2014 District 5360Secretary

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To provide training for new Club Secretaries.

To update current Club Secretaries.

To (maybe) introduce some new ideas.

Objectives

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1. Ask questions. Please speak up!2. This is generic, so remember• Each Club is Independent and Unique•You may do less; you may do more.•When in doubt refer to Rule #1.

3. There may be alternate ways to do things.Check with your predecessor or your ADG.

Guidelines

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What is the role of a Club Secretary?

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The Club Secretary is critical to the success of all effective Clubs.

The primary Administrator and Information conduit for the Club.

Responsibilities (1 of 4)

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Here are RI’s main ones:•Maintains Club records• Sends notices of club and board meetings•Records/maintains minutes of all meetings• *Maintains membership records• Processes new Members• *Records attendance into ClubRunner• *Make required reports to RI•Works with other club leaders

Responsibilities (2 of 4)

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• Provides Rotarian make up cards• Rotarian Relocation Form• *Club Information Changes• *Official Directory• Archives (History)• Assist Treasurer with Membership Dues• Club Elections/AGM• Club Calendar• Ordering supplies• Club Correspondence• Help organize Governor visit

Responsibilities (3 of 4)

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• Locate and review with president/board theclub charter/constitution/bylaws/policies• File annual returns and financial statements with

Corporate Registry.• Locate Previous -Minutes-Club Meetings/Board– Club History– Correspondence– Membership records/attendance– Strategic plan

•Update Club Manual (if you have one)

Responsibilities (4 of 4)

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A Typical Board Agenda Template

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Processing New Members (1 of 4)

1. Prospective member’s (PM) name is submitted to the board in writing

2. The Board approves or disapproves.3. PM is informed about Rotary responsibilities,

completes membership application, and then PM’s name is published to the Club.

4. If no objection is received within 7 days, the PM is considered elected to membership.

5. *Arrange for new member induction, order membership badge, report new member to RI and District. 10 of 41

Processing New Members (2 of 4)

•Transfers from another Club-may be proposed by their former club, and they must be in good standing with their former club (written confirmation).

•Approval by new club required.

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Processing New Members (3 of 4)

•Classification describes either the principal activity of a firm or a person’s business or professional activity, such as ‘architecture’ or ‘banking’.

•Classifications should be as simple as possible while still giving a clear indication of the principal and recognized activity of the member’s occupation.

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Processing New Members (4 of 4)

Make it special!

•Have them invite family members

• Invite your District Governor/Assistant Governor to conduct the induction

• Sample induction scripts are available from www.rotary.org/en/document/572 ,new member Orientation, page 16

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•Obtain necessary information from new members to enter data into ClubRunner

• Include Rotary information for transfers

• Enter & make changes for current members

•Delete members leaving Club

*Membership Records

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Semi-Annual Report

• RI sends this report out June 30th & December 31st

• Compare membership list with actual club membership and report differences on a worksheet. Submit a new member form for every active member not on the RI list• Calculate required fees on the worksheet.• Secretary and President sign report.• Return report & worksheet to RI c/w payment• Payment can be mailed in or made on line with a

credit card through Member Access15 of 41

•Club Information Changes

•Official Directory

•Finding your way around Club Central

•Obtaining information on ClubRunner

•Membership list

•Sending group emails

*Other Data

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• Club Elections & AGM deadline 31 December!• Good practice-publish in Club Newsletter,

website, Club manual• Never use club data for soliciting or advertising

for a club member’s business. Never sell it!• Encourage members to update their own

information.• District dues are based on June 30th membership. • Please don’t ignore emails – we try to keep them

to a minimum – we are volunteers too.

Miscellaneous

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A contacts handout is available.

Contacts

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rotary5360.com

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rotary5360.ca – ALIAS

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rotary5360.ca – map

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Group Participation

Ladies and GentlemenStart your computers!

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Group Participation – rotary5360.ca

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Group Participation – yourClub.ca

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Group Participation – Add Member

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Group Participation – Edit Member

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Group Participation – Delete Member

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Group Participation – Club Info 1/3

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Group Participation – Club Info 2/3

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Enter the address into maps.google.ca and the coordinates show up in the address bar. Just highlight and copy & paste.

Group Participation – Club Info 3/3

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Group Participation – Attendance 1/3

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Group Participation – Attendance 2/3

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Group Participation – Attendance 3/3

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Group Participation – Report to RI 1/3

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Group Participation – Report to RI 2/3

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Group Participation – Report to RI 3/3

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Group Participation – Emails 1/4

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Group Participation – Emails 2/4

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Group Participation – Emails 3/4

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Group Participation – Emails 4/4

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•Do not hesitate to contact any of the resources we have provided or another Club Secretary.

•Communication is key to your success

• Enjoy your term as Club Secretary

Final comments

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