1. Club and District Training 2018-2019
CLUB SECRETARY AND TREASURER BASICS
Club and District Training

2. As club secretary, you have an important role in helping your club run smoothly and effectively

3. DUTIES Maintain Records: 1. Membership
2. Calendar of club and District activities
3. Meetings
Meeting notices
Agendas
Minutes (written minutes provided to members within 60 days of meeting)
4. Club Records (retain for 7 years)
Constitution, By-Laws
Correspondence
Preserve historical records
Reporting – rotaryd5000.org
Attendance by the 15th of the next month
Membership Changes - within 2 weeks
Officers and Chairs – by January 31 for incoming officers
State DCCA Registration

4. 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 there is a 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.

5. District Uses ClubRunner
District 5000 uses ClubRunner’s design for the website.
Clubs do not need to use ClubRunner for their own websites, however, if clubs are using ClubRunner, the club’s information uploads to the district’s website when integrated.
If your club does not have a website or uses another web designer, input the member information and officer list on the district’s website.
ClubRunner has recorded and live webinars available to learn how to utilize the website features at: clubrunner.helpserve.com. You can also click on the “Help” button and go to the Support Center or On Demand Demos to help -you find information on maneuvering the website. You can also call them in the morning (they’re in Canada) at
If your club is interest in updating your ClubRunner website with the new RI branding or want an almost turn-key ClubRunner website, give them a call and they will be happy to help.

6. Log in to rotaryd5000.org
Log in to the District’s website. Click on Member Login

7. Member Area
For First Time users or if you forgot your password, click on the “New and Existing…”, an will be sent to the address in the profile. Follow the instructions in the . Make sure the address is correct.

8. After Logging In, click on ”Member Area” to get to Admin Sitepages
To Add a Member:
Click on “For Clubs” , “Membership Lists”, “Add New Member”

9. Membership Types
The RI Bylaws and Standard Rotary Club Constitution provide for two types of membership: active and honorary. Only active members can hold office and vote on Rotary matters.
By amending the By-Laws, clubs may offer additional membership types such as:
Associate (no dues, no benefits of an Active member)
Corporate (membership in the individual’s name, not the entity)
Family membership (can be Active member with reduce dues)
Clubs and districts set their own policies about these members’ other financial obligations (club and district dues, meal costs, etc.), attendance requirements, and service expectations and reflect these policies in their bylaws
Note: Find the recommended Constitution and By-Laws at rotary.org and type “Document Center” in the search box.

10. Tips - Membership Rosters
Keep your roster up to date. RI will prepare invoices as of July 1 and January 1 and you are not able to adjust that number. If terminating any membership, best to do it by June 15 and Dec 15. Suggest sending the club invoices out no later than June 1 and December 1, with payment due dates of July 1 and January 1.
New members added after the RI invoice date will be prorated for dues at the RI next billing.
If adding a Rotarian, make sure you keep their same Rotary ID number to preserve their Paul Harris point history. You can add them to your roster from the RI website by doing a search from the Club Administration, Club & Member Data area. Click on “Add, edit or remove members” and then: Search for an existing member.
Periodically, perform a synchronization from ClubRunner by clicking on “RI Member Synchronization”. This action compares the ClubRunner roster with the RI roster and lists those who are not on the RI website and also those on the RI website, but not in ClubRunner. Click on the link to add them to the site that is missing the listing. If you find a member with 2 RI numbers, they need to call RI to consolidate the profiles.
(toll free)
Ensure that the name on the RI records is exactly the same as ClubRunner’s records.

11. To Update Member Information
Click on “For Members”, then “Edit My Profile”

12. Member Profile
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.

13. New Officers Elected before December 31
ELECTIONS. The annual meeting for the election of officers should be held no later than December 31st. Elect officers, including the President-Elect (President for ) and Club Trainer. The President for was elected last year and is the current P.E. Input the elected officer names on the district website by January 31. Information uploads to the RI website.

14. Click on “Define Club Executives”
Click on “Next Year” to list your officers. Use the “Add New Positions” to add lines.
Tip: If “Carry over Next Year” is highlighted, click on it and all the positions will carry to the next year!

15. Attendance Policy is Dictated by the Club By-Laws
In 2016, the RI Council on Legislation granted clubs greater flexibility on attendance policies, BUT, to adopt any of the policies, the club must revised their By-Laws. Rotary clubs now have the option of reducing their meeting frequency as long as they meet in some way at least twice per month and is still expected to updated the district attendance report on the website within 15 days of the last meeting of each month. Allowable options:
Determine the best day and time for their meetings
Change or cancel a meeting, if the need arises
Count service projects or social events as meetings
Choose whether to gather in person, meet online, alternate between online and in-person meetings, or even use both formats at the same time (video chat)
Amend their bylaws to either relax or tighten attendance requirements and policies of terminating members for poor attendance

16. Attendance Reporting by the 15th
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.

17. Attendance (refer to Club Constitution)
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 e-club “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” Rotarians can be excused from attendance if two conditions are met: They have been a member of one or more Rotary clubs for at least 20 years, and their years of club membership plus their age equals at least 85

18. rotaryd5000.org
What you can find on the district website:
Membership rosters
District dues invoice template
District Chairs and Org Chart
Information on the Avenues of Service
Club Presidents and Meeting Locations
Events in the Calendar
Subscribe to Calendar events
Register for Events
Look for Rotarians in the Yellow Pages

19. President & Office Resource Site Page
Find this link on right side of the Home Page. There’s a calendar for important dates and the miscellaneous information is posted here. i.e.Powerpoints from seminars, etc.

20. Download the ClubRunner App to your phone
The ClubRunner Mobile App is your key to connect to your ClubRunner website on the go! Free to download and use, this app will let you access the key info you need while you're on the go. Password protected just like your website, the ClubRunner Mobile app allows you to view your member directory, contact your members and executives, read the latest articles posted to your website, and even learn more about your upcoming events and speakers, right from your smartphone or tablet! 
To download the app from the Apple App Store or from Google Play, simply type in 'ClubRunner' in the search bar. The mobile app is compatible with all versions of the iPhone, iPad and iPod Touch sets that have iOS 8.0 or later and with versions of Anrdoids that are or better.

21. RI Website: rotary.org/myrotary

22. rotary.org - Sign In
Sign in with your address and password. “Register for an Account”, if you have never signed in or if you have entered the wrong sign-in info too many times. The User Name or 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.

23. Click on “Manage”
Go to “Club Administration” for Dues Invoice or Member Data. Go to “Reports” or “Rotary Club Central”

24. Rotary Club Central Goals Sign up for Newsletters
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)

25. CLUB TREASURER BASICS
District Training Assembly
2018

26. RESPONSIBILITIES
Attend district training sessions, read the RI Treasurer’s Manual
Help develop next year’s budget, get it approved before 7/1/18
Hand over records to incoming treasurer promptly
Manage club funds:
1. Control of club funds
2. Collect dues and fees
3. Pay bills and distribute grant/scholarship funds promptly
4. Remit contributions for Rotary Foundation & HRYF donations
Maintain Records:
Maintain accurate club financial records
Keep historical records, including bank statements and reconciliations
3. Grant records
Reporting:
1. Monthly reports to the Board
2. Taxes: Federal, State, General Excise
3. Keep Board informed of the finances and follow the budget

27. Financial Controls
Financial controls are highly recommended to help ensure that funds are managed properly and preclude misuse.
Require more than 1 signature on checks or have a disbursement authorization form approved by an officer for payment
Disburse funds in accordance with the approved budget. Board approval if not budgeted.
President or other person reviews bank statements before giving them to the treasurer
Reconcile bank statements monthly
Update signature cards at the bank for new officers
Close accounting records in a timely manner
Submit tax forms in a timely manner
Term limits for treasurer position

28. Annual Requirements
Budget – approved by Board (ideally before 7/1)
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 15th day of the 5th month after June 30
Send a copy to Laura Steelquist at for grant qualification purposes
General Excise Tax (GET) filings, as required by State Tax Department

29. General Excise Tax Requirements (Disclaimer: Please consult your tax advisor for guidance.)
-Proceeds from fundraisers are subject to GET -Collections for meals is not subject to GET, IF the club obtains an exemption from the State Tax office. Response from Tax Office, Technical Section: “A nonprofit organization that has obtained an exemption from the general excise tax (GET) is exempt from paying the GET on income that is (1) derived from its activities that fulfill its exempt function, and (2) that do not have as a primary purpose the production of income. If the nonprofit organization obtained an exemption from the GET, and the meetings fulfill the organization's exempt function, the meal collections for the three situations would be exempt from the GET. “ Examples of meal collections: 1) Meal collections at a meeting and subsequently paid to the restaurant 2) Meal collections included in the annual dues and subsequently paid to restaurants as the meetings occur 3) Meal collections that are higher than the restaurants cost, because it includes meeting expenses (ie speaker’s meal) Apply for a General Excise Tax license at:

30. Budget Templates
Budget template below available on rotary.org in the Treasurer’s Manual. QuickBooks for club accounting is easy to use and has a budget feature.
Budgeted income last year
Actual income last year
Amount under/over last year
Estimated income this year
OPERATIONS
Membership dues
Admission fees
Income from visitors
Other income
SUBTOTAL
CHARITABLE
Donations to club for projects
Club fundraisers
TOTAL INCOME
EXPENSES
Secretary's Office
Badges/engraving
Postage and post box

31. Budget Items 2018-2019 RI Invoice - $80.73 ($84.73 for 2019-2020)
District Dues – $60.00
HRYF Club Dues - $200
District Assemblies (about $20-$45)
President’s Meeting (2019 Oahu)
PREP (2019 Oahu) – (about $50) - airfare
PETS (San Jose airfare, reg, extra nights) - $1,500 approx
PETS Hospitality Room (about $100)
District Workshops (Foundation, Membership Seminars)
RYLA
District Conference

32. Rotary Dues
RI Invoice: $80.84 annually for , with Council on Legislation fee (COL), Insurance* and $12 for magazine. Due July 31 ($42.84) and Jan 31 ($38.00) to RI. New members prorated. Honorary magazine $12.
District Dues: $60.00 per active member annually) due July 1 ($30.00) and Jan 31($30.00) to District Treasurer, PO Box 3325, Honolulu, HI
Suggest that you send out the club invoice by June 1 and Dec 1 and have a due date of July 1 and January 1. You may want to include an “Optional” line for Rotary Foundation giving and HRYF ($40).
*RI Insurance is general liability and directors and officers/employment practices liability insurance.

33. Rotary International Dues
RI dues are based on the members count as of 7/1 and 1/1 and cannot be adjusted. Very important to have the correct roster before those dates. RI invoices are ed to Club President, Secretary and Treasurer. Please ensure that the addresses are correct. The invoice can also be found on the rotary.org/myrotary website in the Club Administration section. A detailed listing of members is available. Payments can be made online with a credit card.

34. RI Dues – Where Does It Go?
Annual RI dues $64 (increasing $4 next year), approximately for:
$ 3 HR, Legal, Audit
$ 4 Finance
$ 5 Governance and Executive
$ 6 International Operations
$12 Messaging and Communications
$12 IT, Operations, Administration
$22 Programs and Member Services
$1.50 per member annually for Council on Legislation *
$0.44 per member annually for D&O/EPL insurance *
$2.90 per member annually for General Liability insurance *
$12 annually for the Rotarian magazine
* Annual payments on only the July 1 invoice

35. District Website: rotaryd5000.org
What you can find on the district website:
Membership rosters
District dues invoice
District Chairs and Org Chart
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

36. President & Office Resource Site Page
Find this link on right side of the Home Page. Find the District dues form here. There’s a calendar for important dates and the miscellaneous information is posted here. i.e.Powerpoints from seminars, etc.

37. District Dues Invoice– Input number of members
Rotary International District 5000
District Dues Invoice
Rotary Club of
________________________________________________________
Contact Name
Phone/
DESCRIPTION
AMOUNT
7/1/2017
Semi-Annual Dues (7/1/ /31/2017) Per Active Member:
$28.75
Enter Number of Active members as of 7/1/17 ->
Total District Dues:
$0.00
Please make check payable to Rotary International District 5000 for the total.

38. Foundation Grant Financial Requirements
Disbursement Requirements:
Do not disburse funds until your grant application is approved
Maintain separate grant bank accounts
Two (2) signatures required for disbursements.
Invoices and proof of payment required for all disbursements.
Proof of Expenditures:
Promptly deliver receipts for all expenditures to the Club Treasurer.
If there is a difference between the receipt and invoice amounts, prove documentation to the Treasurer
Retain account records in physical form and electronic form for seven (7) years from the date of Approval of the Final Report.
Monthly Reconciliation:
The District Grant Account and each Global Grant Account will be reconciled on a monthly basis by the Club Treasurer and a report of this shall be made to the Club President and President-elect

39. District Audit of Grant Records
If your club is selected to be audited, the following documents will be requested for the review by a member of the audit committee:
1.  The grant report showing the revenues and disbursements for the project
2.  Bank statements
3.  Cancelled checks
4.  Bank signature cards
5.  Check registers
6.  Invoices and receipts to support disbursements
7.  Bank reconciliations
8.  List of physical assets acquired for the grant projects, if any
9.  Report to district of misuse of funds, if any
The review is limited only to the transactions regarding the grant, and does not include the other operations and bank accounts of the club.

40. RI Website: rotary.org/myrotary

41. rotary.org - Sign In
Sign in with your address and password. “Register for an Account”, if you have never signed in or if you have entered the wrong sign-in info too many times. The User Name or 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.

42. Click on “Manage”
Go to “Club Administration” for Dues Invoice or Member Data.

43. RI Club Invoice in the “Club Administration” site page

44. Rotary Foundation Contributions
Forms and Foundation Reports can be found on the rotary.org website, under “The Rotary Foundation” tab. For forms, go to “Ways to Give”. Forms are on the bottom of the site page.
Individual contributions are submitted using The Rotary Foundation Contribution Form. Members can donate online.
If you send multiple donations together, complete a Multiple Donor Form.
Indicate gift designations (such as Polio Plus or Annual Fund- SHARE) and include all contributors’ names and membership numbers so that each receives proper acknowledgment, recognition, and a tax receipt, where appropriate.
In addition to monetary gifts, contributions can include stock, appreciated securities, life insurance policies, property, and bequests. Contact Planned Giving staff at Rotary headquarters or your international office for assistance in sending these types of
contributions. Se e the Foundation’s Gift Acceptance Policy for more information.

45. Rotary Club Central Goals Sign up for Newsletters
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)

46. District Resources for 2018-2019
District Governor Win Schoneman
District Governor Elect Eric Kaler
Chief of Staff Naomi Masuno
District Secretary Charlene Gearing
District Treasurer Sharon Amano

47. Mahalo!