District e-Assembly for Secretaries

1. District e-Assembly for Secretaries Presented by Loren Kuehne, District Executive Secretary Rotary District 5520 e-Assembly April 19, 2014 “Light Up Rotary”

2. Secretary • Most IMPORTANT position in the Club! • You are responsible for doing or overseeing all administrative tasks of the club. This work should be coordinate with the Club Administration Director/Chair • You make sure your Club and Member Profiles Data are up to date on ClubRunner (more or ClubRunner later) • Keep the President on-track (somebody has to  ) • Deadlines, Deadlines, Deadlines!

3. Record, maintain, & report accurate and timely membership changes & attendance records via ClubRunner Process Membership Proposals Attendance & membership totals & percentages should be reported to District Executive Secretary by the 15th of each month via the D5520 website. Only online reports will be accepted Send out notices of meetings of the club, board, and committees Record and preserve minutes of the club, board, & committee meetings Maintain selected data directly on the RI Site. DOB now required by RI Prepare & send to RI the Semi-Annual Report (SAR) within 30 days of receipt Ensure payment of your club’s annual district dues made by July31st Secretary

4. Secretary • Insure club board holds the annual club elections by 12/31 • Report incoming officers and board members on the District website by 1/31 • Maintain your current database of members with addresses, phone, e-mail addresses, DOBs and pictures on ClubRunner as they change. Don’t wait until end of the month/quarter/semiannual period.

5. Secretary • Assist the your board members in tracking volunteer hours given to club projects and funds raised activities Track total annual donated funds, Rotary Program participation (RYLA, Youth Exchange, etc) and other necessary data to keep your RI Club Central up to date • Club Central requires collecting the data listed above and was a main training focus at PETS • Maintain current club information (meeting place, day and time, etc) on the District Website/ClubRunner

6. Secretary Other Possible Duties • Coordinate all activities related to setting-up, greeting, attendance, guests, & visiting Rotarians at weekly meetings • Coordinate with meeting site to assure weekly set up is correct & a/v equipment is in place. • Record & keep track of members, who are on a leave of absence (LOA.) Alert members when LOAs are about to expire

7. Secretary Other Possible Duties • Edit club bulletin • Design Club Stationery • Work in an administrative support role with club directors and/or committee heads • Maintain all mail/email/fax correspondence with Youth Exchange Students, RYLA Campers, any other club supported individuals and Friends of the Club

8. Secretary Other Possible Duties • Provide information to current members, visiting Rotarians, & potential members • Create & process sign-up sheets & menu choices for various club events & functions

9. Secretary Other Possible Duties • Attend all meetings requested by Board Members or Directors/Committee Chairs • Order new member badges and other club supplies • Coordinate activities related to new members • Answer incoming Rotary calls, e-mails, & other correspondence

10. Secretary • Questions???

11. District 5520 Assembly 6.27.213Club Secretaries and the District ClubRunner Website What and how you can use the District 5520 ClubRunner Site to be a more effective club secretary.

12. What’s in District ClubRunner • The District ClubRunner site is a great source of District Information including: • Information about Club Administration (officer manuals), RI Foundation Activities (Grants), help with Membership Growth, New Generations (youth programs), Public Relations Support, Service Project Manual, Training (Rio Grande Academy) and an information exchange for good ideas.

13. What’s in District ClubRunner • The District Calendar for tracking upcoming events like the District Governor's club visits. • The District Organization Chart with contact information for the district leadership team • A Club Directory, Club Officer Contact Information, plus When and Where clubs meet. • Remember, this info is only as good as your ability to keep it current

14. What’s in District ClubRunner • A list of upcoming activities and registration for district events like PETS, the District Conference and the Rio Grande Academy.

15. District Portal to My Rotary • The District Website is also an information portal to maintain the information about your club and its members. (Most of this data is uploaded to the Rotary International's Database so you only need to enter it in ClubRunner). • What is the process for maintaining this data?

16. Where to go in District ClubRunner • You simply logon to the website at www.rotary5520.org , then click Administration and scroll down to the bottom, right hand side of the screen and find the "For Club Executives". The links there are self explanatory. • If you are logging on for the first time, click the “New and Existing Users” link and register. • This is where it all begins.

17. Managing your Club’s Data • There you'll find the following important links: • Active Member List (current member profiles plus adding and terminating members) • Other Users List (for non-Rotarian friends of your club) • Club Information Page (meeting info and more) • Define Club Executive (for naming your officers for the Current and Coming Years) • Club Attendance Report (due monthly by the 15th following the end of the current month)

18. Needed Member Profile Information • Name • Gender • Preferred Email Address • Preferred Mailing Address (for The Rotarian Mag) with the matching address completed. That Includes the country, state and zipcode. • Preferred Phone with a matching phone listed. i.e if the preferred phone is a cell then there needs to be a cell number listed. • Date of Birth

19. Remember, this info is only as good as your ability to keep it current • Questions???