Club Secretary Club Officer Training Candyce Pardee; Vicki Suba; Joyce Finkelstein cbp@udallshumway.com 1.800.863.6718 April 21, 2018 ~ May 5, 2018

What Do Club Secretaries Do?

Rotary International Suggests… RI would answer, “What DON’T Club Secretaries do?” because they think you do it all!! Rotary International Suggests… Work with Club President to set agenda for meetings Send reminder notices to Board members Take attendance Take minutes; create Club reports Provide support materials Notify other clubs of make-ups OR provide documentation Respond to and direct correspondence Newsletter? Social Media? Website? Prepare annual report and deliver it to the Club.

YOUR club? Rotary International thinks secretary do it all— WHAT DOES YOUR CLUB HAVE YOU DO?

Your club, continued… Rotary Club Secretary

Questions to think about… Where are YOUR club’s minutes archived? Are they accessible to all your club members? Do you use Cloud Storage/Website Storage Shared access? Broadcast links to the club minutes? Do you know where your club materials, awards, membership information are located? Do you help budget for new materials, awards, pins? Do you order them? How do you do that?

Who covers when you can’t be there? Think about… Who covers when you can’t be there? What information do you put in the minutes? How do you transition with the new secretary?

WHO CAN MAKE CHANGES to ROTARY CLUB CENTRAL??? ONLY the Club President and the Club Secretary! WHEN do you get access?? July 1, when your term begins (often earlier if listed as an incoming secretary by the current president or secretary—see where on slides 17 and 19). WHAT can you do? Update personal information (like all members can for their own information…) Update Club data Update Membership Data AS YOU GET NEW MEMBERS; AS YOU LOSE MEMBERS. Access Rotary Club Central to review and edit club goals and progress to accomplishing them!

HOW do you log in to www. rotary. org/clubcentral HOW do you log in to www.rotary.org/clubcentral? When you get in, click on “My Rotary” You will need an RI login ID and Password

Go to “My Rotary,” click on “Manage” g0

On “My Rotary” page, after click on “Manage,” you’ll see this drop down. Go to “Club Admin.”

And then you find this….

Click on rotaryd5500.org and here is what you’ll see when you pull it up:

Click on “Member Area” You will need a User ID and Password to enter District 5500Website

The area you want will look like this: If something is grayed out, you have no access to that feature. You need to ask the administrator for a higher level of access or secretarial access.

Go to Club Executives—and you will see GOOD STUFF!!

As the Club Secretary, you will need to update your club executives:

Where you will fill in your club attendance report:

If YOU don’t want to be the only person to report attendance… If YOU don’t want to be the only person to report attendance….go here and add others:

OH MY GOSH---here’s how to synchronize your club membership to and from RI:

AND, here is where you keep your active member information updated!

Fill out information Two Week Rule Way of determining make-ups Turn in reports by 5th of the month…so what then? Rule of 85 (13-2, Art. 9, Sect. 3, Paragraph B, member request to be excused from attendance/Board approval) Age of Rotarian + Years in Rotary = 85 or more Then, do not count the person for the member count for attendance When the Rule of 85 Rotarian appears at a meeting, THEN you count them. Rule of 85 Rotarian lack of attendance does not count against your club, attendance can only help your club Not required to have the Rule of 85, up to the Club.

New Information from 2016 RI Council on Legislation….. 2016 RI Council on Legislation (The numbers in parentheses identify the relevant legislative enactments). Ability to change rules. Clubs may relax or tighten attendance requirements and termination policies for non-attendance. However, clubs are still expected to forward attendance reports to the governor. Any club that wishes to continue adhering to the traditional attendance requirements may do so. (16-21) Board meeting minutes. Written minutes should be prepared for all club board meetings and be made available to members within 60 days of that meeting. (16-01)

RI changes to club meetings: Ability to change meeting schedules. Clubs can now vary their meeting days and times, and can cancel meetings, as long as they meet at least twice a month. However, any club that wishes to adhere to the traditional requirements regarding meetings and cancellations may do so. (16-21) Canceling a meeting Clubs can cancel a meeting if it falls during a week that includes a holiday. (16-26)  In-person and online meeting participation. Clubs can have in-person meetings, online meetings, allow online participation for an in-person meeting, or switch between any of these formats. (16-30)

RI Semi-Annual Reports: Important dates! RI Semi-Annual Reports: January 1 July 1 Make report on your RI club site or District 5500 site (as long as it is synched to RI). Make sure it accurately reflects all members; that all changes in membership are reflected. Why? December—February—hold club elections and post new officers.

Club Secretary Any Questions? Club Officer Training Candyce Pardee; Vicki Suba; Joyce Finkelstein cbp@udallshumway.com 1.800.863.6718 April 21, 2018 ~ May 5, 2018