GUIDELINES FOR CLUB SECRETARY
I. General Duties & Responsibilities:
1. Be prompt is correspondence
2. Possess an up-to-date knowledge of all the procedure
3. Be aware of all the rules and regulations
4. Develop good rapport with members of all levels
5. Effectively manage time
6. Inform as & when necessary

II. Other Duties:
1. Coordination: Secretary should work in close coordination with President. She is the right hand of President.
2. Prepare:
i) Agenda and send out Notices with agenda (generally agenda will include important points like elections, discussion on induction of new members, important financial decision, etc.) for the General Body Meetings, Annual General Body Meeting and Executive Committee Meetings to members, at least one week before the meeting in consultation with the President. If the club decides on sending notices on WhatsApp or email a soft copy should be maintained for future reference.
ii) Minutes of the regular Meetings and Executive Committee meetings in consultation with the President. Minutes to be circulated a week before the meeting at least. After being read and confirmed at the next meeting it must be recorded in the Minutes Book.
iii) Up-to-date List of Members in order to facilitate her work, along with their mailing addresses, phone numbers and email IDs and with the portfolios they hold. This list is to be distributed to all members and changes should be notified immediately. It will help her and all members to have better contact with each other. This list should also be sent to District Chairman and Secretary for their records.
3. Maintain:
i) Two separate Minute Books – (a) A General Body Meeting Minutes Book, and (b) Executive Committee Meeting Minutes Book. The Minutes of the General body meeting should then be sent to the District Chairman and District Secretary, for their records. A copy of General Body Meeting and Executive Committee Meeting held prior to Meetings on the occasion of District Chairman’s visit be sent to District Chairman. They are confirmed at the time of District Chairman’s visit’s meetings.

ii) Two attendance Registers – one for General Body Meeting and another for Executive Committee Meeting be maintained in which the signatures of those present at the Meeting should be taken.
iii) Membership File containing membership forms with each members’ date of joining and Offices held in Inner Wheel should be maintained and kept up-do-date. Once a person becomes members her membership form is duly filled and it is to be signed by District Secretary and she also puts District seal on the form.
4. Correspondence:
i) Correspondence received, if any, be replied promptly. Inform the Members at the next meeting.
ii) Correspondence from overseas Link Clubs received should be forwarded to the ISO. A prompt reply always shows efficiency.
5. Send:
i) Minutes of General Body Meetings to District Chairman and District Secretary after it is confirmed.
ii) Prompt replies to any letters and circulars.
iii) Birthday and Wedding Anniversary and other greetings and wishes or condolences to District Officers and other club Secretaries.