1. CLUB SECRETARY TRAINING and DISCUSSION
Rotary District 7780 Assembly
Saturday, April 8, 2017
Deb Grabowski, District Secretary

2. Session Objectives Meet Peers in District
Learn From Others
Understand Role as Defined by Rotary International
Understand Common Terminology
Review Required Responsibilities
Discuss Optional Duties
Review Feedback from August 2016 Survey
Club Runner Discussion

3. Role of Secretary Help Your Club Run Efficiently & Effectively
Often the 1st point of reference for questions
Become familiar with Club Constitution, Bylaws and Policies
Ask questions yourself and have fun!
Support Officers and Board of Directors
Be a calm & gentle reminder to leadership that we’re all volunteers
If a mistake is made, it can be easily fixed!
Share Information with Club, District & RI
Through electronic database
Turn on Integration!
Only two Clubs to go!
Through your My Rotary account on Rotary.org

4. Terminology & Resources
Rotary International (RI)
110 years; 35,000+ clubs worldwide
Manual of Procedure
A resource for RI policies & procedures
Council on Legislation
Meets every 3 years (2016)
Review & vote on changes to RI policies & procedures
My Rotary
Accessed on
A wealth of information & resources
Club management, access to above mentioned documents & many more, logos, liability insurance waivers, training videos and webinars
Rotary Club Central
Trends, Club goals, Foundation giving

5. Primary Responsibilities-Member Data
Maintain up-to-date Member Data
New Members
Demographic edits
If you’re automated, encourage Members to keep their data current, monitor attendance, etc.
Removal of Members
Leaves of Absence
Personal-present to Board of Directors for approval
Medical-can be authorized by Secretary without Board approval
Very important as RI uses information on January 1 & July 1 to calculate dues

6. Primary Responsibilities-Attendance
Record attendance at each Club meeting
Know your Club’s policies/expectations for attendance
RI more focused on engagement than attendance
Record make-ups as reported by Members
Must be within 14 days of missed meeting
Any Rotary meeting: Board or Committee meeting; another Club; Interact; District Assembly; RI convention; International Service; etc.
If present at another Club for a published meeting time that was cancelled, it counts!
Club service project or sponsored community event
District & other Club’s count too
Any meeting authorized by Club Board of Directors
E-Club
RI requirements have changed greatly-project hours count as well!
Insure Club has some method to provide visiting Rotarians with evidence of attendance

7. Primary Responsibilities-New Members
Any Member in good standing can sponsor a new Member
Check your Club constitution & Bylaws for guidance
Familiarize yourself with your Club’s procedure
Membership Committee
Present to Board of Directors for consideration & approval
Orientation to Rotary
Member goes on 7 day notice
Member introduced to Club
Present with name badge, new Member packet, etc.
Must pay admission fee prior
Transferring Members or those with previous service do not pay a second admission fee and must be in good standing with prior Club

8. Primary Responsibility-Support Officers & Board of Trustees
Work with President to determine how you can be most helpful
Everyone has their own style & previous experience to draw from
At a minimum record Board Meeting Minutes
Store online!
Assist Treasurer with dues billing & processing if requested
Forward any RI dues invoices to Treasurer
Each Club decides on their dues
RI & Districts have a per capita rate each year ($56 & $37 respectively)
RI also charges for Rotarian magazine
Report Club changes
Meeting date, time, location
Officers & Directors
Can all be done online

9. Responsibilities-Miscellaneous
Order supplies, mail distribution, Club , run reports
Record votes taken at Club meetings
Work with President to certify electors for the District Conference
Maintain governance documents
Can be done online-create a club documents page!
Maintain archive of historical documents
Will be lost over time
Helpful to current & future Club leaders
Can be done online-scan & post!
Cannot stress enough-keep your Club data current and accurate
Insures proper recognition, tracking, billing, etc. for RI
Helps with District directory
Makes everyone’s job easier!

10. Follow Up from August 2016 Survey
Introductory -18 responses
10-no help needed & mixed interest in electronic meetings
8 others with varying needs; all related to Club Runner
Basics
Attendance 2.0
Creating Bulletins
Committee Management
System
Maximizing use
Club Runner Discussion-Scott Irving
Next Steps

11. Contact Information & Helpful Resources
RI-My Rotary
administration
District Website
Deb Grabowski
(o) (c)