Secretary Secretary an officer of an organization or

Secretary

Secretary an officer of an organization or society responsible for its records and correspondence Meriam-Webster Dictionary

Duties and Responsibilities Responsible for Key Club records. http: //ohiokcsecretary. tripod. com/id 9. html

The secretary's Key Club record file should include the following: • Club bylaws • Key Club Guidebook • District constitution and bylaws • Minutes of all club meetingsregular and board meetings • Committee reports

• List of committee chairs and members • Clubs past achievement reports • Clubs past monthly reports

Committee assignments and offices held in Key Club • Chief interest in Key Club work • Chief interest in sports and hobbies • Names and addresses of present Key Club officers

Weekly Duties • Attend all meetings and compose the official minutes. • Answer all correspondence promptly, and inform officers and advisors of the communication.

• • • Monthly Duties Prepare board of directors meeting agenda with president. Attend the board meeting and take the minutes. Collect the monthly committee reports. Submit monthly report to the district. Send newsworthy articles to the district publication and KEYNOTER magazine.

• • • Annual Duties Receive all materials from the past club secretary. Inventory all Key Club property. Make a Key Club file with reports, bulletins, and manuals. Produce a club membership directory. Help choose the convention delegates, candidates, and contestants, and take care of all materials and monies (if applicable) relating to them.

• Work with the president in completing the Annual Achievement and Single Service Reports for your Key Club. • Notify the district and International offices of your new club officers for the next year. • Assist the secretary-elect and pass on all Key Club materials to him/her after your term of office.

A secretary needs to be prompt, neat, and efficient. The secretary must be organized in his/her approach, and Key Club records must be kept up to date and in good order.

If you are recording the minutes, make sure you aren’t a major participant in the meeting. You can’t perform both tasks well.

Important Treasures 1. 2. 3. 4. 5. Minutes of the Meeting Letters Activity Report Evaluation Resolution

Writing meeting minutes Vida Zorko Adapted from Nada Vukadinović’s ‘Minutes of meetings’ with kind permission of the author

What are minutes? • short notes taken to provide a record of a conference or a meeting • permanent and formal record of what happened • summary of discussion and action items

What do minutes contain? • • key points of discussions actions to be taken assignments given deadlines

Minutes help you check: • • • if you have stuck to what has been decided if you have completed your tasks in due time if you have taken proper actions if you have progressed with your task if your participation has been active which ideas you have contributed

Letters (n) are the written communications of expressions , opinions, testamentary , inferences, communications etc recorded for later references http: //www. legalexplanations. com/definitions/letters. htm

Business Letter in Block Style (notice that you don’t indent at all in a block style business letter)

1. Margins: the space around your letter. 1. Go to “File. ” 2. Scroll down to “Page Set-Up” 3. On the “Margins” Tab, Put “ 1 -Inch” for the top, bottom, left, and right margins.

2. You need your own address. This part goes in the “heading” section. Underneath your address, put the date. Skip four lines.

3. Put your organization’s address in the “inside address” section. Double space.

4. Salutation/Greeting Dear Ms. Smith (or whoever is the head of your organization) Use Ladies and Gentlemen when name is unknown Double space.

5. Body: State your purpose for writing this letter. Be formal and polite; the organization is doing YOU a favor by sending you the information.

You may or may not have more than one paragraph. If you do, between each paragraph, be sure to double space.

6. Closing: Yours Sincerely Four spaces after the closing Then your name. In between the closing and your name, that is where you would sign your name.

Evaluation to determine the significance, worth, or condition of usually by careful appraisal and study http: //www. merriam-webster. com/dictionary/evaluation

Resolution a formal expression of opinion or intention made, usually after voting, by a formal organization, a legislature, a club, or other group. http: //dictionary. reference. com/browse/resoluti on

Learning is a lifetime process, but there comes a time when we must stop adding and start updating. ~Robert Brault