2014 District Assembly

1. 2014 District Assembly Secretary and Treasurer Basics Laura Steelquist, District Governor Elect Naomi Masuno, District Secretary 2014-2015

2. www.rotaryd5000.org Login to the District’s website (rotaryd5000.org)

3. Login If you don’t know your Login name and password, click on the retrieve login link and the information will be sent to the email address on file.

4. Member Area After logging in, the Home Page looks the same. Click on “Member Area “ at the top.

5. To Update Officers, Click on “For Clubs”

6. Click on “Define Club Executives” This year’s officers will be shown. Click on “Next Year” to list your officers. Use the “Add New Positions” to add lines.

7. To update member information, click on “For Members”, then “Edit My Profile”

8. Member Profiles • Click “Edit” and enter your information • To download a picture, click on “Update” under the silhouette • The primary email address will be used for emails. • Check other tabs for other categories to edit. • Change passwords in the “Settings” tab. • Opt in or out in the “Privacy” tab • Don’t forget to click on “Save” at the bottom.

9. Attendance“Monthly Club Attendance” If you use ClubRunner for your club, the information should automatically upload.

10. District Monthly Attendance Report

11. District Information for you in the “President Elect Information” page Find this link on the Home Page. There’s a calendar for important dates and the Pre-PETS information is posted here.

12. Rotary International’s Website

13. www.rotary.org Click on “My Rotary” to get to the Sign in/Register page.

14. Sign in with your email address and password. Login password maybe different from District’s website password.

15. From “Manage”, click on “Club Administration” in the drop-down menu on the left.

16. Update Club Officers and Committee Chairs before 7/1/14. The 2013-2014 officers will no longer have access after 6/30.

17. Rotary Club Central is listed under “Reports”. Right above “SAR” (dues invoice).

18. Rotary Club Central • Continuity in leadership • Ability to track progress • Create transparency • Showcases the important work the Rotary Clubs do worldwide • Club members see goals when they log in • Numbers roll up to the District totals

19. Who can enter goals? DISTRICT LEVEL District Governor *Assistant GovernorsCommittee Chairs Executive Secretary CLUB LEVEL PresidentSecretary Treasurer Foundation ChairMembership ChairExecutive Secretary

20. Confirm Your Role, then click on “Continue”

21. John Q. Rotarian District: 0000 | Club: Your Club

22. Click on “2014-15” and “Edit” to input your goals. Due date: 5/1/14.

23. Edit Goals & Save in 3 tabs (“Your Club”, “Service”, and “Foundation Giving”) Some info is populated by RI

24. Your Club Membership Retention Rotarian Engagement Club Communication Public Relations

25. Service Service Projects and ActivitiesNew Generations ClubsNew Generations Participants

26. Foundation 791 USD 791 USD Annual FundPolio PlusMajor Gifts and Benefactors

28. Club Secretary Reporting 1. Semiannual Report (SAR) - Due July 1 and January 1 each year 2. Attendance – Due by the 15th of each month 3. Membership Changes Maintain Records 1. Membership 2. Calendar 3. Meetings • Meeting notices • Agendas • Minutes 4. Club Records (retain for 7 years) • Constitution, By-Laws • Correspondence

29. Semiannual Report (SAR) RI website: Manage=>Club Administration => Semiannual Dues 1. Club membership list and invoice 2. Pay by check or online with credit card 3. Due July 1 and January 1 4. NEW: Amount billed cannot be changed. Make all membership changes promptly.

30. Attendance (refer to Constitution) Make-Ups: within 14 days before or after the regular meeting, • attends at least 60 percent of the regular meeting of another club • 30 minutes of a eclub “meeting” • attends a meeting of a Rotaract or Interact club, Rotary Community Corps, Rotary Fellowship • attends a RI convention, an international assembly • Rotary district conference, a Rotary district training assembly, any district meeting • participates in a club service project or a club-sponsored community event • attends a board meeting or a service committee Can exclude from attendance: “Rule of 85” (age plus years of membership in Rotary) Excused for 12 months for reasons which it considers to be good and sufficient

31. Attendance Reporting by the 15th • login to rotaryd5000.org=> “Attendance”=>”Monthly Club Attendance” • Input total active members, new and terminated members, # meetings, % attendance. • Attendance= attending members and make-ups divided by M • M=active members + Rule of 85 attending members (exclude excused and honorary) • Clubs using ClubRunner for their club, attendance reports automatically upload to the District’s website.

32. Club Treasurer • Managing funds • Collecting and submitting dues and fees • Reporting on the state of your club’s finances • Working with The Rotary Foundation • Developing a budget with the President and Committee Chairs • Separate bank account for Foundation Grant funds • Preparing your successor

33. Annually Budget – approved by Board IRS 990 – due by 11/15 • All Clubs with gross receipts of $50,000 or less are required to file Form 990-N (electronic postcard) • Due 15th day of the 5th month after June 30 • Failure to file for 3 consecutive years results in revocation of the tax-exempt status of the club • Send a copy to Dave Berry at RotaryBerry@aol.com • Electronically store a copy of the 990 to the district website: (Presidents or Grants officer only) • Login to rotaryd5000.org, go to the “Member Area” (top right), click on “Grants”, “District Grant Documents”, “Add Folder” to start a Club Folder, “Add” to open the folder and add a document. Make sure you label the document well with the Club name, year and form # (e.g. West Honolulu 2013 Form 990N) • General Excise Tax (GET) as required by State Tax Department

34. Semi-Annually • RI $27 per active member ($54 annually for 2014-15) due Jan 1 and July 1 to RI • District $28.75 per active member ($57.50 annually) due Jan 31 and July 31 to District Treasurer. Send copy of SAR with payment. • Send out the invoice by June 1 and Dec 1. You may want to include an “Optional” line for Rotary Foundation giving and HRYF.

35. Dues • RI Dues - $53 ($26.50 semi-annually for 2014) $2.26 HR, Legal, Audit $3.36 Finance $4.40 Governance and Executive $4.83 International Operations $9.58 Messaging and Communications $9.75 IT, Operations, Administration $17.82 Programs and Member Services (Based on 2012 dues of $52) • $1 per member annually for Council on Legislation • $0.27 per member annually for D&O/EPL insurance • $2.52 per member annually for General Liability insurance

36. Resources & Reference • District Website: rotaryd5000.org • RI Wesite: rotary.org • Club Secretary’s Manual or Treasurer’s Manual • Be a Vibrant Club: Your Club Leadership Plan • Standard Rotary Club Contituion • Recommended Rotary Club Bylaws • Shop.rotary.org (for supplies) • zone2526.org

37. How would your Club like to give out a $5,000 scholarship?! EACH club is awarding a $5,000 Hawaii Rotary Youth Foundation (HRYF) scholarship this year! Since 1976, HRYF gave out $5,366,313 in scholarships to deserving high school seniors. Let’s keep this program going with donations and participation.

38. Mahalo!