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Board roles and responsibilities

3. Secretary

Man taking notesAs club secretary you help your club run smoothly and effectively. You also monitor club trends to help identify strengths and areas for improvement, and share this information with club and district leaders.

Responsibilities

    • Attend the district training assembly and the district conference
    • Meet with the outgoing secretary and receive club records
    • Meet with the incoming club officers or board of directors to plan your year
    • Create a My Rotary account on Rotary.org, if you don’t have one
    • Update your club’s records and member list on My Rotary, or through your club management system
    • Make sure the club treasurer has the club invoices, due in January and July
    • Serve on the club board and club administration committee
    • Take minutes at club and board meetings and club assemblies
    • Update club and officer information for the Official Directory and Rotary’s records 
    • Manage club correspondence, including responding to emails and sending official notices and invitations
    • Keep promotional items, name badges, and other materials used at meetings and events
    • Submit monthly attendance reports to your governor; if your club doesn’t track attendance, let your governor know
    • Preserve your club’s historical records
    • Write an annual report for the club at the end of the Rotary year
    • Assist the club president, treasurer, and committees as needed
    • Meet with your successor and hand over club records

Learn more about the role from Janice Hall, past District Secretary

Please note: This recording was made previously and we are reusing it as it is still relevant. The current District Secretary is Rae-Anne Medforth.


Resources

Link to resources in My Rotary

Job description:  Club secretary

Learning Centre

You need to first log into the Learning Centre using your My Rotary username and password. Then search for the following courses: