Secretary Training Session

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SecretaryTraining Session

• Facilitators
• Colin Shillabeer
• Hans Granholm
• March 2008

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The Club Secretarys Responsibilities

• Assist the Club President and Club Committees.
• Assist with the District Governors 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

3
Secretarys Calendar

• Week to Week Responsibilities
• Month to Month Responsibilities
• Annual Calendar of Events

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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

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)

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Prior to taking Office

• Study basic Rotary Literature
• Club Secretarys Manual
• Your Clubs By-Laws Constitution
• R.I. Manual of Procedure
• R.I. Catalogue
• Miscellaneous R.I. Publications
• Rotary Club Supplier Catalogues

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Prior to Taking Office Cont

• 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.

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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 Governors Visit.

9
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

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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.

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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.

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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.

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.

14
February / March

• Submit January / February attendance figures to
  District Secretary.
• Submit Membership changes to R.I. and District
  Governor.

15
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.

16
May

• Submit April attendance figures to District
  Secretary.
• Submit Membership changes to R.I. and District
  Governor.

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.

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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

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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.
• Encourage the new member to get involved in
  projects they are interested in.

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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 members new locale.

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Change of Member Information

• Send change of member information to R.I. and
  District Governor.
• Revise Club records for member.
• e-mail The Rotarian for faster response to
  address changes.

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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
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Membership Attendance Requirements

• To earn attendance credit a member must attend at
  least 60 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 clubs
  regular meetings in each half of the year.

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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.

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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.

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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 clubs
  regular meeting.
• Attends an R.I. Meeting or convention (up to 2
  credits).
• Attends a district meeting, convention or
  assembly (up to 2 credits).

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Make-up Requirements Cont

• Attendance credit may be given to a member 14
  days before or after a meeting date when
• Attempts to attend another clubs 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.

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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
• (dont include honorary members)
• EA Excused absences (85 rule or LOA)
• A Attendance percentage for the club

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Resources for Club Supplies

• A direct link from the WCC District Info,
  Rotary Merchandise opens a number of Rotary
  merchant links.

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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

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Web Sites

• Rotary International
• www.rotary.org
• Rotary International for Non-Rotarians
• www.rotary.info (www.rotary.org/info/)
• Rotary District 5370
• www.rotary5370.org
• Shop _at_ Rotary.org
• http//shop.rotary.org/catalog/

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Web Sites

• American Specialty Company (Toronto)
• http//shop1.mailordercentral.com/aasc/
• National Award Service Inc. (Chicago)
• www.clubsupplies.com
• Lindeburg Company (for Special Items)
• www.lindeburg.com/rotarycatalog.htm
• International Name Plate Service
• www.inps.on.ca/newrotaryhome20page.htm
• The Gerry White Pin Co.
• www.gerrywhitepinco.com