Club Secretary Follow-up Rotary District 5360

Objectives Review the Club Secretarys responsibilities and resources Review the basic knowledge of the practical tools

Your Job as Secretary What do you see as the most pressing issues as Secretary?

Your Job as Secretary Working with the President Working with Committees Assisting with the District Governors visit Working with the Assistant Governor Maintaining Records, Reports - Semi Annual Report, New Members, Change of Member Details, Termination Report, Attendance Reports, Minutes of Meetings, Maintaining Club Files, Correspondence. Applying the attendance rules Expediting New Member Proposals Referencing the Manual of Procedure Handling Club Finances (If Assigned) Producing Club Bulletin (If Assigned)

Documentation Club Constitution & By-laws Manual of Procedure Catalogue Secretarys Handbook Previous Club Resolutions & Motions

Early jobs to be done Pre-induction Activities Rotary Year Diary/Planner/Calendar Transfer of Records & Club Properties Archives & Library Orders for the Official Directory (RI Directory usually 1 per club & the District Directory)

Reports & Follow-up Semiannual Report to RI –July 1, January 1 Monthly Attendance Visiting Rotarian Report Card Change of Officer or Meeting Information Changes in Membership Information for Directory Annual Report

Working with the Club President Assist with the Planning Guide for Effective Rotary Clubs Board of Directors Sessions Club Assembly DGs Official Visit RI Publications Administrative Procedures Nomination of Candidates for Club Office Assist with any Special Meetings

Your Job as Secretary Working with Club or District Committees Assisting with the District Governors visit Working with the Assistant Governor Maintaining Records Reports - Semi Annual Report, New Members, Change of Member Details, Termination Report, Attendance Reports

Your Job as Secretary Minutes of Meetings Maintaining Club Files Correspondence. Applying the attendance rules Expediting New Member Proposals Information kit for new members Referencing the Manual of Procedure

Weekly Duties Duties at weekly meetings Club Bulletin (May be assigned to other club members) Promptly handle correspondence Intercity Meetings Special Notices Maintaining records in a database such as Clubmate (now RI-CAS) or other suitable system.

Other Duties Board of Directors Meetings Proposals for Membership Correspondence (Incoming and Outgoing) Club Dues (Collect in conjunction with Treasurer) Nominations for Club-District-International assignments

Other Duties Report Club attendance to the District Report attendance to the Club. Receiving s and phone calls from people looking to attend make-up meeting or to join a club. Making purchases through Russell-Hampton (Canada) Assisting the Club Treasurer as required.

District Meetings & Convention District Assembly District Conference Designating electors to the District Conference Designating delegates to the RI Convention Encouraging your successor to go to the District Assembly

Year End Duties Inventory Meeting with Successor prior to their induction so that they are familiar with what has been done in past. Ensure proper turnover.

Resources Last Years Club Secretary District Governor Steve Rickard District Secretary Karl Herzog Your ADG Committee Chairs (ie: RYLA, Rotary Foundation Polio Plus etc.) District Trainer – Monty Audenart (Red Deer East) Rotary International Web Site – District Rotary Web Sites – (Main site) – (Clubrunner site) RI-CAS (or other suitable) software

References Available to you Club Constitution & By Laws Manual of Procedure Catalogue Opportunities for Service Official Directory District Directory The Rotarian Magazine Other Rotary Publications District Newsletters Rotary Code & Policies Manual Russell-Hampton Catalogue District Web Pages RI Web page District Leadership Plan Secretarys Hand Book Other Club Newsletters Each Other!