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DISTRICT ASSEMBLY APRIL 18, 2009 CLUB SECRETARY / TREASURER WORKSHOP WELCOME ROTARIANS!

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DISTRICT ASSEMBLY APRIL 18, 2009 CLUB SECRETARY / TREASURER WORKSHOP WELCOME ROTARIANS!. DISTRICT ASSEMBLY APRIL 18, 2009 CLUB SECRETARY / TREASURER WORKSHOP DISCUSSION OUTLINE 1 WELCOME 2 INDEX 3 DISTRICT CONTACTS 4 WHAT’S NEW FOR 2009-10 5-7 OUTLINE 8 DISTRICT CALENDAR

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DISTRICT ASSEMBLY APRIL 18, 2009

CLUB SECRETARY / TREASURER

WORKSHOP

WELCOME

ROTARIANS!

slide2
DISTRICT ASSEMBLY APRIL 18, 2009

CLUB SECRETARY / TREASURER

WORKSHOP

DISCUSSION OUTLINE

1 WELCOME

2 INDEX

3 DISTRICT CONTACTS

4 WHAT’S NEW FOR 2009-10

5-7 OUTLINE

8 DISTRICT CALENDAR

9 ROTARY INTERNATIONAL DUES

10 DISTRICT 6400 DUES

11 SAMPLE BUDGET WORKSHEET

12 U.S. INSURANCE - CERTIFICATE

13 CANADIAN INSURANCE- CERTIFICATE

14 RI PRO RATA DUES STRUCTURE - SCHEDULE

15 MEMBERSHIP DATA FORM - RI

16 RI COLLECTION CYCLE

17 IRS REPORTING RULES FOR US CLUBS

18-19 RESOURCES

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DISTRICT ASSEMBLY APRIL 18, 2009

CLUB SECRETARY / TREASURER WORKSHOP

DISCUSSION OUTLINE

DISTRICT CONTACTS

DISTRICT FUND COMMITTEE MEMBERS: 2009-10

DG Neil McBeth, DGE Kim Towar, DGNN Mike Duben

JOHN HEBERT (CPA)

DISTRICT 6400 FOUNDATION TREASURER

ACCOUNTS FOR OUR LOCAL FOUNDATION RECEIPTS AND DISBURSEMENTS

BRUCE JOCKS (CPA)[email protected] 09 10 TREASURER

AS 2009/10 TREASURER BRUCE PREPARES, REVIEWS AND APPROVES ALL FINANCIAL

ACTIVITIES

JOANNE KING (CA)[email protected]

AS FUND COMMITTEE MEMBER, JOANNE REVIEWS CURRENT DISTRICT FINANCIAL

ACTIVITIES AND PROVIDES GUIDANCE ON CANADIAN TAXES

JACK MUELLER, [email protected]

DISTRICT ACCOUNTANT

JACK PREPARES AND BILLS DISTRICT DUES TO ALL CLUBS AND

PREPARES MONTHLY ACCOUNTING FINANCIAL STATEMENTS

ED SCHULZ, (CPA) [email protected]

08 09 TREASURER

AS 2008/09 TREASURER ED PREPARES, REVIEWS AND APPROVES ALL FINANCIAL

ACTIVITIES – INCLUDING DISBURSMENTS OF DISTRICT FUNDS

ALL FUND COMMITTEE MEMBERS REVIEW CURRENT AND FUTURE DISTRICT BUDGETS

AND PROVIDE CONSULTATION REGARDING DISTRICT AND CLUB ACCOUNTING AND TAX

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DISTRICT ASSEMBLY APRIL 18, 2009

CLUB SECRETARY / TREASURER

WORKSHOP

WHAT’S NEW!

2009-10

A) NEW RATES FOR RI AND DISTRICT DUES

B) ROTARY INTERNATIONAL ADDRESSES…

C) PRO RATA RI DUES STRUCTURE

D) U.S. CLUB IRS ANNUAL REPORTING…

FOR US CLUBS TO CONTINUE THEIR

NON PROFIT STATUS MUST REPORT

TO THE IRS ANNUALLY!

ACTUAL FILING REQUIREMENTS

TO START IN 2008-09

E) 1-866-976-8279 ROTARY CONTACT CENTER

NOTE – ROTARY CLUBS ARE NOT CHARITABLE ORGANIZATIONS! UNDER IRS RULES THEY ARE SOCIAL CLUBS. ( GIFTS TO CLUBS ARE NOT CHARITABLE DONATONS )

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DISTRICT ASSEMBLY APRIL 18, 2009

CLUB SECRETARY AND TREASURER

WORKSHOP

OUTLINE

Club Secretary and Treasurer –

The Guardians of the Club Books and Records!

Before you take office, meet with the incoming president!

Account for All club Financial and Membership Activities

Establish Finance and Membership Committees

A Finance and Membership committees to review your work

B Make sure Board of Directors approve financial transactions including new members applications in

the club minutes

Establish Membership and Financial Goals

A Meet with the Board of Directors and establish a budget and submit prior to June 30

B Establish membership goal

C Meet with your committee chairpersons

D Establish club attendance policy E Communicate with membership

Establish an accounting system and a club record retention policy

A One system for all accounts

B Record and Retain Attendance Records

C Record and Retain Membership Records

D Retain books and records in a central location

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DISTRICT ASSEMBLY APRIL 18, 2009

CLUB SECRETARY / TREASURER

WORKSHOP

Establish a checking account (s)

A Two signers on checks

B Receive cancelled checks from bank

C Reconcile receipts and disbursement monthly

to bank statements

Bill and collect dues and meal charges from the membership

A Annually – in advance – send bills out by 6-30

B Semi-Annually

C Unpaid members club dues – establish a club policy

( membership terminated for unpaid dues?)

Pay bills timely

A Establish a payment policy – biweekly, monthly, etc.

B Demand receipts for all expenditures (no receipt-no check)

C R/I Dues – July and January -(pro-rate dues for

new members)

D District 6400 Dues –July and January

Monthly Reports for Board of Directors monthly meetings

A Submit monthly receipts and disbursements report

B Submit monthly membership and attendance report

C Copy reports to Finance and Membership Committees

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DISTRICT ASSEMBLY APRIL 18, 2009

CLUB SECRETARY / TREASURER

WORKSHOP

Rotary Business Portal

A www.rotary.org/en/selfservice/Pages/login.aspx

B Resource for club membership information

Insurance Coverage

A All U.S. and Canadian clubs have coverage

B Review insurance certificates (see attachments)

C Fund raising activities are covered – see policies

Information Reports

A Required IRS –Payments to Individuals

B Annual 990 Report for U.S. clubs DUE BY 11-15-09

C Annual Canadian Charitable Report

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DISTRICT ASSEMBLY APRIL 18, 2009

CLUB SECRETARY / TREASURER

WORKSHOP

CALENDAR

THE ITEMS LISTED BELOW INCLUDE PROJECTED DATES, REPORTS AND REGISTRATIONS

YOUR CLUB MAY BE REQUIRED TO FILE OR PARTICIPATE IN:

DUE DATE*ITEM DUE

April - 30 - May 3, 2009 DISTRICT 2008 CONFERENCE –Mackinac Island –

REGISTRATION PACKAGE

JUNE , 2009 REGISTRATION PACKAGE FOR R/I CONVENTION – England

JUNE 30, 2009 REGISTRATION FOR “MEET THE GOVERNOR NIGHT” AT

HARROW ROTARY CLUB

JULY 1, 2009 R/I CLUB PER CAPITA DUES SEMI-ANNUAL MEMBERSHIP

REPORT

JULY 1, 2009 DISTRICT 6400 CLUBS PER CAPITA DUES $17.580 U.S.

PLUS $150 .U.S.

AUGUST, 2009 R/I - PRESIDENTIAL CONFERENCES REGISTRATION FEES

SEPTEMBER , 2009 GOVERNORS GOLF OUTING REGISTRATION AND FEES

OCTOBER , 2009 MEMBERSHIP, FOUNDATION & INTERACT SEMINARS

REGISTRATION FEES

NOVEMBER 12-14 , 2009 RYLA - ROTARY YOUTH LEADERSHIP AWARDS SEMINAR

FEES $175/STUDENT

NOVEMBER 15, 2009 FORM 990 FOR U.S. TAX RETURN DUE FOR 6-30-2009 YEAR

END

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DISTRICT ASSEMBLY APRIL 18, 2009

CLUB SECRETARY / TREASURER

WORKSHOP

CALENDAR

THE ITEMS LISTED BELOW INCLUDE PROJECTED DATES, REPORTS AND REGISTRATIONS

YOUR CLUB MAY BE REQUIRED TO FILE OR PARTICIPATE IN:

DUE DATE*ITEM DUE

DECEMBER 31, 2009 R/I 2010 CONVENTION REGISTRATION FEES DUE -

DECEMBER 31, 2009 REVENUE CANADA REGISTERED CHARITY CLUB REPORT

DUE

DECEMBER 31, 2009 R/I CLUB PER CAPITA DUES SEMI-ANNUAL MEMBERSHIP

REPORT

DECEMBER 31, 2009 DISTRICT 6400 CLUBS PER CAPITA DUES $17.50 US PLUS

$150. U.S.

March , 2010 PETS – REGISTRATION FEES FOR PRESIDENTS ELECT

TRAINING SEMINAR

APRIL , 2010 DISTRICT ASSEMBLY – REGISTRATION FEES

MAY, 2010 DISTRICT CONFERENCE REGISTRATION PACKAGE

JUNE ,2010 ROTARY INTERNATIONAL CONVENTION - MONTREAL

JUNE , 2010 “MEET THE GOVERNOR NIGHT” REGISTRATION FEES AT

HARROW ROTARY CLUB

JULY 1, 2010 R/I CLUB PER CAPITA DUES SEMI-ANNUAL MEMBERSHIP

REPORT

JULY 1, 2010 DISTRICT 6400 CLUBS PER CAPITA DUES

* SUBJECT TO CHANGE

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DISTRICT ASSEMBLY APRIL 18, 2009
  • CLUB SECRETARY /TREASURER
  • WORKSHOP
  • ROTARY INTERNATIONAL
  • PER CAPITA
  • MEMBER
  • DUES
  • 2009-2010
  • DUES ARE ASSESSED SEMI-ANNUALLY
  • BASED ON MEMBERSHIP AT JULY 1ST AND JANUARY 1ST
  • ALL DUES ARE ASSESSED IN UNITED STATES DOLLARS
  • A MEMBERSHIP BILL IS SENT TO YOUR CLUB WITH A LISTING OF ROTARIANS.
  • THE BILLS SHOULD ARRIVE IN LATE JUNE AND LATE DECEMBER.
  • ROTARY INTERNATIONAL DUESPER CAPITA
  • *JULY 1ST, 2009 $ 24.50
  • U.S. CLUBS ONLY INSURANCE $ 4.00 (1) CANADIAN CLUB INSURANCE $ -
  • COUNCIL ON LEGISLATION $ 1.00
  • MAGAZINE COST $ 6.00
  • AMOUNT DUE PER MEMBER JULY 1ST, 2009 $ 35.50 U.S.
  • *JANUARY 1ST, 2010 $ 24.50
  • MAGAZINE COST $ 6.00
  • AMOUNT DUE PER MEMBER JANUARY 1ST,2010 $ 30.50 U.S.
  • TOTAL PER MEMBER R/I DUES FOR 2009-2010 $ 66.00 U.S.
  • ·UNPAID DUES MAY BE CAUSE FOR YOUR CLUB’S CHARTER TO BE REVOKED.
  • ·PLEASE PAY YOUR R/I DUES ON A TIMELY BASIS!
  • 1.CHECKS SHOULD BE WRITTEN TO “ROTARY INTERNATIONAL” U.S. FUNDS
  • 2.ALWAYS WRITE ON YOUR CHECK YOUR CLUB NUMBER
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DISTRICT ASSEMBLY APRIL 18, 2009

CLUB SECRETARY / TREASURER

WORKSHOP

DISTRICT 6400

PER CAPITA

MEMBER

DUES

2009-2010

DUES ARE ASSESSED SEMI-ANNUALLY

BASED ON MEMBERSHIP AT JULY 1ST AND JANUARY 1ST

ALL DUES ARE ASSESSED IN UNITED STATES DOLLARS

A MEMBERSHIP BILL IS SENT TO YOUR CLUB AND SHOULD ARRIVE IN LATE

JUNE AND LATE DECEMBER

DISTRICT 6400 DUESPER CAPITA PETS

*JULY 1ST, 2009 $ 17.50 US $150.00 US

(1) - CANADIAN INSURANCE ($13.00) $

JANUARY 1ST, 2009 $ 17.50 US $150.00 US

(1) - CANADIAN INSURANCE

TOTAL PER MEMBER DUES FOR

THE ROTARY YEAR 2009– 2010 $ 35.00 US $300.00 US

(1) - CANADIAN INSURANCE

* YOUR JULY 1ST and JANUARY 1ST BILLINGS WILL INCLUDE CHARGES FOR

THE PETS ( PRESIDENTS ELECT & PRESIDENTS NOMINEE TRAINING)

(1) - CANADIAN INSURANCE – EST $15.00 U.S. PER MEMBER

( TO BE ADJUSTED TO ACTUAL)

CHECKS SHOULD BE WRITTEN TO “ ROTARY DISTRICT 6400 “ U.S. FUNDS

PLEASE PAY YOUR DISTRICT DUES ON A TIMELY BASIS!

ALWAYS WRITE ON YOUR CHECK YOUR CLUB NUMBER

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DISTRICT ASSEMBLY APRIL 18, 2009

CLUB SECRETARY / TREASURER

WORKSHOP

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DISTRICT ASSEMBLY APRIL 18, 2009

CLUB SECRETARY / TREASURER

WORKSHOP

Treasurer FormsOn-Line

http://www.rotary6400.org/download/index.htm

Treasurer Area

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DISTRICT ASSEMBLY APRIL 18, 2009

CLUB SECRETARY / TREASURER

WORKSHOP

QUESTIONS

FROM

ROTARIANS!

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