Rotary Club Secretary Training Session 1 Districts 6040, 6060, 6080 6040 6060 6080 Allen Garner Sue Cobb Jean Harmison Johnah Terbovic Sandy Parr Nataliya Galushkin Bill Allen

What are your expectations of the role? What do you think are club secretary responsibilities?

Our Opinion... Club Secretary is the most important, high-visibility, impactful leadership position in your Rotary Club – period. Consider the importance of: All club data and record keeping Generating every measure of club and district success Historical documentation Maintaining club status with Rotary International (termination IS possible) Documenting membership Keeping members engaged…and in your club Coordinating directly with District, Zone, and Rotary International leaders

Club Secretary Responsibilities Assist the Club President and committees in executing responsibilities Maintain Membership records Track attendance Create, maintain, and preserve club minutes, tax documents, and historical documents Be the club expert of the Rotary International Manual of Procedure Maintain the club constitution New member administrative processing

What Are You Thinking? What are you looking forward to the most? What are you dreading? What do you think is the best way to prepare?

Prior to (re)Taking Office Review Club Secretary Manual Review Club By-laws and Constitution R.I. Manual of Procedure Know materials vendor and procedure Coordinate with Club President and Treasurer for a smooth process of district and RI Dues Assist to coordinate DG Visit No other programs, consider small DG gift, ensure protocol (standing ovation) Communicate for maximum attendance Anticipate board meeting immediately before/after club meeting

Prior to (re)Taking Office – con’t Have a meeting with outgoing President, Secretary, and Board Get and stay ahead of President-elect…plan, organize, and lead Establish Rotary Club Central early Set goals and monitor performance Keep it up-to-date Ensure new member applications and packages are readily available

New Club Members Secretary is key! Member application processing is important – never let sit Assist with member classification Determine membership status Have new member package ready to go Order name tag and lapel pin as soon as possible Ensure a dues invoice is presented Transmit member data to District and RI Projects, encouragement, inclusion in emails and all lists immediately

Member Termination Transmit information to District and RI Avoid “ghosts” (former members on current lists, nametags, etc) Revise attendance sheets Update email addresses (stop sending email to terminated members) If moving, assist in finding a new club Check on former members periodically Update The Rotarian magazine

Resources for Club Supplies R.I. Online Catalog American Specialty National Award Russell-Hampton Lindeburg and Company Gerry White Pins

Secretary Schedule Weekly Tasks Monthly Maintenance Annual Calendar

Weekly Mail – postal and email Keep up, don’t stack up! Attendance Maintain sign-in sheets Pick a convenient and set time to log-in Have an easy-to-track method for make-up meetings Minutes Keep minutes during each meeting Consider emailing to all members Immediately process new member applications

Monthly Board meetings Notice of date and time Create agenda Take and distribute minutes Keep records Attendance Enter directly into DaCdb or ClubRunner Enter or verify changes in RI database (MyRotary) Order Supplies, materials, pins, badges, etc. Maintain Rotary Club Central

June 2017 Get Ready! Review Secretary Files Double check District Database (DaCdb or Clubrunner) and MyRotary Access Membership Club Leaders Create club email lists All members Board members District leaders Rotary Magazine Check-up Ask about membership status options for new members

July 2017 Assist with Issue/Payment of Club Dues Ensure that SAR invoice is paid (semi-annual report) Be aware of District Governor visit schedule Report Membership District Database RI Database Integrate Databases Assist in identification of requirements for Presidential Citation

August/September/October 2017 Maintain membership data (District and RI Databases) Assist President to update goals progress in Rotary Club Central Update club membership in support of upcoming RI and District dues Check files and ensure documentation Communicate with District Leaders Check-in with club projects Communicate information about new members Double check on DG Visit (if appropriate) - help your president Assist Treasurer with dues collection

November 2017 Ensure club election for new officers Hold in accordance with by-laws Document election Update District and RI Databases Maintain membership data Update email addresses of officers-elect Communicate expectations for PETS/SETS attendance in March/April

December 2017 Discuss upcoming dues for RI and District Verify membership data is correct at District and RI Anticipate potential member absences near holidays Plan for snow days – have a policy

January 2018 Double check on RI and District Dues Ensure that semi-annual dues are paid (SAR invoice) Rotary Awareness Month - coordinate with President for programming Mid-term check-up Record keeping Database maintenance Keep-up Energy Communicate with membership Communicate with District Great time for project planning

February/March 2018 Rotary Club Central Upkeep Assist President - Presidential Citation Check-up Ensure all items are planned or previously met Database Maintenance Record Keeping Assist Club President to ensure incoming President and Secretary-elect attend Show-Me Double check Club Treasurer - dues paid to District and RI?

April/May 2018 April is Rotary Magazine Month Double check on receipt by all members Communicate with incoming secretary Records management May Work on pass-down

June 2018 Update databases Double-check email addresses for incoming club officers Provide orientation/assistance for incoming secretary

Club Secretary YOU are absolutely critical to club success YOU make the biggest difference YOU are appreciated

Next Secretary Session Secretary-elect Hands on Training (6060/6080 in Carnegies 6040 in Kansas City) Club Management in My Rotary Membership Reporting Club Officers Club Invoice District Database Adding New Members / Deleting members Attendance (Saturday) Club Positions (Saturday) Pmail (Saturday)