Secretary Training Session Facilitators Colin Shillabeer Hans Granholm March 2008

District 5370 Secretary Training2 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 Training3 Secretary’s Calendar  Week to Week Responsibilities  Month to Month Responsibilities  Annual Calendar of Events

District 5370 Secretary Training4 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 Training5 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 Training6 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 Training7 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 Training8 July Receive Club files from outgoing Secretary. Receive Club files from outgoing Secretary. Submit June attendance figures to District Secretary. Submit June attendance figures to District Secretary. Prepare and submit R.I. Semi-Annual Report. Prepare and submit R.I. Semi-Annual Report. Issue Club Dues Invoices to membership. Issue Club Dues Invoices to membership. Issue membership identification cards. Issue membership identification cards. Prepare a new Club Roster. Prepare a new Club Roster. Prepare for District Governor’s Visit. Prepare for District Governor’s Visit.

District 5370 Secretary Training9 August / September Submit July / August attendance figures to District Secretary. Submit July / August attendance figures to District Secretary. Submit Membership changes to R.I. and District Governor. Submit Membership changes to R.I. and District Governor. Review status of payment of Membership Dues. Review status of payment of Membership Dues. Attend District Assembly Attend District Assembly

District 5370 Secretary Training10 October Submit September attendance figures to District Secretary. 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. 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. Submit Membership changes to R.I. and District Governor.

District 5370 Secretary Training11 November Submit October attendance figures to District Secretary. Submit October attendance figures to District Secretary. Submit Membership changes to R.I. and District Governor. Submit Membership changes to R.I. and District Governor. Ensure that process to determine slate of Officers for upcoming Rotary year is commenced. Ensure that process to determine slate of Officers for upcoming Rotary year is commenced.

District 5370 Secretary Training12 December- Family Month Submit November attendance figures to District Secretary. Submit November attendance figures to District Secretary. Submit Membership changes to R.I. and District Governor. 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. 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 Training13 January- Rotary Awareness Month Submit December attendance figures to District Secretary. Submit December attendance figures to District Secretary. Submit Membership changes to R.I. and District Governor. Submit Membership changes to R.I. and District Governor. Prepare and submit R.I. Semi-Annual Report. Prepare and submit R.I. Semi-Annual Report.

District 5370 Secretary Training14 February / March Submit January / February attendance figures to District Secretary. Submit January / February attendance figures to District Secretary. Submit Membership changes to R.I. and District Governor. Submit Membership changes to R.I. and District Governor.

District 5370 Secretary Training15 April- Magazine Month Submit March attendance figures to District Secretary. Submit March attendance figures to District Secretary. Submit Membership changes to R.I. and District Governor. 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. Send pro-rated dues and report form to R.I. for new members admitted in January, February and March. Begin liaison with incoming Secretary. Begin liaison with incoming Secretary.

District 5370 Secretary Training16 May Submit April attendance figures to District Secretary. Submit April attendance figures to District Secretary. Submit Membership changes to R.I. and District Governor. Submit Membership changes to R.I. and District Governor.

District 5370 Secretary Training17 June- Fellowships Month Submit May attendance figures to District Secretary. Submit May attendance figures to District Secretary. Submit Membership changes to R.I. and District Governor. Submit Membership changes to R.I. and District Governor. Coordinate with incoming Secretary in turning over responsibility. Coordinate with incoming Secretary in turning over responsibility.

District 5370 Secretary Training18 New Members (prior to induction)  Prior to acceptance by Board: Complete member application form and Record of Action Complete member application form and Record of Action Research and assign classification Research and assign classification Determine a membership status Determine a membership status  Following acceptance by Board: Prepare New Member Info Package including Member Name Tag and Rotary Lapel Pin Prepare New Member Info Package including Member Name Tag and Rotary Lapel Pin Prepare an Invoice for Membership dues Prepare an Invoice for Membership dues

District 5370 Secretary Training19 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.  Encourage the new member to get involved in projects they are interested in.

District 5370 Secretary Training20 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 Training21 Change of Member Information  Send change of member information to R.I. and District Governor.  Revise Club records for member.  The Rotarian for faster response to address changes.

District 5370 Secretary Training22 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 Training23 Membership Attendance Requirements  To earn attendance credit a member must attend at least 60% 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 Training24 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 Training25 Attendance Requirements  All club members are required to maintain attendance except: Honorary members are exempt. 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 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. 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 Training26 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. The member attends at least 60% of another club’s regular meeting. Attends an R.I. Meeting or convention (up to 2 credits). Attends an R.I. Meeting or convention (up to 2 credits). Attends a district meeting, convention or assembly (up to 2 credits). Attends a district meeting, convention or assembly (up to 2 credits).

District 5370 Secretary Training27 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. Attempts to attend another club’s meeting but that meeting is not held. Attends and participates in a club service project or event. Attends and participates in a club service project or event. Attends a club Board or club Service Committee meeting. Attends a club Board or club Service Committee meeting.

District 5370 Secretary Training28 Attendance Percentages Weekly Attendance Calculation: Weekly Attendance Calculation: MCA = A% MCA = A% (TM –EA) (TM –EA) MCA : Total number of members credited with attendance (incl. Make-ups)MCA : Total number of members credited with attendance (incl. Make-ups) TM: Total number of active membersTM: Total number of active members (don’t include honorary members) EA: Excused absences (85 rule or LOA)EA: Excused absences (85 rule or LOA) A%: Attendance percentage for the clubA%: Attendance percentage for the club

District 5370 Secretary Training29 Resources for Club Supplies  A direct link from the WCC | District Info, ‘Rotary Merchandise’ opens a number of Rotary merchant links.

District 5370 Secretary Training30 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 Training31 Web Sites  Rotary International   Rotary International for Non-Rotarians  (  Rotary District 5370   Rotary.org 

District 5370 Secretary Training32 Web Sites  American Specialty Company (Toronto)   National Award Service Inc. (Chicago)   Lindeburg & Company (for Special Items)   International Name Plate Service   The Gerry White Pin Co. 