Rotary District 5300 District Assembly April 16, 2011

1. Rotary District 5300District AssemblyApril 16, 2011 Club Secretaries’ Training Cathy Raacke District Administrator

2. Secretary Responsibilities Maintains Club membership records Records attendance at meetings Sends out notices of meetings of the Club, Board, and committees Records and maintains minutes of the meetings of the Club, Board, and committees Makes required reports to RI and District Collects data for RI membership dues and subscription fees SUBMITS TIMELY MEMBERSHIP FORMS TO THE DISTRICT OFFICE

3. Roles District Administrator Gathers District membership and attendance figures from each Club monthly Maintains the District database and forwards membership data and attendance reports to RI Processes and mails District Dues invoices twice a year (June and December) Am a resource to the Clubs Club Secretary To submit to the District Administrator by the 15th of each month the attendance report for previous month showing: The total membership The gain and loss of membership The percent of membership in attendance The total number of meetings held

4. Membership Reporting Two Types of Membership Active (pays dues, votes, may hold office) Honorary (meritorious service in the furtherance of Rotary ideals) When calculating membership figures for District reports include all active members (including those excused from attendance, those on approved leaves of absence, and those exempt from attendance.) Do not include Honorary or Rule of 85 members

5. Honorary Members The term of Honorary membership is determined by the Board of Directors Exempt from paying dues Not eligible to vote or hold any office in the Club or be on the Board of Directors May be on a Club committee, but not on a District committee or District Chair position Not included in attendance or membership reports

6. Excused Absences If the absence complies with the conditions and under the circumstances approved by the Board, the Board may excuse a member’s absence for reasons it considers to be good and sufficient Prevents forfeiture of membership Excused absences do not count as absences on attendance reports

7. Leave of Absence Upon written application to the Board setting forth good and sufficient cause, a leave of absence may be granted excusing the member from attending the meetings of the Club for a specified length of time Prevents forfeiture of membership Member and Club responsible for dues (District and RI) Leaves of absence do not count as absences on the attendance reports

8. The Rule of 85 If the aggregate of the member’s years of age and the years of membership in one or more Rotary clubs is 85 or more, the member may notify the Board in writing that he/she desires to be excused from attendance 65 Age 18 Years a member of Apple Valley Rotary 2 Years a member of Las Vegas Rotary 85 Total These members are EXEMPT from attendance requirements These members are not included in the computation of Club attendance figures

9. Attendance Requirements Attend or make up 50% of the Club’s regular meetings in each half of the year Attend at least 30% of the regular meetings of his/her own Club in each half of the year To be counted as attending a regular meeting, a member must be present for at least 60% of the time (i.e. 1 hour of a 1 1/2 meeting)

10. Make-Up Time Frame 14 days before or after the usual time for that meeting When out of one’s country of residence for more than 14 days, the time restriction shall not be imposed so that the member may attend meetings in another country at any time during the travel time. Each such attendance shall count as a valid make-up for any regular meeting missed during the member’s time abroad.

11. Ways to Make-Up Attend a regular meeting of another Rotary Club or a Provisional Club Attend a regular meeting of a regular or Provisional Interact or Rotaract Club Attend an RI convention, The Rotary Foundation, District sponsored conference, council, institute, assembly, meeting or committee meeting Attend an inter-city (joint) meeting of Rotary Clubs Be present at the usual time and place of a regular meeting of another Club and find that the Club is not meeting Attend and participate in a Club service project or Club sponsored community event or meeting authorized by the Board

12. Attend a Club Board meeting or service committee meeting authorized by the Board There are a number of provisions which apply if the member is serving on Rotary business for RI, The Rotary Foundation, the District Governor or even the Club if the activity precludes attendance at a meeting of the Club If directly and actively engaged in RI, The Rotary Foundation or District-sponsored service project in a remote area where the opportunity for making up is impossible Attend a meeting of a Rotary Fellowship Participate through a Club website in an interactive activity requiring an average of 30 minutes of participation

13. E-Clubs The following is a list of chartered Rotary E-Clubs who are participating in the Rotary E-Club Pilot Project: England Rotary E-Club of London Centenary Finland Rotary E-Club Verkkorotary.fi (Finnish) Greece Rotary E-Club of Zante-Hellas (Greek and English) Singapore Rotary E-Club 3310 Hong Kong Rotary E-Club of District 3450 Taiwan Rotary E-Club of Taiwan (Chinese) Latin America Rotary E-Club of Latinoamerica (Spanish) Brazil Rotary E-Club of District 4500 (Portuguese) Brazil Rotary E-Club of Comunidade, Brazil (Portuguese) USA Rotary E-Club of District 5450 USA Rotary E-Club of the Southwest USA USA Rotary E-Club of District 7150 NY 1 USA Rotary E-Club of District 7890 USA Rotary E-Club of Southeast USA and Caribbean

16. After submitting the Attendance Report via the District website, you will receive an acknowledgement email from the District Office confirming it has been received and input List names of New Members, Terminations, and those on Leave of Absence on Attendance Report. This is a checks and balances system to ensure Membership Forms were received and processed If submitting a REVISED report be sure to check the “revised” box on the report form

17. Data Changes for Members All New Members, Terminations, and Data Changes must be submitted via the District website It is highly recommended that these membership forms be submitted as timely as possible. At minimum, once a month Include email address (District newsletter and other communication sent via email) Cell phone numbers may also be included Submit a Data Change form via the District website when a member becomes a Paul Harris Fellow

19. District Website A wealth of information! View/print your current Club roster as reflected in the District database at anytime (updated monthly) Contact District Office if you need most current roster Effective 7/1/2011 District website access will be: Username: reach Password: within

26. District Dues District dues are calculated and invoiced on the number of active members in the Club Honorary members are not included in the calculation of dues Dues are invoiced semi-annual (June and December) and include a current Club roster District dues are in addition to RI dues which are based on the Semi-Annual Report (SAR)

27. Semi-Annual Report Semi-Annual Report (SAR) Report sent by RI to Clubs (June and December) Due July 1, past due August 1 Certifies to RI the number of Club members Growth figures, awards, and RI dues are based on this report Second SAR due on January 1, past due February 1 Both accompanied by per capita semi-annual dues

28. Other Roles Serve as the custodian of the Club archive/library Maintain the Club roster Report attendance of visiting Rotarians Notify Clubs of a moved or transferred member to their area Prepare information for the Governor (AG’s) official visit Review annual audit Other tasks as requested by Club President Prepare for and record Board meeting minutes Send notices to members (such as Club dues) Process proposals for Club membership Assist committees, as requested Inform the Governor, RI and AG’s of noteworthy Club activities Handle correspondence Publish nominations for the new year Designate electors to the District Conference

29. Resources

30. Parting Advice What to do when your club members don’t do what you want: