WHAT ARE MY DUTIES?
Your role as a club secretary is important and varied.
v First, it is important that you turn in the MRF (Monthly Report Form) for your club. So far, I should have only received one for May.
v Next, it is your duty to take minutes during the meeting. They do not need to have everything ever said or done, just a basic agenda to keep track of what was discussed. Do not forget to keep a sign-in sheet so you can know how many people are showing up to the meetings.
v It is also your duty to keep your clubs files. Keep in these files your clubs minutes, board meeting minutes, committee information, information about your Kiwanis, things from Key Club International, and a club roster, along with anything else you think might be relevant (Such as old MRFs? Training information to help out the next secretary?) Organization on a regular basis will help you fill out a detailed MRF in a short amount of time. Of course there is much, much more you will do as secretary, but these are the basics.
Duties Checklist
Weekly
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Assist club president with preparation of Club Meeting agenda
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Attend all Club Meetings
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Take minutes at Club Meetings
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Inform the proper presons and respond to correspondence your club receives
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Attend all club fundraisers and service projects
CLUB FILES CHECK LIST
As secretary, you should keep track of your clubs activities with a set of files. In these files, you should have the following:
- Club Bylaws
- District Bylaws
- Key Club International Bylaws
- Minutes from all Club Meetings
- Minutes from all Board Meetings
- Monthly Report Forms (MRFs)
- Committee Folders
- You should keep a file folder for each standing committee that your club has. It should include a list of the chair and committee members along with all committee reports, paperwork, and activities.
- Club Roster
- Members Name
- Address/Phone Number/e-mail
- Position
- Schedule
- Extracurricular Activities
- District Officer Information
Your club will receive a copy of the District Directory soon. Keep this on hand so you can find contact information easily.
- Copies of current and past Keynoters
- Copies of the U and I Key Clubber
- Copies of WWW.s Secretarys Section
- A file for every club officer
- A file for all club bulletins
- A file with blank forms
- Keep blank forms (i.e. MRFs) in your files
Miscellaneous Duties
Assist the President
As secretary, you should be assisting the club president in preparing all of the meeting agendas. You should also take care of all correspondence of which the president directs you.
New Members
As new members join your club throughout the year, you are responsible for sending in their information to District.
Registration
Working with your advisor, make sure all forms and registration fees for both District Convention and International Convention are sent to the proper places.
New Officers
Make sure that when your club elects new officers next year that the new officer information sheet (NOIS) is sent in to the District Administrator. Also, make sure you work with your successor at the end of this year. Get them acquainted with how things are to be run. The best person to learn something from is someone who has already been in that situation.
Contact the District Secretary
Make sure you contact the District Secretary with any questions. Their job is to help you as much as possible. Ask any questions that you can think of, or get in touch just to talk.
