District 5340 Assembly 2015 District Assembly Learning Objectives Understand the role of the club...

District 5340 Assembly

2015 District Assembly

Learning Objectives

Understand the role of the club secretary.


Preparation• To prepare for their year, incoming club secretaries

can• – Discuss their role with the incoming president• – Meet with the outgoing secretary to review

their responsibilities• – Arrange for the transfer of club files and records

with the outgoing secretary• – Meet with the incoming treasurer to discuss• their mutual responsibilities (shared roster data)• – Review the Club Secretary’s Manual



Responsibilities-I• The club secretary is responsible for submitting:• – Changes of officers or meeting information to RI

and the District 5340• – Semiannual reports to RI and District for club dues

payment

– Monthly attendance reports to the District • - Follow-up members who are not meeting

attendance requirements – You are the Member retention person




Responsibilities-II• Maintain membership records.• Monitor New Member Proposals • Record meeting attendance.• Send out notices of club board

meetings.• .Solicit reporting of member attendance

at club and District events including committee meetings


Responsibilities - III

• Maintain Club Calendar on Website• Maintain Committee Membership• Order needed supplies• Record and maintain minutes

of club board meetings and annual meeting



Mailings

• Email all members (Newsletter,etc.))

• Responses to Requests• Meeting Minutes• Club Official Correspondence

– New Member Welcome and Supplies– Leaves of Absence



Roster Updates• Club – Your club website,(If not

using ClubRunner) ,Email program • District (If Your club website isn’t

connected to the District Directory)• RI – Use “My Rotary- Manage Club

Administration” (If Your club website isn’t connected to the District Directory)- option – let District update RI.



ClubRunner



ClubRunner

• A separate workshop on ClubRunner is offered at this District Assembly or contact Scott Carr at [email protected]


mailto:[email protected]


Rotary International



My Rotary – Manage Club Administration

• – Pay club dues• – Update and review membership data before 1 June

and 1 December• – Update club data, such as meeting time and• place• – Report new club officer information• – View the club’s Rotary Foundation contribution• reports• – Contribute to the Foundation




My Rotary

Using My Rotary, Rotarians can:• Contribute to The Rotary Foundation.• View personal contributions to The Rotary

Foundation.• Manage e-mail subscriptions.• Register for meetings.



RI – My Rotary



Login Screen



On Line Walk Through of My Rotary -

Manage


Manage Club Administration



Member Proposal Form


Membership Proposal_________Date___________________________ Business / Firm _______________________Name ________________________________________________________________Position Held Business Phone________________________________________________________________Business Address ______________________________________________________________Business Fax Business E-mailHow long at this employer? ______ If less than two years, Previous Employer________________________________________________- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - _______________________________________________________________Residence Address ________________________________________________________________Telephone Cell Phone E-mailPostal Mail Preference : Business ___ Residence___- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -Birth date______________ Spouse’s Name __________________If former Rotarian, list club(s) and date(s)________________________________________________________________Proposed Classification : ___________________________________________ Proposer :_______________________________________________________ Print Name SignaturePlease forward this form to the club Executive Secretary for processing.

Chula Vista Rotary


Manage Contributions



District Website



Log in to District Website



District Menu



Report Club Attendance to District



Membership Updates



Update Membership



Attendance Basics

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

•Attend at least 30% of your club’s meetings in each half of the year.

In both of the above, “or engage in club projects, other events and activities for at least 12 hours in each half of the year.”

As explained in the Standard Rotary Club Constitution, each member needs to meet the following requirements:



Make-ups• There are many ways that a Rotarian can still receive

attendance credit if they cannot attend your club meeting.

Attend a meeting of another clubAttend a meeting of a Rotaract or Interact club,

Rotary Community Corps, or Rotary FellowshipAttend certain district or RI meetingsParticipate in club-sponsored event or service projectAttend a club board or service committee meeting

with authorization of the club boardParticipate in an E-club meeting for at least 30 minutes

(Article 9, Section 1 of the Club Constitution)




Excused Absences

• Absences will be excused if:

The absence is approved by your club’s board

The sum of the member’s years of membership and age equals 85 or more and the member is at least 65 years old..

(Article 9, Section 3 of the Club Constitution)



Termination For Attendance• 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

(Article 11, Section 4 of Club Constitution)


Paying Club Dues

• RI – Semi Annual Report (SAR) form – See RI My Rotary – Manage – Reports

• District – Email from District with form




Resources


Resources• • Resources for club secretaries include:• – Club Secretary’s Manual• – Standard Rotary Club Constitution and

Recommended Rotary Club Bylaws• – Manual of Procedure• – RI Catalog• – Planning Guide for Effective Rotary Clubs• – The Rotarian or Rotary regional magazines



Thank YouPlease provide your email address if you

wish to receive a copy of this presentation. It will also be on the District

Website2015 District Assembly

District 5340 Assembly 2015 District Assembly Learning Objectives Understand the role of the club...

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