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DISTRICT ASSEMBLY APRIL 18, 2009 CLUB SECRETARY / TREASURER WORKSHOP WELCOME ROTARIANS!

DISTRICT ASSEMBLY APRIL 18, 2009 CLUB SECRETARY / TREASURER WORKSHOP WELCOME ROTARIANS!. DISTRICT ASSEMBLY APRIL 18, 2009 CLUB SECRETARY / TREASURER WORKSHOP DISCUSSION OUTLINE 1 WELCOME 2 INDEX 3 DISTRICT CONTACTS 4 WHAT’S NEW FOR 2009-10 5-7 OUTLINE 8 DISTRICT CALENDAR

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DISTRICT ASSEMBLY APRIL 18, 2009 CLUB SECRETARY / TREASURER WORKSHOP WELCOME ROTARIANS!

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  1. DISTRICT ASSEMBLY APRIL 18, 2009 CLUB SECRETARY / TREASURER WORKSHOP WELCOME ROTARIANS!

  2. DISTRICT ASSEMBLY APRIL 18, 2009 CLUB SECRETARY / TREASURER WORKSHOP DISCUSSION OUTLINE 1 WELCOME 2 INDEX 3 DISTRICT CONTACTS 4 WHAT’S NEW FOR 2009-10 5-7 OUTLINE 8 DISTRICT CALENDAR 9 ROTARY INTERNATIONAL DUES 10 DISTRICT 6400 DUES 11 SAMPLE BUDGET WORKSHEET 12 U.S. INSURANCE - CERTIFICATE 13 CANADIAN INSURANCE- CERTIFICATE 14 RI PRO RATA DUES STRUCTURE - SCHEDULE 15 MEMBERSHIP DATA FORM - RI 16 RI COLLECTION CYCLE 17 IRS REPORTING RULES FOR US CLUBS 18-19 RESOURCES

  3. DISTRICT ASSEMBLY APRIL 18, 2009 CLUB SECRETARY / TREASURER WORKSHOP DISCUSSION OUTLINE DISTRICT CONTACTS DISTRICT FUND COMMITTEE MEMBERS: 2009-10 DG Neil McBeth, DGE Kim Towar, DGNN Mike Duben JOHN HEBERT (CPA) DISTRICT 6400 FOUNDATION TREASURER ACCOUNTS FOR OUR LOCAL FOUNDATION RECEIPTS AND DISBURSEMENTS BRUCE JOCKS (CPA)BJOCKS@JANDACPA.BIZ 09 10 TREASURER AS 2009/10 TREASURER BRUCE PREPARES, REVIEWS AND APPROVES ALL FINANCIAL ACTIVITIES JOANNE KING (CA)JKING@WINCOM.NET AS FUND COMMITTEE MEMBER, JOANNE REVIEWS CURRENT DISTRICT FINANCIAL ACTIVITIES AND PROVIDES GUIDANCE ON CANADIAN TAXES JACK MUELLER, PDGMuelRJohn@CS.COM DISTRICT ACCOUNTANT JACK PREPARES AND BILLS DISTRICT DUES TO ALL CLUBS AND PREPARES MONTHLY ACCOUNTING FINANCIAL STATEMENTS ED SCHULZ, (CPA) PDGCPA1TAXES@AOL.COM 08 09 TREASURER AS 2008/09 TREASURER ED PREPARES, REVIEWS AND APPROVES ALL FINANCIAL ACTIVITIES – INCLUDING DISBURSMENTS OF DISTRICT FUNDS ALL FUND COMMITTEE MEMBERS REVIEW CURRENT AND FUTURE DISTRICT BUDGETS AND PROVIDE CONSULTATION REGARDING DISTRICT AND CLUB ACCOUNTING AND TAX

  4. DISTRICT ASSEMBLY APRIL 18, 2009 CLUB SECRETARY / TREASURER WORKSHOP WHAT’S NEW! 2009-10 A) NEW RATES FOR RI AND DISTRICT DUES B) ROTARY INTERNATIONAL ADDRESSES… C) PRO RATA RI DUES STRUCTURE D) U.S. CLUB IRS ANNUAL REPORTING… FOR US CLUBS TO CONTINUE THEIR NON PROFIT STATUS MUST REPORT TO THE IRS ANNUALLY! ACTUAL FILING REQUIREMENTS TO START IN 2008-09 E) 1-866-976-8279 ROTARY CONTACT CENTER NOTE – ROTARY CLUBS ARE NOT CHARITABLE ORGANIZATIONS! UNDER IRS RULES THEY ARE SOCIAL CLUBS. ( GIFTS TO CLUBS ARE NOT CHARITABLE DONATONS )

  5. DISTRICT ASSEMBLY APRIL 18, 2009 CLUB SECRETARY AND TREASURER WORKSHOP OUTLINE Club Secretary and Treasurer – The Guardians of the Club Books and Records! Before you take office, meet with the incoming president! Account for All club Financial and Membership Activities Establish Finance and Membership Committees A Finance and Membership committees to review your work B Make sure Board of Directors approve financial transactions including new members applications in the club minutes Establish Membership and Financial Goals A Meet with the Board of Directors and establish a budget and submit prior to June 30 B Establish membership goal C Meet with your committee chairpersons D Establish club attendance policy E Communicate with membership Establish an accounting system and a club record retention policy A One system for all accounts B Record and Retain Attendance Records C Record and Retain Membership Records D Retain books and records in a central location

  6. DISTRICT ASSEMBLY APRIL 18, 2009 CLUB SECRETARY / TREASURER WORKSHOP Establish a checking account (s) A Two signers on checks B Receive cancelled checks from bank C Reconcile receipts and disbursement monthly to bank statements Bill and collect dues and meal charges from the membership A Annually – in advance – send bills out by 6-30 B Semi-Annually C Unpaid members club dues – establish a club policy ( membership terminated for unpaid dues?) Pay bills timely A Establish a payment policy – biweekly, monthly, etc. B Demand receipts for all expenditures (no receipt-no check) C R/I Dues – July and January -(pro-rate dues for new members) D District 6400 Dues –July and January Monthly Reports for Board of Directors monthly meetings A Submit monthly receipts and disbursements report B Submit monthly membership and attendance report C Copy reports to Finance and Membership Committees

  7. DISTRICT ASSEMBLY APRIL 18, 2009 CLUB SECRETARY / TREASURER WORKSHOP Rotary Business Portal A www.rotary.org/en/selfservice/Pages/login.aspx B Resource for club membership information Insurance Coverage A All U.S. and Canadian clubs have coverage B Review insurance certificates (see attachments) C Fund raising activities are covered – see policies Information Reports A Required IRS –Payments to Individuals B Annual 990 Report for U.S. clubs DUE BY 11-15-09 C Annual Canadian Charitable Report

  8. DISTRICT ASSEMBLY APRIL 18, 2009 CLUB SECRETARY / TREASURER WORKSHOP CALENDAR THE ITEMS LISTED BELOW INCLUDE PROJECTED DATES, REPORTS AND REGISTRATIONS YOUR CLUB MAY BE REQUIRED TO FILE OR PARTICIPATE IN: DUE DATE*ITEM DUE April - 30 - May 3, 2009 DISTRICT 2008 CONFERENCE –Mackinac Island – REGISTRATION PACKAGE JUNE , 2009 REGISTRATION PACKAGE FOR R/I CONVENTION – England JUNE 30, 2009 REGISTRATION FOR “MEET THE GOVERNOR NIGHT” AT HARROW ROTARY CLUB JULY 1, 2009 R/I CLUB PER CAPITA DUES SEMI-ANNUAL MEMBERSHIP REPORT JULY 1, 2009 DISTRICT 6400 CLUBS PER CAPITA DUES $17.580 U.S. PLUS $150 .U.S. AUGUST, 2009 R/I - PRESIDENTIAL CONFERENCES REGISTRATION FEES SEPTEMBER , 2009 GOVERNORS GOLF OUTING REGISTRATION AND FEES OCTOBER , 2009 MEMBERSHIP, FOUNDATION & INTERACT SEMINARS REGISTRATION FEES NOVEMBER 12-14 , 2009 RYLA - ROTARY YOUTH LEADERSHIP AWARDS SEMINAR FEES $175/STUDENT NOVEMBER 15, 2009 FORM 990 FOR U.S. TAX RETURN DUE FOR 6-30-2009 YEAR END

  9. DISTRICT ASSEMBLY APRIL 18, 2009 CLUB SECRETARY / TREASURER WORKSHOP CALENDAR THE ITEMS LISTED BELOW INCLUDE PROJECTED DATES, REPORTS AND REGISTRATIONS YOUR CLUB MAY BE REQUIRED TO FILE OR PARTICIPATE IN: DUE DATE*ITEM DUE DECEMBER 31, 2009 R/I 2010 CONVENTION REGISTRATION FEES DUE - DECEMBER 31, 2009 REVENUE CANADA REGISTERED CHARITY CLUB REPORT DUE DECEMBER 31, 2009 R/I CLUB PER CAPITA DUES SEMI-ANNUAL MEMBERSHIP REPORT DECEMBER 31, 2009 DISTRICT 6400 CLUBS PER CAPITA DUES $17.50 US PLUS $150. U.S. March , 2010 PETS – REGISTRATION FEES FOR PRESIDENTS ELECT TRAINING SEMINAR APRIL , 2010 DISTRICT ASSEMBLY – REGISTRATION FEES MAY, 2010 DISTRICT CONFERENCE REGISTRATION PACKAGE JUNE ,2010 ROTARY INTERNATIONAL CONVENTION - MONTREAL JUNE , 2010 “MEET THE GOVERNOR NIGHT” REGISTRATION FEES AT HARROW ROTARY CLUB JULY 1, 2010 R/I CLUB PER CAPITA DUES SEMI-ANNUAL MEMBERSHIP REPORT JULY 1, 2010 DISTRICT 6400 CLUBS PER CAPITA DUES * SUBJECT TO CHANGE

  10. DISTRICT ASSEMBLY APRIL 18, 2009 • CLUB SECRETARY /TREASURER • WORKSHOP • ROTARY INTERNATIONAL • PER CAPITA • MEMBER • DUES • 2009-2010 • DUES ARE ASSESSED SEMI-ANNUALLY • BASED ON MEMBERSHIP AT JULY 1ST AND JANUARY 1ST • ALL DUES ARE ASSESSED IN UNITED STATES DOLLARS • A MEMBERSHIP BILL IS SENT TO YOUR CLUB WITH A LISTING OF ROTARIANS. • THE BILLS SHOULD ARRIVE IN LATE JUNE AND LATE DECEMBER. • ROTARY INTERNATIONAL DUESPER CAPITA • *JULY 1ST, 2009 $ 24.50 • U.S. CLUBS ONLY INSURANCE $ 4.00 (1) CANADIAN CLUB INSURANCE $ - • COUNCIL ON LEGISLATION $ 1.00 • MAGAZINE COST $ 6.00 • AMOUNT DUE PER MEMBER JULY 1ST, 2009 $ 35.50 U.S. • *JANUARY 1ST, 2010 $ 24.50 • MAGAZINE COST $ 6.00 • AMOUNT DUE PER MEMBER JANUARY 1ST,2010 $ 30.50 U.S. • TOTAL PER MEMBER R/I DUES FOR 2009-2010 $ 66.00 U.S. • ·UNPAID DUES MAY BE CAUSE FOR YOUR CLUB’S CHARTER TO BE REVOKED. • ·PLEASE PAY YOUR R/I DUES ON A TIMELY BASIS! • 1.CHECKS SHOULD BE WRITTEN TO “ROTARY INTERNATIONAL” U.S. FUNDS • 2.ALWAYS WRITE ON YOUR CHECK YOUR CLUB NUMBER

  11. DISTRICT ASSEMBLY APRIL 18, 2009 CLUB SECRETARY / TREASURER WORKSHOP DISTRICT 6400 PER CAPITA MEMBER DUES 2009-2010 DUES ARE ASSESSED SEMI-ANNUALLY BASED ON MEMBERSHIP AT JULY 1ST AND JANUARY 1ST ALL DUES ARE ASSESSED IN UNITED STATES DOLLARS A MEMBERSHIP BILL IS SENT TO YOUR CLUB AND SHOULD ARRIVE IN LATE JUNE AND LATE DECEMBER DISTRICT 6400 DUESPER CAPITA PETS *JULY 1ST, 2009 $ 17.50 US $150.00 US (1) - CANADIAN INSURANCE ($13.00) $ JANUARY 1ST, 2009 $ 17.50 US $150.00 US (1) - CANADIAN INSURANCE TOTAL PER MEMBER DUES FOR THE ROTARY YEAR 2009– 2010 $ 35.00 US $300.00 US (1) - CANADIAN INSURANCE * YOUR JULY 1ST and JANUARY 1ST BILLINGS WILL INCLUDE CHARGES FOR THE PETS ( PRESIDENTS ELECT & PRESIDENTS NOMINEE TRAINING) (1) - CANADIAN INSURANCE – EST $15.00 U.S. PER MEMBER ( TO BE ADJUSTED TO ACTUAL) CHECKS SHOULD BE WRITTEN TO “ ROTARY DISTRICT 6400 “ U.S. FUNDS PLEASE PAY YOUR DISTRICT DUES ON A TIMELY BASIS! ALWAYS WRITE ON YOUR CHECK YOUR CLUB NUMBER

  12. DISTRICT ASSEMBLY APRIL 18, 2009 CLUB SECRETARY / TREASURER WORKSHOP

  13. DISTRICT ASSEMBLY APRIL 18, 2009 CLUB SECRETARY / TREASURER WORKSHOP Treasurer FormsOn-Line http://www.rotary6400.org/download/index.htm Treasurer Area

  14. DISTRICT ASSEMBLY APRIL 18, 2009 CLUB SECRETARY / TREASURER WORKSHOP QUESTIONS FROM ROTARIANS!

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