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CLUB SECRETARY ROLE AND RESPONSIBILITIES
On 1 July 2021, you officially take office as Club • Recording attendance at meetings, and
secretary. Your experience and workload will reporting monthly attendance figures to the
depend on your Club’s size and activity and your District Governor within 5 days of the last of
familiarity with Rotary and your new role. Your meeting of every month
primary role as Club secretary is to help the Club
• Sending out notices of meetings of the Club,
function effectively.
board, and committees
As Club Secretary, you receive information from • Recording and maintaining minutes of Club,
the board, Club committees, Club members, the board, and committee meetings
District Governor, your Assistant Governor, Rotary
International, and The Rotary Foundation of RI. It • Making required reports to RI and your District
is important to monitor trends in Club activities to
help identify the Club’s strengths and weaknesses • Working with other Club Leaders.
and communicate this information to your fellow • Performing any other duties that usually pertain
Club and District leaders for further action. To to the office of secretary.
prepare for your role, consider questions such as:
To further prepare for your role, attend the secretary
• What is the process for tracking attendance, training sessions at PETS and District Assembly.
and what do attendance report indicate about Incoming Club Presidents, Secretaries, Treasurers,
Club member satisfaction? and Committee Chairs are expected to attend the
District assembly, where you will meet fellow Club
• What is the secretary’s role with the Club
leaders from other Clubs in the District and District-
Website or bulletin?
level Rotarians. This annual training meeting brings
together Club leaders to discuss their roles and
• How does the secretary traditionally work with
responsibilities as well as goals for the upcoming
the Club President?
year the planing Guide for Effective Rotary Clubs in
• How are weekly meetings planned? the District and District- level Rotarians.
• What processes are in place for Club archive This annual training meeting brings together Club
maintenance, correspondence, and minutes? leaders to discuss their roles and responsibilities
as well as goals for the upcoming year using the
• What can the Club improve? • Begin to think planning Guide for Effective Rotary Clubs. (Please
critically about how this information can be refer Secretary Manual for More Details)
used to benefit the Club.
Club SECRETARY CHECKLISTS
• Your responsibilities as Club secretary are
summarized below and explained throughout Planning your year
the manual. As Club Secretary you are
responsible for: The following tentative calendar for the full Rotary
year shall help you to form a frame work for your
• Maintaining Membership records. action plan :
96 Rotary District 3201 - Presidents & Secretaries Manual 2021
