In the Rotary family, leadership positions change every year to honour the principle of rotation. The Secretary is the guardian of continuity: they ensure the archive, the minutes and the regulations are preserved, so that the handover from one administration to the next happens without any loss of information or memory. They embody the spirit of "Service Above Self" through listening, organization and daily communication:

  • Internal connection: a constant point of reference for members and prospective members on any procedural or organizational question.
  • Bridge to the outside: the official link between the Club, the Zone, the District and Rotary International.

Respecting rules and procedures is not mere formalism, but a guarantee of fairness and equity among members. The Secretary makes sure that decisions taken in Assemblies and Board meetings are transparent, formalized in the official minutes, and compliant with the Club's Statute and with the District and International Regulations.

The Secretary stands alongside the President and supports every phase of the Club's action:

  • They keep the organizational structure efficient, freeing the President from technical details so they can focus on strategic vision and service projects.
  • They uphold discipline on institutional and administrative deadlines (updating official portals, paying district and international dues, handovers).

If the President is the Club's mind and its temporary guide, the Secretary is its backbone and operational heart: they guarantee efficiency, preserve traditions, keep the sense of belonging alive, and translate the vision into day-to-day operations.

List of duties

  1. Guarantor of the Club's and District's rules and regulations;
  2. Manager of internal and external communications and relations;
  3. Drafter of official notices and minutes;
  4. Custodian of the archive and historical documentation;
  5. Responsible for bureaucratic obligations and deadlines.

Duties in detail

1. Guarantor of the Club's and District's rules and regulations

The Secretary must know the Club's Statute and Regulation thoroughly, as well as District and Rotary International regulations. Their task is to clarify any regulatory doubts for members and prospective members, and to suggest to the President any regulatory updates needed to bring the texts in line with current directives.

2. Manager of internal and external communications and relations

The Secretary is the Club's information hub. They handle sending out invitations to events (together with the President and the Prefect), circulate newsletters and bulletins, and forward to members any communications coming from the District and from partner Rotary Clubs.

3. Drafter of official notices and minutes

The Secretary drafts and sends, in written form, notices convening Board meetings, Assemblies and gatherings (with at least 7 days' notice). During meetings, they verify the quorum and any proxies, record the discussion and the votes, and draft the official minutes (signed together with the President).

4. Custodian of the archive and historical documentation

The Secretary preserves the Club's historical memory, keeping in orderly fashion all Board and Assembly minutes, official correspondence, newsletters, bulletins and membership registers.

5. Responsible for bureaucratic obligations and deadlines

The Secretary monitors and meets the Club's annual administrative deadlines — see the dedicated Annual administrative deadlines card for the full list and useful links.

See also