Secretary Training Session

1. SecretaryTraining Session Facilitator Hans Granholm March 2009

2. The Club Secretary’s Responsibilities • Assist the Club President and Club Committees. • Assist with the District Governor’s Official Visit. • Provide info to Assistant Governor & District Secretary. • Maintain Membership records. • Track attendance and apply attendance rules. • Maintain and preserve Club Minutes & Info. • Expedite new member proposals. • Consult the Manual of Procedure for rules and procedures District 5370 Secretary Training

3. Secretary’s Calendar • Week to Week Responsibilities • Month to Month Responsibilities • Annual Calendar of Events District 5370 Secretary Training

4. Week to Week Responsibilities • Pick up and promptly distribute mail • Collect and record attendance for weekly meeting • Send Change of Informationforms to R.I. and District Governor District 5370 Secretary Training

5. Month to Month Responsibilities • For Board Meetings • Send notice of date and time • Ensure an agenda is distributed • Take & distribute minutes • Submit attendance figures to District Secretary. • Order Supplies, Materials, Pins, etc. • Take care of Membership Changes. • Report to Board on absentee Members. • Review perfect attendance status (on anniversary date) District 5370 Secretary Training

6. Prior to taking Office • Study basic Rotary Literature: • Club Secretary’s Manual • Your Club’s By-Laws & Constitution • R.I. Manual of Procedure • R.I. Catalogue • Miscellaneous R.I. Publications • Rotary Club Supplier Catalogues District 5370 Secretary Training

7. Prior to Taking Office Con’t • Confer with President Elect and outgoing Secretary • Attend District Conference • Attend meetings for incoming board members • Assist incoming President in preparing Summary of Club Plans & Objectives for the upcoming year. District 5370 Secretary Training

8. July • Receive Club files from outgoing Secretary. • Submit June attendance figures to District Secretary. • Prepare and submit R.I. Semi-Annual Report. • Issue Club Dues Invoices to membership. • Issue membership identification cards. • Prepare a new Club Roster. • Prepare for District Governor’s Visit. District 5370 Secretary Training

9. August / September • Submit July / August attendance figures to District Secretary. • Submit Membership changes to R.I. and District Governor. • Review status of payment of Membership Dues. • Attend District Assembly District 5370 Secretary Training

10. October • Submit September attendance figures to District Secretary. • Send pro-rated dues and report form to R.I. for new members admitted in July, August or September. • Submit Membership changes to R.I. and District Governor. District 5370 Secretary Training

11. November • Submit October attendance figures to District Secretary. • Submit Membership changes to R.I. and District Governor. • Ensure that process to determine slate of Officers for upcoming Rotary year is commenced. District 5370 Secretary Training

12. December- Family Month • Submit November attendance figures to District Secretary. • Submit Membership changes to R.I. and District Governor. • Following election of Officers for upcoming year, prepare and submit Rotary Club Officers Report Form. Copies go to R.I., the District Governor and the District Governor-Elect. District 5370 Secretary Training

13. January- Rotary Awareness Month • Submit December attendance figures to District Secretary. • Submit Membership changes to R.I. and District Governor. • Prepare and submit R.I. Semi-Annual Report. District 5370 Secretary Training

14. February / March • Submit January / February attendance figures to District Secretary. • Submit Membership changes to R.I. and District Governor. District 5370 Secretary Training

15. April- Magazine Month • Submit March attendance figures to District Secretary. • Submit Membership changes to R.I. and District Governor. • Send pro-rated dues and report form to R.I. for new members admitted in January, February and March. • Begin liaison with incoming Secretary. District 5370 Secretary Training

16. May • Submit April attendance figures to District Secretary. • Submit Membership changes to R.I. and District Governor. District 5370 Secretary Training

17. June- Fellowships Month • Submit May attendance figures to District Secretary. • Submit Membership changes to R.I. and District Governor. • Coordinate with incoming Secretary in turning over responsibility. District 5370 Secretary Training

18. New Members (prior to induction) • Prior to acceptance by Board: • Complete member application form and Record of Action • Research and assign classification • Determine a membership status • Following acceptance by Board: • Prepare New Member Info Package including Member Name Tag and Rotary Lapel Pin • Prepare an Invoice for Membership dues District 5370 Secretary Training

19. New Members (following induction) • Send new member information to R.I. and District Governor. • Revise attendance sheets and other records to include new member. • Appoint a club mentor for new member. • Ensure new member is given an orientation (Fireside?). • Encourage the new member to get involved in projects they are interested in. District 5370 Secretary Training

20. Member Termination • Send member termination information to R.I. and District Governor. • Revise attendance sheets and other records to delete member. • If member is moving out of area, notify Rotary Club in member’s new locale. District 5370 Secretary Training

21. Change of Member Information • Send change of member information to R.I. and District Governor. • Revise Club records for member. • e-mail The Rotarianfor faster response to address changes. District 5370 Secretary Training

22. Attendance Requirements • Attendance reporting procedure is available for both subscribing and non-subscribing ClubRunner clubs.The PowerPoint instructions can be viewed/downloaded from: WCC |DOWNLOADS|Instructional Material| Secretaries | Secretary Training [ppt] District 5370 Secretary Training

23. Membership Attendance Requirements • To earn attendance credit a member must attend at least 50% of a club regular meeting. • A member must attend or make-up at least 50% of club regular meetings in each half of the year (July to Dec and Jan to June) • A member must attend at least 30% of their club’s regular meetings in each half of the year. District 5370 Secretary Training

24. Attendance Requirements • A membership may be terminated if a member misses four consecutive meetings without due cause. • Attendance may be excused for various reasons (see club constitution) if situations make it impossible to attend a meeting. District 5370 Secretary Training

25. Attendance Requirements • All club members are required to maintain attendance except: • Honorary members are exempt. • Members excused by the Board for ill-health or given a leave of absence. (These members still pay member dues) • Members meeting the 85 Rule who have requested to be exempt. (combination of age + years in Rotary must equal 85). Minimum age requirement has been removed. District 5370 Secretary Training

26. Make-up Requirements • Attendance credit may be given to a member 14 days before or after a meeting date when: • The member attends at least 60% of another club’s regular meeting. • Attends an R.I. Meeting or convention (up to 2 credits). • Attends a district meeting, conference or assembly (up to 2 credits). District 5370 Secretary Training

27. Make-up Requirements Con’t • Attendance credit may be given to a member 14 days before or after a meeting date when: • Attempts to attend another club’s meeting but that meeting is not held. • Attends and participates in a club service project or event. • Attends a club Board or club Service Committee meeting. District 5370 Secretary Training

28. Attendance Percentages • Weekly Attendance Calculation: MCA = A% (TM –EA) • MCA : Total number of members credited with attendance (incl. Make-ups) • TM: Total number of active members (don’t include honorary members) • EA: Excused absences (85 rule or LOA) • A%: Attendance percentage for the club District 5370 Secretary Training

29. Resources for Club Supplies • A direct link from the WCC | District Info, ‘Rotary Merchandise’ opens a number of Rotary merchant links. District 5370 Secretary Training

30. Resources for Club Supplies • R.I. On-Line Catalogue • Publications, audios and supplies • American Specialty Company • Club supplies & personal products for Rotarians • National Award Service Inc. • Club awards, Speaker gifts and supplies • Lindeburg & Company • Club awards and jewellery • The Gerry White Pin Company • Club pins and personal products District 5370 Secretary Training

31. Web Sites • Rotary International • www.rotary.org • Rotary International for Non-Rotarians • www.rotary.info (www.rotary.org/info/) • Rotary District 5370 • www.rotary5370.org • Shop @ Rotary.org • http://shop.rotary.org/catalog/ District 5370 Secretary Training

32. Web Sites • American Specialty Company (Toronto) • http://shop1.mailordercentral.com/aasc/ • National Award Service Inc. (Chicago) • www.clubsupplies.com • Lindeburg & Company (for Special Items) • www.lindeburg.com/rotarycatalog.htm • International Name Plate Service • www.inps.on.ca/newrotaryhome%20page.htm • The Gerry White Pin Co. • www.gerrywhitepinco.com District 5370 Secretary Training