Secretary Training Session Facilitators Colin Shillabeer Hans Granholm March 2008.

SecretarySecretaryTraining SessionTraining Session

FacilitatorsFacilitators

Colin ShillabeerColin Shillabeer

Hans GranholmHans GranholmMarch 2008March 2008

District 5370 Secretary TrainingDistrict 5370 Secretary Training 22

The Club Secretary’s The Club Secretary’s ResponsibilitiesResponsibilities

Assist the Club President and Club Committees.Assist the Club President and Club Committees.Assist with the District Governor’s Official Visit.Assist with the District Governor’s Official Visit.Provide info to Assistant Governor & District Provide info to Assistant Governor & District

Secretary.Secretary.Maintain Membership records.Maintain Membership records.Track attendance and apply attendance rules.Track attendance and apply attendance rules.Maintain and preserve Club Minutes & Info.Maintain and preserve Club Minutes & Info.Expedite new member proposals.Expedite new member proposals.Consult the Consult the Manual of ProcedureManual of Procedure for rules and for rules and

proceduresprocedures


Secretary’s CalendarSecretary’s Calendar Week to Week ResponsibilitiesWeek to Week Responsibilities

Month to Month ResponsibilitiesMonth to Month Responsibilities

Annual Calendar of Events Annual Calendar of Events


Week to Week ResponsibilitiesWeek to Week Responsibilities Pick up and Pick up and promptly promptly distribute maildistribute mail Collect and record attendance for weekly Collect and record attendance for weekly

meetingmeeting Send Send Change of InformationChange of Information forms to R.I. forms to R.I.

and District Governorand District Governor


Month to Month ResponsibilitiesMonth to Month Responsibilities For Board MeetingsFor Board Meetings

Send notice of date and timeSend notice of date and time Ensure an agenda is distributedEnsure an agenda is distributed Take & distribute minutesTake & distribute minutes

Submit attendance figures toSubmit attendance figures to District Secretary District Secretary.. Order Supplies, Materials, Pins, etc.Order Supplies, Materials, Pins, etc. Take care of Membership Changes.Take care of Membership Changes. Report to Board on absentee Members.Report to Board on absentee Members. Review perfect attendance status Review perfect attendance status (on anniversary date)(on anniversary date)


Prior to taking OfficePrior to taking Office Study basic Rotary Literature:Study basic Rotary Literature:

Club Secretary’s ManualClub Secretary’s Manual Your Club’s By-LawsYour Club’s By-Laws & Constitution & Constitution R.I. Manual of ProcedureR.I. Manual of Procedure R.I. CatalogueR.I. Catalogue Miscellaneous R.I. Publications Miscellaneous R.I. Publications Rotary Club Supplier CataloguesRotary Club Supplier Catalogues


Prior to Taking Office Con’tPrior to Taking Office Con’t Confer with President Elect and outgoing Confer with President Elect and outgoing

SecretarySecretary Attend DistrictAttend District Conference Conference Attend meetings for incoming board Attend meetings for incoming board

membersmembers Assist incoming President in preparing Assist incoming President in preparing

Summary of Club Plans & Objectives for Summary of Club Plans & Objectives for the upcoming year. the upcoming year.


JulyJuly Receive Club files from outgoing Secretary.Receive Club files from outgoing Secretary. Submit June attendance figures toSubmit June attendance figures to District District

SecretarySecretary.. Prepare and submit R.I. Semi-Annual Report.Prepare and submit R.I. Semi-Annual Report. Issue Club Dues Invoices to membership.Issue Club Dues Invoices to membership. Issue membership identification cards.Issue membership identification cards. Prepare a new Club Roster.Prepare a new Club Roster. Prepare for District Governor’s Visit.Prepare for District Governor’s Visit.


August / SeptemberAugust / September Submit July / August attendance figures to Submit July / August attendance figures to

District Secretary.District Secretary. Submit Membership changes to R.I. and Submit Membership changes to R.I. and

District Governor.District Governor. Review status of payment of Membership Review status of payment of Membership

Dues.Dues. Attend District AssemblyAttend District Assembly


OctoberOctober Submit September attendance figures to Submit September attendance figures to

District Secretary.District Secretary. Send pro-rated dues and report form to Send pro-rated dues and report form to

R.I. for new members admitted in July, R.I. for new members admitted in July, August or September.August or September.

Submit Membership changes to R.I. and Submit Membership changes to R.I. and District Governor.District Governor.


NovemberNovember Submit October attendance figures to Submit October attendance figures to


District Governor.District Governor. Ensure that process to determine slate of Ensure that process to determine slate of

Officers for upcoming Rotary year is Officers for upcoming Rotary year is commenced.commenced.


December- Family MonthDecember- Family Month Submit November attendance figures to District Submit November attendance figures to District

Secretary.Secretary. Submit Membership changes to R.I. and District Submit Membership changes to R.I. and District

Governor.Governor. Following election of Officers for upcoming year, Following election of Officers for upcoming year,

prepare and submit prepare and submit Rotary Club Officers Report Rotary Club Officers Report FormForm. Copies go to R.I., the District Governor . Copies go to R.I., the District Governor and the and the District District Governor-Elect.Governor-Elect.


January- January- Rotary Awareness MonthRotary Awareness Month Submit December attendance figures to Submit December attendance figures to


District Governor.District Governor. Prepare and submit R.I. Semi-Annual Prepare and submit R.I. Semi-Annual

Report. Report.


February / MarchFebruary / March Submit January / February attendance Submit January / February attendance

figures to District Secretary.figures to District Secretary. Submit Membership changes to R.I. and Submit Membership changes to R.I. and

District Governor.District Governor.


April- Magazine MonthApril- Magazine Month Submit March attendance figures to District Submit March attendance figures to District

Secretary.Secretary. Submit Membership changes to R.I. and District Submit Membership changes to R.I. and District

Governor.Governor. Send pro-rated dues and report form to R.I. for Send pro-rated dues and report form to R.I. for

new members admitted in January, February new members admitted in January, February and March.and March.

Begin liaison with incoming Secretary.Begin liaison with incoming Secretary.


MayMay Submit Submit April April attendance figures to District attendance figures to District

Secretary.Secretary. Submit Membership changes to R.I. and Submit Membership changes to R.I. and

District Governor.District Governor.


June- Fellowships MonthJune- Fellowships Month Submit Submit May May attendance figures to District attendance figures to District

Secretary.Secretary. Submit Membership changes to R.I. and Submit Membership changes to R.I. and

District Governor.District Governor. Coordinate with incoming Secretary in Coordinate with incoming Secretary in

turning over responsibility.turning over responsibility.


New Members New Members (prior to induction)(prior to induction) Prior to acceptance by Board:Prior to acceptance by Board:

Complete member application form and Complete member application form and Record of ActionRecord of Action

Research and assign classificationResearch and assign classification Determine a membership statusDetermine a membership status

Following acceptance by Board:Following acceptance by Board: Prepare New Member Info Package including Prepare New Member Info Package including

Member Name Tag and Rotary Lapel PinMember Name Tag and Rotary Lapel Pin Prepare an Invoice for Membership dues Prepare an Invoice for Membership dues


New Members New Members (following induction)(following induction)

Send new member information to R.I. and Send new member information to R.I. and District Governor.District Governor.

Revise attendance sheets and other Revise attendance sheets and other records to include new member.records to include new member.

Appoint a club mentor for new member.Appoint a club mentor for new member. Ensure new member is given an Ensure new member is given an

orientation.orientation. Encourage the new member to get Encourage the new member to get

involved in projects they are interested in.involved in projects they are interested in.


Member TerminationMember Termination Send member termination information Send member termination information

to R.I. and District Governor.to R.I. and District Governor. Revise attendance sheets and other Revise attendance sheets and other

records to delete member.records to delete member. If member is moving out of area, If member is moving out of area,

notify Rotary Club in member’s new notify Rotary Club in member’s new locale.locale.


Change of Member InformationChange of Member Information

Send change of member information Send change of member information to R.I. and District Governor.to R.I. and District Governor.

Revise Club records for member.Revise Club records for member. e-mail e-mail The RotarianThe Rotarian for faster for faster

response to address changes.response to address changes.


Attendance RequirementsAttendance Requirements

Attendance reporting procedure is Attendance reporting procedure is available for both subscribing and non-available for both subscribing and non-subscribing ClubRunner clubs.subscribing ClubRunner clubs.The PowerPoint instructions can be The PowerPoint instructions can be viewed/downloaded from:viewed/downloaded from:

WCC WCC || DOWNLOADSDOWNLOADS || Instructional MaterialInstructional Material || Secretaries Secretaries || Secretary Training [ppt] Secretary Training [ppt]


Membership Attendance Membership Attendance RequirementsRequirements

To earn attendance credit a member must To earn attendance credit a member must attend at least 60% of a club regular attend at least 60% of a club regular meeting.meeting.

A member must attend or make-up at least A member must attend or make-up at least 50% of club regular meetings in each half 50% of club regular meetings in each half of the year (July to Dec and Jan to June)of the year (July to Dec and Jan to June)

A member must attend at least 30% of A member must attend at least 30% of their club’s regular meetings in each half their club’s regular meetings in each half of the year.of the year.



A membership may be terminated if a A membership may be terminated if a member misses four consecutive meetings member misses four consecutive meetings without due cause.without due cause.

Attendance may be excused for various Attendance may be excused for various reasons (reasons (see club constitutionsee club constitution) if situations ) if situations make it impossible to attend a meeting.make it impossible to attend a meeting.



All club members are required to maintain All club members are required to maintain attendance except:attendance except: Honorary members are exempt.Honorary members are exempt. Members excused by the Board for ill-health Members excused by the Board for ill-health

or given a leave of absence. (These members or given a leave of absence. (These members still pay member dues)still pay member dues)

Members meeting the 85 Rule who have Members meeting the 85 Rule who have requested to be exempt. (combination of age requested to be exempt. (combination of age + years in Rotary must equal 85). Minimum + years in Rotary must equal 85). Minimum age requirement has been removed.age requirement has been removed.


Make-up RequirementsMake-up Requirements

Attendance credit may be given to a Attendance credit may be given to a member 14 days before or after a meeting member 14 days before or after a meeting date when:date when: The member attends at least 60% of The member attends at least 60% of

another club’s regular meeting.another club’s regular meeting. Attends an R.I. Meeting or convention Attends an R.I. Meeting or convention

(up to 2 credits).(up to 2 credits). Attends a district meeting, convention or Attends a district meeting, convention or

assembly (up to 2 credits).assembly (up to 2 credits).


Make-up Requirements Con’tMake-up Requirements Con’t

Attendance credit may be given to a Attendance credit may be given to a member 14 days before or after a meeting member 14 days before or after a meeting date when:date when: Attempts to attend another club’s meeting Attempts to attend another club’s meeting

but that meeting is not held.but that meeting is not held. Attends and participates in a club service Attends and participates in a club service

project or event.project or event. Attends a club Board or club Service Attends a club Board or club Service

Committee meeting.Committee meeting.


Attendance PercentagesAttendance Percentages

Weekly Attendance Calculation:Weekly Attendance Calculation: MCA MCA = A% = A% (TM –EA)(TM –EA)

• MCA : Total number of members credited MCA : Total number of members credited with attendance (incl. Make-ups)with attendance (incl. Make-ups)

• TM: Total number of active members TM: Total number of active members (don’t include honorary members)(don’t include honorary members)

• EA: Excused absences (85 rule or LOA)EA: Excused absences (85 rule or LOA)• A%: Attendance percentage for the clubA%: Attendance percentage for the club


Resources for Club SuppliesResources for Club Supplies

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


Resources for Club SuppliesResources for Club Supplies R.I. R.I. On-Line On-Line CatalogueCatalogue

Publications, audios and suppliesPublications, audios and supplies

American Specialty CompanyAmerican Specialty Company Club supplies & personal products for RotariansClub supplies & personal products for Rotarians

National Award Service Inc.National Award Service Inc. Club awards, Speaker gifts and suppliesClub awards, Speaker gifts and supplies

Lindeburg & CompanyLindeburg & Company Club awards and jewelleryClub awards and jewellery

The Gerry White Pin The Gerry White Pin CompanyCompany Club Club pins pins andand personal products personal products


Web SitesWeb Sites Rotary InternationalRotary International

www.rotary.orgwww.rotary.org Rotary International for Non-RotariansRotary International for Non-Rotarians

www.rotary.infowww.rotary.info (www.rotary.org/info/) (www.rotary.org/info/) Rotary District 5370Rotary District 5370

www.rotary5370.orgwww.rotary5370.org Shop @ Rotary.orgShop @ Rotary.org

http://shop.rotary.org/catalog/http://shop.rotary.org/catalog/


Web SitesWeb Sites American Specialty Company American Specialty Company (Toronto)(Toronto)

http://shop1.mailordercentral.com/aasc/http://shop1.mailordercentral.com/aasc/ National Award Service Inc. National Award Service Inc. (Chicago)(Chicago)

www.clubsupplies.comwww.clubsupplies.com Lindeburg & Company Lindeburg & Company (for Special Items)(for Special Items)

www.lindeburg.com/rotarycatalog.htmwww.lindeburg.com/rotarycatalog.htm

International Name Plate ServiceInternational Name Plate Service www.inps.on.ca/newrotaryhome%20page.htmwww.inps.on.ca/newrotaryhome%20page.htm

The Gerry White Pin Co.The Gerry White Pin Co. www.www.gerrywhitepinco.comgerrywhitepinco.com

Secretary Training Session Facilitators Colin Shillabeer Hans Granholm March 2008.

Documents

Transcript of Secretary Training Session Facilitators Colin Shillabeer Hans Granholm March 2008.