Secretary’s Information
Notes for the Assistance of Secretaries
As Club Secretary you are responsible for:
- Creating and distributing Minutes and Agendas for each Club meeting in conjunction with the President. These may be distributed at the beginning of the meeting or if the Club prefers minutes may be circulated in advance in order that members can follow up on any outstanding actions.
- Sending a copy of your Club minutes to your Lions Club Secretary. This will ensure that your Club activities are covered for insurance purposes by the Lions Clubs International policy. It is important that receipt of the Minutes is recorded in your Lions Club minutes.
- Completing Monthly Membership and Activity Reports. These are due on 1st of each month (See form enclosed). The completed form should be sent to your Multiple District Lioness Chairman, District Governor, District Lioness Chairman, Sponsoring Lions Club Liaison Officer / Secretary and a copy kept for your own Club’s records.
You may also be asked to send additional copies to other Officers as agreed by your District / Club.
Ensure the completed forms are available at your own Club meetings so that members know what you are reporting to the District and Multiple District.
- Completing the Membership List on an annual basis, (See form enclosed). The completed form should be sent no later than 1st July each year to your Multiple District Lioness Chairman, Multiple District Lioness Club Secretary, District Lioness Chairman, Sponsoring Lions Club Secretary / Liaison Officer, and a copy kept for your own Club’s records.
- Completing a Proposal for Membership Form for any new Lionesses. This form is for internal use in your Club and provides useful information regarding your member e.g. Contact details, birthday, partner’s name etc.
- Completion of a Transfer form for any member leaving your Club ensuring it is sent to the new Club which they are joining. A copy of the form should also be sent to your District Lioness Chairman .
- Liaising with members of the Club to see if they wish to purchase a 100% President Award for your retiring President, subject to them having fulfilled the Criteria (See form enclosed). Before the award can be ordered from the Multiple District Club Supplies Officer, the form must be authorised by the District Lioness Chairman.
- Dealing with correspondence received for the Club, ensuring that all Club members are aware of it been received and responding as required. Be aware that there may be deadlines for replying which need to be met.
- Writing of letters as requested by the President and agreed by the Club members, including invitations to Formation/Certification Anniversary Celebrations.
- Renewing any local licences such as Lottery Licence etc.
- Keeping your Club informed of any events for which you receive information, e.g. Zone meetings, Charters etc. You will be the person most people contact to circulate information.
- Passing on the copy of the Multiple District 105 Officers, Organisation and Directory of Clubs which you will receive for your President. You will receive 2 copies at the start of each fiscal year – only one of them is your’s!
- Ensuring that elections for Club Officers are held by the end of March in order that the details can be included in the Lions Multiple District Officers, Organisation and Directory of Clubs which is issued each year.
You will receive a form for completion each April from Multiple District Headquarters entitled ‘ Club Information for Multiple District Directory’.
** Remember that your letters and Monthly Membership and Activity Reports may be the only way anyone outside your Club knows what the Club is doing so – please keep them lively and interesting. Others want to know if you are snowed up, rained off or scorched out! **
Membership List |
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Proposal for Membership |
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Transfer Form |
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100% President’s Award |
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Directory of Officers |
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Monthly Membership and Activities Report |
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Awareness Week Poster |
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A4 Poster |
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Lioness Award of Appreciation |
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Sample Club Letterhead template (MS Word) |
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