> For the complete documentation index, see [llms.txt](https://docs.choteaulions.club/committee-procedures/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.choteaulions.club/committee-procedures/officers-handbooks/officers/secretary.md). # Secretary ### Constitutional/Bylaw Official Documentation They shall be under the supervision and direction of the president and the board of directors and shall act as the liaison officer between the club and the district (single, sub- and multiple) in which this club is located, and the association. The responsibilities for this position shall be as follows: 1. Submit regular monthly and other reports to the international office of the association containing such information as may be called for by the board of directors of this association. 2. Submit to the district governor’s cabinet such reports as it may require. 3. Be an active member of the district governor’s advisory committee of the zone in which the club is located. 4. Have custody and keep and maintain general records of this club, including records of minutes of club and board meetings; attendance; committee appointments; elections; member information, addresses and telephone numbers of members; members club accounts. 5. Give bond for the faithful discharge of their office in such sum and with such surety as determined by the board of directors. 6. Deliver, in a timely manner, at the conclusion of their term in office, the general records of the club to their successor in office. ### Described Duties * Prepare an agenda for each regular and Board of Director meeting * Prepare the minutes of each regular and Board of Director meeting. * Maintain the record of attendance for each regular and Board of Director Meeting. See that all members with perfect attendance be recognized. * Maintain all membership records in myLion * Maintain all club activities in mylion * Maintain member badges and make badges for new members * Prepare membership packets for new members * Maintain the list of club committees and committee members. * Maintain a list of current club officers * Make the annual report to the Secretary of State for the Corporation usually in December of each year. * Inform club president regarding election of officers. Nominating committee 1st meeting of February, nominating committee report slate of officers the first meeting of March. The election of officers will be the 1st meeting In April and the installation of the new officers will be the 1st meeting in May. * Collect dues from members in January. * *For Foundation:* When the Club receives a memorial the secretary will write a thank you (acknowledgement) to the person giving the memorial. The secretary will then notify the family of the memorial giving them the name and address of the donor. We keep a running list of all donations and memorials. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters: ``` GET https://docs.choteaulions.club/committee-procedures/officers-handbooks/officers/secretary.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. A goal is most helpful when it describes the outcome the user wants rather than restating the question. For example, with `ask=how do I create an API token`, a goal like `automate deployments from our CI pipeline` lets GitBook tailor the answer to that use case. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.