1311A.5

Club Leadership Training Session

Achieving SuccessAs Secretary

GREET MEMBERS AND GUESTS

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At the Club MeetingAt the Club Meeting

Secretary’s key responsibilities at the club:

Record and read minutes

Keep clear and accurate records of the club business

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AT THE CLUB MEETINGAT THE CLUB MEETING

Use the meeting agenda

Record key themes of discussion

Use bullet points to make the minutes easier to read

Double check your facts

Proof read and spell check minutes before logging in the club’s records

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SUGGESTIONS FOR RECORDING MINUTESSUGGESTIONS FOR RECORDING MINUTES

Club name Date Name of the presiding

officer Meeting location Name of meeting

attendees Type of meeting (club

or committee)

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ITEMS TO RECORD IN MEETING MINUTESITEMS TO RECORD IN MEETING MINUTES

All motions (include the name of the 1st mover & 2nd mover, past or defeated)

Committee assignments, include the name of committee chairs, members and deadlines

Main points of any debate or discussion

Transcribe minutes as soon as possible Use a consistent format and standard

verbiage Include lengthy or supplemental material

in an appendix Record the date and sign your name File chronologically

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TRANSCRIBE MEETING MINUTESTRANSCRIBE MEETING MINUTES

Meeting minutes, applications, resolutions and correspondence

Club Constitution and Standard Bylaws for the Clubs of Toastmasters International

Be familiar with the procedures for amending club bylaws

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MAINTAIN CLUB FILESMAINTAIN CLUB FILES

A responsibility

and

a privilege!

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