ROLES, DUTIES AND RESPONSIBILITIES OF AN EFFECTIVE ROTARY CLUB SECRETARY

CLUB SECRETARY’S DUTIES TO SELF To be proactive and current

CLUB SECRETARY DUTIES REQURIED BY R.I. Secretary. It shall be the duty of the secretary to keep membership records; record attendance at meetings; send out notices of club, board, and committee meetings; record and preserve the minutes of such meetings; report as required to RI, including the semi annual reports of membership on 1 January and 1 July of each year, which shall include per capita dues for all members and prorated dues for active members who have been elected to membership in the club since the start of the July or January seminnaul reporting period; report chnages in membership; provide the monthly attendance report, which shall be made to the district governor within 15 days of the last meeting of the month; collect and remit RI official magazine subserptions; and perform other duties as usually pertain to the office of secretary

Keep records of Club Membership Record attendance at all meetings Send out notices of meetings of the Club, Board and committees. Record and preserve the minutes of all such meetings. Report changes in membership, (also report new members, the termination of members, and changes in member data, such as addresses) to the genral secretary of R.I. Report monthly Attendance of Club meetings, to be sent to the District Governor within 15 days of the last meeting of the month. Report any changes in Club meeting location, time, or day to R.I. Report the election of club officers for the ensuring Rotary year by 31 December of each year to R. I.

TASKS EXPECTED OF THE CLUB SECRETARY BY YOUR CLUB AND DISTRICT LEADERSHIP Maintain and update the Club’s weekly attendance and memebership records keeping in touch with membership and classifications committee in your Club Submit to the Board the name of a prospective member, proposed by an active member of the Club Notify the proposer of the decison of the cub on the new member proposed Plus communicating with Treasurer on meal charges, make-up credits etc Also maintain minutes of meetings and archive all Club records for eary access Help your club members register for events for both club and district level functions And do ANYTHING ELSE your Club asks of you All of these taks and more can easily be done using the on-line district and club data base (Dacdb) (pronounced dak-dee-bee). Less time with less STRESS

HOW YOU CAN ENHANCE YOUR CLUB’S MISSION Upload electronic copies of your Club bulletin Add items to your club calendar Coordinate scheduling of projects with other clubs’ schedules You can create and amanage all of your Club’s committees on the database You can print out a Club Roster, membership directory. TRF Giving, and Attendance Check-in-sheets, plus lots of other club reports. You can easily communicate on a ‘personal’ level with one or all of your Club members by using the P-mail feature built into the Dacdb system

HOW DO I USE IT? Using your web browser, go to Click the EZ Link in a Pmail message Key-in... (or-let Remember me fill in the values) User Name (usually your address) and Password- usually your RI member ID number) and you ARE READY TO BEGIN