Secretary Guidelines

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Secretary Guidelines
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How to keep a record
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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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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.

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Take Minutes at all Meetings
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The minutes should cover

• Type of meeting (e.g. board meeting, club
  meeting, committee meeting)
• Date, time and place
• Presiding officer
• Attendance
• Approval and correction of the last meetings
  minutes

• Treasurers statement
• Summary of reports from officers and committees
• Summary of actions taken and the agenda
• Announcements
• Adjournments

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The secretary is a chairperson of the club
committee
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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

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Training before your year of service
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• 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.

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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

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END!