Rotary Club Secretary Training Session 1

Districts 6040, 6060, 6080

Jerry Weems - Susan Haralson - Kim Doty - Linda Punchbauer - Scott Ellis - Allen Garner- Bill Allen

What's Your Experience or Opinion?

• What do you think are club secretary responsibilities?

My Opinion...

Club Secretary is the most important, high-visibility, impactful leadership position in your Rotary Club – period. •Consider the importance of:– All club data and record keeping – Generating every measure of club and district success– Historical documentation– Sustaining club status with Rotary International (termination IS possible)– Documenting membership– Keeping members engaged…and in your club– Coordinating directly with District, Zone, and Rotary International leaders

Club Secretary Responsibilities

• Assist the Club President and committees in executing responsibilities

• Maintain Membership records• Track attendance• Create, maintain, and preserve club minutes, tax documents, and

historical documents• Be the club expert of the Rotary International Manual of Procedure• Maintain the club constitution• New member administrative processing

What Are You Thinking?

• What are you looking forward to the most?• What are you dreading?• What do you think is the best way to prepare?• Would breaking the task into bite size pieces help?

Secretary Schedule

• Eating an elephant…one bite at a time

– Weekly Tasks

– Monthly Maintenance

– Annual Calendar

Weekly• Mail – postal and email– Keep up, don’t stack up!

• Attendance– Maintain sign-in sheets.– Pick a convenient and set time to log-in– Have a easy-to-track method for make-up meetings

• Minutes– Keep minutes during each meeting– Consider emailing to all members

• Immediately process new member applications

Monthly• Board meetings– Notice of date and time– Create agenda– Take and distribute minutes– Keep records

• Attendance– Enter directly into DacDb or ClubRunner– Enter or verify changes in RI database (MyRotary)

• Order– Supplies, materials, pins, badges, etc.

• Maintain Rotary Club Central

Prior to (re)Taking Office

• Review Club Secretary Manual• Review Club By-laws and Constitution• R.I. Manual of Procedure• Know materials vendor and procedure• Coordinate with Club President and Treasurer for a smooth process of

district and RI Dues• Assist to coordinate DG Visit– No other programs, consider small DG gift, ensure protocol (standing ovation)– Communicate for maximum attendance– Anticipate board meeting immediately before/after club meeting

Prior to (re)Taking Office – con’t

• Have a meeting with outgoing President, Secretary, and Board• Important: Attend District Conference and all District Events!• Get and stay ahead of President-elect…plan, organize, and lead• Establish Rotary Central early– Set goals and monitor performance– Keep it up-to-date

• Ensure new member applications and packages are readily available

New Club Members• Secretary is key!• Member application processing is important – never let sit• Assist with member classification• Determine membership status• Have new member package ready to go• Order name tag and lapel pin as soon as possible• Ensure an dues invoice is presented• Transmit member data to District and RI• Projects, encouragement, inclusion in emails and all list

immediately

Member Termination

• Transmit information to District and RI• Avoid “ghosts” (former members on current lists, nametags,

etc)– Revise attendance sheets– Update email addresses (stop sending email to terminated members)

• If moving, assist in finding a new club• Check on former members periodically• Update The Rotarian magazine

Resources for Club Supplies

• R.I. Online Catalogue• American Specialty• National Award• Russell-Hampton• Lindeburg and Company• Gerry White Pins

Club Secretary

• YOU are absolutely critical to club success• YOU make the biggest difference• YOU are the appreciated

• Secretary...One Month at a Time!

June 2015• Get Ready!• Review Secretary Files• Double check District Database (DacDb or Clubrunner) and MyRotary

– Access– Membership– Club Leaders

• Create club emailing lists– All members– Board members– All members– District leaders

• Rotary Magazine Check-up• Ask about membership status options for new members

July 2015

• Assist with Issue/Payment of Club Dues• Be aware of District Governor visit schedule• Report Membership– District Database– RI Database– Integrate Databases

• Assist in identification of requirements for Presidential Citation

August/September/October 2015• Maintain membership data (District and RI Databases)• Assist President to update goals progress in Rotary Club Central• Update club membership in support of upcoming RI and District

dues • Check files and ensure documentation• Communicate with District Leaders– Check-in with club projects– Communicate information about new members– Double check on DG Visit (if appropriate) - help your president

• Assist Treasurer with dues collection

November 2015

• Ensure club election for new officers– Hold in accordance with by-laws– Document election

• Update District and RI Databases• Maintain membership data• Update email address book of officer-elects• Communicate expectations for PETS/SETC attendance in March

December 2015

• Discuss upcoming dues for RI and District• Verify membership data is correct at District and RI• Anticipate potential member absences near holidays• Plan for snow days – have a policy

January 2016

• Double check on RI and District Dues• Assist Treasurer with semi-annual dues• Rotary Awareness Month - coordinate with President for programming• Mid-term check-up– Record keeping– Database maintenance

• Keep-up Energy– Communicate with membership– Communicate with District– Great time for project planning

February/March 2016

• Rotary Club Central Upkeep• Assist President - Presidential Citation Check-up– Ensure all items are planned or previously met

• Database Maintenance• Record Keeping• Assist Club President to ensure incoming President and

Secretary-elect attend Show-Me• Double check Club Treasurer - dues paid to District and RI?

April/May 2016

• April is Rotary Magazine Month– Double check on receipt by all members

• Communicate with incoming secretary• Records management• May– Work on pass-down

June 2016

• Update databases• Double-check email addresses for incoming club officers• Consider just one more year…

Next Secretary Session

• Secretary-elect Hands on Training (Location 6060/6080, Location 6040)– District Website

• Attendance• Adding New Members / Deleting members• Integrating with Rotary International• Checking Club Totals for R.I. and District Dues

– Rotary International• Integration• Rotary Club Central

– Entering Data– Entering and monitoring goals

• Membership Reporting