Club Secretary

e-Book
 Table of Contents

Welcome to the Club Secretary e-Book! .............................................................................................1

Leading Your Club ..............................................................................................................................1
Prepare to Lead; Prepare to Succeed ..................................................................................................2
Start with Self-study for the Club Secretary Position ................................................................................ 2
Become Familiar with Your Club Constitution and By-Laws ...................................................................... 2

Create Your Logon for the Member ....................................................................................................3

Managing the Club Roster and Member Contact Information ..............................................................3
Understanding Membership Types and Categories for Each Member of Your Club .................................... 4
Processing Newly Recruited Members.................................................................................................... 4
Member Contact Report for Communications......................................................................................... 4
Purchase Club Items Online at the Lions Shop .....................................................................................4
The First 30 Days in Your Position .......................................................................................................5
Attend Club Officer Training Offered by Your District............................................................................... 5
Review the Club Roster ......................................................................................................................... 5
Update all Contact Information for Your Members .................................................................................. 6
Establish the Club Calendar ................................................................................................................... 6

Monthly Tasks ...................................................................................................................................7

Prepare for Programs and Meetings ....................................................................................................... 7
Maintain the Club Business Records ....................................................................................................... 7
Manage Correspondence ...................................................................................................................... 8
Report Membership Changes Monthly ................................................................................................... 9
Communicate with the District .............................................................................................................. 9
Report Service Activities as a Backup for the Club Service Chairperson ..................................................... 9
Quarterly Meetings ............................................................................................................................9
Zone Meetings...................................................................................................................................... 9

Semi-annual Tasks – Focus on December and June............................................................................ 10

Review and Update the Club Roster ..................................................................................................... 10

Annual Events ..................................................................................................................................10

Club Elections ..................................................................................................................................... 10
District/Multiple District Conventions .................................................................................................. 11
Delegates for the International Convention .......................................................................................... 11
Manage Club Governing Documents .................................................................................................... 11

Year-end Check List ..........................................................................................................................11

 Complete Award Applications .............................................................................................................. 11
Prepare Documents and Orient the Incoming Secretary ........................................................................ 12

Legalities and Technicalities ............................................................................................................. 12

Use of Funds Guidelines ...................................................................................................................... 12
Lions Trademark Overview .................................................................................................................. 12
Lions Clubs International and Lions Clubs International Foundation Privacy Policy................................... 12
Amendments to Your Constitution and By-Laws.................................................................................... 12
Welcome to the Club Secretary e-Book!

This guide is designed to support you in your role as secretary for your club. It contains tools and
resources for you to be successful not only in your individual role, but as a cohesive team member with
your fellow club officers and members.

It’s easy to navigate the e-Book. Just click on the various sections contained in the Table of Contents
pertinent to the tasks you perform to fulfill your role. From there, you will find useful information and
hyperlinks that take you directly to tools, resources and documents that make your job easier.

Leading Your Club

If you spend some time studying, training and planning to fulfill the responsibilities of your position prior
to the start of your term in office, you will better support the activities of your club. You and your fellow
servant-leaders will more effectively work together to lead the club in realizing its vision and ensure it to
be a success.

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Prepare to Lead; Prepare to Succeed

Start with Self-study for the Club Secretary Position

If you are new to the position of club secretary, or just want to be sure that you have the most updated
position description, tools and resources available, it is good to spend some time in the self-study online
training module.

Log into the Lion Portal using your Lion Account credentials to access Lions Learning Center (located
within Learn application) for online club officer courses which review key aspects of your role and
responsibilities.

• Club Officer Training – this module delivers an introductory overview of club officer roles
and responsibilities and club structure.

• Club Secretary Responsibilities – this module summarizes responsibilities, explains time

lines and provides information and resources necessary to prepare for the club secretary
position:

Maintain the club roster and report membership to Lions International

Prepare all documents, agendas for meetings and record minutes of all business
proceedings

Keep files of all pertinent records

Manage club correspondence

Actively participate in zone meetings

Turn over all records to incoming secretary at conclusion of term of service

Become Familiar with Your Club Constitution and By-Laws

Your club constitution and by-laws provide the basic structure and policies to guide your club’s
operations and to meet the obligations of a club chartered with the International Association of Lions
Clubs. It also serves as your club’s main reference document if there are questions about appropriate
procedures to conduct club business.

Standard Club Constitution and By-Laws – This template document serves as the basis for a club to
create its own governing document in accordance with the International Constitution and By-Laws. If
your club does not have its own, use this standard document.

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Create Your Logon for the Member

The Lion Portal– allows you access to all Lions applications: Membership, Service, Insights, Learn Shop
and more.

To Log in or to register for the Lion Portal click here

• Service – Connect.Serve.Report! This site is where clubs report service, plan their service
projects, connect with other Lions and create personal profiles. If you have further questions
regarding service reporting, please email [email protected].

• Lion Portal – Tools for the Lion leaders! This site is where the club can manage their
membership, create district and club profiles, check club voter eligibility, document and plan
conventions as well as check new club charter application status. If you have further questions
regarding the Lion Portal, please email [email protected]

• Insights – Comprehensive overview of Lions International in the areas of Membership, Service

Activity, Donations and Club strength. Also featured is District Goals Progress and Learn.

• Learn – Provides Lions and Leos a central location to complete Lions Learning Center (LLC),
located within Learn in the Lion Portal courses, search for Lions International Institutes, (FDI and
LCIP), view local trainings as reported by Multiple District and District GLT Coordinators and
allows an individual Lion or Leo to access their “My Learning Record” report.

• Lions Shop – An easy way to order the most common club supplies and Lions International
branded merchandise. Club presidents, secretaries or treasurers can login to their Shop account
through the Member Portal and use club funds to purchase items. If you have further questions
regarding club supplies, please email [email protected]

Managing the Club Roster and Member Contact Information

One of your most important tasks is to maintain an accurate club roster of members. The Lion Portal
serves as your main resource to ensure that the club roster is always an accurate listing, and that each
member’s contact information is kept current.

In the Lion Portal, under the My Club Actions and then select View Report – Run the Club Roster report
to see the current list of all of your club’s members.

Report Membership in the Lion Portal – Visit the FAQ and training videos located on your home page of
the Lion Portal.

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Understanding Membership Types and Categories for Each Member of Your Club

The rights and obligations of each of your club members and their subsequent membership dues owed
are based upon a combination of Membership Type and Membership Category, which affect the
international and club-level dues.

Membership Types and Categories – This quick-reference guide explains the details of various
membership programs available:

 Membership types – The association provides both regular membership and special
discounted membership programs for families, college students, former Leos and young
adults. These types determine international fees and dues levels billed to each Lion.

 Membership categories – There are several membership categories which provide

various levels of involvement for regular club members to best fit their needs as
volunteers. Local club dues may vary for these categories and those dues levels are
provided for in the club’s constitution and by-laws.

Processing Newly Recruited Members

Your club membership chairperson will work closely with you when adding new members to your club.
When a new member joins the club, the membership chairperson will assist the member in selecting the
membership category that appropriately matches their chosen level of involvement with the club. In
addition, it is important to be aware of the various membership types available through the association
that provide a potential member a reduced level of international dues, including family membership,
student membership and Leo to Lion membership.

Membership Application - This form may be emailed directly to a prospective new member. You may
use the information from the form to add new members in the Lion Portal. Be sure to retain a copy of
all new member applications with your official club documents and make a copy to give back to the
prospective member.

Member Contact Report for Communications

Located within the Lion Portal, the data export allows you to download member contact information,
officer contact information and member detail information. This feature can be found under My Club –
Data Export.

Purchase Club Items Online at the Lions Shop

The Lions Shop is an easy way to order the most commonly used supplies and Lions International
branded merchandise.

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Here are some quick links to the most frequently requested items:

Club Meeting Supplies – This section of the club supplies online catalog contains gavels, gongs, meeting
forms, and member name badges.

New Member Kits – The items contained in the New Member Kit welcome a Lion into the organization
and recognizes the new member’s sponsor as well. Club Presidents, Secretaries and Treasurers who are
logged into the Lion Account may request New Member Kits online.

Lions Apparel – This area contains club vests, shirts, caps and other popular clothing items.

Peace Poster Kit – Please note that these kits are available for purchase only from January 15 through
October 1 each year.

Awards and Recognition – This section contains a wide variety of plaques, medals, certificates, and other
products to help you recognize outstanding Lions Clubs.

If you have further questions regarding club supplies, please email [email protected].

The First 30 Days in Your Position

The beginning of the fiscal year is a crucial time for a secretary to complete many tasks. This includes
maintaining the roster of the club and setting the calendar for events and projects. Another important
task is to set up a system to retain business records; especially those that pertain to membership,
committee reports, finances and record of decisions and actions taken by the club and board of
directors.

Attend Club Officer Training Offered by Your District

The training offered through your district is designed to assist your entire team of club leaders to be more
effective as a leadership team and provides an opportunity for each officer to learn the basic skills of the
most common tasks.

Review the Club Roster

All dues invoices are based on the club roster as of June 30 and December 31. To ensure that your club is
not held accountable for dues owed by members that are no longer in your club, review your roster
before June 30 (with your outgoing club secretary) and then again before December 31. Here is a good
way to review the roster:

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Log into the Lions Portal: In the Lion Portal, Select My Club – Club Actions – View Reports and select club
Roster of Membership Data Report to ensure your club roster reflects those members who are still
active.

In the Lion Portal, under the My Club – Club Actions – View Reports run the Family Unit Report to review
family unit members to ensure accuracy.

Add any new members not yet reported to Lions International – use the Membership Application to
collect new member contact information.

Prepare a list of members who may no longer be active in the club for the board to review for potential
removal from the roster.

Make final roster adjustments in the Lion Portal prior to June 30 and December 31 to ensure dues will
not be invoiced to the club for members no longer on the club roster. Be sure to confirm with the
previous club secretary that all membership changes prior to June 30 have been recorded in the Lion
Portal.

• Use the Lion Portal to print membership cards once dues have been received from members or
order membership cards from the Member Service Center.

Update all Contact Information for Your Members

Current contact information for your members helps to ensure good communication within the club.
Use the Member Information Update Report in the Lion Portal to gather current contact information for
all club members.

Establish the Club Calendar

To keep the members engaged and foster meaningful involvement, the club calendar should be planned
out well in advance and communicated continually to club members.

Assist the club president in preparing the club calendar for the next fiscal year.

Ensure that monthly club and board meeting dates are set. Review and update the club meeting
location/time on the club’s home page.

Create an annual event calendar readily available for the club members.

Check with district leaders for key events and deadline dates (conventions and district-level awards).

Prepare for the quarterly meetings of the District Governor Advisory Board (zone meetings).

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Make note of the club meeting or event that includes the district governor annual club visit.

Make note of visits by other district leaders.

Be ready to assist with meeting logistics and making arrangements for club meeting space.

If necessary, maintain a calendar of district and multiple district events.

Lions International Calendar of Events – This online calendar provides important information and dates
of major service, leadership and membership programs, initiatives and events, including the
International Convention.

Monthly Tasks

As secretary, you will complete a set of tasks on a monthly basis. You will be preparing for meetings,
recording proceedings of those meetings and events, completing follow-up and organizing the retention
of meeting documents. You will also be communicating with the international association and district
on a monthly basis.

Prepare for Programs and Meetings

Your Club, Your Way! – This guide will assist your club to define how it would like to have its meetings.

Invitations – You may be requested to send invitations to presenters or guests on behalf of your club.

Prepare club and board meeting agendas as requested by the club president.
Prepare reports and minutes for the previous month’s meetings for distribution at club or board
meetings as appropriate.

Hosting Lions International guests – Your club may determine the level of protocol that you wish to
follow for all visitors, including district governor and international guests. Be sure to communicate your
club’s traditions and level of formality when welcoming guests so that the guest understands what to
expect when visiting your club.

New Members Induction Ceremonies – This guide contains suggested wording to induct new members
into the club.

Maintain the Club Business Records - for general membership, committee and board meetings.

Agendas and minutes should be retained after club meetings and board meetings.

Collect, distribute and retain committee reports for permanent meeting records.

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Maintain full documentation of all key business operations, including minutes, agendas, committee
reports, financial statements, elections and membership applications.

You may be asked to also retain and file financial documents or legal documents along with meeting
minutes. Be aware of and prepared to keep financial or legal records.
Maintain necessary documentation for local taxing or registering bodies.

Maintain copies of all contracts and legal documents.

Obtain insurance certificates as required for activities.

Manage Correspondence

As a general rule, Lions International and the district will send Lions-related correspondence and
packages to the business address of the club secretary. You can update your business address at any
time using the Lion Portal. Note: packages containing non-paper items and products (pins and awards)
cannot be shipped to a post office box.
Prepare and assist with distribution of service and membership chevrons, etc. Awards are often
provided to the club president for presentation.

Create minutes of board meetings and send a draft to club president for approval. After approval,
forward the minutes to all members.

If not a task that is completed by the marketing chairperson, send the club newsletter to all members
and key district cabinet members.

Utilize a sign-up sheet for visiting Lions or guests for the purpose of including the names in the minutes
of each meeting.

At each meeting, record members who volunteer to participate in club and or community service
activities. This will allow the chair to know who will be participating.

Send out reminder notice to all members one week prior to the club, zone, region and district events.

Forward announcements of upcoming all district events, if requested to confirm which members would
like to participate.

Communicate to the club marketing communications chairperson the operational aspects of the club,
i.e. number of members, newly elected club officers, committee chairs. Include a brief statement of
who received thank you letters from the club.

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Create a monthly birthday and club anniversary list by member and date (month and date only), send to
the marketing communications chairperson to include in the newsletter and the club president to
announce at each club meeting.

Report Membership Changes Monthly

Report members monthly via the Lion Portal or use the paper form of the Monthly Membership Report.

Log into the Lion Portal – If you have never registered as a user of the Lion Portal before, you may do so on
this page. Be sure to write down your user ID and password in a safe place once you are set up.

Adding, Transferring and Dropping Members in the Lion Portal – Visit the training videos located on your
home page of the Lion Portal.

Membership Application – This writable form may be emailed directly to a new prospective member.
Use this information to report this member into the club’s roster in the Lion Portal.

Application for Life Membership – This application is for members that meet the criteria to become Life
Members of the Association.

Communicate with the District

When you use the Lion Portal, the information you report about your members, your elected officers or
your club’s service is instantly available to your zone and region chairperson as well as the district
officers.

Report Service Activities as a Backup for the Club Service Chairperson

Report service activities in the Lion Portal monthly unless completed by the club service chairperson.

Quarterly Meetings

Zone Meetings

Zones consist of a group of 4 to 8 surrounding area clubs. The club officers from these clubs meet on a
quarterly basis, usually during the first three quarters of the fiscal year, led by your zone chairperson. If
you don’t know who your zone chairperson is, you can find this information by logging into the Lion
Portal and clicking “my club” and on the club details page click “zone”. Once on this page, select “club
officers”. Look there for your zone chairperson’s name and contact information.

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The Model District Governor Advisory Committee Meeting – This guide assists both the zone
chairperson and club officers understand what to expect at the quarterly zone meetings. Often times
the zone chair asks a club to report regarding service, membership or other events. Each meeting may
have a specific focus and provides an opportunity for club officers to meet and learn from each other.

Semi-annual Tasks – Focus on December and June

Review and Update the Club Roster

Your club will be invoiced twice a year by the international association. Most districts and multiple
districts also invoice dues twice a year. Prior to invoicing your club members for their total club dues,
the roster needs to be reviewed. Make sure that it accurately portrays a list of members still active in
the club.

Ensure that the club roster for December and June have been reviewed thoroughly. The Lions fiscal year
runs from July to June.

New Membership Dues Billing and Fees – This chart shows the international dues and fees that will be
billed to the club for members based on the month in which the new member is reported.

For accurate billing and communications, keep the club roster of membership information updated at all
times.

Annual Events

Club Elections

Elections are usually held at the beginning of the fourth quarter (April). Refer to the Standard Club
Constitution and By-Laws for the provisions regarding elections.

The nominations committee will provide information for the names of those who have been nominated
for officer and director positions. The secretary will then prepare ballots for elections as per policy. See
“Exhibit B” in the Standard Club Constitution and By-Laws.

Report new incoming club officers by April 15, or directly after the club completes its elections, the club
president or secretary may report officers and directors via the Lion Portal or via the Officers Reporting
Form PU101. Visit the training videos located on your home page of the Lion Portal.

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District/Multiple District Conventions

The Club Secretary may be called upon to assist with several tasks associated with the district or
multiple district conventions. The district may contact the club leadership to confirm and process items
in preparation for the district conventions.

Check with the cabinet secretary or council secretary regarding requirements to report the delegate
certification list for the district conventions. The delegate formula is defined in The International By-
Laws, Article IX.

Complete any requested registrations for district events, including advertising, hospitality rooms and
convention attendees.

Check with the convention organizers for the opportunity to participate in the printed convention
program ad pages or club reports.

Process documents and any local club endorsement requirements for members running for higher
officer positions.

Delegates for the International Convention

Each club is entitled to participate in the election of International Officers by assigning club members to
serve as voting delegates to the convention. See the information about the international convention
voting and assigning delegates located on the LionsCon webpage.

Manage Club Governing Documents

Standard Club Constitution and By-Laws – Your club may have its own constitution and by-laws. If not,
your club comes under the Standard Club Constitution and By-Laws. Be sure to keep the most current
edition available for references needed by club. Amended versions need to be distributed to all
members.

Club policies and procedures – If your club has written policies and procedures, keep a printed copy
with you for all board and general club meetings, should questions arise regarding either.

Year-end Check List

Complete Award Applications

Club Excellence Award – Clubs and district that excel in community service, membership growth,
communication and organizational management may qualify for the prestigious Excellence Award.

Additional appreciation plaques, awards and Lions branded recognition products are available in the
Lions Shop.

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Prepare Documents and Orient the Incoming Secretary

Bank signatories – It is important to approve a resolution authorizing new signatories for club accounts
at a board meeting after the completion of the club officer elections and prior to them taking office in
the new fiscal year. The resolution should also contain the names of officers being removed as
signatories at the end of the fiscal year. This resolution should be recorded in the club minutes and
upon request may be made available to the club’s banking institution.
A notebook is often used to retain documentation of agendas, minutes, membership rosters and
reports, new member applications, committee reports and important correspondence for the year. If
this is maintained on a monthly basis, it will be ready to serve as a reference for the incoming club
secretary. If the club choosing to retain files electronically, all items that pertain to the documentation
of all membership and business proceedings should be included.

Legalities and Technicalities

Use of Funds Guidelines – This provides guidance on the appropriate use of public funds or administrative
funds for clubs and districts.

General Liability Insurance Program – The International Association of Lions Clubs has a program of
Commercial General Liability Insurance that covers Lions on a worldwide basis. All Clubs and Districts are
automatically insured.

Certificates of Insurance – In order to expedite the certificate issuance process, you now have the ability
to create certificates of insurance on your own.

Supplemental Insurance - In addition to the automatic coverage mentioned above, Lions International
now offers Supplemental Insurance Coverage for Clubs and Districts in the United States including
Directors & Officers Liability, Crime / Fidelity, Additional Liability Insurance and Accident Insurance.

Lions Trademark Overview – This guideline is to help you understand the appropriate use of the Lions
emblem and trademarks, and when approval is required.

Lions Clubs International and Lions Clubs International Foundation Privacy Policy – Lions Clubs International
and LCIF recognize the importance of protecting the private information of our members.

Amendments to Your Constitution and By-Laws

From time to time, your club may choose to make amendments to your club constitution and by-laws.
As club secretary, you may be asked to assist with this process. Check your own constitution and by-laws
for the provisions regarding amendments to ensure that the process is completed according to policy.
You may be asked to make the necessary draft amendments and communicate with the club members
regarding the proposed changes and assist in implementing the required processes to complete the
amendments.

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District and Club Administration Division
300 W. 22nd Street
Oak Brook, IL 60523-8842, USA
www.lionsclubs.org
email: [email protected]
Phone: (630) 468-7084

DA-CSEB.EN 5/2024