Club Secretary Certification Test

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| By John Walter
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John Walter
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Quizzes Created: 2 | Total Attempts: 2,435
Questions: 20 | Attempts: 2,350

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Club Secretary Certification Test - Quiz

Questions and Answers
  • 1. 

    Which of the following is NOT a primary responsibility of the Club Secretary:

    • A.

      Maintain an accurate membership roster

    • B.

      Handle, organize and file all club correspondences

    • C.

      Order club supplies

    • D.

      File appropriate tax forms each year

    Correct Answer
    D. File appropriate tax forms each year
    Explanation
    The Club Secretary is responsible for maintaining an accurate membership roster, handling, organizing, and filing all club correspondences, and ordering club supplies. However, filing appropriate tax forms each year is not a primary responsibility of the Club Secretary. This task is usually handled by the Club Treasurer or an appointed financial officer.

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  • 2. 

    As Secretary you should record and report minutes.  Minutes should be reported in full detail instead of concise with only the facts presented.

    • A.

      True

    • B.

      False

    Correct Answer
    B. False
    Explanation
    Minutes must be complete but should be concise and accurate only presenting the facts.

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  • 3. 

    Minutes of the meeting should clearly indicate:

    • A.

      The type of meeting – board, general or club

    • B.

      The date, time and place the meeting was held

    • C.

      The name of the presiding officer or chairperson

    • D.

      All of the above

    Correct Answer
    D. All of the above
    Explanation
    The minutes of a meeting should clearly indicate the type of meeting (board, general, or club), the date, time, and place the meeting was held, and the name of the presiding officer or chairperson. This ensures that there is a record of the important details of the meeting, including its purpose, location, and the person in charge. By including all of these elements in the minutes, it becomes easier to refer back to the meeting and understand its context and decisions made.

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  • 4. 

    The names of members attending should always be listed except at larger meetings were names are not necessary (except presiding officers or chairperson).

    • A.

      True

    • B.

      False

    Correct Answer
    A. True
    Explanation
    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 presiding officers or chairperson but the number of people should be recorded. If someone is striving for perfect attendance you may make note they were in attendance.

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  • 5. 

    Motions and amendments should:

    • A.

      A. Be clearly stated

    • B.

      B. It should be indicated as to whether it was carried or lost

    • C.

      C. Names should be recorded of those individuals who made the motions and those who seconded them.

    • D.

      D. All of the above

    • E.

      Only A & B

    Correct Answer
    D. D. All of the above
    Explanation
    Motions and amendments should be clearly stated in order to ensure that everyone understands what is being proposed. It is also important to indicate whether the motion or amendment was carried or lost, so that the outcome is clear. Recording the names of those who made the motions and those who seconded them is important for accountability and transparency. Therefore, all of the options A, B, and C are correct.

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  • 6. 

    If any business is reopened at subsequent meetings, the original minutes must not be altered.

    • A.

      True

    • B.

      False

    Correct Answer
    A. True
    Explanation
    This statement is true because the original minutes of a meeting should accurately reflect what occurred during that meeting and should not be altered afterwards, even if the business discussed in the meeting is reopened at subsequent meetings. Altering the original minutes would compromise their integrity and accuracy, which is why it is important to maintain the original minutes as a record of the original meeting.

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  • 7. 

    Minutes should be :

    • A.

      Handwritten not typed

    • B.

      Distributed to the members after the meeting

    • C.

      Read at the meeting by the Secretary

    • D.

      None of the above

    • E.

      All of the above

    Correct Answer
    D. None of the above
    Explanation
    The minutes should be distributed to the members after the meeting, but they should not be handwritten or typed. Additionally, they should not be read at the meeting by the Secretary. Therefore, the correct answer is "None of the above."

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  • 8. 

    The first item of business at the meeting is to accept or confirm the minutes of the previous meeting:

    • A.

      True

    • B.

      False

    Correct Answer
    A. True
    Explanation
    The first item of business at a meeting is typically to discuss and approve the minutes of the previous meeting. This is done to ensure that all attendees have an accurate record of what was discussed and decided upon in the previous meeting. By accepting or confirming the minutes, the participants acknowledge that they are a true reflection of the previous meeting's proceedings. This allows the meeting to move forward with a shared understanding of past events and decisions. Therefore, the statement "True" is correct.

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  • 9. 

    As Secretary one of your most important responsibilities is reporting:

    • A.

      A. Club membership address changes

    • B.

      B. Additions and deletions

    • C.

      C. Delinquent dues

    • D.

      D. New club officers

    • E.

      E. All of the above

    • F.

      F. A,B & D only

    • G.

      G. A & B only

    Correct Answer
    F. F. A,B & D only
    Explanation
    The club Secretary is not responsible for reporting delinquent dues.

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  • 10. 

    When submitting an addition form to Civitan International you must include payment of:

    • A.

      $18.50 per addition

    • B.

      $15.00 per addition

    • C.

      $16.00 per addition plus $3.50 for liability insurance = $19.50

    • D.

      None of the above

    Correct Answer
    A. $18.50 per addition
    Explanation
    When submitting an addition form to Civitan International, the required payment is $18.50 per addition. This means that for each addition submitted, the person must pay $18.50. The other options mentioned in the question, such as $15.00 per addition and $16.00 per addition plus $3.50 for liability insurance, are not the correct payment amounts. Therefore, the correct answer is $18.50 per addition.

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  • 11. 

    A member may be reinstated or transferred by

    • A.

      Using the lower portion of the addition form

    • B.

      Using the lower portion of the deletion form

    • C.

      By memo on club stationary to Civitan International

    • D.

      None of the above

    Correct Answer
    A. Using the lower portion of the addition form
    Explanation
    The correct answer is "Using the lower portion of the addition form." This means that if a member wants to be reinstated or transferred, they can do so by filling out the lower portion of the addition form. This form is likely provided by the club or organization and is used to update membership information. By completing this section of the form, the member can indicate their desire to be reinstated or transferred, and the necessary actions can be taken accordingly.

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  • 12. 

    The cost to reinstate  a member is  

    • A.

      $2.50

    • B.

      $5.00

    • C.

      $8.50

    • D.

      There is no charge

    Correct Answer
    C. $8.50
    Explanation
    The cost to reinstate a member is $8.50.

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  • 13. 

    The cost to transfer a member is

    • A.

      $2.50

    • B.

      $5.00

    • C.

      $7.50

    • D.

      There is no charge

    Correct Answer
    D. There is no charge
  • 14. 

    When a member is deleted the official date of the deletion is

    • A.

      The date of the deletion form

    • B.

      The post mark date if mailed

    • C.

      The official date on an email or fax

    • D.

      The date it is processed at Civitan International

    Correct Answer
    D. The date it is processed at Civitan International
    Explanation
    The correct answer is the date it is processed at Civitan International. This means that the official date of deletion for a member is the date when the deletion request is processed by Civitan International. This could include any paperwork, emails, faxes, or other forms of communication that are received and processed by the organization. The other options mentioned, such as the date of the deletion form, the postmark date if mailed, or the official date on an email or fax, may not necessarily be the official date of deletion as they do not involve the processing by Civitan International.

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  • 15. 

    A name or address for a member may be changed by 

    • A.

      Completing the lower portion of the addition form

    • B.

      Completing the lower portion of the deletion form

    • C.

      Completing the change of name or address form

    • D.

      By memo on club stationary to Civitan International

    Correct Answer
    B. Completing the lower portion of the deletion form
    Explanation
    To change a name or address for a member, the correct way is to complete the lower portion of the deletion form. This suggests that the process of updating member information involves removing the previous details and replacing them with the new ones. By completing the lower portion of the deletion form, the club can ensure that the old information is deleted and the new name or address is accurately recorded.

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  • 16. 

    A new slate of club officers should be reported to Civitan International

    • A.

      August 1

    • B.

      June 1

    • C.

      October 1

    • D.

      July 1

    • E.

      None of the above

    Correct Answer
    D. July 1
    Explanation
    The correct answer is July 1 because this is the date that the new slate of club officers should be reported to Civitan International. This suggests that there is a specific deadline for reporting the club officers, and it falls on July 1. The other dates mentioned, August 1, June 1, and October 1, are not relevant to this specific requirement. Therefore, July 1 is the correct answer.

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  • 17. 

    Which of the following is your responsibility as Secretary

    • A.

      A. Sorting the mail on a regular basis

    • B.

      B. Recording all correspondence received on a detailed journal

    • C.

      C. Meeting with the club President to discuss items that should be handled at the next club meeting

    • D.

      D. A & B only

    • E.

      E. All of the above

    Correct Answer
    E. E. All of the above
    Explanation
    As the Secretary, it is your responsibility to sort the mail on a regular basis to ensure that important correspondence is received and handled promptly. You are also responsible for recording all correspondence received on a detailed journal, which helps to maintain a record of communication and can be referred to if needed. Additionally, you should meet with the club President to discuss items that should be handled at the next club meeting, as this helps in planning and organizing the agenda effectively. Therefore, all options A, B, and C are the responsibilities of the Secretary.

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  • 18. 

    At club meetings the Secretary should read all pieces of correspondence so the membership is informed.

    • A.

      True

    • B.

      False

    Correct Answer
    B. False
    Explanation
    Avoid, whenever possible, standing up and reading every piece of correspondence. Circulate a summary of correspondence at the meeting, providing information on the basic contents, the recipient and to whom follow –up action was assigned.

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  • 19. 

    As Secretary you are responsibility for ordering all supplies from the Civitan Supply House for your club. The Supply House needs a lead time for shipping of ______________on some items, so plan ahead

    • A.

      One week

    • B.

      Six weeks

    • C.

      Two to four weeks

    • D.

      Five days

    Correct Answer
    C. Two to four weeks
    Explanation
    The correct answer is "Two to four weeks." As the Secretary responsible for ordering supplies, it is important to plan ahead and take into account the lead time for shipping from the Civitan Supply House. This lead time is stated to be between two to four weeks, indicating that it takes this amount of time for the supplies to be delivered after placing the order. By understanding this, the Secretary can ensure timely availability of the required supplies for the club's activities.

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  • 20. 

    In order to be certified as a club Secretary you must complete and submit the certification test located in this section.  

    • A.

      True

    • B.

      False

    Correct Answer
    A. True
    Explanation
    Once the test is completed and the submit button is pressed the test will automatically be sent to Civitan International for certification. You must have a passing grade of 70 or more.

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  • Current Version
  • Mar 20, 2023
    Quiz Edited by
    ProProfs Editorial Team
  • Jun 09, 2015
    Quiz Created by
    John Walter
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