Rotary International District 6000 District Assembly Annual Training March 23, 2013 Training for Club Secretaries John Hannes, Senior Coordinator, RI Support Nate Burnham, Rotary Club of Ankeny

Introductions Name Club Number of years in Rotary How long have you been Secretary? Does your club use ClubRunner?

Secretary Manual Role & Responsibilities Officially, you take office on July 1 Primary Role is to “Help the club function effectively” You will receive information, primarily by , from your board, club committees, club members, District Administrator (Carolyn Scharff), the DG, your ADG, RI, and the RI Foundation. Work closely with your club President Responsibilities may vary depending on size of club and activity level.

Specific Responsibilities Membership - Maintain records Receive new member applications Submit application to Board for consideration Publish name for comments from membership Report new members Report terminations Report changes in members information Each must be reported to: – District 6000 – Rotary International

Membership Records ClubRunner Users: Log on to your club website Click on “Active Member List” – Click on “Add New Member” to report new member – If transferring member, obtain Member ID from former club secretary – Click on “Mark Ex” for member termination – Click on Members Name to Edit If you have chosen “Integration”, changes will flow automatically to District & RI data bases.

Membership Records If not using ClubRunner: Must go to District 6000 Website & “Login” Click on “Membership” or “My Club’s Info” Update Membership Information If you have chosen “Integration”, changes will flow automatically to RI data bases.

Membership Records To Choose Integration (If you have not already): If using ClubRunner, click on “Switch on Data Integration with RI” If not using ClubRunner click on“RI Integration” – Then check “Switch on Data Integration” – Check “Privacy Settings” – Click on “Update Privacy”

Specific Responsibilities Attendance - Record & Report Take attendance at regular meetings Board meetings, participation in service projects, social events, committee meetings, all other events that qualify for make-ups Record & credit make-ups Report attendance for the month to District Administrator within 15 days following the last meeting of the month. In ClubRunner, must close out two month prior before entering current month. Example: February must be closed before entering attendance for April meetings.

Specific Responsibilities Making required reports to RI and District Semi-Annual Report, SAR, to RI – Membership updated after December 1 st or June 1 st will not be reflected in the January or July Semi-Annual Report respectively – If your club has not already done so, recommended to choose to receive your SAR packet by (E-SAR) and not by mail. Login to “Member Access” on RI web site, then click on “Update Club Data” then check the box for “Semiannual Report Preference”. Be sure to “Save” your update. – Can pay by Credit Card Annual report to District 6000 – Due by September 1 each year – $30 per member in 2012 – Voluntary Contributions for FAMSCO, MOST, Youth Fund ($2- $5/member)

Specific Responsibilities Work with Club Treasurer Preparation of Club Billings Make-Up credits Special charges, guests, social events Members on Leave

Specific Responsibilities Order Supplies Russell Hampton Co. – National Award Services, Inc. – Shop.Rotary.org or click on “Shop” on RI Home Page

Specific Responsibilities Other Duties Record Minutes at Board Meetings Provide visiting Rotarians with make-ups Sell 50/50 tickets Set up for weekly meetings Collect money from guest meals, fines, & 50/50 to give to Treasurer

Club & District Support JOHN M. HANNES | Senior Coordinator KATIE FERGUSON | Coordinator P: P: F: F: One Rotary Center | 1560 Sherman Avenue | Evanston, IL

ClubRunner Pricing for Rotary Clubs Size of Club in MembersMonthly Fee Up to 20 members $19.95 Between 21 & 30$24.95 Between 31 & 40$29.95 Between 41 & 50$34.95 Between 51 & 30$39.95 Between 81 & 120$49.95 Between 121 & 200$59.95 Between 201 & 300$79.95 Between 301 & 500$99.95 Plus setup fee of $199