Secretary training session
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Secretary Training Session. Facilitators: Rose Marie Basaraba Hans Granholm March 2010. Read It Out Loud:. The Club Secretary has the most important job in the club. NOTE: The preceding slide and text is with no excuse to the Club President, Past, Present or Future. {;-).

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Secretary Training Session

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Secretary training session

SecretaryTraining Session

Facilitators:

Rose Marie Basaraba

Hans Granholm

March 2010


Read it out loud

Read It Out Loud:

The Club Secretary has the most important job in the club.

District 5370 Secretary Training


Secretary training session

NOTE:

The preceding slide and text is with no excuse to the Club President, Past, Present or Future.

{;-)

District 5370 Secretary Training


The club secretary s responsibilities

The Club Secretary’s Responsibilities

  • Assist the Club President and Club Committees.

  • Assist with the District Governor’s Official Visit.

  • Provide info to Assistant Governor & District Secretary.

  • Maintain Membership records.

  • Track attendance and apply attendance rules.

  • Maintain and preserve Club Minutes & Info.

  • Expedite new member proposals.

  • Consult the Manual of Procedure for rules and procedures

    http://www.rotary.org/RIdocuments/en_pdf/035en_full.pdf

District 5370 Secretary Training


Secretary s calendar

Secretary’s Calendar

  • Week to Week Responsibilities

  • Month to Month Responsibilities

  • Annual Calendar of Events

District 5370 Secretary Training


Week to week responsibilities

Week to Week Responsibilities

  • Pick up and promptly distribute mail

  • Collect and record attendance for weekly meeting

  • Send Change of Informationforms to R.I. via “Report Data Changes to RI” on your club’s administration page.

District 5370 Secretary Training


Month to month responsibilities

Month to Month Responsibilities

  • For Board Meetings

    • Send notice of date and time

    • Ensure an agenda is distributed

    • Take & distribute minutes

  • Submit attendance figures to District Secretary.

  • Order Supplies, Materials, Pins, etc.

  • Take care of Membership Changes.

  • Report to Board on absentee Members.

  • Review perfect attendance status (on anniversary date)

District 5370 Secretary Training


Prior to taking office

Prior to taking Office

  • Study basic Rotary Literature:

    • Club Secretary’s Manual

    • Your Club’s By-Laws & Constitution

    • R.I. Manual of Procedure

    • R.I. Catalogue

    • Miscellaneous R.I. Publications

    • Rotary Club Supplier Catalogues

District 5370 Secretary Training


Prior to taking office con t

Prior to Taking Office Con’t

  • Attend Secretaries Elect Training (SETS)

  • Confer with President Elect and outgoing Secretary

  • Attend District Conference

  • Attend meetings for incoming board members

  • Assist incoming President in preparing Summary of Club Plans & Objectives for the upcoming year.

District 5370 Secretary Training


Secretary training session

July

  • Receive Club files from outgoing Secretary.

  • Submit June attendance figures to District Secretary by the 10th. IMPORTANT!

  • Prepare and submit R.I. Semi-Annual Report.

  • Issue Club Dues Invoices to membership.(work with Club Treasurer)

  • Issue membership identification cards.

  • Prepare a new Club Roster (ClubRunner)

  • Prepare for District Governor’s Visit.

District 5370 Secretary Training


August september

August / September

  • Submit July / August attendance figures to District Secretary by the 10th.

  • Submit Membership changes to R.I. via “Report Data Changes to RI” on your club’s administration page.

  • Review status of payment of Membership Dues.

  • Attend District Assembly (either Sep or Oct).

District 5370 Secretary Training


October

October

  • Submit September attendance figures to District Secretary by the 10th.

  • Send pro-rated dues and report form to R.I. for new members admitted in July, August or September.

  • Submit Membership changes to R.I. via “Report Data Changes to RI” on your club’s administration page.

District 5370 Secretary Training


November

November

  • Submit October attendance figures to District Secretary by the 10th.

  • Submit Membership changes to R.I. via “Report Data Changes to RI” on your club’s administration page.

  • Ensure that process to determine slate of Officers for upcoming Rotary year is commenced.

District 5370 Secretary Training


December family month

December- Family Month

  • Submit November attendance figures to District Secretary by the 10th.

  • Submit Membership changes to R.I. via “Report Data Changes to RI” on your club’s administration page.

  • Following election of Officers for upcoming year, prepare and submit Rotary Club Officers Report Form. Copies go to R.I., the District Governor and the District Governor-Elect.

District 5370 Secretary Training


January rotary awareness month

January- Rotary Awareness Month

  • Submit December attendance figures to District Secretary by the 10th.

  • Submit Membership changes to R.I. via “Report Data Changes to RI” on your club’s administration page.

  • Prepare and submit R.I. Semi-Annual Report.

District 5370 Secretary Training


February march

February / March

  • Submit January / February attendance figures to District Secretary by the 10th.

  • Submit Membership changes to R.I. via “Report Data Changes to RI” on your club’s administration page.

District 5370 Secretary Training


April magazine month

April- Magazine Month

  • Submit March attendance figures to District Secretary by the 10th.

  • Submit Membership changes to R.I. via “Report Data Changes to RI” on your club’s administration page.

  • Send pro-rated dues and report form to R.I. for new members admitted in January, February and March.

  • Begin liaison with incoming Secretary.

District 5370 Secretary Training


Secretary training session

May

  • Submit April attendance figures to District Secretary by the 10th.

  • Submit Membership changes to R.I. via “Report Data Changes to RI” on your club’s administration page.

District 5370 Secretary Training


June fellowships month

June- Fellowships Month

  • Submit May attendance figures to District Secretary by the 10th.

  • Submit Membership changes to R.I. via “Report Data Changes to RI” on your club’s administration page.

  • Coordinate with incoming Secretary in turning over responsibility.

District 5370 Secretary Training


New members prior to induction

New Members (prior to induction)

  • Prior to acceptance by Board:

    • Complete member application form and Record of Action

    • Research and assign classification

    • Determine a membership status

  • Following acceptance by Board:

    • Prepare New Member Info Package including Member Name Tag and Rotary Lapel Pin

    • Prepare an Invoice for Membership dues

District 5370 Secretary Training


New members following induction

New Members (following induction)

  • Send new member information to R.I. via “Report Data Changes to RI” on your club’s administration page.

  • Revise attendance sheets and other records to include new member (ClubRunner).

  • Appoint a club mentor for new member.

  • Ensure new member is given an orientation (Fireside?).

  • Encourage the new member to get involved in projects they are interested in.

District 5370 Secretary Training


Member termination

Member Termination

  • Send member termination information to R.I. via “Report Data Changes to RI” on your club’s administration page.

  • Revise attendance sheets and other records to delete member (ClubRunner).

  • If member is moving out of area, notify Rotary Club in member’s new locale.

District 5370 Secretary Training


Change of member information

Change of Member Information

  • Send change of member information to R.I. via “Report Data Changes to RI” on your club’s administration page.

  • Revise Club records for member (ClubRunner).

  • e-mail The Rotarianfor faster response to address changes.

District 5370 Secretary Training


Attendance requirements

Attendance Requirements

  • Attendance reporting procedure is available for both subscribing and non-subscribing ClubRunner clubs.The PowerPoint instructions can be viewed/downloaded from:

    WCC |DOWNLOADS|Instructional Material| Secretaries | Secretary Training [ppt]

District 5370 Secretary Training


Membership attendance requirements

Membership Attendance Requirements

  • To earn attendance credit a member must attend at least 50% of a club regular meeting.

  • A member must attend or make-up at least 50% of club regular meetings in each half of the year (July to Dec and Jan to June)

  • A member must attend at least 30% of their club’s regular meetings in each half of the year.

District 5370 Secretary Training


Attendance requirements1

Attendance Requirements

  • A membership may be terminated if a member misses four consecutive meetings without due cause.

  • Attendance may be excused for various reasons (see club constitution) if situations make it impossible to attend a meeting.

District 5370 Secretary Training


Attendance requirements2

Attendance Requirements

  • All club members are required to maintain attendance except:

    • Honorary members are exempt.

    • Members excused by the Board for ill-health or given a leave of absence. (These members still pay member dues)

    • Members meeting the 85 Rule who have requested to be exempt. (combination of age + years in Rotary must equal 85). Minimum age requirement has been removed.

District 5370 Secretary Training


Make up requirements

Make-up Requirements

  • Attendance credit may be given to a member 14 days before or after a meeting date when:

    • The member attends at least 50% of another club’s regular meeting.

    • Attends an R.I. Meeting or convention (up to 2 credits).

    • Attends a district meeting, conference or assembly (up to 2 credits).

District 5370 Secretary Training


Make up requirements con t

Make-up Requirements Con’t

  • Attendance credit may be given to a member 14 days before or after a meeting date when:

    • Attempts to attend another club’s meeting but that meeting is not held.

    • Attends and participates in a club service project or event.

    • Attends a club Board or club Service Committee meeting.

District 5370 Secretary Training


Attendance percentages

Attendance Percentages

  • Weekly Attendance Calculation:

    MCA = A%

    (TM –EA)

    • MCA : Total number of members credited with attendance (incl. Make-ups)

    • TM: Total number of active members

      (don’t include honorary members)

    • EA: Excused absences (85 rule or LOA)

    • A%: Attendance percentage for the club

District 5370 Secretary Training


Resources for club supplies

Resources for Club Supplies

  • A direct link from the WCC | District Info, ‘Rotary Merchandise’ opens a number of Rotary merchant links.

District 5370 Secretary Training


Resources for club supplies1

Resources for Club Supplies

  • R.I. On-Line Catalogue

    • Publications, audios and supplies

  • American Specialty Company

    • Club supplies & personal products for Rotarians

  • National Award Service Inc.

    • Club awards, Speaker gifts and supplies

District 5370 Secretary Training


Resources for club supplies cont d

Resources for Club Suppliescont’d…

  • Russell-Hampton Company

    • Club awards, banners, flags, cards & pins

  • Lindeburg & Company

    • Club awards and jewellery

  • The Gerry White Pin Company

    • Club pins and personal products

District 5370 Secretary Training


Web sites

Web Sites

  • Rotary International

    • www.rotary.org

  • Rotary International for Non-Rotarians

    • www.rotary.info (www.rotary.org/info/)

  • Rotary District 5370

    • www.rotary5370.org

  • Shop @ Rotary.org

    • http://shop.rotary.org/catalog/

District 5370 Secretary Training


Web sites1

Web Sites

  • Specialty Company (Toronto)

    • http://www.shopallamerican.com/

  • National Award Service Inc. (Chicago)

    • www.clubsupplies.com

  • Russell-Hampton Company

    • http://www.ruh.com/Rotary/

District 5370 Secretary Training


Web sites cont d

Web Sitescont’d…

  • Lindeburg & Company (for Special Items)

    • www.lindeburg.com/

  • International Name Plate Service

    • http://www.inps.on.ca/rotary/splash.html

  • The Gerry White Pin Co.

    • www.gerrywhitepinco.com

District 5370 Secretary Training


Secretary training session

… and don’t forget,

Your job is the most important in the club.

Good luck and have fun.

2010-11 District Secretary

Sherry Holmes, RC Edmonton West

[email protected]

District Electronic Communications

Hans Granholm, RC Edmonton Strathcona

780-466-5566 (any time)

[email protected]

District 5370 Secretary Training


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