2016 District Assembly Nalani Flinn, District Governor Nominee / Spring Assembly Secretary and Treasurer Basics

Club Secretary Duties As club secretary, you have an important role to help your club run smoothly and effectively. You: Maintain Records 1. Membership 2. Calendar of club activities 3. Meetings –Meeting notices –Agendas –Minutes 4. Club Records (retain for 7 years) –Constitution, By-Laws –Correspondence Reporting 1.Membership Changes - within 2 weeks in rotaryd5000.org 2.Attendance – Input numbers by the 15 th monthly to rotaryd5000.org

District Website: rotaryd5000.org (ClubRunner) Membership Information: Add or terminate members Update Member Profiles Identify Officers and Club Chairs Membership information uploads to Rotary International automatically (sometimes time delay.) Important to have the correct address and address. The address is the RI website User Name and the address is where the rotarian magazine is mailed.

rotaryd5000.org What you can find on the district website: District Chairs Information on the Avenues of Service Club Presidents and Meeting Locations Events in the Calendar Register for Events Look for Rotarians in the Yellow Pages

Secretary and Treasurer Basics Login to the District’s website (rotaryd5000.org). Click on “Member Login” Member Login

Log In Page First time users or if you forgot Login name and password, click on the retrieve login link and the information will be sent to the address on file. New and existing users: retrieve login and/or reset password

“ Click on ”Member Area” to get to Admin Sitepages

To Update Officers, Click on “For Clubs” Admin Sitepage:

Click on “Define Club Executives” This year’s officers will be shown. Click on “Next Year” to list your officers. Use the “Add New Positions” to add lines.

click on “For Members”, then “Edit My Profile” To Update Member Information:

Click “Edit” and enter information To download a picture, click on “Update” under the silhouette The primary address will be used for s. Check other tabs for other categories to edit. Change passwords in the “Settings” tab. Opt in or out in the “Privacy” tab Don’t forget to click on “Save” at the bottom. Member Profiles

Attendance Reporting by the 15 th login to rotaryd5000.org=> “Attendance”=>”Monthly Club Attendance” Input total active members, new and terminated members, # meetings, % attendance. Attendance= attending members and make-ups divided by M M=active members + Rule of 85 attending members (exclude excused and honorary) Clubs using ClubRunner for their club, attendance reports automatically upload to the District’s website. Secretary and Treasurer Basics

Click on “Attendance”, then “Monthly Club Attendance” If you use ClubRunner for your club, the information should automatically upload. Number of Members is the count at the end of the month. Attendance

Monthly Attendance Report

Make-Ups: within 14 days before or after the regular meeting, attends at least 60 percent of the regular meeting of another club 30 minutes of a eclub “meeting” attends a meeting of a Rotaract or Interact club, Rotary Community Corps, Rotary Fellowship attends a RI convention, an international assembly Rotary district conference, a Rotary district training assembly, any district meeting participates in a club service project or a club-sponsored community event attends a board meeting or a service committee ---Can exclude from attendance: “Rule of 85” (age plus years of membership in Rotary) Excused for 12 months for reasons which it considers to be good and sufficient Attendance (refer to Constitution) )

District Information for you in the “President & Officers Resource” page Find this link on bottom of the Home Page. There’s a calendar for important dates and the miscellaneous information is posted here. Powerpoints from seminars, etc. Officer Resource Page

Secretary and Treasurer’s Basics RI Website: rotary.org

Rotary International’s Website (rotary.org/myrotary))

Sign in with your address and password. Login password may be different from District’s website password. address is from the District’s website, unless you change it for RI. If your address changes, RI’s website needs to be updated separately. Secretary and Treasurer Basics

From “Manage”, click on “Club Administration” in the drop-down menu on the left. Secretary and Treasurer Basics

Update Club Officers and Committee Chairs before 7/1/16. The officers will no longer have access after 6/30. Secretary and Treasurer Basics

RI website: Manage=>Club Administration => Club Invoice 1. Club membership list and invoice 2. Pay by check or online with credit card 3. Due July 31 and January Amount billed cannot be changed. Make all membership changes promptly (ideally no later then June 1 and December 1. RI Dues Invoice

RI Club Invoice in the “Club Administration” site page Secretary and Treasurer Basics

Rotary.org Resources Rotary Club Central Goals Sign up for Newsletters Get Membership and Foundation Reports Find Projects and Ideas Download Manuals, Documents Find Global Rewards (Discounts for Rotarians)

Managing funds Collecting and submitting dues and fees Reporting on the state of your club’s finances Working with The Rotary Foundation Developing a budget with the President and Committee Chairs Separate bank account for Foundation Grant funds and strict record-keeping procedures Preparing your successor Club Treasurer Duties

Annually Budget – approved by Board IRS 990 – due by 11/15 All Clubs with gross receipts of $50,000 or less are required to file Form 990-N (electronic postcard) Due 15 th day of the 5 th month after June 30 Send a copy to Mark Harbison at General Excise Tax (GET) as required by State Tax Department Treasurer Basics

Rotary Dues RI Invoice: $71.61 annually for , with COL, Insurance and $12 for magazine. Due July 31 ($38.11) and Jan 31 ($33.50) to RI. New members prorated. Honorary magazine $12. District Dues: $57.50 per active member annually) due July 31 ($28.75) and Jan 31($28.75) to District Treasurer. Suggest that you send out the club invoice by June 1 and Dec 1. You may want to include an “Optional” line for Rotary Foundation giving and HRYF ($40). Rotary Dues

$2.26HR, Legal, Audit $3.36Finance $4.40Governance and Executive $4.83International Operations $9.58Messaging and Communications $9.75IT, Operations, Administration $17.82Programs and Member Services (Based on 2012 dues of $52) dues are $55 $1.50 per member annually for Council on Legislation ($.50 increase) $0.40 per member annually for D&O/EPL insurance $2.73 per member annually for General Liability insurance Add $6 semi-annually for the Rotarian magazine RI Dues – Where Does It Go?

Budget Items RI Invoice - $71.61 District Dues – $57.50 HRYF Club Dues ($200) District Assemblies (about $20-$40) President’s Meeting (2017 Oahu) - airfare Pre-PETS (2017 Oahu) – (about $45-$120) - airfare PETS (San Jose airfare, registration, extra night) PETS Hospitality (about $100) District Workshops (PRLS or Master PRLS, Foundation, Membership Seminars) RYLA District Conference Secretary and Treasurer Basics

Resources & Reference District Website: rotaryd5000.org RI Website: rotary.org – Club Secretary’s Manual or Treasurer’s Manual – Be a Vibrant Club: Your Club Leadership Plan – Standard Rotary Club Constitution – Recommended Rotary Club By-Laws – Shop.rotary.org (for supplies) zone2526.org Secretary and Treasurer Basics

Questions? Secretary and Treasurer Basics

2016 District Assembly Nalani Flinn, District Governor Nominee / Spring Assembly Secretary and Treasurer Basics MAHALO!