Duties of the Club Secretary

Last updated: July 30, 2022
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Secretary skills and general duties

  • Maintain all of the records, files and details that are important for the smooth operation of the Key Club.
  • Be prompt, neat, organized and efficient.

Keep the club materials organized and these items on file:

  • Inventory of all Key Club property
  • Club bylaws
  • Key Club Guidebook
  • District bylaws
  • Minutes of all regular club meetings and board meetings
  • Names and addresses of present Key Club officers
  • Copies of current and past Key Club magazines and district publications
  • Collected committee reports from committee chairmen
  • List of committee chairmen and members
  • Club’s past achievement reports
  • Club’s past monthly reports

Monthly reporting

  • Prepare board of directors meeting agenda with president.
  • Attend the board meeting and take the minutes.
  • Collect the monthly committee reports.
  • Submit monthly report to the district.

Maintain membership and officer rosters

  • Maintain a roster of club officers. Be sure to send any updated contact information to the lieutenant governor or district administrator.
  • After elections, notify the lieutenant governor or district administrator of your new club officers for the next year.
  • Maintain a complete club member roster and produce either a printed or electronic version.
  • Collect and maintain the following information for each member:
    • Member’s full name, home address, phone and e-mail
    • Preferred communication method: e-mail, texting, phone
    • Date of birth
    • Date he/she joined Key Club
    • Committee assignments and offices held in Key Club
    • Service project interests
    • Personal interests
    • Committee interests

Take club and board meeting minutes

  • Make sure that attendance is taken at every meeting.
  • Record the following about each regular Key Club meeting:
    • Number of members present
    • Names of those absent
    • List of guests attending
    • Presiding officer
    • Speaker and subject
    • Dues collected from whom (if applicable)
    • Committee reports, written and oral
    • Announcements
    • Any motions or decisions acted upon by the membership

Coordinate club correspondence

  • Answer all correspondence promptly and inform officers and advisors of the communication.
  • Give prompt attention to communications from the district and Key Club International offices.
  • Share correspondence with all club members.
  • Send thank you and/or congratulatory notes on behalf of the club.

Additional duties

  • Help choose the convention delegates, candidates and contestants and take care of all materials and monies (if applicable) relating to them.
  • Work with the president in completing the Annual Achievement report and any other award applications for your Key Club.
  • Assist the secretary-elect in becoming acquainted with his/her duties and receive all materials and knowledge base from the past club secretary
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