Club Secretary Follow-upClub Secretary Follow-up

Rotary District 5360

ObjectivesObjectives

Review the Club Secretary’s responsibilities and resources

Review the basic knowledge of the practical tools

Your Job as SecretaryYour Job as Secretary

What do you see as the most pressing issues as Secretary?

Your Job as SecretaryYour Job as Secretary

Working with the President Working with Committees Assisting with the District Governor’s visit Working with the Assistant Governor Maintaining Records, Reports - Semi Annual Report, New Members, Change of

Member Details, Termination Report, Attendance Reports, Minutes of Meetings, Maintaining Club Files, Correspondence.

Applying the attendance rules Expediting New Member Proposals Referencing the Manual of Procedure Handling Club Finances (If Assigned) Producing Club Bulletin (If Assigned)

DocumentationDocumentation

Club Constitution & By-laws Manual of Procedure Catalogue Secretary’s Handbook Previous Club Resolutions & Motions

Early jobs to be doneEarly jobs to be done

Pre-induction Activities Rotary Year Diary/Planner/Calendar

Transfer of Records & Club Properties Archives & Library Orders for the Official Directory (RI Directory usually 1 per club & the District Directory)

Reports & Follow-upReports & Follow-up

Semiannual Report to RI – July 1, January 1

Monthly Attendance Visiting Rotarian Report Card Change of Officer or Meeting Information Changes in Membership Information for Directory Annual Report

Working with the Club PresidentWorking with the Club President

Assist with the Planning Guide for Effective Rotary Clubs

Board of Directors Sessions Club Assembly DG’s Official Visit RI Publications Administrative Procedures Nomination of Candidates for Club Office Assist with any Special Meetings

Your Job as SecretaryYour Job as Secretary

Working with Club or District Committees Assisting with the District Governor’s visit Working with the Assistant Governor Maintaining Records Reports - Semi Annual Report, New

Members, Change of Member Details, Termination Report, Attendance Reports

Your Job as SecretaryYour Job as Secretary

Minutes of Meetings Maintaining Club Files Correspondence. Applying the attendance rules Expediting New Member Proposals Information kit for new members Referencing the Manual of Procedure

Weekly DutiesWeekly Duties

Duties at weekly meetings Club Bulletin (May be assigned to other club members)

Promptly handle correspondence Intercity Meetings Special Notices Maintaining records in a database such as

Clubmate (now RI-CAS) or other suitable system.

Other DutiesOther Duties

Board of Directors Meetings Proposals for Membership Correspondence (Incoming and Outgoing) Club Dues (Collect in conjunction with Treasurer)

Nominations for Club-District-International assignments

Other DutiesOther Duties

Report Club attendance to the District Report attendance to the Club. Receiving e-mails and phone calls from people

looking to attend make-up meeting or to join a club.

Making purchases through Russell-Hampton (Canada)

Assisting the Club Treasurer as required.

District Meetings & ConventionDistrict Meetings & Convention

District Assembly District Conference Designating electors to the District Conference Designating delegates to the RI Convention Encouraging your successor to go to the District

Assembly

Year End DutiesYear End Duties

InventoryMeeting with Successor prior to their

induction so that they are familiar with what has been done in past.

Ensure proper turnover.

ResourcesResources

Last Year’s Club Secretary District Governor Steve Rickard District Secretary Karl Herzog Your ADG Committee Chairs (ie: RYLA, Rotary Foundation Polio Plus etc.)

District Trainer – Monty Audenart (Red Deer East)

Rotary International Web Site– www.rotary.org

District Rotary Web Sites– www.rotary5360.org (Main site)– www.rotary5360.ca (Clubrunner site)

RI-CAS (or other suitable) software

References Available to youReferences Available to you

Club Constitution & By Laws Manual of Procedure Catalogue Opportunities for Service Official Directory District Directory The Rotarian Magazine Other Rotary Publications District Newsletters Rotary Code & Policies Manual

Russell-Hampton Catalogue District Web Pages

www.rotary5360.org www.rotary5360.ca

RI Web page www.rotary.org

District Leadership Plan Secretary’s Hand Book Other Club Newsletters Each Other!