Club Officers » Secretary The club secretary is in charge of maintaining all club files and creating the minutes for club officer meetings. Club files include: Club charter and bylaws. Guest books. Lists of cooperating organizations, events or venues where members have speaking or leadership opportunities. Membership rosters. Officer Meeting Agendas and Minutes. Member or guest complaints and their resolution. Disciplinary procedures. Club contracts or agreements with other entities (media, other clubs or other public speaking organizations). Access to the following files is limited only to officers and directly affected members: Disciplinary Procedures. Member or guests complaints and their resolution. Club Contracts or Agreements. All other files can be accessed by all club members.