CLUB OFFICER TRAINING SECRETARY PRESENTED BY NARITA RAI

CLUB OFFICER TRAINING – SECRETARY PRESENTED BY: NARITA RAI 21 st Jan 2018

Let’s Break the Ice!

OBJECTIVES After completing this session, secretaries will be able to: 4 Identify their role within the club 4 Fulfill their responsibilities within the club and club executive committee 4 Find resources that help them fulfill their responsibilities

The Club Mission We provide a supportive and positive learning experience in which members are empowered to develop communication and leadership skills, resulting in greater selfconfidence and personal growth.

The Club Meeting Before the Meeting Upon Arrival at the meeting During the Meeting Post the previous minutes Circulate attendance sheet and guest book Read the minutes of the previous meeting, and record the minutes of the current meeting Prepare a list of actions for the President Update the club’s officer list when necessary

Outside the Club Meeting 4 Maintain accurate roster. 4 Submit club officer list. 4 Handle correspondence. 4 Keep club files. 4 Attend club executive committee meetings. 4 Vote at international business meetings. 4 Arrange for your replacement or assistance. 4 Prepare your successor for office.

The Executive Committee 4 Read the previous meeting minutes. 4 Note amendments. 4 Record current meeting minutes.

Case Studies 1. 2. 3. 4. Mo. M – Too much or too little? EC Meeting Vs Club Meeting Understanding the club constitution Archiving club records

Best Practices 4 Keep and archive an agenda for each meeting, along with any other distributed materials. 4 Write a recap of the meeting for the records (a sentence or paragraph about each speech) with the intent of keeping members who missed the meeting “in the know”, and so they feel like they really missed out on a great meeting. This can also be used by the VP-PR for the club newsletter or web site/ social media page. 4 Send out Mo. M to all the members post the meeting.