MINUTES AND RECORDS
How we remember what we are doing and where the money is being spent.
Any matters that change the way the Club operates and functions, as well as non-budget financial expenditures (donations) must be decided by the Board and voted on. ALL Board matters voted at each Board meeting must be clearly documented in the Board minutes; along with any supporting material presented. All minutes should be retain in the Club's permanent record. A copy of the Board minutes must be circulated to the general membership after each meeting.
According to the By-Laws of the Chatham Rotary Club:
It shall be the duty of the secretary to keep membership records; record attendance at meetings; send out notices of club, board and committee meetings; record and preserve the minutes of such meetings; report as required to RI, including the semiannual reports of membership on 1 January and 1 July of each year, and prorated reports on 1 October and 1 April of each active member who has been elected to membership in the club since the start of the July or January semiannual reporting period, report changes in membership; provide the monthly attendance report, which shall be made to the district governor within 15 days of the last meeting of the month; collect and remit RI official magazine subscriptions; and perform other duties as usually pertain to the office of secretary. The secretary shall maintain one original of the bylaws, updated with all current amendments, as part of the permanent records of the club.