CLUB SECRETARY TRAINING and DISCUSSION

1. CLUB SECRETARY TRAINING and DISCUSSION Rotary District 7780 Assembly Saturday, April 8, 2017 Deb Grabowski, District Secretary

2. Session Objectives • Meet Peers in District • Learn From Others • Understand Role as Defined by Rotary International • Understand Common Terminology • Review Required Responsibilities • Discuss Optional Duties • Review Feedback from August 2016 Survey • Club Runner Discussion

3. Role of Secretary • Help Your Club Run Efficiently & Effectively • Often the 1st point of reference for questions • Become familiar with Club Constitution, Bylaws and Policies • Ask questions yourself and have fun! • Support Officers and Board of Directors • Be a calm & gentle reminder to leadership that we’re all volunteers • If a mistake is made, it can be easily fixed! • Share Information with Club, District & RI • Through electronic database • Turn on Integration! • Only two Clubs to go! • Through your My Rotary account on Rotary.org

4. Terminology & Resources • Rotary International (RI) • 110 years; 35,000+ clubs worldwide • Manual of Procedure • A resource for RI policies & procedures • Council on Legislation • Meets every 3 years (2016) • Review & vote on changes to RI policies & procedures • My Rotary • Accessed on www.rotary.org • A wealth of information & resources • Club management, access to above mentioned documents & many more, logos, liability insurance waivers, training videos and webinars • Rotary Club Central • Trends, Club goals, Foundation giving • https://my.rotary.org/en/learning-reference/learn-role/secretary

5. Primary Responsibilities-Member Data • Maintain up-to-date Member Data • New Members • Demographic edits • If you’re automated, encourage Members to keep their data current, monitor attendance, etc. • Removal of Members • Leaves of Absence • Personal-present to Board of Directors for approval • Medical-can be authorized by Secretary without Board approval • Very important as RI uses information on January 1 & July 1 to calculate dues

6. Primary Responsibilities-Attendance • Record attendance at each Club meeting • Know your Club’s policies/expectations for attendance • RI more focused on engagement than attendance • Record make-ups as reported by Members • Must be within 14 days of missed meeting • Any Rotary meeting: Board or Committee meeting; another Club; Interact; District Assembly; RI convention; International Service; etc. • If present at another Club for a published meeting time that was cancelled, it counts! • Club service project or sponsored community event • District & other Club’s count too • Any meeting authorized by Club Board of Directors • E-Club • RI requirements have changed greatly-project hours count as well! • Insure Club has some method to provide visiting Rotarians with evidence of attendance

7. Primary Responsibilities-New Members • Any Member in good standing can sponsor a new Member • Check your Club constitution & Bylaws for guidance • Familiarize yourself with your Club’s procedure • Membership Committee • Present to Board of Directors for consideration & approval • Orientation to Rotary • Member goes on 7 day notice • Member introduced to Club • Present with name badge, new Member packet, etc. • Must pay admission fee prior • Transferring Members or those with previous service do not pay a second admission fee and must be in good standing with prior Club

8. Primary Responsibility-Support Officers & Board of Trustees • Work with President to determine how you can be most helpful • Everyone has their own style & previous experience to draw from • At a minimum record Board Meeting Minutes • Store online! • Assist Treasurer with dues billing & processing if requested • Forward any RI dues invoices to Treasurer • Each Club decides on their dues • RI & Districts have a per capita rate each year ($56 & $37 respectively) • RI also charges for Rotarian magazine • Report Club changes • Meeting date, time, location • Officers & Directors http://rotary7780.org/SitePage/Maintaining-Club-Executives • Can all be done online

9. Responsibilities-Miscellaneous • Order supplies, mail distribution, Club email, run reports • Record votes taken at Club meetings • Work with President to certify electors for the District Conference • Maintain governance documents • Can be done online-create a club documents page! • Maintain archive of historical documents • Will be lost over time • Helpful to current & future Club leaders • Can be done online-scan & post! • Cannot stress enough-keep your Club data current and accurate • Insures proper recognition, tracking, billing, etc. for RI • Helps with District directory • Makes everyone’s job easier!

10. Follow Up from August 2016 Survey • Introductory Email-18 responses • 10-no help needed & mixed interest in electronic meetings • 8 others with varying needs; all related to Club Runner • Basics • Attendance 2.0 • Creating Bulletins • Committee Management • Email System • Maximizing use • Club Runner Discussion-Scott Irving • Next Steps

11. Contact Information & Helpful Resources • RI-My Rotary • https://my.rotary.org/en/manage/club-district-administration/club-administration • District Website • http://rotary7780.org/ • help@rotary7780.org • Deb Grabowski dgrabowski@communitycampus.org 603-422-8244 (o) 603-566-0162 (c)