Meeting with Principal Secretaries/Secretaries of Social ...
SECRETARIES-ELECT TRAINING
description
Transcript of SECRETARIES-ELECT TRAINING
SECRETARIES-ELECT TRAININGMarch 8, 2014
Presenters: Rene Cavanagh & Brad Mastaler
Outline• Responsibilities• Procedures• Resources & Reference• Hands-On and Q & A• Until 11:45 AM, and then 1:00 PM–
2:00 PM• Technology Centre from 2:00 PM to
4:30 PM
Responsibilities• Prepare and Submit Semiannual
Report and Dues to Rotary International
• Maintain Membership Records• Record and Report Attendance• Take Minutes and Maintain Club
Records• Transition Secretary’s Responsibilities
Systems and Sites• ClubRunner– The district’s database of clubs,
membership, officers, and attendance• Rotary.org MY ROTARY site– RI’s database of clubs, membership,
officers– Are you registered for MY ROTARY
access?• Separate logins, and you need both
RI DUES AND REPORTINGResponsibility:
RI Dues and Reporting• Semiannual reports received by secretaries in early
July and early January• Can be downloaded through MY ROTARY• Includes RI dues and Rotarian magazine subscription• Membership should be up to date by June 1 and
December 1 every year to ensure proper billing• Instructions are included for amending the report and
remitting an amount other that the one shown• Can be paid online through MY ROTARY with a credit
card, by cheque or draft (USD), or by wire transfer
MAINTAIN MEMBERSHIP RECORDS
Responsibility:
Membership Records• Enabling and monitoring integration
with RI’s database• Inputting new members• Managing ClubRunner access levels• Make changes to member data• Managing Executive and Director
assignments• Terminating members (hopefully not
too often)
Enabling RI Integration• Make sure Rotary Membership IDs
are input in ClubRunner• Opt In at Rotary.org MY ROTARY site• Opt In within ClubRunner• Compare and synchronize
membership records periodically• Instructions at
www.clubrunner.ca/integration
What are You Waiting For?• Edmonton Northern
Lights• Edmonton Sunrise• Fort McMurray• Grande Cache• Grande Prairie
• Lac La Biche• Nisku-Leduc• Slave Lake• Vegreville• Wainwright• Westlock
Adding/Terminating Members
• Use ClubRunner to do these tasks• Changes are automatically sent to RI
(if integration is turned on)• Transferring members: contact
former club for Rotary membership ID.
ClubRunner Access Levels• 90 – No Access• 80 – Restricted Access• 70 – Member• 60 – Editor• 50 – Club Executive (this is YOU)• 40 – Club President• 30 – Site Administrator
ADDING, UPDATING, AND TERMINATING MEMBERS
Demo:
Identifying Executives and Directors
• Important to do THIS MONTH• RI relies on this information• District Governor and committees
rely on this information• Other clubs rely on this information• The public relies on this information
DEFINING NEXT YEAR’S EXECUTIVES AND DIRECTORS
Demo:
RECORD AND REPORT ATTENDANCE
Responsibility:
Attendance• Must be reported monthly to the
district so the district can report to RI by 15th of every month
• Clubs can be suspended from membership in Rotary International for failing to report
• ClubRunner attendance and make-up recording is easy!
Attendance Questions• Attendance: Article 9 of the Standard
Rotary Club Constitution– Great info about eligible make-ups– Great info for travelers (for work or pleasure)– Great info about excused absences– Great info about attendance exemptions
• Leave of Absence– Defined in your club bylaws– RI Recommended Club Bylaw Article 11
USING CLUBRUNNER’S ATTENDANCE FEATURES
Demo:
MAINTAINING RECORDSResponsibility:
Maintaining Records• Board and Committee Minutes• Correspondence• Rotary Foundation grant records• AGLC charitable gaming events• Corporate returns required by
Societies Act• Work with your club treasurer!
TRANSITIONResponsibility:
Transition• Get level “50” access in ClubRunner• Review the resources you learned
about here• Plan to enable RI integration and
“Just do it!”• Bring attendance up to date• Define next year’s executives and
directors
Resources• RI Secretary Guidance– https://www.rotary.org/myrotary/en/secretary
• ClubRunner Knowledgebase (Club Version)– http://clubrunner.helpserve.com/Knowledgebase/List/Index/140
• ClubRunner Training Webinars and Videos– http://community.clubrunner.ca/webinars
• Brad – [email protected]• Rene – [email protected]
Resources
Download Link:https://
dl.dropboxusercontent.com/u/9649832/SecretariesElectTraining.zip
THANK YOU!