Presentation Transcript

1. Serving As A Club Secretary

2. Overview You must file Monthly Membership Reports and Club Activity Reports You are a member of the District Governor’s Advisory Committee You must maintain club records File all reports to LCI every month in a timely manner Make sure you attend all club meetings or make sure you have a trained assistant to keep minutes if you are not in attendance
3. Lions Clubs International (LCI) Monthly Membership Reportshttps://www.lionsclubs.org Monthly Membership Reports are known as MMR You will receive by email a password for officer log ins to the report section of LCI’s website. ** Membership Reports must be submitted each and every month** Electronically due by 12 noon CST on last day of the month. Written report received at LCI by 20th of each month. If you have no change in membership in any month, all you have to do on the electronic filing is click the month you are reporting for and then click, No Activity.
4. Click on Submit Reports
5. Monthly Activity Reports Every month you should file an Activity Report with LCI. Unlike the old written reports, the activity report section of the MMR section, requires that you file separate reports for each activity. Each activity must fit in one of the preselected categories. This means if you have a fund raiser, an eye screening, and a community service activity in the same month, then you file 3 different Activity Reports for that month.
6. Activity Reports (cont) Make sure you fill in all information such as: Number of Lions Participating Number of hours performed Number of people served Amount of money raised or donated LCI uses all of this information when they are preparing grants from large corporate donors and for info, when we apply for grants.
7. PU 101Reporting of Club Officers Although due electronically by May 15th at LCI Headquarters, your elections should be done and the PU101 report completed by April 15th and a copy sent to both your District Governor and your District Governor Elect The PU101 identifies President, Secretary, Treasurer and Membership Chairperson for upcoming year
8. Secretary’s Duties Attend all cabinet meetings and District Conventions and functions. Keep the Zone Chairpersons updated on club status reports for clubs in their Zone. Keep accurate minutes of all cabinet meetings and disperse them electronically to all members who have registered email addresses with LCI.
9. Club Dues Club Dues should be handled by the club treasurer. If your position includes also being the treasurer, then please view the treasurer training presentation.
10. CommunicationCommunicationCommunication Maintain an up to date email list of all your members. Send them a copy of the last meeting’s minutes before the next meeting. You are the club historian and as such the keeping of all records of club meetings, activities, donations etc; are your responsibility. Make hard copies of all reports and back them up on a separate flash drive. Keep all members informed of what is going on at your meetings, activities, projects etc;
11. Club Supplies Only the club officers can order supplies from LCI, which are billed to the club account, as approved by Board of Directors, but as a rule only the club secretary should be handling orders from the Lions Store Online for club purchases such as banners, pins, etc. Any member can order from the catalog online as an individual for personal orders. They must pay for it individually with a credit card.
12. Transfer of Club Records End of year – transfer all records to incoming secretary meeting minutes correspondence project notes committee listings club rosters