Training for Club Secretaries

May 2016

The roleAdministrator

A. Organising meetings

B. Record and circulate minutes and documents

C. Keeping records

D. Update databases

E. Manage elections

F. Order regalia and whatever is needed

So what do you need to fulfil your duties ?• Know the rules - but you need to know

where to find them• Communicate with your members …and

others.• we’ll show you the means by which we

do that.

The resources available

• A wealth of information from the RIBI website

under the tab “Club and District support”.• From MyRotary (RI site) Learning and

Reference• District Secretary and RIBI

Rotary International

My RotaryLearning & Reference

Club RoleSecretary

Tasks and calendar• Special General Meeting • Club Assembly• Club AGM• Club Council• Extraordinary General Meeting

Other dates• District dates

District Council: 5th Oct 2016 , 11th January 2017 & 29th March 2017 at Park Hotel , Diss

District Conference : 15th October 2016 at Trinity Park , Ipswich

District Assembly and others for 2017 TBA• Others

RIBI Conference Manchester 7-9 April 2017

RI Convention Sao Paulo 10-14 June 2016 & Atlanta 15-21

Rotary rule books• RIBI Standard Club Constitution April 2016• RI Manual of Procedure• Compliance with UK legislation e.g. Data

Protection , Safeguarding , Health & Safety• Insurance - RIBI policy documents

Membership procedures

• Membership enquiries• Application process• Inclusion on Rotary databases

Keeping up to date• District 1080 News• RIBI Member Newsletters• District Secretary Updates • Emails

Keeping records

• Club Council , AGM and other business meeting minutes

• Contact lists of members and their use.

Making This Practical

Please elect a Chairman and a Spokesperson .

Case Study 1• Humphrey has been a Rotarian for only a

year and has been encouraged to take the role of Club Secretary. He knows little and relies on the help of his more learned colleagues.

• Your task is to make a comprehensive list of what you see as the important tasks and the specific responsibilities.

Case Study 2• Martin has taken over as Secretary and has had several

queries already. Your task is to look at each and establish where you find the answers and what your next steps would be. • One member has upset Rotarians and released

contact details to another person without permission. Soothing words will not suffice.

• The Club wishes to put forward a motion to the District Council . How?

• You recognise RI and RIBI are different entities. What does one do in relation to the other? Who do you deal with?

Case Study 3• John has put forward a new member

proposal . What do you do next and what is the correct procedure you should follow?

• Once the new member has been elected to the Club what are your next steps to include them as a member of Rotary ? Both in terms of administration and his / her involvement.

Case Study 4

• Rotary Central is being put forward as a means of recording how a Club and District attains certain goals that it has set itself.

• Your task is to establish the type of goals it refers to and to explain the mechanics of recording to your colleagues .

Introduction to theDatabases

• RI - rotary.org • RIBIT - rotarygbi.org• DMS - Database Management System

• integration , emailing • primary for changes is RIBIT.