Rotary Club Secretary
Training Session 1
Districts 6040, 6060, 6080
Jerry Weems - Susan Haralson - Kim Doty - Linda
Punchbauer - Scott Ellis - Allen Garner- Bill Allen
What's Your Experience or Opinion?
• What do you think are club secretary responsibilities?
My Opinion...
Club Secretary is the most important, high-visibility, impactful
leadership position in your Rotary Club – period.
• Consider the importance of:
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All club data and record keeping
Generating every measure of club and district success
Historical documentation
Sustaining club status with Rotary International (termination IS possible)
Documenting membership
Keeping members engaged…and in your club
Coordinating directly with District, Zone, and Rotary International leaders
Club Secretary Responsibilities
• Assist the Club President and committees in executing
responsibilities
• Maintain Membership records
• Track attendance
• Create, maintain, and preserve club minutes, tax documents, and
historical documents
• Be the club expert of the Rotary International Manual of Procedure
• Maintain the club constitution
• New member administrative processing
What Are You Thinking?
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What are you looking forward to the most?
What are you dreading?
What do you think is the best way to prepare?
Would breaking the task into bite size pieces help?
Secretary Schedule
• Eating an elephant…one bite at a time
– Weekly Tasks
– Monthly Maintenance
– Annual Calendar
Weekly
• Mail – postal and email
– Keep up, don’t stack up!
• Attendance
– Maintain sign-in sheets.
– Pick a convenient and set time to log-in
– Have a easy-to-track method for make-up meetings
• Minutes
– Keep minutes during each meeting
– Consider emailing to all members
• Immediately process new member applications
Monthly
• Board meetings
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Notice of date and time
Create agenda
Take and distribute minutes
Keep records
• Attendance
– Enter directly into DacDb or ClubRunner
– Enter or verify changes in RI database (MyRotary)
• Order
– Supplies, materials, pins, badges, etc.
• Maintain Rotary Club Central
Prior to (re)Taking Office
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Review Club Secretary Manual
Review Club By-laws and Constitution
R.I. Manual of Procedure
Know materials vendor and procedure
Coordinate with Club President and Treasurer for a smooth process of
district and RI Dues
• Assist to coordinate DG Visit
– No other programs, consider small DG gift, ensure protocol (standing ovation)
– Communicate for maximum attendance
– Anticipate board meeting immediately before/after club meeting
Prior to (re)Taking Office – con’t
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Have a meeting with outgoing President, Secretary, and Board
Important: Attend District Conference and all District Events!
Get and stay ahead of President-elect…plan, organize, and lead
Establish Rotary Central early
– Set goals and monitor performance
– Keep it up-to-date
• Ensure new member applications and packages are readily
available
New Club Members
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Secretary is key!
Member application processing is important – never let sit
Assist with member classification
Determine membership status
Have new member package ready to go
Order name tag and lapel pin as soon as possible
Ensure an dues invoice is presented
Transmit member data to District and RI
Projects, encouragement, inclusion in emails and all list
immediately
Member Termination
• Transmit information to District and RI
• Avoid “ghosts” (former members on current lists, nametags,
etc)
– Revise attendance sheets
– Update email addresses (stop sending email to terminated members)
• If moving, assist in finding a new club
• Check on former members periodically
• Update The Rotarian magazine
Resources for Club Supplies
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R.I. Online Catalogue
American Specialty
National Award
Russell-Hampton
Lindeburg and Company
Gerry White Pins
Club Secretary
• YOU are absolutely critical to club success
• YOU make the biggest difference
• YOU are the appreciated
• Secretary...One Month at a Time!
June 2015
• Get Ready!
• Review Secretary Files
• Double check District Database (DacDb or Clubrunner) and MyRotary
– Access
– Membership
– Club Leaders
• Create club emailing lists
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All members
Board members
All members
District leaders
• Rotary Magazine Check-up
• Ask about membership status options for new members
July 2015
• Assist with Issue/Payment of Club Dues
• Be aware of District Governor visit schedule
• Report Membership
– District Database
– RI Database
– Integrate Databases
• Assist in identification of requirements for Presidential Citation
August/September/October 2015
• Maintain membership data (District and RI Databases)
• Assist President to update goals progress in Rotary Club Central
• Update club membership in support of upcoming RI and District
dues
• Check files and ensure documentation
• Communicate with District Leaders
– Check-in with club projects
– Communicate information about new members
– Double check on DG Visit (if appropriate) - help your president
• Assist Treasurer with dues collection
November 2015
• Ensure club election for new officers
– Hold in accordance with by-laws
– Document election
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Update District and RI Databases
Maintain membership data
Update email address book of officer-elects
Communicate expectations for PETS/SETC attendance in March
December 2015
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Discuss upcoming dues for RI and District
Verify membership data is correct at District and RI
Anticipate potential member absences near holidays
Plan for snow days – have a policy
January 2016
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Double check on RI and District Dues
Assist Treasurer with semi-annual dues
Rotary Awareness Month - coordinate with President for programming
Mid-term check-up
– Record keeping
– Database maintenance
• Keep-up Energy
– Communicate with membership
– Communicate with District
– Great time for project planning
February/March 2016
• Rotary Club Central Upkeep
• Assist President - Presidential Citation Check-up
– Ensure all items are planned or previously met
• Database Maintenance
• Record Keeping
• Assist Club President to ensure incoming President and
Secretary-elect attend Show-Me
• Double check Club Treasurer - dues paid to District and RI?
April/May 2016
• April is Rotary Magazine Month
– Double check on receipt by all members
• Communicate with incoming secretary
• Records management
• May
– Work on pass-down
June 2016
• Update databases
• Double-check email addresses for incoming club officers
• Consider just one more year…
Next Secretary Session
• Secretary-elect Hands on Training (Location 6060/6080, Location 6040)
– District Website
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Attendance
Adding New Members / Deleting members
Integrating with Rotary International
Checking Club Totals for R.I. and District Dues
– Rotary International
• Integration
• Rotary Club Central
– Entering Data
– Entering and monitoring goals
• Membership Reporting