Table of Contents:

The Role of the Club Secretary
   Official Records
        Record-Keeping System
        Board Meeting Agenda
        Board Minutes
        Club Meetings
        Award Records
   Correspondence
        Reports
        Random Financial Reports
        Club Bulletin/Newsletter
   Club Supplies
   Sample Secretary's Calendar
   Sample Club Meeting Agenda
   Sample Board Meeting Agenda
       

SERTOMA CLUB SECRETARY

The Role of the Club Secretary

The club secretary is the administrative officer of the club and serves as custodian of all club records. In this role there are many duties relating to operating the business of a Sertoma club. The primary responsibility of the club secretary is to maintain accurate records of the club's business. This Manual is designed to assist you with the basics of this office.

It's important that the secretary become familiar with the club's governing documents. Make sure that these documents are current and accurate.

Duties include preparing an agenda and keeping minutes of the club board of directors meeting, maintaining an accurate club roster, reporting all membership changes to Sertoma Headquarters in a timely manner and filing all necessary reports on time.

The secretary is the means of communication between the club, Sertoma Headquarters and the Divisions of Sertoma. The secretary is responsible for keeping the club informed of all Sertoma correspondence.

It is also important that the secretary attend the Annual Sertoma and Division conferences and conventions. These meetings offer a wealth of training opportunities and are great ways to share in Sertoma fellowship.

Utilizing the information in this Manual will help ensure a successful term as a Sertoma club secretary, benefiting you, your club and the community you serve.

Official Records

It is important that the secretary become acquainted with all official club records. Special attention needs to be given to the club minutes, which provide a complete history of the club, especially with regard to actions taken at board and club meetings.

The club roster is extremely vital. It provides a current record of those individuals who are members of the club. Supportive documents will give you historical information of tremendous value as well. The club may request a roster from Sertoma Headquarters at any time or the secretary may print a roster from the Sertoma Web site, at www.sertoma.org.

The club secretary serves as official custodian of the club charter Agreement, incorporation and governing documents. Be familiar with these important documents, as you may need to refer to them frequently. For updating the club constitution and bylaws, contact the Member Services Department at Sertoma Headquarters and request a board-approved model of the Sertoma Club Constitution and Sertoma Club Bylaws.

The Club secretary must work with the treasurer to file any necessary yearly registration forms. This is required by most states for nonprofit corporations.

Record-Keeping System
The secretary and the treasurer (or secretary/treasurer) of a Sertoma club will find that the most important tool available for conducting business is a good record-keeping system. The club's permanent records should be kept current and complete, including copies of all reports, communications and business dealings of the club.

Board Meeting Agenda
The secretary, with input from other club officers, should have an agenda prepared for each board meeting. An established agenda will help to ensure that the board meeting moves along smoothly, and that no items of importance are overlooked.

Board Minutes
An essential priority is that the secretary be required to prepare and keep accurate minutes of each and every meeting of the board of directors. In the event the secretary is absent, another member of the board should be designated to carry forward this vital responsibility.

To assist in proper record keeping, any actions taken at board meetings should be in the form of a stated motion, which must be properly presented and seconded. It is essential that the minutes include appropriate references such as:

Minutes should be mailed to each member of the board of directors at least two weeks prior to the next meeting. These documents become permanent historical records, and it is essential that they be accurate and complete.

Club Meetings
The secretary's primary mission at meetings is to serve as the president's right hand, helping to ensure that everything is ready for a productive and well-organized meeting. At club meetings it is suggested that the secretary be seated in a position for spontaneous assistance to the presiding officer.

In that the club president generally follows a prepared agenda, the president turns the official agenda over to the secretary after the meeting for record-keeping purposes. Unless there is official business (motions made and voted upon), this agenda can suffice for club meeting records. Be sure to record properly all attendance information on the official agenda. If business is transacted, exact minutes must be kept.

Award Records
An important responsibility of the secretary relates to awards and incentives. The secretary is required to maintain all appropriate records relating to individual and club awards, thus ensuring prompt recognition. A summary of all awards, required forms and due dates is located in the Awards & Reports section. The Guidelines and Forms are also located in the Awards & Reports section, and forms may be downloaded from the Sertoma Web site, www.sertoma.org.

Correspondence
The club correspondence file is another essential. Review it carefully. Items completed become historical in nature. Items still pending will need to be reviewed more carefully and acted on accordingly.

Reports
Every club in the organization is required to complete and submit various reports throughout the year. A list of all reports, copies of the forms, due dates and the distribution list is located in the Awards & Reports section. Forms can also be downloaded from the Sertoma Web site, www.sertoma.org.

Form 115: Membership Information Form must be submitted any time a member is added or deleted from the club or has a change of address or contact information. The club secretary can also make changes to club membership online. At Sertoma Headquarters, New Member Kits are processed at least twice per week. All New Member Kits will be sent to the club secretary.

Form 116: Quarterly Activities Report must be submitted quarterly. This report is the tool that provides information on what Sertomans are doing in the name of Service to Mankind. It is also necessary to file this report on time to qualify for various awards.

Form 130: Club Officer Reporting Form must be submitted by April 10 each year and any time a change of officers or meeting time or location occurs. This is the only means of keeping the club contact information accurate and ensuring the correct information is on file at Sertoma Headquarters.

Random Financial Reports
The treasurer's report must be included in the club's permanent record. Obtain a copy from the club treasurer after presentation.

Club Bulletin/Newsletter
The club bulletin is the most important tool for effective communication with the club members. The secretary works closely with the person who is designated as editor, thus making sure it is published regularly. In some cases, it is the secretary who serves as editor. Club officers, committee chairpersons and members will depend on the secretary for information and guidance about club affairs. Thus, the secretary serves as a clearing-house for all club activities (click here for sample newsletter). The bulletin mailing list should include:

Additional newsletter guidelines and suggestions may be found in the Public/Media Relations section.

Club Supplies
Sertoma has developed an entire line of merchandise that is available to all clubs for official use by the organization. The line includes various awards; official club property, such as gongs, gavels and banners; project items such as caps, aprons; membership pins and badges and special items of clothing.

The secretary is the custodian of all official club supplies. It is suggested that a reasonable inventory of items be maintained so that they will be available when necessary. The Sertoma Store is easiest accessed online through the Sertoma Web site, www.sertomastore.org.

Once approved, a project is assigned to a committee. The committee is then charged by the leadership to follow the project through to its successful fruition. Periodic reports must be submitted, in writing, to the board of directors and to the club president. The leadership must be kept abreast of progress on a regular and continuing basis.

The board of directors, which includes the elected officers and directors, is responsible for the conduct and management of club affairs. This explains why most effective clubs conduct very little or no business at regular club meetings. Club business must be transacted at committee and board meetings. From time-to-time, and because of its special nature, when a project is of major importance or involves large expenditures, the board may submit the question to the general membership.

Likewise, when a new project or activity is introduced, the objective of the project and the function of the committee must be clearly defined by the board of directors. It is essential that the membership and committee fully understand the purpose and function.

Sample Secretary's Calendar
Sample calendar here.

Sample calendar in PDF format here.

Sample Club Meeting Agenda in PDF format here.

Sample Board Meeting Agenda in PDF format here.

---