LIONS CLUBS INTERNATIONAL DISTRICT 410C

1. LIONS CLUBS INTERNATIONAL DISTRICT 410C Club Secretary Workshop 2014 / 2015 With thanks to 410B

2. The Effective Club Secretary What attributes make a great Club Secretary?

3. Before the year starts • Discuss with your Club President as to what his/her expectations are for the year ahead. • Get to know each other’s strengths & weaknesses • Work as a team but avoid becoming an “Exclusive Club” • Purchase and take a good multi-vitamin!

4. Basic Responsibilities • Preparation • Record Keeping • Reporting • Communications • Member of Board of Directors

5. Preparation Being prepared is key to a well run (and far less stressed) meeting! • Notice of Meeting – circulate beforehand • Agenda – circulate beforehand & have hard copies available • Ensure all documentation is ready before meeting • Ensure correct protocol is followed • Order any necessary Club supplies in good time

6. Record Keeping • Accurate Minutes • Attendance Register of meetings & projects • Club correspondence – incoming and outgoing • Filing & archiving • Club member information

7. “The” Minutes Tip : Anyone not at the meeting should be able to see exactly what happened by reading the minutes • An accurate record of all Club decisions, activities & responsibilities • Record proposer & seconder for each decision as well as any objections. • ‘Action’ & ‘Date By’ columns • Send to President to proof read & confirm before circulation

8. “The” Minutes….. • Complete & circulate asap after meeting (10 days = standard practice) and send a copy to Cabinet • Please include financial decisions, these need to be minuted as confirmation • Please include reference to the District projects

9. Reporting • NOT NEGOTIABLE! • Web Monthly Membership Reports • MUST be done every month! ZERO tolerance • Try and do this by the 25th of every month • Activity Reports • Monthly Club Activities Report • Several District awards are judged on the contents of the Activity Reports • District Governor Advisory Committee • Assist President in preparing report to ZC • PU101 (Incoming Club Officers for following year) • By end April NB! Send copy of the MMR and Activity Report to Cabinet every month

10. Communication • Correspondence • Information flow • Contact List – ensure up to date at all times. Keep District & International advised – update changes with International and let DC PDG Denis Meyer or 2nd Vice DG Kim van Wyk know of directory changes • Club Calendar / Diary of Events – e.g. North Durban uses a weekly email with the weeks events included • MD, District and Zone functions – circulate notices and co-ordinate responses • Reminders – e.g. Use a bulk sms system, emails, phone chain

11. My Club, My family • Members appreciate feeling involved and being part of the family, recognise birthdays, anniversaries, achievements and news. • Have a club directory with contact details so members can contact each other • Keep a record of long service for members and 100% attendance.

12. Purchase of items from Lions International You will at times need to purchase items from International such as…. Membership kits Plaques and appreciation awards Membership pins 100% attendance pins Club officer pins chevrons for number of years of 100% attendance and these are just a few examples there is a host of other wonderful items available In order to do so go to: www.lionsclubs.org and click on “Shop”

13. Club efficiency / Club Secretary Award • Every club secretary is automatically entered • MMR completed and sent to Cabinet mailing list by the end of each month • Club minutes sent to Cabinet mailing list within 10 days of the meeting • Attendance of secretary at Zone meetings • Attendance of incoming secretary at Information Weekend • Submission of PU101 before 15 April • Club Activity Report completed and sent to Cabinet mailing list by the end of each month

14. Presidents Excellence Award • CLUB IN GOOD STANDING • SERVICE – The club has conducted at least three service projects. • LCIF CONTRIBUTION • NET MEMBERSHIP GROWTH (or sponsored a new club) • COMMUNICATION TO THE PUBLIC AND MEMBERS • LEADERSHIP – All club officer positions filled, zone meeting attendance and participation in a leadership training program • CLUB DEVELOPMENT –host regular club meetings and submit the MMR, the Activity Report, and the Club Officer Report (PU-101) in a timely manner. • Information available from District website

15. A few things to remember….. • DO remember to complete your MMR and Activity Report each month before the end of the month • DO please do your utmost to complete and submit the minutes from your club meeting to Cabinet within 10 days of your meeting. • DO please send the minutes, MMR and Activity report to : cabinet@lions410c.co.za • DO please put the subject in the subject line of the email – it makes it much easier to see who has submitted what Eg. North Durban minutes, MMR and Activity reports May 2014 • DO NOT reply to all to an email sent out to the clubs mailing list, please just click “reply” and reply to the sender • DO NOT hesitate to ask another Lion for help or stress if you make a mistake, we are all learning and here to work together

16. Other Functions • Attend DGAC Meetings & Zone Meetings • Ensure all Club stationery is up to date ie • Board members names & details; • PBO number must appear on stationery • NGO number appear on stationery • Correct Logo • Membership cards for Lions in good standing • Keep up to date

17. Use Your Resources DCS Sandy Beykirch 0825777123 sandybeykirch@gmail.com For IT help…. DC PDG Denis Meyer denis@sheppielions.co.za

18. GOOD LUCK & HAVE A GREAT YEAR!