Before You Begin

This presentation should be viewed as a

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To view as a slide show:
1. Click on ‘Slide Show’ from the menu at the top of the screen.

2. Select ‘From Beginning’

Club Secretary Training 1

Before You Begin

Welcome to Club Officer Training

This online module is separated

into 5 sections, which can be
completed in a 30 – 45 minute
session, or over a course of
several sessions.

For additional assistance, contact your Club’s Information Technology

Chairperson or the Lions Learning Center at: [email protected]
Club Secretary Training 2
Workbook

This online module includes a workbook

to enhance your learning experience.

Organized into 5 corresponding

sections, it provides opportunities to
take notes and obtain additional
information to supplement the concepts
addressed in this online module.

Click here if you need to access and print your workbook

before continuing.

Club Secretary Training 3

Workbook

Please note:

Club secretaries’ responsibilities vary according to regional

practices and established club procedures.

Club Secretary Training 4

Navigation

You can navigate to various sections in the

online module when certain icons appear.

Each slide runs through a timed program.

Once that is complete, an arrow in the lower
right hand corner will indicate that you
can click to the next slide when you are ready.

indicates a link to a resource on the LCI

website or publication. When you click on
this icon, you will be directed to that
resource. Links will also be available in the
Resource section of this online module.

Clicking returns you to the Table of

Contents slide if you want to review or jump
to specific sections.

Club Secretary Training 5

Welcome

You have been elected to the position of

Club Secretary
Club Secretary Training 6
Objectives

This course will provide you with the basic information and
resources necessary to prepare you for your new position.

Upon completion of this course, you will be able to:

 Recognize the purpose of a Lions club and its placement within the
structure of the Lions Clubs International

 Summarize the responsibilities of club secretary

 Access additional resources as needed

Club Secretary Training 7

Table of Contents

Click on the links below to navigate to a specific section, or click the arrow
to continue to Section 1.

Section 1: Introduction

Section 2: Your Club Leadership Team

Section 3: Responsibilities of the Club Secretary

Section 4: Planning Your Term

Section 5: Resources

Club Secretary Training 8

Introduction

Welcome to Section 1:
Introduction

Please turn to page 1 of your workbook.

Club Secretary Training 9
Introduction

As secretary, you are an integral part of the leadership team,

working to support the club president as he or she leads your
club in service activities that help support your local
community and surrounding areas.

However, it’s also important to remember that you are a part

of something much bigger.

Club Secretary Training 10

Structure of Lions Clubs International

Lions Clubs International is

comprised of a large network of
Lions, with clubs at the center.
1
This structure facilitates Club

communication and promotes

service on a local, regional and
global scale.

Club Secretary Training 11

Structure of Lions Clubs International

The next slide will help you

complete page 1 in your workbook.
1
Club

Please take a moment to complete

this section.

Club Secretary Training 12

Structure of Lions Clubs International
Constitutional
Area
• A club consists of a minimum
of 20 members
Multiple District • A zone consists of 4 – 8 clubs
District
• A region consists of 10 – 16
clubs *
Region* • A district is comprised of at
Zone least 35 clubs with 1250 active
members
• Several districts in a given
Club
geographical area comprise a
multiple district
• Each Lions club is located in
one of the seven
Constitutional Areas, which is
represented by at least one
international director

*optional

Club Secretary Training 13

Structure of Lions Clubs International
Constitutional
Area
Individual clubs and
Multiple District
their members are at
District
the heart of the
Region* Association.
Zone

Without their
Club
commitment to
serving others locally,
we could not maintain
our legacy of global
service.

Club Secretary Training 14

 As a club within the greater International Association of
Lions Clubs, your mission is:

TO EMPOWER volunteers to serve their

communities, meet humanitarian needs,
encourage peace and promote international
understanding through Lions clubs.

Club Secretary Training 15

Purpose of Lions Clubs

In order for our mission to become a reality, our clubs need to

serve many purposes.

Let’s do a quick check of the Standard Club Constitution and

By-Laws to see if you know all the purposes of a Lions club.

Club Secretary Training 16

Purpose of Lions Clubs

You will see a series of statements.

Select “Yes” if the statement reflects one of the stated purposes
of Lions clubs or select “No” if it is not a stated purpose of
Lions clubs.

Club Secretary Training 17

Purpose of Lions Clubs

The purpose of Lions clubs is…

Here is the first statement.
To unite the members in the bonds of friendship, good fellowship and mutual
understanding.
Click on either YES or NO

YES NO
YES
This is one of the stated purposes of Lions clubs

Club Secretary Training 18

Purpose of Lions Clubs

The purpose of Lions clubs is…

Here is theservice-minded
To encourage next statement.people to serve their community without personal
financial rewards, and to encourage efficiency and promote high ethical
standards in commerce, industry, professions, public works and private
endeavors.
Click on either YES or NO

YES
YES NO
This is one of the stated purposes of Lions clubs

Club Secretary Training 19

Purpose of Lions Clubs

The purpose of Lions clubs is…

Are you ready for another one?
To take an active interest in the civic, cultural, social and moral welfare of the
community.
Click on either YES or NO

YES
YES NO
This is one of the stated purposes of Lions clubs

Club Secretary Training 20

Purpose of Lions Clubs

Which of the following statements is NOT a stated purposes of Lions clubs?

Okay, those were a little easy.
Let’s try one that is a bit more difficult.
Click on your answer.

To create and foster a

To promote the principles
spirit of understanding
of good government and
among the people of the
good citizenship.
world.

Topromote
promotepolitical
political To provide a forum for the
To
leaderswho
whosupport
supportthe
the open discussion of all
leaders
missionofofLions
Lionsclubs.
clubs. matters of public
mission
interest…

You can review all 6 statements of purpose in Article II of the

Standard Club Constitution

Club Secretary Training 21

Purpose of Lions Clubs

How can you help promote the mission and purpose of

Lions clubs?

Write your answer on page 2 of your workbook.

Club Secretary Training 22

 Welcome to Section 2:
Your Club Leadership Team

Please turn to page 3 of your workbook.

Club Secretary Training 23
 Each lions club is comprised of a
team of leaders that support the
activities of the club.

The next slide will help you complete the club

organizational chart on page 3 of your workbook.

Club Secretary Training 24

Your Club Leadership Team
Let’s take a look at the Club Organizational Chart

 Club Members

Board of Directors 

President

Immediate
Secretary 1 VP
st
2 VP
nd Past Treasurer
President

Club Secretary Training 25

Your Club Leadership Team
As secretary, you are the business manager of the club.
 You are the liaison officer between the club and your district as well as the
Association.
 You are under the supervision of the president and the board of directors.

 Club Members

Board of Directors 

President

Immediate
Secretary 1 VP
st
2 VP
nd Past Treasurer
President

Club Secretary Training 26

Your Club Leadership Team

The board of directors includes:

 the president
 the immediate past president
 vice presidents
 secretary
 treasurer
 Lion tamer (optional)
 tail twister (optional)
 membership chairperson
 any other elected directors

A description of each role can be found on page 7 of the

Club Officer Team Manual

Club Secretary Training 27

Your Club Leadership Team

Now let’s take a quick look at your shared responsibilities.

Click oncethe
Together onboard
the puzzle to reveal
of directors your shared responsibilities.
shall…
Authorize all
Consider and shape all new expenditures, Have the power to modify,
business and policy of the club and shall not override or rescind the action
prior to presentation to and create any of any officer of the club.
approval by the club members. indebtedness
of the club.

Appoint, on recommendation
Appoint the surety for the of the finance committee, a Have the books, accounts
bonding of any officer of the bank or banks for the deposit and operations of the club
club. of funds of the club. audited annually.

Maintain at least two (2) Not authorize the Submit all matters of new
separate funds governed by expenditure for business and policy to the
generally accepted accounting administrative purposes, respective standing or special
practices. any net funds raised from club committee for study and
the public. recommendation.

Club Secretary Training 28

Your Club Leadership Team

What are some things you can do as club secretary to help the
club leadership team work well together?

Record your answer on page 4 of your workbook.

Club Secretary Training 29

Developing Leadership Skills

The Lions Learning Center offers free online courses to assist

members with leadership development.
Consider taking the following online courses:
Additional Resources

 Introduction to Lions Leadership

 Effective Listening
 Effective Teams

More information about the Lions Learning Center can be found

here.

Club Secretary Training 30

 Welcome to Section 3:

Responsibilities of the Club

Secretary

Please turn to page 5 of your workbook.

Club Secretary Training 31
Responsibilities of the Club Secretary

As the club business manager and member of the board of

directors, your primary responsibilities include…

 Attending all club and board meetings

 Organizing club and board meetings
 Recording meeting minutes
 Keeping club records
 Receiving and responding to club correspondence
 Completing and filing all club reports with LCI
 Cooperating as an active member of the District
Governor’s Advisory Committee of the zone

Club Secretary Training 32

Responsibilities of the Club Secretary

How many meetings will you need to attend?

 Attending all club and board meetings

 Organizing club and board meetings
 Recording meeting minutes
 Keeping club records
 Receiving and responding to club correspondence
 Completing and filing all club reports with LCI
 Cooperating as an active member of the District
Governor’s Advisory Committee of the zone

Club Secretary Training 33

Responsibilities of the Club Secretary

The following schedule is common:

Monthly
• Board of Directors regular meeting
• Club regular meeting
Types of Meetings

As Needed
• Board of Directors special meetings (when requested by 3 or
more board members)
• Club special meetings (requested at least 10 days prior)

Annually
• Officer transition meeting
• Charter Anniversary

Club Secretary Training 34

Responsibilities of the Club Secretary
A large portion of your responsibility is linked to organizing
meetings.
Let’s take a closer look.
 Attending all club and board meetings
 Organizing club and board meetings
 Recording meeting minutes
 Keeping club records
 Receiving and responding to club correspondence
 Completing and filing all club reports
 Cooperating as an active member of the District
Governor’s Advisory Committee of the zone

Club Secretary Training 35

Responsibilities of the Club Secretary

Your meeting duties consist of 3 stages.

1. Before the meeting

2. During the meeting

3. After the meeting

Take a moment to answer the questions on pages

5 & 6 of your workbook.

Club Secretary Training 36

Responsibilities of the Club Secretary

Stage 1 – Before the meeting

 Provide members with advance notice of meeting dates/times

 In conjunction with the president, create a meeting agenda

 Assemble any correspondence to give to appropriate

chairpersons or members
 Prepare awards or new member kits if necessary

 Prepare club roster for taking attendance

Club Secretary Training 37

Responsibilities of the Club Secretary

Stage 2 – During the meeting

 Take attendance

 Record meeting minutes

 Document any guest speakers, non-Lion visitors and visiting

Lions
 Collect and record dues and give members receipts

 Gather activity information from committee chairpersons

 Ask new members to fill out appropriate forms

Club Secretary Training 38

Responsibilities of the Club Secretary

Stage 3 – After the meeting

 Record attendance

 Record awards presented

 Verify money collected and record payment of dues

 Deposit or present money collected to the treasurer and obtain

receipt
 File/distribute a copy of the meeting minutes after they are
approved
 Follow up on any outstanding issues from the meeting

Club Secretary Training 39

Responsibilities of the Club Secretary

The secretary is also responsible for preparing for board

meetings. Refer to page 6 in the workbook for more details.

It is important to remember that secretaries' responsibilities

vary according to regional practices and established club
procedures.

You should adapt the suggestions in this module to fit your

club’s needs.

Club Secretary Training 40

Responsibilities of the Club Secretary

Now let’s look at recording meeting minutes

 Attending all club and board meetings

 Organizing club and board meetings
 Recording meeting minutes
 Keeping club records
 Receiving and responding to club correspondence
 Completing and filing all club reports
 Cooperating as an active member of the District
Governor’s Advisory Committee of the zone

Club Secretary Training 41

Responsibilities of the Club Secretary
Spend some time with the outgoing secretary to review the
current way minutes are taken.
Typically, minutes will record…
• Type of meeting (Regular, Special or Board)
• Date and place of meeting
• Name of person presiding over meeting
• Whether previous meeting minutes were approved
• All motions, their movers and whether the motions were
sustained or lost
• All points of order and appeals and whether they were
sustained or lost
• Time the meeting was called to order and adjourned

Club Secretary Training 42

Responsibilities of the Club Secretary

Minutes are meant to record what the club does and not
what members say.

Therefore, debate is considered informal and not recorded.

Proper terminology is important and should be used.

Please refer to page 7 in your workbook for more details.

Club Secretary Training 43

Responsibilities of the Club Secretary

We will next look at keeping club records.

 Attending all club and board meetings

 Organizing club and board meetings
 Recording meeting minutes
 Keeping club records
 Receiving and responding to club correspondence
 Completing and filing all club reports
 Cooperating as an active member of the District
Governor’s Advisory Committee of the zone

Club Secretary Training 44

Responsibilities of the Club Secretary

Club files should include:

• The club charter
• Attending
The constitution and
all club and boardby-laws
meetings
• Organizing
The club history
club and board meetings
• Recording
Minutes meeting
of all club and board of directors meetings
minutes
• Keeping
Annualclub
reports of club officers and committees
records
• Receiving
Activity and
reports
responding to club correspondence
• Completing
Roster of club members
and filing all club reports
If your club doesasnot
 Cooperating have amember
an active systemoffor
the maintaining
District records,
including attendance
Governor’s and
Advisory payment
Committee of dues,
of the zone get one started
now.
Take a moment to answer the question on page 8
of your workbook.
Club Secretary Training 45
Responsibilities of the Club Secretary

We will next look at club correspondence.

 Attending all club and board meetings

 Organizing club and board meetings
 Recording meeting minutes
 Keeping club records
 Receiving and responding to club correspondence
 Completing and filing all club reports
 Cooperating as an active member of the District
Governor’s Advisory Committee of the zone

Club Secretary Training 46

Responsibilities of the Club Secretary

The club secretary receives a lot of information, from LCI and

others, pertaining to training, events, and meetings.
Correspondence may come electronically or through post and
involve the president, treasurer, committee and/or project
chairpersons.
It is important that all correspondence is opened, read and
distributed in a timely manner.

You may record notes on page 9 of your workbook.

Club Secretary Training 47
Responsibilities of the Club Secretary

It is strongly recommended that the club secretary and

president meet at the start of the term to discuss how
correspondence will be answered, kept and reported.

In some clubs, the secretary is responsible for the club

newsletter and is integral to the club’s public relations.

If you are not responsible for these duties, it will be important

for you to be in close contact with those who are. This
ensures all important club news is published.

Club Secretary Training 48

Responsibilities of the Club Secretary

Completing and filing club reports is another major duty of

club secretary.
 Attending all club and board meetings
 Organizing club and board meetings
 Recording meeting minutes
 Keeping club records
 Receiving and responding to club correspondence
 Completing and filing all club reports
 Cooperating as an active member of the District
Governor’s Advisory Committee of the zone

Club Secretary Training 49

Responsibilities of the Club Secretary

It is important to submit accurate and timely reports as

your club strives to earn the Club Excellence Award.
Some of the reports and forms you will be responsible for
include:
• Monthly Membership Report
• Monthly Club Service Activity Report
• Club Officer Report
• Club Supplies Order Form

Club Secretary Training 50

Responsibilities of the Club Secretary
MyLCI is the reporting website used by many lions clubs
around the world. It is accessed through the LCI website
and all required forms are submitted here.*

*Not all districts use MyLCI. If yours does not, check with your current
secretary as to how reporting is done for your club.
Club Secretary Training 51
Responsibilities of the Club Secretary
There are many benefits to using MyLCI

You can:
• Submit monthly membership and officer reporting forms
online
• View, update and download club member information or
print membership cards
• Log your club’s service activities each month
• Review successful service activities that other clubs have
shared

You may record notes on page 9 of your workbook.

Club Secretary Training 52
Responsibilities of the Club Secretary

Once new club officers are reported to LCI headquarters, an

email will be sent, providing information on how to access
the system and select your password.

You will find links to MyLCI video tutorials and frequently

asked questions in the Resource section of this training
module.

More information on submitting reports can also be found

in the Club Officer Team Manual.

Club Secretary Training 53

Responsibilities of the Club Secretary

Wow!
That is quite a responsibility.

Let us do a quick review of what has been covered so far.

Club Secretary Training 54

Responsibilities of the Club Secretary

You can find assistance with the answers in section 3 of

your workbook
Club minutes typically record all the following except

a) The type of meeting being held

Question 1

b) The date and place of the meeting

c) Who said what at the meeting

d) The time the meeting was called to order

Discussion is not reported, only those members who

Clickmade a answer
on your motion or seconded one are recorded.
Club Secretary Training 55
Responsibilities of the Club Secretary

You can find assistance with the answers in section 3 of

your workbook

If a motion does not receive enough votes, it is

reported as having failed.
Question 2

True False

It would be reported as “lost” or “defeated”

Click on your answer

Club Secretary Training 56
Responsibilities of the Club Secretary

You can
Here is your
find last
assistance
question.
with the answers in section 3 of
your workbook
Club Secretaries are responsible for all but the following?

a) Ordering club supplies

Question 3

b) Scheduling meetings

c) Reading and distributing club

correspondence

d) Maintaining club files

The club president is responsible for scheduling meetings however

Click onsecretary
the club your answer
is responsible for notifying meeting participants.

Club Secretary Training 57

Responsibilities of the Club Secretary

The last topic to cover under responsibilities are your

commitments beyond your own club.

 Attending all club and board meetings

 Organizing club and board meetings
 Recording meeting minutes
 Keeping club records
 Receiving and responding to club correspondence
 Completing and filing all club reports
 Cooperating as an active member of the District
Governor’s Advisory Committee of the zone

Club Secretary Training 58

Responsibilities of the Club Secretary

The District Governor’s Advisory Committee

The District Governor’s Advisory Committee is comprised of

DG’s Advisory Committee

• the zone chairperson

• the club presidents and
• club secretaries within the zone

This committee advises the zone chairperson about matters within

the zone and makes recommendations on matters affecting all
clubs in the district.

The zone chairperson then shares the recommendations with the

district governor and the district cabinet.

Please answer the question at the top of page 10 of your

workbook.
Club Secretary Training 59
Responsibilities of the Club Secretary

As a member of the District Governor’s Advisory

Committee, you will be expected to…
 Work with the zone chairperson to ensure every club in your
DG’s Advisory Committee

zone operates efficiently and follows the Association’s

Constitution and By-Laws
 Promote attendance at the district, multiple district and
international conventions
 Promote attendance at charter nights
 Discuss ways of helping clubs that need assistance with
membership growth or leadership development
 Promote various club functions and events, such as inter-club
meetings, installation of club officers, induction of new
members or ceremonies honoring Key Award recipients

Club Secretary Training 60

Responsibilities of the Club Secretary

You may also be requested to…

 Assist in compiling reports in preparation for the Advisory

DG’s Advisory Committee

Committee Meeting
 Assist with preparations if your club is chosen to host a zone
meeting.

Club Secretary Training 61

Responsibilities of the Club Secretary

The District Governor’s Advisory Committee is expected to

meet at least three times annually.
Attending meetings…

• Allows you to exchange ideas regarding programs, projects,

fundraising and membership issues
Benefits

• Offers a forum for establishing cooperative relationships

between clubs

• Gives you the opportunity to meet other Lions in your area

Please answer the question at the bottom of page 10 of

your workbook.
Club Secretary Training 62
Responsibilities of the Club Secretary

The Lions Learning Center offers free online courses to assist

members with leadership development.
Consider taking the following online courses:
Additional Resources

 Public Relations
 Public Speaking
 Meeting Management

More information about the Lions Learning Center can be found

here.

Club Secretary Training 63

 Welcome to Section 4:
Planning Your Term

Please turn to page 11 of your workbook.

Club Secretary Training 64
Planning your Term

The goal of this section is to provide you with guidance for

structuring your term as club secretary.
We will …

 Identify ways to prepare for your new

role and responsibilities

 Outline the ongoing actions you will

need to undertake throughout your
term

 Identify items to consider as your

club transitions to the next
leadership team

Club Secretary Training 65

Planning Your Term

Please complete pages 11 & 12 in your workbook to

give you quick access to your responsibilities
throughout the term.

Club Secretary Training 66

Planning Your Term

Before you officially take office, there are a several steps

you can take to better prepare yourself.
 Attend Club Officer Training.
Preparing for your Term

 Meet with the current secretary to review any

outstanding issues
 If you use MyLCI for reporting, create your account and
review training materials
 Verify officer and membership information is correct on
the club roster and at LCI and the MD/District level
 Work with the club president and treasurer on the
annual budget and assist with setting up any committees

Club Secretary Training 67

Planning Your Term

On a monthly basis, you will:

 Attend club and board meetings

 Submit Monthly Membership Reports
 Submit Activities Report
Monthly

 Keep member records up-to-date

 Collect and turn monies over to the club treasurer and
obtain receipt
 Respond to/send out any letters or correspondence

Club Secretary Training 68

Planning Your Term

On a quarterly basis, you will:

 Attend zone meeting with the club president

 Report to the president and board any delinquency
issues and actions taken to collect funds due
Quarterly

Club Secretary Training 69

Planning Your Term

Twice yearly, you will:

 Confirm list of members with LCI against the bi-annual

dues list that is sent to the treasurer with the club
records
Bi-Annually

 Work with club treasurer to issue semiannual dues

statements to each member and reconcile other
financial obligations owed to the club (your club may
choose to do this quarterly or annually)

Club Secretary Training 70

Planning Your Term

As needed, you will:

 Review completed new membership applications and

file in club records
 Submit new member information to LCI
As Needed

 Order club supplies and awards through LCI or local

vendor

Club Secretary Training 71

Planning Your Term

After the annual election, you will:

 Submit Club Officer Report (PU-101)

 Receive and distribute information about MD/District
and International Conventions
Election Time

 Apply to LCI and District for member’s awards

Club Secretary Training 72

Planning your Term

You have reached

will still theimportant
play an end of your term
role as club
in the secretary.
future success of
the club by planning for an effective transition.
 Check records for 100% attendance and ‘years of
service’ awards
 Make new attendance record form for the coming year
End of Term

 Prepare annual report of activities, donations, hours,

etc., for the year-end banquet or meeting
 Confirm all club files are up-to-date and ready for
transfer to incoming club secretary
 Meet with incoming club secretary and review records
and outstanding issues.

Club Secretary Training 73

Planning your Term

What goals to you hope to achieve during your term as club

secretary?

List these on page 13 in your workbook.

Club Secretary Training 74

Planning your Term

The
Before
Lions
weLearning
finish… Center offers free online courses to assist
members with leadership development.
Consider taking the following online courses:
Additional Resources

 Writing Your Personal Mission Statement

 Goal Setting
 Managing Change

More information about the Lions Learning Center can be found

here.

Club Secretary Training 75

 Welcome to Section 5:
Resources

Please turn to page 14 of your workbook.

Club Secretary Training 76
 There is much to remember as you begin
your term as club secretary

At any time, you can review this entire

presentation or return to a specific section.

Club Secretary Training 77

Reference

You can gain additional insight and information by familiarizing yourself

with the documents and training material on the following webpages.

Webpages:

MyLCI

Club Officer Orientation

The Leadership Resource Center

The Lions Learning Center

Lions Clubs Member Resources

Managing a Club
Club Secretary Training 78
Reference

MyLCI video tutorials :

MyLCI Introduction

Using the MyLCI website

Publications:
Constitutions and By-Laws
LA-1 – International
LA-2 – Standard Club
LA-4 – District

Club Officer Team Manual

Art of Recognition

Club Secretary Training 79

 Have we met our objectives?

In this online module we have:

 Examined the purpose of your club and the important

position clubs hold within the structure of Lions Clubs
International
 Summarized the many responsibilities you have as club
secretary
 Provided links to additional resources you may need

Club Secretary Training 80

 Your next step will be
Congratulations ontocompleting
complete club secretary
the first training
part of your at
your district level.Club
HereSecretary
you will gain additional information
Training.
and discuss club officer teamwork, setting goals and creating
action plans.

Club Secretary Training 81

 Thank you for participating.

If you have any questions, please contact:

[email protected]

Club Secretary Training 82