Secretary Training Session Facilitator Hans Granholm March 2009

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 District 5370 Secretary Training

District 5370 Secretary Training Secretary’s Calendar Week to Week Responsibilities Month to Month Responsibilities Annual Calendar of Events District 5370 Secretary Training

Week to Week Responsibilities Pick up and promptly distribute mail Collect and record attendance for weekly meeting Send Change of Information forms to R.I. and District Governor District 5370 Secretary Training

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

District 5370 Secretary Training 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 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

District 5370 Secretary Training July Receive Club files from outgoing Secretary. Submit June attendance figures to District Secretary. Prepare and submit R.I. Semi-Annual Report. Issue Club Dues Invoices to membership. Issue membership identification cards. Prepare a new Club Roster. Prepare for District Governor’s Visit. District 5370 Secretary Training

District 5370 Secretary Training August / September Submit July / August attendance figures to District Secretary. Submit Membership changes to R.I. and District Governor. Review status of payment of Membership Dues. Attend District Assembly District 5370 Secretary Training

District 5370 Secretary Training October Submit September attendance figures to District Secretary. 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. and District Governor. District 5370 Secretary Training

District 5370 Secretary Training November Submit October attendance figures to District Secretary. Submit Membership changes to R.I. and District Governor. Ensure that process to determine slate of Officers for upcoming Rotary year is commenced. District 5370 Secretary Training

December- Family Month Submit November attendance figures to District Secretary. Submit Membership changes to R.I. and District Governor. 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 Submit December attendance figures to District Secretary. Submit Membership changes to R.I. and District Governor. Prepare and submit R.I. Semi-Annual Report. District 5370 Secretary Training

District 5370 Secretary Training February / March Submit January / February attendance figures to District Secretary. Submit Membership changes to R.I. and District Governor. District 5370 Secretary Training

District 5370 Secretary Training April- Magazine Month Submit March attendance figures to District Secretary. Submit Membership changes to R.I. and District Governor. 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

District 5370 Secretary Training May Submit April attendance figures to District Secretary. Submit Membership changes to R.I. and District Governor. District 5370 Secretary Training

June- Fellowships Month Submit May attendance figures to District Secretary. Submit Membership changes to R.I. and District Governor. Coordinate with incoming Secretary in turning over responsibility. District 5370 Secretary Training

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) Send new member information to R.I. and District Governor. Revise attendance sheets and other records to include new member. 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

District 5370 Secretary Training Member Termination Send member termination information to R.I. and District Governor. Revise attendance sheets and other records to delete member. If member is moving out of area, notify Rotary Club in member’s new locale. District 5370 Secretary Training

Change of Member Information Send change of member information to R.I. and District Governor. Revise Club records for member. e-mail The Rotarian for faster response to address changes. District 5370 Secretary Training

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 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 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 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

District 5370 Secretary Training 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 60% 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 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 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 A direct link from the WCC | District Info, ‘Rotary Merchandise’ opens a number of Rotary merchant links. District 5370 Secretary Training

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 Lindeburg & Company Club awards and jewellery The Gerry White Pin Company Club pins and personal products District 5370 Secretary Training

District 5370 Secretary Training 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

District 5370 Secretary Training Web Sites American Specialty Company (Toronto) http://shop1.mailordercentral.com/aasc/ National Award Service Inc. (Chicago) www.clubsupplies.com Lindeburg & Company (for Special Items) www.lindeburg.com/rotarycatalog.htm International Name Plate Service www.inps.on.ca/newrotaryhome%20page.htm The Gerry White Pin Co. www.gerrywhitepinco.com District 5370 Secretary Training