Welcome to the
Civitan Club Secretary Online
Certification Program.
THANK YOU
for your service to your community,
your club and Civitan International!

The club secretary online certification program is
divided into video segments for your convenience.

All of the reports/forms in this presentation are
available online at www.civitan.org and can easily be
completed and emailed.

After you have review each video segment, you must
complete the certification test in order to be certified.

You may only take the certification test once.
Maintain an accurate
membership roster
Record and report minutes
Prepare and submit club reports to
Civitan International
Handle, organize and file all
incoming and outgoing club
correspondence
Order club supplies
Maintain member
attendance records
Understand the significant role
of the club secretary
Records kept on each member of the club should include the
following information:
Date the member joined
Birth date
Home and business address
 Business and home telephone numbers
 Email addresses
 Personal interest in community affairs
 Miscellaneous items



Minutes of the club and
board meetings are
imperative to a club.
Roll Call
(Your Club Name) Civitan Club
____________________ Meeting Date ___ / ___ / 20__
Astaire, Fred
Meeting called to order by __________________________________
Bench, Johnny
Business
Cleveland, Grover
Motion ___________________________________________________
DoGooder, Darla
By _______________________ Second by ______________________
Discussion_________________________________________________
Hoover, J. Edgar
__________________________________________________________
Ness, Elliott
Aye’s _________ Nay’s_________
Roberts, Julia
Motion ___________________________________________________
Simon, Simple
By _______________________ Second by ______________________
Discussion_________________________________________________
Volunteer, Victor
__________________________________________________________
Washington, George
Aye’s _________ Nay’s_________
Motion ___________________________________________________
By _______________________ Second by ______________________
Discussion_________________________________________________
__________________________________________________________
Aye’s _________ Nay’s_________
Motion ___________________________________________________
By _______________________ Second by ______________________
Discussion_________________________________________________
__________________________________________________________
Aye’s _________ Nay’s_________
Adjournment by ________________________________@____:____
Roll Call
(Your Club Name) Civitan Club
____________________ Meeting Date ___ / ___ / 20__
Astaire, Fred
Meeting called to order by __________________________________
Bench, Johnny
Business
Cleveland, Grover
Motion ___________________________________________________
DoGooder, Darla
By _______________________ Second by ______________________
Discussion_________________________________________________
Hoover, J. Edgar
__________________________________________________________
Ness, Elliott
Aye’s _________ Nay’s_________
Roberts, Julia
Motion ___________________________________________________
Simon, Simple
By _______________________ Second by ______________________
Discussion_________________________________________________
Volunteer, Victor
__________________________________________________________
Washington, George
Aye’s _________ Nay’s_________
Motion ___________________________________________________
By _______________________ Second by ______________________
Discussion_________________________________________________
__________________________________________________________
Aye’s _________ Nay’s_________
Motion ___________________________________________________
By _______________________ Second by ______________________
Discussion_________________________________________________
__________________________________________________________
Aye’s _________ Nay’s_________
Adjournment by ________________________________@____:____
Minutes must be complete, yet
concise and accurate, with only
the facts presented.
The layout of the minutes should be in
such a way that a reference can be
made at any time to any item
discussed in the past.
The minutes should clearly indicate:
a. The nature of the meeting – board,
general, etc.
b. The date, time and place the meeting
was held.
c. The name of the presiding officer or
chairperson.
When the number of members
attending is small, the names of all
in attendance should be listed.
At larger meetings, names are not
necessary (except the presiding officer
or chairperson) but the number of
people present should be recorded.
Precise wording should be used to
list any decisions made.
Motions and amendments should be
clearly stated and an indication as to
whether they were carried or lost.
Also record the names of those
individuals who made the motions
and those who seconded them.
(Your Club Name) Civitan Club
____________________ Meeting Date ___ / ___ / 20__
Motion __________________________________________________________________________________
By _______________________________________ Second by _____________________________________
Discussion________________________________________________________________________________
_________________________________________________________________________________________
Aye’s _________ Nay’s_________
Motion __________________________________________________________________________________
By _______________________________________ Second by _____________________________________
Discussion________________________________________________________________________________
_________________________________________________________________________________________
Aye’s _________ Nay’s_________
Motion __________________________________________________________________________________
By _______________________________________ Second by _____________________________________
Discussion________________________________________________________________________________
_________________________________________________________________________________________
Aye’s _________ Nay’s_________
Motion __________________________________________________________________________________
By _______________________________________ Second by _____________________________________
Discussion________________________________________________________________________________
_________________________________________________________________________________________
Aye’s _________ Nay’s_________
(Your Club Name) Civitan Club
____________________ Meeting Date ___ / ___ / 20__
Motion __________________________________________________________________________________
By _______________________________________ Second by _____________________________________
Discussion________________________________________________________________________________
_________________________________________________________________________________________
Aye’s _________ Nay’s_________
Motion __________________________________________________________________________________
By _______________________________________ Second by _____________________________________
Discussion________________________________________________________________________________
_________________________________________________________________________________________
Aye’s _________ Nay’s_________
Motion __________________________________________________________________________________
By _______________________________________ Second by _____________________________________
Discussion________________________________________________________________________________
_________________________________________________________________________________________
Aye’s _________ Nay’s_________
Motion __________________________________________________________________________________
By _______________________________________ Second by _____________________________________
Discussion________________________________________________________________________________
_________________________________________________________________________________________
Aye’s _________ Nay’s_________
If any business covered in the minutes
is reopened at subsequent meetings,
the original minutes must
not be altered.
Type the minutes whenever possible.
Store the recorded minutes
in books /binders that allow for
permanent storage.
If possible, avoid reading the minutes.
Ideally, the minutes should be
distributed to the members
before the meeting.
The first item of business at the
meeting is to accept or confirm the
minutes of the previous meeting.
One of the most important responsibilities
of the club secretary is reporting club
membership address changes, additions,
deletions and new club officers to
Civitan International.

The cost is $17.50 for US clubs and $15.00 for Canada
clubs.

New member packet by mail.

An addition form will be accepted by email or faxed but
must be accompanied with a credit card for payment.

Additions will not be added without payment.
Report of Additions
And Subscriptions
To Civitan Magazine
District No.
Club No.
Office Use Only
Received
Amount
Club Name
City
State
Please type or print; press firmly.
Posted
Report new member promptly.
Addition of NEW MEMBERS ($15.00 fee plus $2.50 liability insurance for each):
1.
Sponsor’s name & member no.
Name
Address
(
)
Telephone AC (B)
City
(R)
(Cell)
(Fax)
State
Zip code
Email
2.
Sponsor’s name & member no.
Name
Address
(
)
Telephone AC (B)
City
(R)
(Cell)
(Fax)
State
Zip code
Email
3.
Sponsor’s name & member no.
Name
Address
(
)
Telephone AC (B)
City
(R)
Total New Members added:
(Cell)
(Fax)
State
Zip code
Email
x $17.50 =
Reinstated members (former members of this Civitan club $5.00 fee plus $2.50 liability insurance = $7.50 each):
1.
Name
Address
(
)
Telephone AC (B)
Sponsor’s name & member no.
Approximate dates of membership
City
(R)
Total Reinstated Members:
(Cell)
(Fax)
State
Zip code
Email
x $7.50 =
Transfer members from other clubs (must list former club; no fee):
1.
Name
Address
(
)
Telephone AC (B)
Sponsor’s name & member no.
Former club & approximate dates of membership
City
(R)
(Cell)
(Fax)
State
Zip code
Email
No fee due.
If New Members and Reinstates are sent in by email, the fees must be charged to a credit card. Select Card Type
Name on Card
Mail to:
Email (as attachment) to:
Civitan International
clubdata@civitan.org
P. O. Box 130744
Fax to:
Birmingham, AL 35213-0744
(205) 592-6307
 Mail, email, or fax to: District Governor
 Keep copy for Club Files

Card #
Expiration date
Security code
Affidavit: I hereby certify that the above members have been informed that the membership dues include $2.50 for
annual subscription to Civitan Magazine. I understand that notification to members is required by U. S. Postal Regulations
when subscriptions are paid through membership dues.
Signature and Title
Members cannot be added to
club roster until fees are paid.
Date
Total enclosed $

A member may be reinstated or transferred by using the
lower portion of the addition form.

The cost to reinstate a member is $5.00 plus $2.50
liability insurance = $7.50 for US clubs and $5.00 for
Canada clubs.

There is no cost to transfer a member from another
Civitan club.

When a member is to be officially deleted from your club
membership roster, a deletion form must be completed
and sent to Civitan International.

The official date of the deletion is the date it is processed
at Civitan International.
Report of Deletions
Address Changes
Officer Changes
District No.
Club No.
Office Use Only
Received
Club Name
Posted
City
State / Province
Please type or print; press firmly.
Delete member promptly.
Deletion of Members:
*Reason
1.
Member No. & Name
Address
City
State / Province
Postal code
Member No. & Name
Address
City
State / Province
Postal code
Member No. & Name
Address
City
State/Province
Postal code
Member No. & Name
Address
City
State / Province
Postal code
2.
3.
4.
*Indicate reason for removing member. (One reason per member.)
1. Death
4. Nonparticipation
2. Moved away – List new address
5. Nonpayment of dues
3. Time or schedule conflict
6. Transferred to another Civitan Club
7. Other
Report of address changes or name changes (Give old and new name.)
1.
Member No. & Name
(
New Address / Name
City / State / Province / Postal code
)
Telephone AC (B)
(R)
(Cell)
(Fax)
Email
2.
Member No. & Name
(
New Address / Name
City / State / Province / Postal code
)
Telephone AC (B)
(R)
(Cell)
(Fax)
Email
Report of changes in current year’s club officers:
1.
Position / Member No. & Name
Address
Old officer name and member no.
City / State / Province / Postal code
(
)
Telephone AC (B)
(R)
(Cell)
(Fax)
Email
2.
Position / Member No. & Name
Address
Old officer name and member no.
City / State / Province / Postal code
(
)
Telephone AC (B)
(R)
(Cell)
Mail to:
Email (as attachment) to:
Civitan International
clubdata@civitan.org
P. O. Box 130744
Fax to:
Birmingham, AL 35213-0744
(205) 592-6307
 Mail, email, or fax to: District Governor
 Keep copy for Club Files
(Fax)
Email

Signature and Title
Date
(Must be signed)

Name and address changes for a member are located on
the lower portion of the deletion form.

If you are submitting a name change, please list the old
name and the new name of the member.
Changes in club officers are also located on the
lower portion of the deletion form.
By July 1 of each year a new slate of club
officers should be reported to
Civitan International.
Report of Civitan Club Officers
Club Officers for 2015-16 (term beginning October 1, 2015)
Return no later than July 1, 2015
Secretaries: Please complete this form and mail it immediately following club officer elections. List the member number, current mailing address,
telephone contact numbers (with area code), and email address (when available) for each officer. If officers are not reported, last year’s officers will
be used for contact purposes and listed in the international directory.
District #
Club Name
Club #
Club Meeting Location
Street address
City
Club Meets
State/Province
Each Week
Club’s Membership
Postal Code
1-3 week
2-4 week Day of Week
Male
Female
Time
a. m.
Both
Club Mailing Address:
President
Member Number
Mailing Address
City
Area Code
State/Province
(B)
(R)
Postal Code
(Cell)
Fax
Email
President-Elect
Member Number
Mailing Address
City
Area Code
State/Province
(B)
(R)
Postal Code
(Cell)
Fax
Email
Secretary
Member Number
Mailing Address
City
Area Code
State/Province
(B)
(R)
Postal Code
(Cell)
Fax
Email
Treasurer
Member Number
Mailing Address
City
Area Code
State/Province
(B)
(R)
Postal Code
(Cell)
Fax
Email
Billing Contact
Member Number
Mailing Address
City
Area Code
State/Province
(B)
(R)
Postal Code
(Cell)
Email
1. Mail, fax or email original to:
Civitan International Records Dept.
P. O. Box 130744
Birmingham, AL 35213-0744
Fax: 205-592-6307
Email: BethT@Civitan.org
2. Mail a copy to: your District Governor-Elect
Fax
p. m.

Adding a new member – Addition form

Reinstate and transfer members – Addition form

Deleting a member – Deletion form

Name or address change for member – Deletion form

Changes in current year officers – Deletion form

Report of club officers – New club officer form
A simple method of filing is to use a three ring binder for the
correspondence. Create a series of sections in the binder. Here are some
suggested headings:
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
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District Incoming Correspondence
Civitan International Incoming Correspondence
Incoming Board Matters
Completed Board and Club Minutes
Copies of Outgoing Correspondence
Supply House Orders
Immediate Action
If the club is doing a special project, it may be
necessary to include a separate file for it,
especially if the project is ongoing and large
amounts of correspondence are generated.
Meet with the past secretary to determine
the current procedures regarding the
correspondence collection.
If the mail is sent directly to a post office
make certain you obtain a key.
Sorting the mail should be done on
a regular basis.

Record all correspondence received on a detail
journal.

The journal should include the name of the person
whom the correspondence was sent, date of the
correspondence and whom the correspondence
was from.
Meet with the president after sorting all the
correspondence. Discuss which items must
be handled at the next club meeting and
those that can be held over until the next
board meeting.
Avoid, whenever possible, standing up and
reading every piece of correspondence.
Circulate a summary of the correspondence
at the meeting, providing information on
the basic contents, the recipient, and to
whom follow-up action was assigned.

All outgoing correspondence from the club should
be written on club’s official letterhead not be
written on blank paper.

If the communication is verbal, follow-up with a
written letter confirming details of the
conversation.
For the convenience and club savings, Civitan
International offers supplies essential for club
operations. As secretary, it is your responsibility
to familiarize yourself with what is available
and have the necessary supplies on hand.
You may order online at www.civitan.org/supplies.
Beginning in January 2015
the Civitan Supply House will no longer be able to
bill clubs or districts for supply house items.
All orders will need to be made with a credit card
(Visa, Mastercard, American Express, and
Discover/Novus), or by a ACH direct debit
transfer from the club’s bank account.
Print clearly or type complete information:
item stock number, description, style, size, or
engraving instructions, etc. List the complete
club name and accurate shipping address.
Normal delivery is by parcel post
or United Parcel Service.
Shipping charges are added to the invoice and a
street address is required for UPS delivery.
Claims for damage or shortage must be made
within five (5) days after receiving merchandise.
Credit or exchange cannot be made on merchandise
items that are damaged on return.
The Civitan Supply House will not be responsible for
errors in sizes, engraved, or printed items
that are ordered by phone.
Suggested supply items that you should have on hand at all times:
1. Club stationary
2. Member lapel emblems
3. Framed creeds
4. Framed member scrolls/member plaques
5. Luncheon badges and place cards
6. Member and guest cards
7. Program “Thank you” cards
8. Greeting cards (birthday, sympathy, get well, etc.)
9. Proposal for membership cards
10. Decals
11. Member recruitment brochures: CL 100 – Civitan: A Service Club Worthy of
Your Time, CL 101 – Where Volunteers Become Heroes, CL 181 – Talk
Civitan, CL 115 – Adding New Members for Your Club’s Success.
Don’t wait until the last minute
and then expect to get what you need.
The Supply House at Civitan
International needs a lead time for
shipping of two to four weeks on some items,
so it’s important to plan ahead.
Each club should establish its own guidelines
regarding attendance at meetings, keeping in
mind that requirements must be reasonable.
Secretary Online Certification test

Please fill out all of the information

Answer each test question.

Click the grade quiz button.
Good Luck!