Club Administration Essentials

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Four Elements of an Effective Club

1. Increase membership2. Implement successful projects3. Support the Rotary Foundation4. Develop leaders capable of serving beyond

the club level

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Club Administration

Why is Club Administration Important?

Provides the framework that enables the clubto function effectively.

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Key Elements of Club Administration

Data ManagementTracking, recording and reporting club and member information / data

Successful MeetingsPlanning, quality programs, education, business, and fun

FellowshipEvents, member recognition, and Family of Rotary

Effective CommunicationClub bulletin, meeting agendas / minutes, and club website

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What data needs continual management in a rotary club?

Data Management

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Basic club data (club name, meeting time and location, mailing address, etc.)

Officer Data (organization of current officers in the club).

Member data (name, address, contact info, etc. for all members)

Attendance Data

Data that requires Continual updates…

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Club Data is kept in 3 places: By the ClubBy the Club (RI-CAS, ClubRunner, Other)

By the DistrictBy the District (ClubRunner)

By Rotary InternationalBy Rotary International (Member Access)

Managing Club Data

It is critical to updateupdate all 3all 3 whenever

this data changes

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Privacy of Information

Remember:

The privacy of member data must be respected at all times.

Club data should never be used for the purpose of soliciting or advertising for a club member’s business.

It should never be sold or used for any purpose other than club and Rotary business.

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What can members do to help?

Managing Club Data

Club Members should be encouraged to keep their own contact information current on the District and RI websites.

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What data needs periodic management in a rotary club?

Managing Club Data

Club records such as meeting minutes Club history if applicable Club bylaws Club planning documents Normal club correspondence

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What are the “official” duties of the club secretary?

Duties of the Club Secretary

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Maintain Membership RecordsReport changes to club, district, and RI

Record AttendanceReport monthly attendance to club and district

Maintain current Club and Officer InformationReport changes to club, district, and RI

Primary Secretary Responsibilities

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Prepare required Reports to RI Semiannual Report of Membership, Per

Capita Dues, and Rotarian Subscriptions ((due July 1st due July 1st andand Jan 1st Jan 1st) - ) - These can now be done on-line through Member Access.

Send in District Dues (due August 1stdue August 1st)

Primary Secretary Responsibilities

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What are some “other” duties of the club secretary?

Duties of the Club Secretary

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Purpose of Attendance

Rotary has attendance requirementsfor members.

What is the purpose of this requirement?

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Attendance Requirement

Is it required that clubs record and report attendance at every meeting?

Yes – Recording attendance at every meeting and reporting attendance is required by the Rotary International bylaws.

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Attendance Requirement

Why must I send a monthly attendance report to the District?

The District Governor is required by the Rotary Constitution to report monthly attendance figures to the RI Secretariat.

The District Governor and staff analyze club attendance reports as one indicator of overall club health and activity so they can offer help to struggling clubs as early as possible.

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Attendance Requirement

When is this report due?

It is requested that this report be sent by the 10th of each month to the District Governor (District Secretary).

According to the RI bylaws, this report is past due after 15 days from the last meeting of each month.

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Attendance Requirement

Rotary has specific membership requirements for attendance.

What are these requirements?

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Counting Attendance at a Meeting

You must be present for at least 60% of a club meeting for it to count towards the attendance requirement.

15 min

30 min

45 min

For example, at a 60 minute meeting, you would need to be present for at least 36 minutes.

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Can be made up or excused (70%)

Required attendance (30%)

Counting Attendance at Your Club

You also need to attend at least 30% of your own club’s regular meetings in each half of the year.

For example, if your club holds 26 regular weekly meetings in a half year, you must attend at least 8 of these meetings.

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Make-up Credit

Rotary allows members to make-up meetings to maintain their attendance.

What is the time limit for make-ups?

Two weeks before or after the missed meeting

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Make-up Credit

Besides attending another club’s meeting, what other District, Zone or RI meetings count as make-ups?

Present at the usual time and place of another club’s regular meeting and that club is not meeting.

Attends a District conference; a District assembly; any District committee meeting or event.

Attends and participates in a club service project or a club-sponsored community event or meeting authorized by the board.

Attends a board meeting or, if authorized by the board, a meeting of a service committee to which the member is assigned

Reasons related to Rotary officers and business – see Rotary bylaws

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Excused Absences

Rotary allows certain absences to be excused. What are some circumstances that absences can be excused?

The board may excuse an absence for reasons it considers to be good and sufficient. See the manual of procedures (MOP) for details.

Note: An excused absence does not provide attendance credit. Absent members who have been excused are still counted as absent when

reporting attendance for the club.

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Exception to the Membership Requirement

Rule of 85 The sum of the member’s years of membership and age equals 85 or more and the member has requested in writing an exception to the attendance requirement.

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Termination

Failure to meet the attendance requirement may result in termination of membership if the member fails to

• Attend or make-up at least 60% of club meetings in each half of the year.

• Attend 30% of their own club’s regular meetings in each half of the year.

• Attend or make-up four consecutive meetings.

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Calculating Attendance

Only Active Members are included in attendance calculations (no honorary, guests, visiting Rotarians, etc.).

A regular meeting can be omitted in calculating the clubs attendance if it is canceled because:

Legal Holiday Death of a Club Member Disaster or armed conflict affecting the

community Board may cancel up to 4 meetings per Rotary

year for other causes.

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Calculating Weekly Attendance

Weekly Attendance % =

Number of Active Members in the Club *

Number of Active Members Attending the Meeting

* Does not include rule of 85 members

X 100

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Calculating Monthly Attendance

Average Monthly Attendance % =

Number of Meetings in the Month (x)

Wkly % 1 + Wkly % 2 + Wkly % 3 + ... Wkly

% x

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Reporting Monthly Attendance

Reporting is done on-line at the district website.

What is reported Monthly? Current number of active members Number of terminated members Number of new members Number of meetings held for the month Average weekly attendance for the month

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Promoting Regular Attendance

Provide Relevant Programs Enjoyable Meetings

Stress importance of attendance Involve members Encourage make-ups Recognize exemplary attendance

How can you promote regular attendance?

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Attendance Concerns

Get to know members Monitor trends Do a Club Inventory - Find out why Get feedback – Use results Create a support system to encourage/monitor

attendance Follow-up with members that miss a meeting Ask AG or DG for help

What can you do about attendance concerns?

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Successful Meetings

Show time and money of “volunteers” is well spent

Increase Rotary knowledge Show value of continued membership Provide fellowship Be fun

What should a successful weekly meeting achieve?

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Successful Meetings

How do you ensure that your club meetings are stimulating?

Involve members in planning meetings Provide interesting and relevant programs Provide leadership and order Provide fellowship Have fun Ensure meetings begin/end on time –

respect the time of club members.

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Typical Order Of Business

1. Call to Order2. Club Traditions (pledge, invocation, 4-way

test, singing, etc.)3. Introductions4. Announcements5. Rotary Minute6. Committee Reports7. Unfinished Business8. New Business9. Program10. Adjournment

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What information should be included in Weekly Programs?

Rotary Subjects Club goals, projects, activities Special observances

Foundation Month Paul Harris’ Birthday

Community Events Info that benefits Rotarians

personally/professionally Amusing & entertaining programs

Interesting and Relevant Programs

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Planning Programs

What creative strategies does your club use to plan relevant and informative club programs?

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Fellowship

Why is Fellowship in Rotary important?

“The First Object of Rotary gives fellowship as the basis of service…..As long as we have

fellowship, service follows.”

Richard H. Wells RI President 1944-45

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Fellowship

What can you do to stimulate and improve fellowship?

Wear name badges Rotate seating Announce special dates—weddings, birthdays,

anniversaries Plan family and social events Publish news in bulletin about members and

upcoming events Recognize member accomplishments / contributions

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Fellowship – The Family of Rotary

Let your members know you care about them and their families. Designate a Family of Rotary Committee or Person to:

Send birthday / anniversary cards or e-cards to members.

Call or email them if they miss a meeting. When family members are ill, send flowers/cards,

and visit them. Recognize members for Rotary and professional

accomplishments.

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Club Bulletins

Provides news of the club, its members and Rotary.

Informs members of upcoming programs. Reports the highlights of various club

meetings. Provides “District” news Fosters fellowship

How does the club bulletin support effective club administration?

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What are important considerations in producing the Club Bulletin?

Publish regularly Regular features

Club/committee activities Membership Updates Personal info about members

Use photos to stimulate interest Send via e-mail or produce on-line version

Club Bulletins

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Club Bulletins

Members and committee chairs DG’s monthly newsletter The ROTARIAN Rotary World District 5490 website

www.rotary5490.org RI website

www.rotary.org

What are sources of info for the Bulletin?

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Club Websites

Central and secure location for club data

Responsive to younger member’s needs Always accessible by membership Easier to maintain then printed records Promotes membership development

How can Club Websites help with effective communications?

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Club Websites

Keep content current and changing .

Be sensitive to members who do not have internet access or email.

Subscribe to ClubRunner to make maintenance and District reporting easier.

Distribute maintenance of the site to several members (easier if on ClubRunner).

Important Tips about Websites

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Visual Identity Style Manual

Refer to this publication when developingany club materials for bulletins or websites

Publication 547-EN—(199)

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Resources

Assistant Governor District Secretary District Governor RI and District Websites RI Staff

Don’t hesitate to ask – District and RI staff are there to help!

Club Administration Essentials

Questions?