Rotary Club Secretaries Training

The Rotary Club Secretary

Welcome to the Secretary Breakout!

Carolyn Mudgette, District 6970 Secretary &

Past President of St Augustine Sunrise Rotary

Patti Chapman, District 6970 Executive Secretary


“As the Club Secretary, your primary responsibility

is to help the club function effectively.”

RI Club Secretary’s Manual


Your President-Elect

should have given you

this manual. It’s also

available online at

www.rotary.org

http://www.rotary.org


Key Role in Club is to Provide Information

• Have records accessible

• Understand Rotary principles & procedures

• Understand the Club Constitution and By-Laws


Records Custodian

• Rotary Manual of Procedure

• Club By-laws and Policies

• Historical copies of all meeting minutes

• Rosters of all Club members

• District Newsletters

• Club bulletins


Before July 1st….

• Begin studying Manual, By-laws

• Confer with President-elect and outgoing Secretary

• Attend District Assembly & Conference

• Attend informal meetings of incoming officers

• Attend current Board meetings

See page 3 & 4 of the Secretary Manual for a month by

month list of typical activities.


• Keep minutes of all Board meetings

• Maintain and report Club attendance

• Report attendance of visiting Rotarians

• Maintain Club contribution records

• Keep club membership records

Primary tasks during the year


RI Invoice

(replaced Semi-Annual Report, SAR)

• January 1 and July 1, Rotary issues invoice, based on member records in Rotary.org

• Member additions/deletions must be made within 30 days--before 1/1 and 7/1 invoice

• All proration and other calculations are done by RI on 1/1 and 7/1 and are non-negotiable

• Club Treasurer can issue check or pay online by credit card

• District dues are based on RI invoice headcount


• RI dues per member for 2016-2017 will be $28 per half year.

• The Rotarian magazine is $6 per half year.

• In July, an additional $1.50 is added per member for the

Council on Legislation, as well as the insurance fee for the

year, typically about $6 per member.

• RI will pro-rate dues for new members on the following semi-

annual invoice.

• District Dues are $22 per half year and are also due and

payable in July and January. An invoice is sent from the

District to the club’s mailing address.

How RI Calculates Invoice


Weekly Club Responsibilities-Mail

• Collect mail from PO Box, forward bills to

Treasurer, log or post checks and make up bank

deposits, or forward to Club Treasurer

•Communicate to Club President or appropriate club

leaders information requiring their attention

•Prepare correspondence to Club members, district

leadership and RI.


• Help Committee Chairs order materials when needed, including badges, new member kits, paper products and supplies necessary to maintain effective Club operations

• Forward proposals for new members to appropriate Club committees for processing

• Enter new members and terminations, transfers, and classification changes on database at www.rotary.org/MyRotary under Club Administration within 30 days

Weekly Club Responsibilities-Admin

http://www.rotary.org/MyRotary


• Ensure copies of Club bulletin are available at each meeting and forwarded to the appropriate persons

• Assist President with the weekly meeting agenda (if requested)

• Forward visiting Rotarians make-up card to their home club (or give to Rotarian)

• Enter any make-ups received from other clubs, online, or from projects

• *Post attendance of each weekly meeting in Club records

Weekly Club Responsibilities-Meetings


Monthly Duties

• Work-up agenda for Board of Directors meeting (often

done by President)

• Report PHF sustaining payments from members and

request PHF recognition for members completing their

PHF commitment (Treasurer/Foundation chair)

• Inform District of your Club activities to be shared with

other clubs (District Website) (PR Chair?)

• Prepare attendance report for submission via the

District 6970 web site by the 15th day of each month.


Reporting Attendance

• For each meeting, total the number of members attending plus make-ups reported.

• Do not include visiting Rotarians, Honorary members, or excused absence members who did not attend.

• Divide by the total number of members, and any attending excused absence, or leave of absence; then multiply by 100 to get your percentage. At the end of the month, average the percentages.


Example: “Friendship Club of RI”

on March 1 16 members

on March 31 18 members

03-07 14/16 members, 0 make ups = 14/16 = 88%

03-14 12/16 members, 2 make ups = 14/16 = 88%

03-21 16/18 members, 2 make ups = 18/18 = 100%

03-28 9/18 members, 4 make ups = 13/18 = 72%

348/4 = 87%

Alternately: 14+14+18+13=59

16+16+18+18=68 59/68=87%

(assuming none of the 18 members is excused, honorary, or leave

of absence; if so they should be excluded in the calculation)


Finish the job by reporting:

•District Awards require monthly reporting in

DACDB (March by 4/1)

•Go to www.rotary6970.org and look for the

DaCdb login link at the top right.

•Enter DaCdb (the District and Club database)

and verify the correctness of your own data. You

may be asked to ACCEPT the Usage Policy.


Other Duties

• Prepare quarterly invoices for dues

for all Club members (Treasurer?)

• At the end of the fiscal year, identify

all members with perfect attendance


• Change officer or meeting information with RI and

the District during year, if needed

• December, report new officers on RI and District

web sites.

• Prepare annual report including actions by Board,

net membership gain or loss for year, attendance

percentages for year

• Assist President with preparation for District

Governor’s Official Visit

Other Duties


End of Year

• Take inventory on all records for your Club to

ensure completeness and accuracy

• Coordinate with incoming Club Secretary for

a smooth transition


Summary of Reporting

Report Submit to Due Date

Membership additions-

terminations

RI Within 30 days of change (before

1/1 & 7/1)

Invoice RI (with Treasurer) Due upon receipt; no changes.

1/1 & 7/1

Monthly attendance report of

club meetings

District Secretary via

DACdb

Within 15 days following last

meeting of month

Visiting Rotarians Rotary club of visitor Ongoing

Club information changes RI and District Governor Ongoing

Official Directory information RI and District Governor March


Enjoy Your Year as Club Secretary!

Questions?

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Rotary Club Secretaries Training