OC Role of Secretary & Treasurer

CLUB SECRETARY
and TREASURER
Traditionally, Clubs have appointed one individual to handle the duties of the secretary and
treasurer. More recently, some Clubs prefer to separate the duties and have two people
handle them. Either way is acceptable. The Club Board of Directors can amend or expand
the duties as needed, as long as they are within the guidelines of International and
Standard Club Bylaws.
Duties of the Secretary

• Keep and maintain the minutes of all meetings of the Board of Directors and
business meetings.
• Maintain all records of membership, attendance and service to the Club in the form
and manner prescribed by the Board of Directors.
• Prepare and file all reports required by Optimist International and the District.
Duties of the Treasurer

• Keep and maintain all records of dues and monies collected and disbursed.
• Submit regular financial statements in the form, manner and frequency prescribed
by the Board of Directors.
• Prepare an annual statement for the annual meeting of the Club.
Your Role in Board Meetings:

Secretary Treasurer
Read minutes of last meeting. Present bills for approval.
Keep minutes. Present complete financial report.
Read names of prospective members
for vote (after required screening).
Ask Board approval of Members to be dropped.
Your Role in Club Meetings:
Secretary Treasurer
Be aware of the agenda. Give financial reports as needed.
Keep minutes.
Your Role with New Members:

Secretary Treasurer
All membership forms submitted to you. Collect the membership fee and the
appropriate amount of dues.
When the proposed member has been
screened, identify him or her to the Club
and read his or her name at a Board meeting
for action.
After the member has been approved, complete
all of your records. Report the new member to
Optimist International immediately on the Club
Roster Adjustment or online at www.optimistleaders.org
Materials You Need

Secretary: Treasurer:
Leadership Hotline and other Optimist Unpaid invoices and statements
International publications
District publications Paid bills, cancelled checks and
bank statements
Club Bylaws and Policies Financial records
Club Bulletins
Club Reports (completed and upcoming)
Records of Club meetings
Minutes of Board meetings
Roster (including names, addresses, phone
numbers, classifications, birthdays)
Committee assignments
Attendance records
DUES COLLECTION
The collection of dues is not the sole responsibility of the Club Secretary-Treasurer or
Treasurer alone, but the obligation of the Club’s Board of Directors assisted by the Finance
Chair. The Club’s Bylaws and Policies provide the ground rules for the scheduling of the
dues billing. A discussion of the status of the dues collection must be an item on the
agenda of the monthly meetings of the Board of Directors. As a general rule, a member’s
becoming delinquent in the payment of Club dues is preceded by absence from Club
meetings, failure to accept invitations to social affairs and lack of participation in
community-serving activities. Constant attention to the above indicators of the loss of
interest by the member and taking prompt remedial action may reduce the number of dues
collection problems.
A Three-Letter Plan for Dues Collection

Along with the need for the Board of Directors to be aware of the status of each member’s
dues obligation is the inherent responsibility of the Secretary-Treasurer to promptly submit
dues statements to the Membership in accordance with the Bylaws and Policies of the
Club.
Once the member’s dues become past due, a three-letter collection plan is offered. The
suggested letters should be tailored to the personality of those who are the authors.
The three-letter plan will never be as efficient as a personal contact by the President,
Secretary-Treasurer, or Finance Chair through a phone call or personal visit. Consequently,
if the letters fail to provide the desired results, a personal contact by the President several
days after the third letter is a must.
Suggested letters appear here. The dates shown on the samples indicate the sequence of
the mailing of them.
OPTIMIST CLUB OF ANYTOWN

August 30, 20xx
Mr. John Doe, Member
Optimist Club of Anytown
123 Main Street
Anytown, Anywhere
Dear John:
I have just come from our Club meeting and want you to know that we
again missed you. Your friendly smile and your presence contributes
something to the Club that no other member can replace. Your absence
leaves a vacuum that your fellow members feel. Why not join us next
Monday at noon?
By the way, did you misplace the dues statement that was recently sent
to you? If so, I am enclosing a duplicate copy, and for your convenience,
there is a stamped, addressed envelope.
We will be looking for you on Monday. Please join us!
Optimistically yours,
Sallie Brown
President
September 10, 20xx
123 Main Street
Anytown, Anywhere
Dear John:
As Finance Chair of our Club, I feel a great responsibility to the Club for its
financial condition. There was an expression of confidence in me when I
was selected, and among other things, I was given the duty of keeping
the Club’s finances strong and healthy.
As of today, your check for your dues has not been received. The Club
counts on your friendship and support to accomplish its activities and
projects.
As you know, it costs money to pay for meals for our speakers, the rental
of the audio-visual equipment, the printing and mailing of our Club
bulletin, etc.
Your check will complete payment of your dues.
Since you may have lost your dues statement, I am enclosing another and
an envelope for your reply. I look forward to hearing from you.
Optimistically yours,
Paul Brooks
Finance Chair

September 20, 20xx
123 Main Street
Anytown, Anywhere
Dear John:
At its meeting, the Board of Directors instructed me to notify those
Members who have not paid their past due Club dues that they will be
deleted from the Club’s membership if they have not paid their dues prior
to September 30.
The Bylaws of the Club require that we follow the procedure of deleting
current Members who have not paid their dues.
Nearly every Member of the Club has paid his/her dues, and we are
triving for 100 percent participation. I vividly recall your many
contributions to the Club and Anytown. I look forward to hearing from you
soon.
Sincerely,
Ed Graves
Secretary-Treasurer

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CLUB SECRETARY

Duties of the Secretary

Duties of the Treasurer

Your Role in Board Meetings:

Your Role with New Members:

Materials You Need

A Three-Letter Plan for Dues Collection

OPTIMIST CLUB OF ANYTOWN

OPTIMIST CLUB OF ANYTOWN

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