1. Rotary Club Secretary Training Session 1 Districts 6040, 6060, 6080
Allen Garner Sue Cobb Jean Harmison
Johnah Terbovic Sandy Parr Nataliya Galushkin
Bill Allen

2. What are your expectations of the role?
What do you think are club secretary responsibilities?

3. Our Opinion...
Club Secretary is the most important, high-visibility, impactful leadership position in your Rotary Club – period.
Consider the importance of:
All club data and record keeping
Generating every measure of club and district success
Historical documentation
Maintaining club status with Rotary International (termination IS possible)
Documenting membership
Keeping members engaged…and in your club
Coordinating directly with District, Zone, and Rotary International leaders

4. Club Secretary Responsibilities
Assist the Club President and committees in executing responsibilities
Maintain Membership records
Track attendance
Create, maintain, and preserve club minutes, tax documents, and historical documents
Be the club expert of the Rotary International Manual of Procedure
Maintain the club constitution
New member administrative processing

5. What Are You Thinking? What are you looking forward to the most?
What are you dreading?
What do you think is the best way to prepare?

6. Prior to (re)Taking Office
Review Club Secretary Manual
Review Club By-laws and Constitution
R.I. Manual of Procedure
Know materials vendor and procedure
Coordinate with Club President and Treasurer for a smooth process of district and RI Dues
Assist to coordinate DG Visit
No other programs, consider small DG gift, ensure protocol (standing ovation)
Communicate for maximum attendance
Anticipate board meeting immediately before/after club meeting

7. Prior to (re)Taking Office – con’t
Have a meeting with outgoing President, Secretary, and Board
Get and stay ahead of President-elect…plan, organize, and lead
Establish Rotary Club Central early
Set goals and monitor performance
Keep it up-to-date
Ensure new member applications and packages are readily available

8. New Club Members Secretary is key!
Member application processing is important – never let sit
Assist with member classification
Determine membership status
Have new member package ready to go
Order name tag and lapel pin as soon as possible
Ensure a dues invoice is presented
Transmit member data to District and RI
Projects, encouragement, inclusion in s and all lists immediately

9. Member Termination Transmit information to District and RI
Avoid “ghosts” (former members on current lists,
nametags, etc)
Revise attendance sheets
Update addresses (stop sending to terminated members)
If moving, assist in finding a new club
Check on former members periodically
Update The Rotarian magazine

10. Resources for Club Supplies
R.I. Online Catalog
American Specialty
National Award
Russell-Hampton
Lindeburg and Company
Gerry White Pins

11. Secretary Schedule
Weekly Tasks
Monthly Maintenance
Annual Calendar

12. Weekly Mail – postal and email Keep up, don’t stack up! Attendance
Maintain sign-in sheets
Pick a convenient and set time to log-in
Have an easy-to-track method for make-up meetings
Minutes
Keep minutes during each meeting
Consider ing to all members
Immediately process new member applications

13. Monthly Board meetings Notice of date and time Create agenda
Take and distribute minutes
Keep records
Attendance
Enter directly into DaCdb or ClubRunner
Enter or verify changes in RI database (MyRotary)
Order
Supplies, materials, pins, badges, etc.
Maintain Rotary Club Central

14. June 2017 Get Ready! Review Secretary Files
Double check District Database (DaCdb or Clubrunner) and MyRotary
Access
Membership
Club Leaders
Create club lists
All members
Board members
District leaders
Rotary Magazine Check-up
Ask about membership status options for new members

15. July 2017 Assist with Issue/Payment of Club Dues
Ensure that SAR invoice is paid (semi-annual report)
Be aware of District Governor visit schedule
Report Membership
District Database
RI Database
Integrate Databases
Assist in identification of requirements for Presidential Citation

16. August/September/October 2017
Maintain membership data (District and RI Databases)
Assist President to update goals progress in Rotary Club Central
Update club membership in support of upcoming RI and District dues
Check files and ensure documentation
Communicate with District Leaders
Check-in with club projects
Communicate information about new members
Double check on DG Visit (if appropriate) - help your president
Assist Treasurer with dues collection

17. November 2017 Ensure club election for new officers
Hold in accordance with by-laws
Document election
Update District and RI Databases
Maintain membership data
Update addresses of officers-elect
Communicate expectations for PETS/SETS attendance in March/April

18. December 2017 Discuss upcoming dues for RI and District
Verify membership data is correct at District and RI
Anticipate potential member absences near holidays
Plan for snow days – have a policy

19. January 2018 Double check on RI and District Dues
Ensure that semi-annual dues are paid (SAR invoice)
Rotary Awareness Month - coordinate with President for programming
Mid-term check-up
Record keeping
Database maintenance
Keep-up Energy
Communicate with membership
Communicate with District
Great time for project planning

20. February/March 2018 Rotary Club Central Upkeep
Assist President - Presidential Citation Check-up
Ensure all items are planned or previously met
Database Maintenance
Record Keeping
Assist Club President to ensure incoming President and Secretary-elect attend Show-Me
Double check Club Treasurer - dues paid to District and RI?

21. April/May 2018 April is Rotary Magazine Month
Double check on receipt by all members
Communicate with incoming secretary
Records management
May
Work on pass-down

22. June 2018
Update databases
Double-check addresses for incoming club officers
Provide orientation/assistance for incoming secretary

23. Club Secretary YOU are absolutely critical to club success
YOU make the biggest difference
YOU are appreciated

24. Next Secretary Session
Secretary-elect Hands on Training
(6060/6080 in Carnegies in Kansas City)
Club Management in My Rotary
Membership Reporting
Club Officers
Club Invoice
District Database
Adding New Members / Deleting members
Attendance (Saturday)
Club Positions (Saturday)
Pmail (Saturday)