Club Secretary

 

 

 

 

 

 

 

 

 

 

 

 

Linda Goodwin

 

Your diligence and passion for Kiwanis inspired your fellow Kiwanians to give you one of the most important jobs in your club. By maintaining accurate club and membership records, keeping official meeting minutes and making connections in the community, you’ll keep your club informed and engaged. And your club’s leadership team will be stronger and more efficient, thanks to your communication skills and attention to detail.

 

RESPONSIBILITIES

 

The club secretary ensures club operations run efficiently and manages many of the details that make the club experience great. The secretary works closely with the president and board of directors and is responsible for the management of all club records, including minutes and attendance at all club and board meetings. As an officer of the club and a member of the board of directors, the club secretary can participate in all board discussions and vote on any question put to vote by the presiding officer. Club secretaries will find a list of resources at www.KiwanisOne.org/clubsecretary.

 

QUALIFICATIONS

 

•   Willing to learn and use Kiwanis online reporting

•   Able to discern and summarize action items and key points from meetings

•   Attentive to detail

•   Organized

 

DUTIES

 

•   Manages and maintains club and membership records online

•   Makes club records available upon request

•   Maintains club’s permanent files

•   Keeps minutes of club and board meetings

•   Shares all communications received from Kiwanis International or the district as appropriate

•   Forwards the Club Insurance Resource Guide to the safety coordinator

•   Submits all official reports required by Kiwanis International, the district and the club

•   Orders merchandise from the Kiwanis Family Store

•   Ensures that the club follows current Kiwanis brand standards in its internal communications

    and public awareness efforts

•   Performs other duties as may be assigned by the president or board

•   Fulfills all other duties documented in the Standard Form for Club Bylaws

 

FILES TO BE MAINTAINED BY THE SECRETARY

 

•   All correspondence

•   Club secretary resources binder

•   Convention information for the district and Kiwanis International

•   District publications

•   Service Leadership Programs documents and communications

•   Kiwanis Family Store catalog, copies of orders

 

PERMANENT FILES TO BE MAINTAINED BY THE SECRETARY

 

•   These files contain records to be passed on to the succeeding secretary or the custodian of the club’s        permanent records.

•    Board meeting minutes

•    Cancelled checks (seven years)

•    Club newsletters

•    Club meeting minutes

•    Financial records and reports

•    Background checks of Kiwanis advisors (seven years)

•    Historic information and materials

•    Invoices

•    Recognitions such as:

•    Legion of Honor

•    Ruby K

•    Life member

•    Significant donations

•    Lists of officers, directors and committees for each year

•    Official documents related to club organization and incorporation

•    Official documents related to club foundation, if applicable

•    Other items of historical significance