1. Club Secretary A Key Player on the Leadership Team
District 6400 Assembly
April 8, 2017
Club Secretary
A Key Player on the Leadership Team
Led by:
Anita Lepain, Rotary Club of Windsor-Roseland
Sue Zanin, Rotary Club of Windsor-Roseland

2. Club Secretary – A Key Team Player
AGENDA
Introductions
Club
Board
District
Rotary International
Resources
Questions

3. Club Secretary – A Key Team Player
Supporting the Club
Record Keeping
Club Charter & Letters Patent (Cdn)
Club Constitution, By-laws, Policies
Club Database, Roster, Classification Survey, Participation Survey, Alumni, Friends, Awards
Club Records, Summary of Year’s Activities
Club Archives, Library of Resources

4. Club Secretary – A Key Team Player
Supporting the Club
Information & Communication
Phone Messages
Correspondence, letterhead, office supplies
Notices, Agenda, Minutes of Annual General Meeting & Club Assemblies
Events Calendar, President’s Log
Disseminate Board Minutes

5. Club Secretary – A Key Team Player
Supporting the Club
Liaising with Club Leaders
w/Club President – work closely together
w/Membership Chair - scheduling Fireside Chats; prep for induction, red/blue badges
w/Speaker Chair – scheduling “This is Your Life” - Vocational presentations
Order regalia, awards, pins, plaques, certificates, etc.

6. Club Secretary – A Key Team Player
Supporting the Board
Board Meetings
Arrange venue, food, etc.
Notice, agenda, minutes, action tracker, materials
Correspondence; Fund Allocation Committee
Motion tracker
Board & AGM Minutes for archives

7. Club Secretary – A Key Team Player
Supporting the Board
Board Information
Board Organizational Chart
Membership – applications, leaves of absence, resignations, transfer letters
Monitor attendance, communicate concerns
Anticipate AGM & elections, award deadlines, etc.
Assist President to prepare for the DG’s Official Visit
Board Binder – see next 3 pages

11. Supporting Super District 6400
Club Secretary – A Key Team Player
Supporting Super District 6400
Submit monthly attendance
Update District database (DaCdb)
w/Treasurer pay District Fees – July, January
w/Treasurer ensure Club insurance premiums are paid in July
Consult District website often for dates, events, awards, etc.
Submit Board roster for District Directory

12. Supporting Rotary International
Club Secretary – A Key Team Player
Supporting Rotary International
In July register on for “Member Access”
Update RI member list, addresses & Club info.
w/Treasurer pay Semi-annual Fees – July, Jan.
In January submit names of next year’s President, Secretary, Treasurer and TRF Chair
Assist Board in determining Club’s voting delegate(s) at the RI Convention

13. Club Secretary – A Key Team Player
Resources
Club Secretary’s Manual (RI)
RI Manual of Procedures
“Home of DaCdb”
Questions
Anita Lepain
Sue Zanin