Rotary International District 6000 District Assembly Annual Training March 23, 2013

Rotary International District 6000District AssemblyAnnual TrainingMarch 23, 2013

Training for Club SecretariesJohn Hannes, Senior Coordinator, RI Support

Nate Burnham, Rotary Club of Ankeny

Introductions

• Name • Club• Number of years in Rotary• How long have you been Secretary?• Does your club use ClubRunner?

Secretary ManualRole & Responsibilities

• Officially, you take office on July 1• Primary Role is to “Help the club function

effectively” • You will receive information, primarily by

email, from your board, club committees, club members, District Administrator (Carolyn Scharff), the DG, your ADG, RI, and the RI Foundation.

• Work closely with your club President• Responsibilities may vary depending on size

of club and activity level.

Specific Responsibilities

Membership - Maintain records• Receive new member applications• Submit application to Board for consideration• Publish name for comments from membership• Report new members • Report terminations• Report changes in members information• Each must be reported to:– District 6000– Rotary International

Membership RecordsClubRunner Users:• Log on to your club website• Click on “Active Member List”– Click on “Add New Member” to report new

member– If transferring member, obtain Member ID from

former club secretary– Click on “Mark Ex” for member termination– Click on Members Name to Edit

• If you have chosen “Integration”, changes will flow automatically to District & RI data bases.

Membership Records

If not using ClubRunner: • Must go to District 6000 Website & “Login”

www.rotary6000.org• Click on “Membership” or “My Club’s Info”• Update Membership Information• If you have chosen “Integration”, changes will

flow automatically to RI data bases.

Membership Records

To Choose Integration (If you have not already):• If using ClubRunner, click on “Switch on Data

Integration with RI”• If not using ClubRunner click on“RI Integration” – Then check “Switch on Data Integration”– Check “Privacy Settings”– Click on “Update Privacy”

Specific Responsibilities

Attendance - Record & Report• Take attendance at regular meetings• Board meetings, participation in service projects, social

events, committee meetings, all other events that qualify for make-ups

• Record & credit make-ups• Report attendance for the month to District

Administrator within 15 days following the last meeting of the month.

• In ClubRunner, must close out two month prior before entering current month. Example: February must be closed before entering attendance for April meetings.

Specific Responsibilities

Making required reports to RI and District • Semi-Annual Report, SAR, to RI– Membership updated after December 1st or June 1st will not be

reflected in the January or July Semi-Annual Report respectively– If your club has not already done so, recommended to choose

to receive your SAR packet by email (E-SAR) and not by mail. Login to “Member Access” on RI web site, then click on “Update Club Data” then check the box for “Semiannual Report Preference”. Be sure to “Save” your update.

– Can pay by Credit Card

• Annual report to District 6000– Due by September 1 each year– $30 per member in 2012– Voluntary Contributions for FAMSCO, MOST, Youth Fund ($2-

$5/member)

Specific Responsibilities

Work with Club Treasurer• Preparation of Club Billings• Make-Up credits• Special charges, guests, social events• Members on Leave

Specific Responsibilities

Order Supplies• Russell Hampton Co. – www.ruh.com• National Award Services, Inc. –

www.clubsupplies.com• Shop.Rotary.org or click on “Shop” on RI

Home Page

Specific Responsibilities

Other Duties• Record Minutes at Board Meetings• Provide visiting Rotarians with make-ups• Sell 50/50 tickets• Set up for weekly meetings• Collect money from guest meals, fines, & 50/50 to

give to Treasurer

Club & District Support

JOHN M. HANNES | Senior Coordinator KATIE FERGUSON | Coordinator john.hannes@rotary.org katie.ferguson@rotary.org

P: 847.866.3275 P: 847.866.3203 F: 847.556.2197 F: 847.556.2197

One Rotary Center | 1560 Sherman Avenue | Evanston, IL 60201-3698

ClubRunner Pricing for Rotary ClubsSize of Club in Members Monthly FeeUp to 20 members $19.95Between 21 & 30 $24.95Between 31 & 40 $29.95Between 41 & 50 $34.95Between 51 & 30 $39.95Between 81 & 120 $49.95Between 121 & 200 $59.95Between 201 & 300 $79.95Between 301 & 500 $99.95

Plus setup fee of $199