1. Secretary Training Session
Facilitator
Hans Granholm
March 2009

2. The Club Secretary’s Responsibilities
Assist the Club President and Club Committees.
Assist with the District Governor’s Official Visit.
Provide info to Assistant Governor & District Secretary.
Maintain Membership records.
Track attendance and apply attendance rules.
Maintain and preserve Club Minutes & Info.
Expedite new member proposals.
Consult the Manual of Procedure for rules and procedures
District 5370 Secretary Training

3. District 5370 Secretary Training
Secretary’s Calendar
Week to Week Responsibilities
Month to Month Responsibilities
Annual Calendar of Events
District 5370 Secretary Training

4. Week to Week Responsibilities
Pick up and promptly distribute mail
Collect and record attendance for weekly meeting
Send Change of Information forms to R.I. and District Governor
District 5370 Secretary Training

5. Month to Month Responsibilities
For Board Meetings
Send notice of date and time
Ensure an agenda is distributed
Take & distribute minutes
Submit attendance figures to District Secretary.
Order Supplies, Materials, Pins, etc.
Take care of Membership Changes.
Report to Board on absentee Members.
Review perfect attendance status (on anniversary date)
District 5370 Secretary Training

6. District 5370 Secretary Training
Prior to taking Office
Study basic Rotary Literature:
Club Secretary’s Manual
Your Club’s By-Laws & Constitution
R.I. Manual of Procedure
R.I. Catalogue
Miscellaneous R.I. Publications
Rotary Club Supplier Catalogues
District 5370 Secretary Training

7. Prior to Taking Office Con’t
Confer with President Elect and outgoing Secretary
Attend District Conference
Attend meetings for incoming board members
Assist incoming President in preparing Summary of Club Plans & Objectives for the upcoming year.
District 5370 Secretary Training

8. District 5370 Secretary Training
July
Receive Club files from outgoing Secretary.
Submit June attendance figures to District Secretary.
Prepare and submit R.I. Semi-Annual Report.
Issue Club Dues Invoices to membership.
Issue membership identification cards.
Prepare a new Club Roster.
Prepare for District Governor’s Visit.
District 5370 Secretary Training

9. District 5370 Secretary Training
August / September
Submit July / August attendance figures to District Secretary.
Submit Membership changes to R.I. and District Governor.
Review status of payment of Membership Dues.
Attend District Assembly
District 5370 Secretary Training

10. District 5370 Secretary Training
October
Submit September attendance figures to District Secretary.
Send pro-rated dues and report form to R.I. for new members admitted in July, August or September.
Submit Membership changes to R.I. and District Governor.
District 5370 Secretary Training

11. District 5370 Secretary Training
November
Submit October attendance figures to District Secretary.
Submit Membership changes to R.I. and District Governor.
Ensure that process to determine slate of Officers for upcoming Rotary year is commenced.
District 5370 Secretary Training

12. December- Family Month
Submit November attendance figures to District Secretary.
Submit Membership changes to R.I. and District Governor.
Following election of Officers for upcoming year, prepare and submit Rotary Club Officers Report Form. Copies go to R.I., the District Governor and the District Governor-Elect.
District 5370 Secretary Training

13. January- Rotary Awareness Month
Submit December attendance figures to District Secretary.
Submit Membership changes to R.I. and District Governor.
Prepare and submit R.I. Semi-Annual Report.
District 5370 Secretary Training

14. District 5370 Secretary Training
February / March
Submit January / February attendance figures to District Secretary.
Submit Membership changes to R.I. and District Governor.
District 5370 Secretary Training

15. District 5370 Secretary Training
April- Magazine Month
Submit March attendance figures to District Secretary.
Submit Membership changes to R.I. and District Governor.
Send pro-rated dues and report form to R.I. for new members admitted in January, February and March.
Begin liaison with incoming Secretary.
District 5370 Secretary Training

16. District 5370 Secretary Training
May
Submit April attendance figures to District Secretary.
Submit Membership changes to R.I. and District Governor.
District 5370 Secretary Training

17. June- Fellowships Month
Submit May attendance figures to District Secretary.
Submit Membership changes to R.I. and District Governor.
Coordinate with incoming Secretary in turning over responsibility.
District 5370 Secretary Training

18. New Members (prior to induction)
Prior to acceptance by Board:
Complete member application form and Record of Action
Research and assign classification
Determine a membership status
Following acceptance by Board:
Prepare New Member Info Package including Member Name Tag and Rotary Lapel Pin
Prepare an Invoice for Membership dues
District 5370 Secretary Training

19. New Members (following induction)
Send new member information to R.I. and District Governor.
Revise attendance sheets and other records to include new member.
Appoint a club mentor for new member.
Ensure new member is given an orientation (Fireside?).
Encourage the new member to get involved in projects they are interested in.
District 5370 Secretary Training

20. District 5370 Secretary Training
Member Termination
Send member termination information to R.I. and District Governor.
Revise attendance sheets and other records to delete member.
If member is moving out of area, notify Rotary Club in member’s new locale.
District 5370 Secretary Training

21. Change of Member Information
Send change of member information to R.I. and District Governor.
Revise Club records for member.
The Rotarian for faster response to address changes.
District 5370 Secretary Training

22. Attendance Requirements
Attendance reporting procedure is available for both subscribing and non-subscribing ClubRunner clubs. The PowerPoint instructions can be viewed/downloaded from:
WCC | DOWNLOADS | Instructional Material | Secretaries | Secretary Training [ppt]
District 5370 Secretary Training

23. Membership Attendance Requirements
To earn attendance credit a member must attend at least 50% of a club regular meeting.
A member must attend or make-up at least 50% of club regular meetings in each half of the year (July to Dec and Jan to June)
A member must attend at least 30% of their club’s regular meetings in each half of the year.
District 5370 Secretary Training

24. Attendance Requirements
A membership may be terminated if a member misses four consecutive meetings without due cause.
Attendance may be excused for various reasons (see club constitution) if situations make it impossible to attend a meeting.
District 5370 Secretary Training

25. Attendance Requirements
All club members are required to maintain attendance except:
Honorary members are exempt.
Members excused by the Board for ill-health or given a leave of absence. (These members still pay member dues)
Members meeting the 85 Rule who have requested to be exempt. (combination of age + years in Rotary must equal 85). Minimum age requirement has been removed.
District 5370 Secretary Training

26. District 5370 Secretary Training
Make-up Requirements
Attendance credit may be given to a member 14 days before or after a meeting date when:
The member attends at least 60% of another club’s regular meeting.
Attends an R.I. Meeting or convention (up to 2 credits).
Attends a district meeting, conference or assembly (up to 2 credits).
District 5370 Secretary Training

27. Make-up Requirements Con’t
Attendance credit may be given to a member 14 days before or after a meeting date when:
Attempts to attend another club’s meeting but that meeting is not held.
Attends and participates in a club service project or event.
Attends a club Board or club Service Committee meeting.
District 5370 Secretary Training

28. Attendance Percentages
Weekly Attendance Calculation:
MCA = A%
(TM –EA)
MCA : Total number of members credited with attendance (incl. Make-ups)
TM: Total number of active members
(don’t include honorary members)
EA: Excused absences (85 rule or LOA)
A%: Attendance percentage for the club
District 5370 Secretary Training

29. Resources for Club Supplies
A direct link from the WCC | District Info, ‘Rotary Merchandise’ opens a number of Rotary merchant links.
District 5370 Secretary Training

30. Resources for Club Supplies
R.I. On-Line Catalogue
Publications, audios and supplies
American Specialty Company
Club supplies & personal products for Rotarians
National Award Service Inc.
Club awards, Speaker gifts and supplies
Lindeburg & Company
Club awards and jewellery
The Gerry White Pin Company
Club pins and personal products
District 5370 Secretary Training

31. District 5370 Secretary Training
Web Sites
Rotary International
Rotary International for Non-Rotarians (
Rotary District 5370
Rotary.org
District 5370 Secretary Training

32. District 5370 Secretary Training
Web Sites
American Specialty Company (Toronto)
National Award Service Inc. (Chicago)
Lindeburg & Company (for Special Items)
International Name Plate Service
The Gerry White Pin Co.
District 5370 Secretary Training