Secretary
As the district secretary, you are responsible for maintaining the historical records of the district, recording and distributing meeting minutes, and otherwise maintaining accurate, timely records of district business. This position may be combined with the office of treasurer.
The secretary may be appointed by the district governor, subject to approval of the Executive Committee and confirmation by the District Council, or elected. The district secretary is eligible for reelection or reappointment for one succeeding term only.
Responsibilities:
- Record and keep minutes of District Executive Committee and District Council meetings.
- Serve as custodian of the District Administrative Bylaws and district procedures, and keep a permanent history of district accomplishments.
- Assume responsibility for all district correspondence.
- Assist in the preparation and mailing of announcements for district meetings, copies of minutes, and other district reports to clubs.
District Records and Transition
All district funds, bank statements, canceled checks, original invoices, check requests and any other financial records are the property of Toastmasters International. Outgoing district officers must deliver these funds and records to the new district treasurer or new district governor no later than July 1 of each new district administrative year. The outgoing district treasurer and the outgoing district governor may retain copies of any records necessary to complete the district yearend audit. If they receive any funds, statements or other financial documents after July 1 they must immediately give them to the new district treasurer or new district governor.
Communications received by a district are district records and are Toastmasters International property. The district governor determines whether the contents of these communications should be shared with other district officers and the method of distribution, based on the best interests of the district and Toastmasters International.
What Records Should A District Keep?
All district records, including financial statements (canceled checks, copies of bills, etc.) are the property of Toastmasters International and not of any individual, area, division, or district. The District Council is responsible for storing and preserving records for the current administrative year, and the records must be made freely available to district officers and to individual members to inspect and review. Each year, after the yearend audit has been approved by the District Council, the district must send the following items to World Headquarters by November 30. These items are for the previous July 1 through June 30 administrative year and will be stored at World Headquarters:
- Canceled checks
- Bank statements
- Paid invoices
- Cash receipts journals
- Cash disbursement journals
The original documents must be sent to World Head quarters. World Headquarters will honor requisitions for funds and/or supply orders after November 30 only if it has received these records.
Other materials must also be kept for a specific length of time. Your district must forward the following items to the succeeding administration or to World Headquarters for storage for the required period of time.
Additional Resources
When You Are the Secretary (PDF)
Toastmasters.org/whensecretary
Toastmasters International Policies
www.toastmasters.org/policies