- Attend Secretary Training Section at PETS and District Training Assembly
- Work with out-going secretary on hand over matters
Your responsibilities are summarized below:
- Keeping records
- Your club constitution and bylaws
- Club archive and library
- Maintain documentation of club activities during your term
- Using My Rotary to perform Rotary business online (eg. update officers, membership).
- Attending District Conference
- Work with the Club President to select a delegate to attend RI Convention.
- Sending out notices of meetings of the club, board, and committees.
- Recording and maintaining minutes of club, board, and committee meetings.
- Update the record of office bearers with Registrar of Societies ( HK Police Force) or the Registrar of Companies, depending on whether the club is registered under the Society Ordinance or the Company Ordinance.
- Making required reports to RI and your district:
|Semiannual report||RI, with a copy of the worksheet sent to the district governor||1 July and 1 January|
|Monthly attendance report of club meetings||District governor||Within 15 days following the last meeting of the month|
|Changes in membership||RI and District Governor||Ongoing|
|Visiting Rotarians attendance reports||Rotary club of visitor||Ongoing|
|Rotarian Relocation Form||RI and District Governor||Ongoing|
|Club information changes||RI and District governor||Ongoing|
|Official Directory||RI and District Governor||31 December|
• Working with other club leaders
-You and the president must work as a team to ensure that the club operates effectively.
-You and the president-elect should also meet with current officers to assess the state of the club and the status of ongoing projects and activities.
-You should work closely with the treasurer to arrive at a mutual understanding of club operations, particularly the division of various responsibilities and preparation of RI reports.
-You should work closely with the Club Administration Committee, which conducts activities
associated with the effective operation of the club.
-You should work closely with the Club Membership Committee on “Proposing and Electing new members”.
•Performing any other duties that usually pertain to the office of secretary.
Club Secretary’s Manual
Be a Vibrant Club:
Your Club Leadership Plan –
Standard Rotary Club Constitution
Recommended Rotary Club Bylaws
Semiannual Report documents
CDS – PP Alice Tsang