Basic
Clue: This Toastmasters officer is responsible for taking meeting minutes.
Secretary
•Clue: A creative Secretary might spice up minutes by using these fun visuals.
Emoji's or bullet points
Clue:Who receives the meeting minutes after they are prepared?
All club officers and sometimes all members, depending on club policy. They can also be archived in a shared folder for reference.
•Clue: This official document records who attended, what was discussed, and what decisions were made.
Meeting Minutes
Clue:What is the difference between the roles of Secretary and Treasurer?
The Secretary handles documentation and records, while the Treasurer manages the club’s finances, including collecting dues and maintaining the budget.
Clue:Secretaries can store meeting minutes here for easy access by all club officers.
Google Drive or any cloud storage/ handover guide or Secretary binder
•Clue: If the Secretary can’t attend a meeting, they should do this first.
Inform the President and arrange for a substitute
What's a common mistake Secretaries make, and how can it be avoided?
Not sending minutes promptly or forgetting to update officer changes. Using a checklist and calendar reminders can help prevent this.
Clue:What should the Secretary include in meeting minutes?
Date, time, location, attendees, presiding officer, a summary of discussions, motions made, decisions taken, and any action items or follow-ups.
•Clue: The Secretary submits updated club officer information using this online tool.
Club Central
What types of club records must the Secretary maintain?
Club charter documents, Club bylaws, meeting minutes, officer rosters, member records, club correspondence with Toastmasters International, and past records of club decisions.
Clue:How does the Secretary contribute to club success plans?
The Secretary ensures documentation of plans and progress, helps maintain historical records, and supports communication needed to implement the success plan.
•Clue: This is the list used by the Secretary to verify that enough members are present to hold official votes.
the membership roster (to check quorum)
•Clue: To avoid chaos and lost files, a Secretary should always use this for naming and storing records.
Consistent file name
Clue:How can the Secretary help track attendance and membership changes?
By maintaining an attendance log, noting guests and members, and communicating changes to the VP Membership and the Executive Committee.