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CLUB SECRETARY

CLUB SECRETARY. Present by. Lion Hudson Hah. RCC Leadership Development. District 308 B2. Duties & Responsibilities of the Secretary Meetings & Annual General Meeting Project Report How to be an Effective Secretary Forms used by the Secretary Submission of MMR (e-Reporting). TOPICS.

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CLUB SECRETARY

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  1. CLUB SECRETARY Present by Lion Hudson Hah RCC Leadership Development District 308 B2

  2. Duties & Responsibilities of the Secretary Meetings & Annual General Meeting Project Report How to be an Effective Secretary Forms used by the Secretary Submission of MMR (e-Reporting) TOPICS

  3. Duties & Responsibilities Article II : Section 1 Duties for Officers Section D. Secretary of the By-Laws The Secretary “shall be under the supervision and direction of the president and the board of directors, and shall act as the liaison officer between the club and the district (single or sub and multiple) in which this club is located, and the association”

  4. Acts as Recording Officer Acts as Liaison Officer Submits Regular Monthly & other reports to LCI, DG & DG’s Cabinet as it may require Cooperates with & be an active member of the DG’s Zone Advisory Committee Has custody of (keeps and maintains) general records of the club Duties & Responsibilities

  5. Duties & Responsibilities • Issues quarterly or half-yearly statement of account & passes dues to the Treasurer • Issues Membership Cards • Issues notices, agendas & minutes of meeting as directed by the President and BOD • Reads out letters received & replies as directed by the President and the BOD

  6. Duties & Responsibilities Membership Card (C3) Club Secretary or Club Treasurer signed the card Member’s signature at the back of the card

  7. Updates Membership Records Ensure that the LCI membership list and numbers (sent together with international dues statement every half yearly to Treasurer) tally with the club record A Secretary should never disclose club members’ information to anyone without BOD approval Duties & Responsibilities

  8. Complies with ROS requirements & submits a copy to DG before 30th Sept of the year (for Malaysia only) Makes available at all meetings the Constitutions & By-Laws of LCI, MD/ Sub-District & Club Applies for Club Awards, and Orders Supplies Properly & faithfully discharges his/ her office to his/ her successor Duties & Responsibilities

  9. Meetings Notices, Agenda and Minutes

  10. Three main duties in preparing for all meetings Meetings • NOTIFICATION (NOTICE) • AGENDA • MINUTES

  11. Lions Club of . Notice of AGM/Business/Board/Social Meeting Notice is hereby given that the _____ meeting will be held as follows:- Date : ________ Time : ________ Venue : ________ Attire : ________ Guest : ________ Topic : ________ Cost of Dinner : ________ Meetings Can always include Agenda of meeting into the notice. Eg.Notice and Agenda of 5th General Meeting of the Lions Club of _________.

  12. Objectives for setting out Agenda of Meetings Encourage better attendance Members will be well-informed More active participation in decision making by members Chairperson (OC) well prepared to present their reports. Meetings

  13. Meetings Suggested Agenda for BOD Meeting 1. Meeting called to order 2. Roll call and apologies 3. Remarks/address by presiding officer 4. Approval & acceptance of minutes of the previous meeting 5. Matters arising • Report by secretary - MMR of previous month - Correspondence - Delinquent Members due to non attendance

  14. 7. Report by Treasurer a. Monthly statement of accounts b. Administrative Fund c. Project (Activities) Fund d. Approval of bills e. Delinquent members due to non-Payment 8. Reports by Committee Chairman a. Leo Club Advisors b. Lioness Liaison / Guiding Lion c. Report of Committee Chairman seeking approval for their findings and recommendation d. Review of projects completed. Meetings (Agenda for BOD Meeting)

  15. 9. Report by Membership Chairperson Membership status Approval of membership (new or drop) Plan of retention and recruitment Any talk, orientation and induction 10. Any other business 11. Notice of next BOD meeting 12. Meeting adjourned Meetings (Agenda for BOD Meeting)

  16. Suggested Agenda for Regular Meeting Meeting called to order Roll call and apologies Flag salutation / Lions song/Lions Object (optional) Remarks / Address by Presiding officer Approval and acceptance of minutes of the previous meeting Matters Arising Report by Secretary Decision by BOD at its last meeting Correspondence Meetings

  17. Report by Treasurer Monthly Statement of Accounts - Administrative Fund - Project (Activities) Fund Report by Committee Chairpersons Completed Projects and Activities Projects and Activities in Progress Membership Chairperson’s Report Lioness/Leo Advisor’s report Any Other Business Tail Twisting (Optional) Notice of next meeting Meeting Adjourned Meetings (Agenda for Regular Meeting)

  18. Suggested Agenda for Other Meetings Meeting called to order by the Presiding Officer Roll call and apologies Opening remark by president Introduction of Guest Speaker Speech by Guest Speaker Questions and Answers Presentation of momento to Guest Speaker by President Presentations (e.g. Lion of the Month award) Fellowship – Birthdays celebration etc. Presiding Officer’s remarks & announcement (if any) Meeting Adjourned Social Meetings

  19. Recording the Minutes Use Own Discretion Record Names of Proposer and Seconder Record Only Important Points Meetings (Minutes)

  20. Items to be Documented in the Minutes Members giving pledges Guests and members present Attendance percentage Committee reports Matters requiring approval Name and topic if Guest Speaker is invited Presentation of awards Meetings (Minutes)

  21. General AGM to be held within 90 days after fiscal year ends Submit annual returns to ROS within 60 days after the AGM Ensure that notices to all general meetings comply with the requirements of club constitution AGM chaired by Immediate Past President Notice of AGM Issued by immediate past Secretary as Directed by BOD Notice of EGM issued by current Secretary as directed by BOD Submit amendment of club constitution to ROS within 28 days after the general meeting Ensure all submissions to ROS are duly acknowledged Meetings (AGM/EGM)

  22. Suggested Agenda for AGM/ EGM Welcome address by the President Confirmation of minutes of previous AGM/EGM (if any) Matters arising from minutes of previous meetings President’s Report To receive and, if approved, adopt the statement of accounts for the year ended 30th June 2xxx Amendment of club’s constitution Appointment of Internal Auditors Any Other Business Meeting Adjourned Meetings Agenda (AGM/EGM)

  23. Project Title - Theme Purpose of Project Type of Project - environmental/health/education Date / Time / Venue Cost of Project Organizing Chairperson and Committee Invited Guests Assistance from the public (e.g. sponsors) No. of Lions Involved Lionistic Hours Spent No. of Participants / Beneficiaries Remarks / Reviews Photographs Newspaper cuttings Writing a Project Report

  24. to be an Effective Secretary ?

  25. Active Member–at–Large Honorary Life Privileged Affiliate Associate Effective Secretary Know the Types of Membership

  26. Study and understand Club / MD & Sub-District / LCI Constitutions & By-Laws Help to draft Club Planner Meet with President, Vice Presidents & Treasurer regularly Attend all Projects & Activities meetings Update President and respond to correspondence Work with Treasurer on the Treasurer’s Report Participate in Zone, Region or District Projects & Activities Effective Secretary

  27. Forms used by Secretary

  28. Forms used by Secretary Submission of Annual Return • Borang 9 (2 copies) • Full particulars of President and BOD (3 copies) • Adopted Audited Account (2 copies) • Minutes of AGM (2 copies) Submit only there is amendment to constitution • Borang 10 (2 copies) • Amended Constitution (6 copies) • Minutes of AGM/ EGM approving the amendments (2 copies) • Ordinary stamp RM10

  29. Forms used by Secretary Registrar of Society (ROS) (for Malaysia) Borang 9page 1/3 (2 copies)

  30. Forms used by Secretary Registrar of Society (ROS) (for Malaysia) Borang 9 page 2/3 (2 copies)

  31. Forms used by Secretary Registrar of Society (ROS) (for Malaysia) Borang 9 page 3/3 (2 copies)

  32. RUJUKAN FAIL: PPP/PK ………………………….. NAMA PERTUBUHAN ………………………………………………………………. SENARAI AHLI-AHLI JAWATANKUAS bagi tahun ………………………………. Bil JAWATAN NAMA PENUH DAN NAMA CINA JIKA BERKENAAN JANTINA NO. K/P TARIKH LAHIR / TEMPAT LAHIR PEKERJAAN NAMA DAN ALAMAT MAJIKAN ALAMAT KEDIAMAN SEMASA PENGAKUAN: Adalah kami dengan ini mengesahkan bahawa semua Ahli Jawatankuasa bagi pertubuhan diatas tidak hilang kelayakan memegang jawatain dibawah Seksyen 9A dan Seksyen 49 Akta Pertubuhan, 1966. Kami seterusnya mengaku bahawa keterangan-keterangan yang kami berikan diatas adalah sesungguhnya benar. Tandatangan:…………………… Tandatangan:……………………. Nama : …………………………. Nama :…………………………. Jawatan : ……………………….. Jawatan :……………………….. Forms used by Secretary Registrar of Society (ROS) (for Malaysia) Particulars of President and BOD (3 copies)

  33. Forms used by Secretary Registrar of Society (ROS) (for Malaysia) Borang 10 (2 copies) If there is any amendments to the constitution

  34. e-Reporting by Secretary Lions Clubs International • Web Monthly Membership Report (WMMR) • Annual Activities Report (A1) • Lions Club’s Officer Reporting Form • (PU-101) – deadline 31st May 1 copy to International Office 1 copy to District Governor 1 copy to RC/ ZC 1 copy for Club’s file.

  35. Please Attend e-Reporting Session by DC Ginny Tan on WMMR, A1 and PU101 Forms e-Reporting by Secretary

  36. Forms used by Secretary Lions Clubs International Application for Club President Excellence Award (DA-1) Send within 30 days following the close of the International Convention

  37. Forms used by Secretary Lions Clubs International Transfer Member Form (ME-20) If a member moves from a club area, this form should be filled and forward the original copy to LCI, retain one in your club files. A dropped member must join a Lions Club within six months to maintain continuous membership

  38. Forms used by Secretary Lions Clubs International Invitation-Application for Membership Form (ME-6) Front page

  39. Forms used by Secretary Lions Clubs International Invitation-Application for Membership Form (ME-6) Back page

  40. Forms used by Secretary Lions Clubs International Application for Melvin Jones Fellow (MJF) Form (LCIF-42) Front page

  41. Forms used by Secretary Lions Clubs International Application for Melvin Jones Fellow (MJF) Form (LCIF-42) Back page

  42. Forms used by Secretary Lions Clubs International Application for Life Membership Form (CLM-30M) Active membership as a Lion for 20 or more years with outstanding service. Member who is critically ill, has maintained active membership for 15 or more years and at least 70 years of age.

  43. Other forms used by Secretary • Application for LCI Twinning Recognition • Statement Sheet (M-44) • Cash Reimbursements (M-33-1A) • Lions Club Guest Register (M-33-J) • Members’ Attendance Record (M-33-G)

  44. THANK YOU YOU CAN DO IT !

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