Club Secretary Presenter Jerry May Rotary Club of

Club Secretary • • • Presenter – Jerry May Rotary Club of Chula Vista jerrymay 121@outlook. com 619 421 4644 Send email – I will provide copy of presentation in return 2021 District Training Assembly District 5340 Assembly

Learning Objectives Understand the role of the Club Secretary. 2021 District Training Assembly District 5340 Assembly

Presentation Background • Two Sources – RI and Club. Runner • RI provides Duties and responsibilities and Directory Update • If you don’t have Club. Runner, please contact me with questions and I will get answers 2021 District Training Assembly District 5340 Assembly

Preparation • To prepare for their year, incoming club secretaries should: • – 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 RI Learning Center Club Roles 2021 District Training 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 • In addition: • - Follow-up members who have missed club meetings and encourage their attendance. – You are the Member retention person • Assist in tracking club goals in Rotary Club Central 2021 District Training Assembly District 5340 Assembly

Responsibilities-II • Maintain membership records. • Monitor New Member Proposals (see next slide) • Send out notices of club board meetings. • Maintain Club Calendar on Website • Maintain Committee Membership • Order needed supplies • . 2021 District Training Assembly District 5340 Assembly

Member Proposal Form Chula Vista Rotary 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. 2021 District Training Assembly District 5340 Assembly

Responsibilities - III • Record and maintain minutes of club board meetings and annual meeting and distribute to club members. 2021 District Training Assembly District 5340 Assembly

Responsibilities - IV • Keeper of the records – Tax Returns – Board Minutes (Club and Foundation) – Newsletters • Create and maintain Club Policies 2021 District Training Assembly District 5340 Assembly

Mailings • • Email all members as Requested Responses to Requests Meeting Minutes Club Official Correspondence – New Member Welcome and Supplies – Leaves of Absence 2021 District Training Assembly District 5340 Assembly

Roster Updates • Club – Your club website, (If not using Club. Runner) • District (If Your club website isn’t connected to the District Directory), by email • RI – Use “My Rotary- Manage Club Administration” (If Your club website isn’t connected to the District Directory)- option – let District update RI. 2021 District Training Assembly District 5340 Assembly

Club. Runner 2021 District Training Assembly District 5340 Assembly

Club Website • Connected directly to the District Website • Roster updates • Event Calendar • Newsletter 2021 District Training Assembly District 5340 Assembly

Resources -1 • Resources for Club/District Add a member: https: //www. clubrunnersupport. com/kb/articles/how-do-iadd-a-new-member Edit a member's information: https: //www. clubrunnersupport. com/kb/articles/what-is-the -member-profile-and-how-do-i-edit-it Terminate a member: https: //www. clubrunnersupport. com/kb/articles/how-do-iterminate-or-delete-an-active-member Club Management https: //www. clubrunnersupport. com/kb/club-management 2021 District Training Assembly District 5340 Assembly

Rotary International 2021 District Training 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 2021 District Training Assembly District 5340 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. 2021 District Training Assembly District 5340 Assembly

Membership Types • RI = Honorary or Active only • Club = – Active – Honorary – Leave of Absence – Affilliate – Corporate – (other? ) – how manage? In Club Policies? 2021 District Training Assembly District 5340 Assembly

Paying Club Dues • RI – Semi Annual Report (SAR) form – See RI My Rotary – Manage – Reports • District – Email from District with form 2021 District Training Assembly District 5340 Assembly

Resources-2 • Resources for RI Club Secretary Basics courses in the Learning Center Club Administration page on My Rotary Manual of Procedure Standard Rotary Club Constitution Recommended Rotary Club Bylaws How-to guides: Create a My Rotary Account, Add a Member, Edit Member Information, Remove a Member, Add an Officer, and Update Club Data Club Management Systems and Website Vendors https: //learn. rotary. org/members/learn/lp/6/Club%2520 Secretary%2520 Basi cs • • https: //learn. rotary. org/members/learn/lp/6/ Club%2520 Secretary%2520 Basics 2021 District Training Assembly https: //learn. rotary. org/members/ District 5340 Assembly

Thank You Please provide your email address if you wish to receive a copy of this presentation. 2021 District Training Assembly District 5340 Assembly