Club Secretary

Duties of a Toastmasters Club Secretary

The Secretary maintains accurate club records, handles official correspondence, documents decisions and ensures that the administrative foundations of the club are well organised. They manage meeting minutes, member records and official communication with Toastmasters International. Their role supports continuity, clarity and accountability across the officer team.

Actions for a Secretary to Take in December and January

The mid-year period is a natural time to review records, ensure documentation is accurate and confirm that all essential club information is up to date. In a busy period that includes contests and Area Director visits, the Secretary’s attention to detail keeps the club running smoothly.

High Priority Actions

1. Invite the Area Director to Visit

Support the Area Director visit by confirming meeting details and providing any documents they request, such as previous minutes or the Club Success Plan.
Ensure they receive accurate logistical information ahead of their visit.

2. Review and Update Club Records

Verify that all membership changes have been recorded correctly in Club Central.
Ensure new members have been fully registered and that member contact details are accurate.
Review the club’s officer list and confirm that all officers have up to date email addresses and contact information.

3. Support the Club Success Plan Review

Provide the executive committee with the latest version of the Club Success Plan.
Record any updates made during the mid-year review.
Ensure version control is clear and that officers know where the plan is stored.

Ongoing Responsibilities for December and January

Maintain High-Quality Minutes

Meetings in this period often include planning for contests, training and membership activities.
Ensure minutes are prepared promptly, stored safely and shared with officers without delay.
Record decisions clearly and include any action items with responsible officers.

Support Contest Season Administration

Document the selection of contest chairs, contest dates, judges and key decisions.
Maintain accurate records for continuity between club, area and division contests.

Maintain Communication Flow

Issue notices for club business meetings or elections if needed.
Assist the President with official correspondence and ensure timely reminders of important events.

Looking Ahead

Clear and accurate documentation strengthens trust and consistency within the club. Your work as Secretary, especially in December and January, ensures the officer team has the information and clarity required to deliver a strong second half of the programme year.