SECRETARIES-ELECT TRAINING March 8, 2014 Presenters: Rene Cavanagh & Brad Mastaler

Outline Responsibilities Procedures Resources & Reference Hands-On and Q & A Until 11:45 AM, and then 1:00 PM– 2:00 PM Technology Centre from 2:00 PM to 4:30 PM

Responsibilities Prepare and Submit Semiannual Report and Dues to Rotary International Maintain Membership Records Record and Report Attendance Take Minutes and Maintain Club Records Transition Secretary’s Responsibilities

Systems and Sites ClubRunner –The district’s database of clubs, membership, officers, and attendance Rotary.org MY ROTARY site –RI’s database of clubs, membership, officers –Are you registered for MY ROTARY access? Separate logins, and you need both

RI DUES AND REPORTING Responsibility:

RI Dues and Reporting Semiannual reports received by secretaries in early July and early January Can be downloaded through MY ROTARY Includes RI dues and Rotarian magazine subscription Membership should be up to date by June 1 and December 1 every year to ensure proper billing Instructions are included for amending the report and remitting an amount other that the one shown Can be paid online through MY ROTARY with a credit card, by cheque or draft (USD), or by wire transfer

MAINTAIN MEMBERSHIP RECORDS Responsibility:

Membership Records Enabling and monitoring integration with RI’s database Inputting new members Managing ClubRunner access levels Make changes to member data Managing Executive and Director assignments Terminating members (hopefully not too often)

Enabling RI Integration Make sure Rotary Membership IDs are input in ClubRunner Opt In at Rotary.org MY ROTARY site Opt In within ClubRunner Compare and synchronize membership records periodically Instructions at

What are You Waiting For? Edmonton Northern Lights Edmonton Sunrise Fort McMurray Grande Cache Grande Prairie Lac La Biche Nisku-Leduc Slave Lake Vegreville Wainwright Westlock

Adding/Terminating Members Use ClubRunner to do these tasks Changes are automatically sent to RI (if integration is turned on) Transferring members: contact former club for Rotary membership ID.

ClubRunner Access Levels 90 – No Access 80 – Restricted Access 70 – Member 60 – Editor 50 – Club Executive (this is YOU) 40 – Club President 30 – Site Administrator

ADDING, UPDATING, AND TERMINATING MEMBERS Demo:

Identifying Executives and Directors Important to do THIS MONTH RI relies on this information District Governor and committees rely on this information Other clubs rely on this information The public relies on this information

DEFINING NEXT YEAR’S EXECUTIVES AND DIRECTORS Demo:

RECORD AND REPORT ATTENDANCE Responsibility:

Attendance Must be reported monthly to the district so the district can report to RI by 15 th of every month Clubs can be suspended from membership in Rotary International for failing to report ClubRunner attendance and make-up recording is easy!

Attendance Questions Attendance: Article 9 of the Standard Rotary Club Constitution –Great info about eligible make-ups –Great info for travelers (for work or pleasure) –Great info about excused absences –Great info about attendance exemptions Leave of Absence –Defined in your club bylaws –RI Recommended Club Bylaw Article 11

USING CLUBRUNNER’S ATTENDANCE FEATURES Demo:

MAINTAINING RECORDS Responsibility:

Maintaining Records Board and Committee Minutes Correspondence Rotary Foundation grant records AGLC charitable gaming events Corporate returns required by Societies Act Work with your club treasurer!

TRANSITION Responsibility:

Transition Get level “50” access in ClubRunner Review the resources you learned about here Plan to enable RI integration and “Just do it!” Bring attendance up to date Define next year’s executives and directors

Resources RI Secretary Guidance – ClubRunner Knowledgebase (Club Version) – ClubRunner Training Webinars and Videos – Brad – Rene –

Resources Download Link: ip

THANK YOU!