CLUB SECRETARY TRAINING and DISCUSSION Rotary District 7780 Assembly Saturday, April 8, 2017 Deb Grabowski, District Secretary

Session Objectives Meet Peers in District Learn From Others Understand Role as Defined by Rotary International Understand Common Terminology Review Required Responsibilities Discuss Optional Duties Review Feedback from August 2016 Survey Club Runner Discussion

Role of Secretary Help Your Club Run Efficiently & Effectively Often the 1st point of reference for questions Become familiar with Club Constitution, Bylaws and Policies Ask questions yourself and have fun! Support Officers and Board of Directors Be a calm & gentle reminder to leadership that we’re all volunteers If a mistake is made, it can be easily fixed! Share Information with Club, District & RI Through electronic database Turn on Integration! Only two Clubs to go! Through your My Rotary account on Rotary.org

Terminology & Resources Rotary International (RI) 110 years; 35,000+ clubs worldwide Manual of Procedure A resource for RI policies & procedures Council on Legislation Meets every 3 years (2016) Review & vote on changes to RI policies & procedures My Rotary Accessed on www.rotary.org A wealth of information & resources Club management, access to above mentioned documents & many more, logos, liability insurance waivers, training videos and webinars Rotary Club Central Trends, Club goals, Foundation giving https://my.rotary.org/en/learning-reference/learn-role/secretary

Primary Responsibilities-Member Data Maintain up-to-date Member Data New Members Demographic edits If you’re automated, encourage Members to keep their data current, monitor attendance, etc. Removal of Members Leaves of Absence Personal-present to Board of Directors for approval Medical-can be authorized by Secretary without Board approval Very important as RI uses information on January 1 & July 1 to calculate dues

Primary Responsibilities-Attendance Record attendance at each Club meeting Know your Club’s policies/expectations for attendance RI more focused on engagement than attendance Record make-ups as reported by Members Must be within 14 days of missed meeting Any Rotary meeting: Board or Committee meeting; another Club; Interact; District Assembly; RI convention; International Service; etc. If present at another Club for a published meeting time that was cancelled, it counts! Club service project or sponsored community event District & other Club’s count too Any meeting authorized by Club Board of Directors E-Club RI requirements have changed greatly-project hours count as well! Insure Club has some method to provide visiting Rotarians with evidence of attendance

Primary Responsibilities-New Members Any Member in good standing can sponsor a new Member Check your Club constitution & Bylaws for guidance Familiarize yourself with your Club’s procedure Membership Committee Present to Board of Directors for consideration & approval Orientation to Rotary Member goes on 7 day notice Member introduced to Club Present with name badge, new Member packet, etc. Must pay admission fee prior Transferring Members or those with previous service do not pay a second admission fee and must be in good standing with prior Club

Primary Responsibility-Support Officers & Board of Trustees Work with President to determine how you can be most helpful Everyone has their own style & previous experience to draw from At a minimum record Board Meeting Minutes Store online! Assist Treasurer with dues billing & processing if requested Forward any RI dues invoices to Treasurer Each Club decides on their dues RI & Districts have a per capita rate each year ($56 & $37 respectively) RI also charges for Rotarian magazine Report Club changes Meeting date, time, location Officers & Directors http://rotary7780.org/SitePage/Maintaining-Club-Executives Can all be done online

Responsibilities-Miscellaneous Order supplies, mail distribution, Club email, run reports Record votes taken at Club meetings Work with President to certify electors for the District Conference Maintain governance documents Can be done online-create a club documents page! Maintain archive of historical documents Will be lost over time Helpful to current & future Club leaders Can be done online-scan & post! Cannot stress enough-keep your Club data current and accurate Insures proper recognition, tracking, billing, etc. for RI Helps with District directory Makes everyone’s job easier!

Follow Up from August 2016 Survey Introductory Email-18 responses 10-no help needed & mixed interest in electronic meetings 8 others with varying needs; all related to Club Runner Basics Attendance 2.0 Creating Bulletins Committee Management Email System Maximizing use Club Runner Discussion-Scott Irving Next Steps

Contact Information & Helpful Resources RI-My Rotary https://my.rotary.org/en/manage/club-district-administration/club- administration District Website http://rotary7780.org/ help@rotary7780.org Deb Grabowski dgrabowski@communitycampus.org 603-422-8244 (o) 603-566-0162 (c)