Job Description:
Purpose:
To assist the District Governor and Cabinet by recording accurate information of the Lions clubs and Cabinet meetings on a timely manner.
Tasks and Duties:
- Prepare notice of Cabinet meetings ( regular and special) and inform Cabinet members of the date, time place and purpose.
- Take reservations for Cabinet meetings, record attendance and work with the treasurer to collect moneys for the meal (if there is a charge).
- Record accurate minutes at all Cabinet meetings (regular and special) and send to Cabinet members on a timely basis.
- Be in charge of credentials and delegate certification (issue delegate cards) at the Mid-Winter Convention.
- Be in charge of the delegate certification (issue delegate cards) for your district delegates at the Multiple Convention.
- Present a workshop for club Secretaries at the District New Officers School of Instruction.
- Maintain a latest copy of the Lions International Supplies Catalog and process supplies orders as needed.
- Other: handle correspondence and other duties as assigned by the District Governor.
- Optional Duties:
- Compile Monthly Club reports and send the results to the District Governor.
- Make copies of monthly membership, activities and donations, public relations/newsletters and send to the District Governor, Vice District Governor, Membership Chair, Region and Zone Chairs and to Lions Clubs International.
- Notify the District Governor, Region Chairs and Zone Chairs of any club that is falling behind or delinquent in sending reports.
- Maintain a database on club membership and report new members, dropped members and address changes for the database on a monthly basis.
- Meet with the incoming secretary to pass on all district records and train the new secretary on the position prior to the beginning of their year on July 1. Include the new District Governor if possible.
Qualifications:
- 3 to 5 years of membership in Lions Clubs International.
- Has served as President or Secretary of his/her Lions Club and/or experience in other club offices.
- Having previous service on the District Governors Cabinet (Zone Chair, Region Chair, etc.) is useful.
- Has attended at least one Multiple District Convention, the USA Canada Leadership Forum or International Convention.
- Proficiency in grammar, spelling and punctuation is very important.
- Computer skills and understanding of word processing, spread sheets, database, Internet and web sites is essential.
- Good understanding of Lions Clubs International and of his/her District.
- Effective speaking skills to present reports at District meetings.
- Desire and ability to work with other Lions and Lions clubs in his/her District.
- Time available to perform all of the duties of the position.
- Ability to take part in Leadership Development programs in his/her District.
- Ability to attend zone meetings, district meetings and Mid-Winter Conventions.
District Secretary (After the Job Description)
-
Keeping Records
-
How to keep and record minutes of meetings.
-
What meetings require formal minutes (all meetings!!)
-
Who gets copies of meeting minutes and when (timing and timeliness of reports)
-
-
Delegate Certification
-
District Conventions (Mid Winter Convention)
-
Who are the delegates, list of Lions Clubs and their number of delegates
-
List of Past District Governors
-
Delegate certification, registration and issuing of delegate cards
-
Provide Credentials Report to the District Business Meeting
-
-
Multiple District 5M Convention
-
Who are the delegates, list of Lions Clubs and their number of delegates
-
List of Past District Governors
-
Delegate certification, registration and issuing of delegate cards
-
-
-
How to use computers to keep District records and handle District correspondence.