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Club Secretary 101

Club Secretary 101. Main Role of Secretary. Help the Club function effectively Maintaining Club Records Correspondence about meetings, board meetings and events Recording and maintaining minutes of club, board and committee meetings Required reporting to RI and District 6670

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Club Secretary 101

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  1. Club Secretary 101

  2. Main Role of Secretary • Help the Club function effectively • Maintaining Club Records • Correspondence about meetings, board meetings and events • Recording and maintaining minutes of club, board and committee meetings • Required reporting to RI and District 6670 • Attendance records for club meetings, which are reported monthly to the District • Supporting other club leaders, President, Secretary etc • Other……..

  3. Club Records • Someone has to keep all the records straight for the club • Files • Archives and history of the club • Office records • Club charter, constitution, bylaws need to be kept safe • Board minutes and agendas • Annual reports etc

  4. Correspondence • Special Notices (anything important to all members) • Board meetings • Agenda • Minutes • Summary for all members • RI and District 6670 like to know what we have going on • District Newsletter • RI Rotarian Magazine

  5. Reporting Requirements • RI asks for a report of membership every six months, on January 1 and July 1, which is known as the Semi-Annual Report (SAR). You will receive an email telling you to go to the RI website and update your data in preparation, then you can open your SAR, complete it and pay dues. • District 6670 asks for your District dues once a year. You will receive an invoice based on your records in DaCdb. • Please remember that your status as a Rotary Club can be jeopardized if dues are not paid. • RI and District 6670 also need to know of major changes within the structure of your club

  6. Attendance • Taking attendance weekly • Reporting attendance monthly to District 6670 on DaCdb • Clearly understand your established club policy regarding attendance requirements • Record make-ups (rules are clear on RI website/secretary manual)

  7. Club Membership Roster • How many members do you have? • Who are they? • Is their information correct? • Are they current with their membership? • Rotary International needs to know www.rotary.org • District 6670 needs to know: www.DaCdb.com/rotary

  8. Other Reporting • Visiting Rotarians • Relocating Rotarians • Club information changes • Official Directory information each year • Annual Report (assist President with this for final club meeting or Annual meeting of club)

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