Presentation by Maria Harp at the Austin TLI February 1, 2014

1. Club Leadership Training Session
Achieving Success
As Secretary
1311A.5

2. At the Club Meeting
 GREET MEMBERS
AND GUESTS
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3. AT 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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4. SUGGESTIONS FOR RECORDING
MINUTES
 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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5. ITEMS TO RECORD IN MEETING
MINUTES
 Club name
 Date
 Name of the presiding
officer
 Meeting location
 Name of meeting
attendees
 Type of meeting (club
or committee)
 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
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6. TRANSCRIBE MEETING MINUTES
 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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7. MAINTAIN CLUB FILES
 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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8. A responsibility
and
a privilege!
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