1. District 5340 Assembly 2015 District Assembly Learning Objectives Understand the role of the club secretary.

2. District 5340 Assembly Preparation To prepare for their year, incoming club secretaries can – Discuss their role with the incoming president – Meet with the outgoing secretary to review their responsibilities – Arrange for the transfer of club files and records with the outgoing secretary – Meet with the incoming treasurer to discuss their mutual responsibilities (shared roster data) – Review the Club Secretary’s Manual 2015 District Assembly

3. District 5340 Assembly Responsibilities-I The club secretary is responsible for submitting: – Changes of officers or meeting information to RI and the District 5340 – Semiannual reports to RI and District for club dues payment – Monthly attendance reports to the District - Follow-up members who are not meeting attendance requirements – You are the Member retention person 2015 District Assembly

4. District 5340 Assembly 2015 District Assembly Responsibilities-II Maintain membership records. Monitor New Member Proposals Record meeting attendance. Send out notices of club board meetings..Solicit reporting of member attendance at club and District events including committee meetings

5. District 5340 Assembly Responsibilities - III Maintain Club Calendar on Website Maintain Committee Membership Order needed supplies Record and maintain minutes of club board meetings and annual meeting 2015 District Assembly

6. District 5340 Assembly Mailings Email all members (Newsletter,etc.)) Responses to Requests Meeting Minutes Club Official Correspondence –New Member Welcome and Supplies –Leaves of Absence 2015 District Assembly

7. District 5340 Assembly Roster Updates Club – Your club website,(If not using ClubRunner),Email program District (If Your club website isn’t connected to the District Directory) RI – Use “My Rotary- Manage Club Administration” (If Your club website isn’t connected to the District Directory)- option – let District update RI. 2015 District Assembly

8. District 5340 Assembly ClubRunner 2015 District Assembly

9. District 5340 Assembly ClubRunner A separate workshop on ClubRunner is offered at this District Assembly or contact Scott Carr at scarr@javelinweb.comscarr@javelinweb.com 2015 District Assembly

10. District 5340 Assembly Rotary International 2015 District Assembly

11. District 5340 Assembly My Rotary – Manage Club Administration – Pay club dues – Update and review membership data before 1 June and 1 December – Update club data, such as meeting time and place – Report new club officer information – View the club’s Rotary Foundation contribution reports – Contribute to the Foundation 2015 District Assembly

12. District 5340 Assembly 2015 District Assembly My Rotary Using My Rotary, Rotarians can: Contribute to The Rotary Foundation. View personal contributions to The Rotary Foundation. Manage e-mail subscriptions. Register for meetings.

13. District 5340 Assembly 2015 District Assembly RI – My Rotary

14. District 5340 Assembly 2015 District Assembly Login Screen

15. District 5340 Assembly 2015 District Assembly On Line Walk Through of My Rotary - Manage

16. District 5340 Assembly Manage Club Administration 2015 District Assembly

17. District 5340 Assembly Member Proposal Form 2015 District Assembly Membership Proposal _________ Date ___________________________ Business / Firm _______________________ Name ________________________________________________________________ Position Held Business Phone ________________________________________________________________ Business Address ______________________________________________________________ Business Fax Business E-mail How long at this employer? ______ If less than two years, Previous Employer________________________________________________ - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - _______________________________________________________________ Residence Address ________________________________________________________________ Telephone Cell Phone E-mail Postal Mail Preference : Business ___ Residence___ - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Birth date______________ Spouse’s Name __________________ If former Rotarian, list club(s) and date(s) ________________________________________________________________ Proposed Classification : ___________________________________________ Proposer :_______________________________________________________ Print Name Signature Please forward this form to the club Executive Secretary for processing. Chula Vista Rotary

18. District 5340 Assembly Manage Contributions 2015 District Assembly

19. District 5340 Assembly District Website 2015 District Assembly

20. District 5340 Assembly Log in to District Website 2015 District Assembly

21. District 5340 Assembly District Menu 2015 District Assembly

22. District 5340 Assembly Report Club Attendance to District 2015 District Assembly

23. District 5340 Assembly Membership Updates 2015 District Assembly

24. District 5340 Assembly Update Membership 2015 District Assembly

25. District 5340 Assembly Attendance Basics Attend or make up at least 60% of your Rotary club meetings in each half of the year. Attend at least 30% of your club’s meetings in each half of the year. In both of the above, “or engage in club projects, other events and activities for at least 12 hours in each half of the year.” As explained in the Standard Rotary Club Constitution, each member needs to meet the following requirements: 2015 District Assembly

26. District 5340 Assembly Make-ups There are many ways that a Rotarian can still receive attendance credit if they cannot attend your club meeting.  Attend a meeting of another club  Attend a meeting of a Rotaract or Interact club, Rotary Community Corps, or Rotary Fellowship  Attend certain district or RI meetings  Participate in club-sponsored event or service project  Attend a club board or service committee meeting with authorization of the club board  Participate in an E-club meeting for at least 30 minutes (Article 9, Section 1 of the Club Constitution) 2015 District Assembly

27. District 5340 Assembly 2015 District Assembly Excused Absences Absences will be excused if:  The absence is approved by your club’s board  The sum of the member’s years of membership and age equals 85 or more and the member is at least 65 years old.. (Article 9, Section 3 of the Club Constitution)

28. District 5340 Assembly 2015 District Assembly Termination For Attendance Failure to meet the attendance requirement may result in termination of membership, if the member fails to:  Attend or make-up at least 60% of club meetings in each half of the year  Attend 30% of their own club’s regular meetings in each half of the year  Attend or make-up four consecutive meetings (Article 11, Section 4 of Club Constitution)

29. District 5340 Assembly Paying Club Dues RI – Semi Annual Report (SAR) form – See RI My Rotary – Manage – Reports District – Email from District with form 2015 District Assembly

30. District 5340 Assembly 2015 District Assembly Resources

31. District 5340 Assembly Resources Resources for club secretaries include: – Club Secretary’s Manual – Standard Rotary Club Constitution and Recommended Rotary Club Bylaws – Manual of Procedure – RI Catalog – Planning Guide for Effective Rotary Clubs – The Rotarian or Rotary regional magazines 2015 District Assembly

32. District 5340 Assembly Thank You Please provide your email address if you wish to receive a copy of this presentation. It will also be on the District Website 2015 District Assembly