Secretary
The secretary maintains all club records, which are
necessary for determining who is eligible to vote.
Suggested means of record keeping include:
- A membership activities record
- A committee appointment worksheet
- Attendance records
- Record of dues payments
- Original application form for each member
The secretary can also be responsible for completing the Incoming Interact Officer Data Form and the Interact Project Data Form and submitting them to Rotary International. The secretary must also take minutes at all meetings. Properly prepared minutes will reflect what was said at a meeting in a clear, concise manner and report actions taken at a meeting without detailing how decisions were reached.
Minutes should cover the following points:
- Type of meeting (e.g., board meeting, club meeting, committee meeting)
- Date, time, and place
- Presiding officer
- Attendance
- Approval and correction of last meeting’s minutes
- Treasurer’s statement
- Summary of reports from officers and committees
- Summary of actions taken and of the agenda
- Announcements
- Adjournment