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Club Secretary Training

ODCKI SpOT 2025

Ohio District of Circle K International (ODCKI) 2025/2026

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Note:

All underlined phrases contain links to intended content to help save time and answer questions

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Club Training Notes

All slides will be delivered to ACTIVE ODCKI Clubs for proper officer trainings.

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If you have any questions, please reach out to governor@ohiocki.org

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Club Secretary Training Agenda

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Introduction

  • Name
  • School
  • Year in School
  • Favorite Color

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Overview / Responsibilities

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Club Secretary Overview

The secretary manages all club records and documents details important to club operation, including meeting minutes and attendance at club and board meetings.

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One of the secretary’s most important duties is documentation of club activities and member involvement.

  • Accurate records lend to club credibility and viability
  • This information helps incoming officers and committee chairs as they evaluate the success of past club activities and develop future goals.

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Club Secretary Responsibilities

The secretary is responsible for documenting:

  • Maintain all records, including club membership, dues payment and committee activity.
  • Document club activity through meeting minutes.
    • Member attendance at meetings.
    • Minutes of club meetings and board meetings.
    • Member participation in club activities.
    • Service hours and administrative hours contributed by each member
  • Submit Monthly Report Forms on the 5th of Each Month.
    • Example: The MRF for activities done in the month of May is due June 5th

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Club Secretary Responsibilities

Weekly Duties

Monthly Duties

Annual Duties

  • Attend all meetings and compose official minutes.
  • Respond to all correspondence within seven days and inform officers and advisors of the communication.
  • Recommend agenda items to president for board of officer meetings.
  • Attend board of officer meetings.
  • Write monthly report and submit to the district using the Monthly Reporting Form (MRF) distributed by CKI.
  • Forward newsworthy information to the district for publication.
  • Publish a club newsletter (if club editor position does not exist)
  • Obtain all files and information from immediate past secretary.
  • Inventory all club property
  • Create a filing system for club reports, newsletters and literature.
  • Produce a club membership directory.
  • Complete award forms for district and international contests.
  • Help complete all delegate registration forms for district and international conventions.
  • Acquaint incoming secretary with the position.

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Club Communication

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Club Communication Roles

There are a few key documents that are essential for club success that must be shared with your board and your members:

  • Club member directory
    • Full Name, Email, Gender, Expected Graduation Year, Club Role, Birthday
    • This is needed when adding members to the Kiwanis MUC
  • Monthly reports (From executive board meetings)
  • Club newsletter (From Bulletin Editor)
  • Inventory of club owned resources

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Communication Tools

There are a few different tools that you can use to easily send emails and maintain documentation:

  • MailChimp: Marketing automation and email marketing platform
  • Google Drive: Store, share, and collaborate on files and folders from your mobile device, tablet, or computer
    • Google Sheets: Create and collaborate on online spreadsheets in real-time and from any device.
    • Google Form: Easily create and share online forms and surveys, and analyze responses in real-time.

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Monthly Report Forms

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Monthly Report Forms (MRF)

This is a REQUIRED form that all clubs must submit to the district by the 5th of every month

  • Tracks monthly service hours.
  • Tracks membership participation.
  • Allows your Lieutenant Governor and District Board to be aware of any issues your club may be facing.

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Accessing the MRF

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Event Attendance/Hours

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Event Attendance Tracking

It is important to track all details of attendance at events.

  • The easiest way to track hours and attendance would be with a spreadsheet
    • Include ALL attendees
    • Track the number of hours for the event and the name of the event

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Service Hours and Attendance Tracking

Make sure that your club reports all different service events, club meetings and finances to the google sheets form. Needs to be done after events are done. Make sure that the tracking is detailed because it will be used for award submissions.

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Event Classifications

Every event has a classification, these are needed for accurate tracking and for awards.

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These classifications depend on who is that the event and the purpose:

  • K-Fam: At least two circle k members and two k-family members
    • Can be Kiwanis Meetings! So Please go!
    • ALSO 2 Kiwanis members attending a CKI meeting! So Invite them!
  • Service: Anything that helps others, even fundraisers
    • MUST BE WITHIN CKI
  • Social/fellowship: things that benefit the group to bond
  • Interclub: At least two CKI members from one club and at least two other CKI members from another club

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Meeting Minutes

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Meeting Minutes

All meeting minutes should have a certain structure to make sure all needed data is tracked:

  • The minutes should be broken up three sections
    • First Section (Meeting Information)
    • Body of Minutes (Subjects Discussed)
    • Last Section (Adjournment Information)

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Go to the Circle K International website for a sample of board meeting minutes.

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These minutes should be emailed to AT LEAST all executive board members

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Meeting Minute Structure

First Section

Body of Minutes

Last Section

  • Type of meeting (club, board, regularly scheduled, specially scheduled).
  • Name of participating organizations.
  • Meeting date, time and location.
  • Names of the chair (typically the club president) and secretary.
  • Whether minutes of the previous meeting were approved as read or as corrected.
  • Specify the motion exact words, the maker of the motion and the action taken: amended, passed, rejected, tabled or withdrawn.
  • Describe how the motion was adopted or disposed of and whether the motion might have been debated or amended before being adopted or rejected.
  • Also document secondary motions, such as a recess or fixed time to adjourn the meeting.
  • Maintain attendance records for club meetings and activities.
  • Coordinate all club correspondence.
  • Respond to requests within seven days. Your response should be of similar tone to the request.
  • Forward dues-invoice and membership forms to the district and international offices in conjunction with the club treasurer.
  • Complete and submit all monthly reports through the Member Update Center and any additional forms required by the districts.
  • Forward all registration forms for club participation in district and international events.
  • Prior to each club meeting and board of officers meeting, recommend to the president a list of business items for the agenda.

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Meeting Minute Structure: First Section

The first section of your minutes establishes who, when, and where your meeting is as well as confirms what direction your club plans to work towards.

  • Type of meeting (club, board, regularly scheduled, specially scheduled).
  • Name of participating organizations.
  • Meeting date, time and location.
  • Names of the chair (typically the club president) and secretary.
  • Whether minutes of the previous meeting were approved as read or as corrected.

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Meeting Minutes: Body of Minutes

The body of the minutes records what happens during the meeting and what motions your club decides on:

  • Documentation of motions
    • Specify the motion exact words
    • Maker of the motion
    • Action taken
      • Amended, Passed, Rejected, Tabled or Withdrawn.
    • Describe how the motion was:
      • Adopted or disposed of
      • Whether the motion might have been debated or amended before being adopted or rejected.
  • Document secondary motions, such as a recess or fixed time to adjourn the meeting.

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Meeting Minutes: Last Section

The last section of your minutes serve as an adjournment of the meeting and tracks that all necessary actions are taken.

  • Maintain attendance records for club meetings and activities.
  • Coordinate all club correspondence.
  • Respond to requests within seven days. Your response should be of similar tone to the request.
  • Forward dues-invoice and membership forms to the district and international offices in conjunction with the club treasurer.
  • Complete and submit all monthly reports through the Member Update Center and any additional forms required by the districts.
  • Maintain a file for committee reports.
  • Forward all registration forms for club participation in district and international events.
  • Prior to each club meeting and board of officers meeting, recommend to the president a list of business items for the agenda.

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Meeting Minutes

WHO

  • Who is in attendance?
  • How long were they there?

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WHAT

  • What happened at the club and/or board meeting?

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WHEN

  • Dates & times of events

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Secretary Report

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Reporting to the Board

At each executive board meeting, the secretary should present a report of activities since the last meeting.

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This report should include:

  1. Information about any correspondence received and/or distributed.
  2. Report of meeting attendance and total member and guests participating in club projects.
  3. Report on prospective new members.
  4. Report of activities accomplished, such as the submission of dues, development of the club newsletter and monthly report.
  5. Report monthly on the number of committee reports received.

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Other Important Information

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Communication Knowledge

Be sure to note who is supposed to be doing what; sometime, people may forget or be confused about what needs to be done and who is doing it.

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In your meeting minute, you should note:

  • Who is doing what?
  • When does it need to be done by?
  • What exactly do they need to do?

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Club Member Directories

When receiving dues, be sure to note from general members

  • First Name
  • Last Name
  • Email
  • Gender
  • Expected Graduation Year
  • Club Role
  • Birthday

This information is needed for registration within the Kiwanis MUC and is needed for officers to use for communications and university databases.

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Questions?