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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

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

slide3
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

slide10
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

slide18
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

slide37
… 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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