Rita Kipp 2011-2013 Texas District Secretary. So Now You’re the Club Secretary!. You are now the President’s right hand man/gal. So what do you do?. Your job is to maintain accurate records of club: Membership Attendance Activities

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Club Secretary Training

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  1. Club Secretary Training Created by Rita Kipp 2011-2013 Texas District Secretary

  2. So Now You’re the Club Secretary!

  3. You are now the President’s right hand man/gal. So what do you do? Your job is to maintain accurate records of club: Membership Attendance Activities Minutes of Club Meetings Minutes of Board of Director Meetings Report all this to the District & National Distribute information gained from District and National to the club members, especially the club officers, directors and committee members You are the communication hub for your club!

  4. Assist the Club President in helping the club to succeed! Receive and acknowledge all the club correspondence Maintain a permanent reference library of Exchange publications and procedures Attend and participate in District convention, conference and the National convention Uphold national, district and local bylaws See? You’re super important!

  5. Here’s what to do first: Get a copy of the following: Club Leaders Monthly Planner and Club Bylaws Start yourself a binder to keep these items at hand.

  6. What’s in the Club Leaders Monthly Planner? 2 Pages that give you an overview of what the Club Secretary is responsible for and, the very important, PLANNING CALENDAR!

  7. Keeper of the DATES! Administrative year begins July 1st Check for Award Deadlines ! There are several months with deadlines in them and you don’t want to miss one of these. It can cost your club the Big “E”!

  8. 1st – Administrative year begins Attend monthly Board Meeting and take notes. Attend National Convention! 15th – Submit Club Program Development Meeting form to National Headquarters Prepare Distinguished Club Secretary, Distinguished Club Treasurer forms to get them to National by August 1st!

  9. Attend monthly Board Meeting and take notes. 1st – Distinguished Club Secretary Award deadline 1st – Distinguished Club Treasurer Award deadline

  10. National Safety Month Attend monthly Board Meeting and take notes.

  11. National Crime Prevention Month National Fire Prevention Week National Day of Service Attend monthly Board Meeting and take notes.

  12. Attend monthly Board Meeting and take notes. One Nation Under God Month During the month - Review process for recording members qualifying for individual membership awards.

  13. Attend monthly Board Meeting and take notes. Check that the Club Records are being maintained. Make plans to attend District Mid-Winter Conference!

  14. Attend monthly Board Meeting and take notes. Finalize arrangements to attend District Mid-Winter Conference!

  15. Attend monthly Board Meeting and take notes. National Community Service Month Plan for officer election meeting in March or April Prepare Youth of the Year for District selection

  16. Attend monthly Board Meeting and take notes. Plan to elect new officers in March or early April. Review Distinguished Club President Award criteria. Evaluate club’s progress toward achieving national awards. Prepare to submit Youth of the Year selections to district.

  17. Attend monthly Board Meeting and take notes. National Child Abuse Prevention Month 10th – Deadline for: Edit Award National Best Club Bulletin National Best Club/District Web Sit Awards Complete and submit entry forms! By 30th – Send in Officer Election Report

  18. Attend monthly Board Meeting and take notes. Freedom Shrine Month 15th – Deadline for: National Outstanding Service & Fundraising Public Relations Best Web Video Complete and submit entry forms! 31st – Deadline for CARE Award (Child Abuse Reduction Effort) Attend District Convention!

  19. 1st – Deadlines: All American Volunteer of the Year Award Exchangite of the Year Credential Cards due at National Headquarters 30th– Deadlines: National Award Application Big “E” Award Activities Summary Campaign For Kids donations due 30th– Program Development Meeting

  20. Membership Guru too! Become very familiar with the Electing & Reporting of New Members Make sure that the Gold Card gets signed and filled out properly. Then make sure the dues are collected.

  21. Study the National Website! https://www.nationalexchangeclub.org/eweb/ There are lots of resources on the National website. Forms galore! All easy to locate. Under the “Member Resources” tab You will find: Club Resources Club Building Bylaws & Policies Forms PR & Marketing Exchange University Exchange Currents (magazine) and more.

  22. Let’s visit the National Website together now.

  23. Question and Answer Time

  24. Thank you!

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