Club Administration Essentials

1. Club Administration Essentials

2. Four Elements of an Effective Club • Increase membership • Implement successful projects • Support the Rotary Foundation • Develop leaders capable of serving beyond the club level

3. Club Administration Why is Club Administration Important? Provides the framework that enables the club to function effectively.

4. Key Elements of Club Administration • Data Management Tracking, recording and reporting club and member information / data • Successful Meetings Planning, quality programs, education, business, and fun • Fellowship Events, member recognition, and Family of Rotary • Effective Communication Club bulletin, meeting agendas / minutes, and club website

5. Data Management What data needs continual management in a rotary club?

6. Data that requires Continual updates… • Basic club data (club name, meeting time and location, mailing address, etc.) • Officer Data (organization of current officers in the club). • Member data (name, address, contact info, etc. for all members) • Attendance Data

7. Managing Club Data • Club Data is kept in 3 places: • By the Club(RI-CAS, ClubRunner, Other) • By the District(ClubRunner) • By Rotary International(Member Access) • It is critical to updateall 3 whenever • this data changes

8. Privacy of Information Remember: • The privacy of member data must be respected at all times. • Club data shouldnever be used for the purpose of soliciting or advertising for a club member’s business. • It should never be sold or used for any purpose other than club and Rotary business.

9. Managing Club Data What can members do to help? • Club Members should be encouraged to keep their own contact information current on the District and RI websites.

10. Managing Club Data What data needs periodic management in a rotary club? • Club records such as meeting minutes • Club history if applicable • Club bylaws • Club planning documents • Normal club correspondence

11. Duties of the Club Secretary What are the “official” duties of the club secretary?

12. Primary Secretary Responsibilities • Maintain Membership Records Report changes to club, district, and RI • Record Attendance Report monthly attendance to club and district • Maintain current Club and Officer Information Report changes to club, district, and RI

13. Primary Secretary Responsibilities • Prepare required Reports to RI • Semiannual Report of Membership, Per Capita Dues, and Rotarian Subscriptions (due July 1st and Jan 1st) - These can now be done on-line through Member Access. • Send in District Dues (due August 1st)

14. Duties of the Club Secretary What are some “other” duties of the club secretary?

15. Purpose of Attendance Rotary has attendance requirements for members. What is the purpose of this requirement?

16. Attendance Requirement Is it required that clubs record and report attendance at every meeting? Yes – Recording attendance at every meeting and reporting attendance is required by the Rotary International bylaws.

17. Attendance Requirement Why must I send a monthly attendance report to the District? • The District Governor is required by the Rotary Constitution to report monthly attendance figures to the RI Secretariat. • The District Governor and staff analyze club attendance reports as one indicator of overall club health and activity so they can offer help to struggling clubs as early as possible.

18. Attendance Requirement When is this report due? It is requested that this report be sent by the 10th of each month to the District Governor (District Secretary). According to the RI bylaws, this report is past due after 15 days from the last meeting of each month.

19. Attendance Requirement Rotary has specific membership requirements for attendance. What are these requirements?

20. Counting Attendance at a Meeting You must be present for at least 60% of a club meeting for it to count towards the attendance requirement. For example, at a 60 minute meeting, you would need to be present for at least 36 minutes. 15 min 45 min 30 min

21. Counting Attendance at Your Club You also need to attend at least 30% of your own club’s regular meetings in each half of the year. • For example, if your club holds 26 regular weekly meetings in a half year, you must attend at least 8 of these meetings.

22. Make-up Credit Rotary allows members to make-up meetings to maintain their attendance. What is the time limit for make-ups? Two weeks before or after the missed meeting

23. Make-up Credit Besides attending another club’s meeting, what other District, Zone or RI meetings count as make-ups? • Present at the usual time and place of another club’s regular meeting and that club is not meeting. • Attends a District conference; a District assembly; any District committee meeting or event. • Attends and participates in a club service project or a club-sponsored community event or meeting authorized by the board. • Attends a board meeting or, if authorized by the board, a meeting of a service committee to which the member is assigned • Reasons related to Rotary officers and business – see Rotary bylaws

24. Excused Absences Rotary allows certain absences to be excused. What are some circumstances that absences can be excused? The board may excuse an absence for reasons it considers to be good and sufficient. See the manual of procedures (MOP) for details. Note: An excused absence does not provide attendance credit. Absent members who have been excused are still counted as absent when reporting attendance for the club.

25. Exception to the Membership Requirement Rule of 85 The sum of the member’s years of membership and age equals 85 or more and the member has requested in writing an exception to the attendance requirement.

26. Termination Failure to meet the attendance requirement may result in termination of membership if the member fails to • Attend or make-up at least 60% of club meetings in each half of the year. • Attend30% of their own club’s regular meetings in each half of the year. • Attend or make-up four consecutive meetings.

27. Calculating Attendance • Only Active Members are included in attendance calculations (no honorary, guests, visiting Rotarians, etc.). • A regular meeting can be omitted in calculating the clubs attendance if it is canceled because: • Legal Holiday • Death of a Club Member • Disaster or armed conflict affecting the community • Board may cancel up to 4 meetings per Rotary year for other causes.

28. Calculating Weekly Attendance Weekly Attendance % = Number of Active Members Attending the Meeting X 100 Number of Active Members in the Club * * Does not include rule of 85 members

29. Calculating Monthly Attendance Average Monthly Attendance % = Wkly % 1 + Wkly % 2 + Wkly % 3 + ... Wkly % x Number of Meetings in the Month (x)

30. Reporting Monthly Attendance • Reporting is done on-line at the district website. • What is reported Monthly? • Current number of active members • Number of terminated members • Number of new members • Number of meetings held for the month • Average weekly attendance for the month

31. Promoting Regular Attendance • Provide • Relevant Programs • Enjoyable Meetings • Stress importance of attendance • Involve members • Encourage make-ups • Recognize exemplary attendance How can you promote regular attendance?

32. Attendance Concerns • Get to know members • Monitor trends • Do a Club Inventory - Find out why • Get feedback – Use results • Create a support system to encourage/monitor attendance • Follow-up with members that miss a meeting • Ask AG or DG for help What can you do about attendance concerns?

33. Successful Meetings • Show time and money of “volunteers” is well spent • Increase Rotary knowledge • Show value of continued membership • Provide fellowship • Be fun What should a successful weekly meeting achieve?

34. Successful Meetings How do you ensure that your club meetings are stimulating? • Involve members in planning meetings • Provide interesting and relevant programs • Provide leadership and order • Provide fellowship • Have fun • Ensure meetings begin/end on time – respect the time of club members.

35. Typical Order Of Business • Call to Order • Club Traditions (pledge, invocation, 4-way test, singing, etc.) • Introductions • Announcements • Rotary Minute • Committee Reports • Unfinished Business • New Business • Program • Adjournment

36. What information should be included in Weekly Programs? Interesting and Relevant Programs • Rotary Subjects • Club goals, projects, activities • Special observances • Foundation Month • Paul Harris’ Birthday • Community Events • Info that benefits Rotarians personally/professionally • Amusing & entertaining programs

37. Planning Programs What creative strategies does your club use to plan relevant and informative club programs?

38. Fellowship Why is Fellowship in Rotary important? “The First Object of Rotary gives fellowship as the basis of service…..As long as we have fellowship, service follows.”Richard H. Wells RI President 1944-45

39. Fellowship What can you do to stimulate and improve fellowship? • Wear name badges • Rotate seating • Announce special dates—weddings, birthdays, anniversaries • Plan family and social events • Publish news in bulletin about members and upcoming events • Recognize member accomplishments / contributions

40. Fellowship – The Family of Rotary Let your members know you care about them and their families. Designate a Family of Rotary Committee or Person to: • Send birthday / anniversary cards or e-cards to members. • Call or email them if they miss a meeting. • When family members are ill, send flowers/cards, and visit them. • Recognize members for Rotary and professional accomplishments.

41. Club Bulletins • Provides news of the club, its members and Rotary. • Informs members of upcoming programs. • Reports the highlights of various club meetings. • Provides “District” news • Fosters fellowship How does the club bulletin support effective club administration?

42. What are important considerations in producing the Club Bulletin? Club Bulletins • Publish regularly • Regular features • Club/committee activities • Membership Updates • Personal info about members • Use photos to stimulate interest • Send via e-mail or produce on-line version

43. Club Bulletins • Members and committee chairs • DG’s monthly newsletter • The ROTARIAN • Rotary World • District 5490 website • www.rotary5490.org • RI website • www.rotary.org What are sources of info for the Bulletin?

44. Club Websites • Central and secure location for club data • Responsive to younger member’s needs • Always accessible by membership • Easier to maintain then printed records • Promotes membership development How can Club Websites help with effective communications?

45. Club Websites • Keep content current and changing . • Be sensitive to members who do not have internet access or email. • Subscribe to ClubRunner to make maintenance and District reporting easier. • Distribute maintenance of the site to several members (easier if on ClubRunner). Important Tips about Websites

46. Visual Identity Style Manual Publication 547-EN—(199) Refer to this publication when developing any club materials for bulletins or websites

47. Resources • Assistant Governor • District Secretary • District Governor • RI and District Websites • RI Staff Don’t hesitate to ask – District and RI staff are there to help!

48. Club Administration Essentials Questions?