Upload
jacob-sullivan
View
221
Download
0
Tags:
Embed Size (px)
Citation preview
District 5340 Assembly
2015 District Assembly
Learning Objectives
Understand the role of the club secretary.
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
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
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
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
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
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
District 5340 Assembly
ClubRunner
2015 District Assembly
District 5340 Assembly
ClubRunner
• A separate workshop on ClubRunner is offered at this District Assembly or contact Scott Carr at [email protected]
2015 District Assembly
District 5340 Assembly
Rotary International
2015 District Assembly
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
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.
District 5340 Assembly
2015 District Assembly
RI – My Rotary
District 5340 Assembly
2015 District Assembly
Login Screen
District 5340 Assembly
2015 District Assembly
On Line Walk Through of My Rotary -
Manage
District 5340 Assembly
Manage Club Administration
2015 District Assembly
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-mailHow long at this employer? ______ If less than two years, Previous Employer________________________________________________- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - _______________________________________________________________Residence Address ________________________________________________________________Telephone Cell Phone E-mailPostal Mail Preference : Business ___ Residence___- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -Birth date______________ Spouse’s Name __________________If former Rotarian, list club(s) and date(s)________________________________________________________________Proposed Classification : ___________________________________________ Proposer :_______________________________________________________ Print Name SignaturePlease forward this form to the club Executive Secretary for processing.
Chula Vista Rotary
District 5340 Assembly
Manage Contributions
2015 District Assembly
District 5340 Assembly
District Website
2015 District Assembly
District 5340 Assembly
Log in to District Website
2015 District Assembly
District 5340 Assembly
District Menu
2015 District Assembly
District 5340 Assembly
Report Club Attendance to District
2015 District Assembly
District 5340 Assembly
Membership Updates
2015 District Assembly
District 5340 Assembly
Update Membership
2015 District Assembly
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
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 clubAttend a meeting of a Rotaract or Interact club,
Rotary Community Corps, or Rotary FellowshipAttend certain district or RI meetingsParticipate in club-sponsored event or service projectAttend a club board or service committee meeting
with authorization of the club boardParticipate in an E-club meeting for at least 30 minutes
(Article 9, Section 1 of the Club Constitution)
2015 District Assembly
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)
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)
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
District 5340 Assembly
2015 District Assembly
Resources
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
District 5340 Assembly
Thank YouPlease provide your email address if you
wish to receive a copy of this presentation. It will also be on the District
Website2015 District Assembly