1. To present an overview of the roles and responsibilities of a Club Secretary 2. To inform you of the resources available 3. To assist you in the

Transcription

1 Secretary-Elect Training District 9800 Assembly 18 th May

2 Secretary-Elect Training Your Training Team District Secretary 2013/14 - David Bennett RLI Faculty Leader District Secretary 2014/15 Mark Schirmer District Secretary 2015/16 Mark Stephens 2

3 Objectives for Today 1. To present an overview of the roles and responsibilities of a Club Secretary 2. To inform you of the resources available 3. To assist you in the use of RI My Rotary We will also discuss: Your obligations as Secretary Some issues that can impact on your role in your club Some tips on how to make your year as Secretary even better 3

4 The Role of the District Secretary The District Secretary assists the District Governor in the various administrative functions of the District. These functions include: Keeping a record of all District correspondence Preparing minutes of Board and District Leadership Team meetings Manage the District Calendar Reporting to RI 4

5 District Public Officer (District Secretary) Lodge District Annual Statements Notify Registrar of a change of the Association's Registered Address Apply to Registrar for approval to alter the statement of purposes or rules within 28 days after the alterations are passed by special resolution 5

6 Club Incorporation, MOP, District Resolutions Officer Assist Rotarians to understand the meaning and effect of RI and Club Constitutions and Bylaws Receive proposed Resolutions and enactments and assist in drafting prior to submission Give advice to District Board on all district resolutions already approved Represent District 9800 at the Council of Legislation 6

7 Database Management Provide support to the District Governor and District Secretariat on Database Management, Domain Names, Alias Provide advice to the District Leadership Team on technical matters 7

8 RI Requirements of a Club Secretary 8

9 CLUB SECRETARY More than just administration RH to Club President advice, support, information management You can impact on the club running as a well oiled machine You are the custodian of Club records BE PROACTIVE.. NOT REACTIVE! 9

10 YOU SHOULD HAVE COPIES OF: Your Club Constitution and Bylaws You need to have read these documents and ensure that the Club is administered and operated in accordance with them RI Manual of Procedure (MOP) This was reissued in 2013 after the Council of Legislation met. Either purchase a current copy from RI or download it from District 9800 Information Directory for These will be distributed to Assistant Governors in mid June for delivery to Clubs RI Club Secretary s Manual May be viewed on-line District 9800 Club Administration Guidelines Manual 10

11 YOU SHOULD ALSO HAVE ACCESS TO: Club Certificate of Incorporation Original Charter Certificate issued by RI Current Rotary Supplies Catalogue 11

12 YOU SHOULD ALSO: Know how to Register for My Rotary Access at This will be more fully covered in the Member Access session. Arrange to meet with your Predecessor To receive the complete records of the Club, including files, office supplies and equipment. (If your Club doesn't t have a system for maintaining records etc., then we recommend you get one started.) Meet to review the Club Financial Records With the incoming and outgoing Club Treasurers accounts etc Make sure a process is set up to approve accounts Bank account signatures are changed and that the bank accounts call for two signatures on all cheques. 12

13 SEMI ANNUAL REPORT TO RI This will be one of your first and most important duties. Reports are due on: - July 1st, 2014 (past due on August 1st) - January 1st, 2015 (past due on February 1st) When you receive the report you need to verify the names and personal information of Club members. If there are any changes, additions or deletions, they need to be noted no the report. Once the amended report is checked and amount due calculated, it must be: - Signed by the Club President and yourself - Forwarded, with a cheque, to RI South Pacific and Philippines Office, McNamara Centre, Level 2, 100 George Street, Parramatta, NSW 2150 or paid on line A copy should be retained for your records 13

14 SEMI ANNUAL REPORT TO RI (Continued) The payment will be for: The number of members as at July 1st, 2014 or January 1st, 2015 multiplied by semi annual US $ amount. (on Semi Annual Report reconciliation) Plus any Pro-Rata dues for members admitted during the first 3 months of the last Semi Annual Report Total this amount in US$.. Add 10 per cent GST to this total Convert this US$ total by the applicable exchange rate to A$ (note applicable exchange rate is available from RI website and will be published in the Networker) This is the amount you now pay to RI 14

15 SEMI ANNUAL REPORT TO RI (Continued) Please note: If your semi annual dues are not paid on schedule your Club s membership in Rotary International can be terminated 180 days from the due date if a Club s outstanding obligation is more than US$250. Once a Club is terminated, monetary and other penalties apply depending on how long after termination the dues are paid. Full details of penalties are noted in the District Directory. It is important to note that clubs terminated for non-payment of financial obligations to RI are ineligible for participation in Rotary Foundation Programs. 15

16 District Requirements of a Club Secretary 16

17 ENSURE THAT DISTRICT 9800 DUES ARE CORRECTLY CALCULATED & PAID ON TIME These dues are based on membership numbers advised to District as at July 1st, 2014 and January 1st, 2015 Payment must be made on receipt of invoice liaise with Club Treasurer The July 2014 invoice will also include the annual District Insurance Levy The District Board is empowered to apply the RI rules of termination for non payment of District dues 17

18 MANAGE MEMBER SUBSCRIPTIONS TO ROTARY DOWN UNDER (RDU) MAGAZINE Subscription to a Rotary Magazine is compulsory for all member and is payable twice yearly in July 2014 and January 2015 RDU will send a listing of current members Verify details of members - adjust if incorrect i.e. Cross out members who have been terminated Add new members who do not appear on the list Note any changes to address, etc Return updated list with payment to: RDU, PO Box 779, Parramatta, NSW 2124 The magazine will be mailed monthly direct to individual members 18

19 MEMBERSHIP AND ATTENDANCE REPORTING Send your report to the District Membership/Attendance Officer and your Assistant Governor by the 13th of each month. Membership The info required will be the number of members at start of month, less terminations, plus new members, equals total at end of month. You are also required to provide the names and addresses of all new members Attendance The info required will be the number of meetings held during the month and the average attendance % for the month. Details on how to calculate attendance and makeups is contained in the Secretary s manual. 19

20 DISTRICT WEEKLY ELECTRONIC MAGAZINE District has an electronic news magazine known as Networker Encourage all members to register for a copy or forward the weekly copy to all Board Members and your Bulletin Editor Available in PDF for easy reading Some Clubs a copy to ALL their members discuss this option with your incoming President It is where Clubs can advertise their own special events. 20

21 STATUTORY OBLIGATIONS OF AN INCORPORATED BODY An incorporated association is required to: Ensure that the registered name and number of the association appears in all notices, advertisements, publications and business documents Maintain adequate and accurate accounting records of its financial transactions Have accounts audited at the end of each financial year and retain accounting records for 7 years Notify the Registrar of any changes to its statement of purpose or rules Make a copy of its rules available for inspection by its members on request Notify the Registrar of a change of your Public Officer or address of same 21

22 STATUTORY OBLIGATIONS OF AN INCORPORATED BODY (Continued) Each calendar year an incorporated association must: Hold an annual general meeting within 5 months after the end of the associations financial year. (By November 30th) Notify members of the AGM date and agenda 21 days prior to the meeting Prepare an AGM agenda which includes the election of officers for the following Rotary year and approval of accounts from the prior Rotary year Ensure minutes of the AGM are recorded, approved at the next Board meeting and filed Lodge an annual statement by the your Public Officer with the Registrar within one month after the AGM 22

23 DISTRICT 9800 CLUB ADMINISTRATION GUIDELINES MANUAL A practical guide on many Rotary procedures The manual is intended to assist the Club Secretary and President with administration matters Supplements the Manual of Procedure, Club Constitution and By- Laws and other Rotary publications Available at D9800 website Future amendments and updates will be sent by to all Clubs 23

24 Rotary Brand Centre 24

25 Rotary Login Pages 25

26 My Rotary Club Administration 26

27 Rotary Brand Centre en-gb?&q=user/login 27

28 Rotary Branding 28

29 RI Login and My Rotary 29

30 Requirements of a Club Secretary 30

31 A key responsibility is to: Establish Date, Times and Venues for: Club Board Meetings - held monthly Club Annual General Meeting - must be held before November 30 th Club Assembly usually held in July (during an official visit to your club by your Assistant Governor) Club Forums: These are usually held twice a year (October/march) However they can be scheduled at other times as required. These forums provide an opportunity for Committee Chairs/Directors to present/or update progress on the plans and objectives for the year to members Members to highlight any concerns they have with the running of the club or projects. 31

32 PREPARE FOR BOARD MEETINGS Send reminder notice to all Board members - club newsletter as well! Make sure you will have attendance so that a quorum will be present Set the agenda, in cooperation with the President and circulate prior Have copies of support materials for discussion available - recommend that where possible items are sent our prior to meetings for reading Ensure that all Committee Chairs/Directors provide a report 32

33 CONDUCT OF BOARD MEETINGS Take minutes: - Ensure these are produced for distribution immediately after the meeting - Ensure any recommendations for Board approval or expense payments within or outside of the original budget are recorded (this is a must for audit purposes) In consultation with the President decide what information from the Board meeting should be passed to the Newsletter Editor for publication File a complete set of: mail log, treasurer s report, committee reports and Board minutes (The auditor may request this information when auditing the financial reports for the year) These reports also form part of your history archive 33

34 PROPOSAL FOR MEMBERSHIP Ensure that all members are aware of procedures Application in writing, through the Secretary, to the Board The Board review and approval Once approved by Board, publish name in Newsletter If no objections - prospective member is considered elected to membership on payment of the admission fee If an objection is received, the board votes on the prospective member s application. If approved, despite the objection, the proposed member is considered elected to membership, upon payment of the admission fee Induction of the new member is then arranged. 34

35 INDUCTION OF NEW MEMBERS Order Meeting Badge and Rotary Lapel Badge and partners badge At the induction, have available an induction kit containing for example: - A certificate of Membership signed and dated by the President - Club Directory or Wallet card - The ABC of Rotary booklet - Copy of your Club History if published - Other items from the Rotary Supplies catalogue such as Getting Started in Rotary With the President, allocate a current member in a mentor Role Engage the new person & partner in the club 35

36 ADVISE DETAILS OF NEW MEMBER TO: District Secretary Rotary International using My Rotary Access Rotary Down Under Club Newsletter Editor Update Club Database and on-line D9800 Directory 36

37 CLUB NEWSLETTER Forward information for publication regularly and promptly to Newsletter Editor Liaise with your newsletter editor to send your newsletter each week to: DG, DGE, DGN & your AG As agreed by the Presidents, to each of the other clubs in your cluster group Other club supporters, local business, Friends of Rotary File one copy for Club History/Archives 37

38 POSTAL AND CORRESPONDENCE Maintain a record of incoming and outgoing hard copy, fax and correspondence. This record should be part of Secretary s report at Board meetings Make sure correspondence/ s are distributed promptly to the appropriate Club Officers Ask your President if he/she would like a copy of correspondence/ s you pass on to Club Officers Request all Club Officers to provide you with a copy of all outgoing correspondence/ s for archive filing Remember is just another mail box and the same records should be kept as for correspondence received by mail 38

39 District Resources 39

40 Resources Available to Clubs Phone-help with RI Member Access Library for Club Histories free Records Storage Facility free District Equipment Assets, flags etc 40

41 RI Member Access My Rotary Record new members and terminations progressively Full record of all past members Semi-Annual Dues statement always up-to-date Show PHF and Foundation contributions Access by President and Secretary only 41

42 Club Histories Permanent repository for published history or unpublished manuscript * Rotary histories displayed by suburb or town Over 20 years of District 9800 Directories No cost to lodge or borrow Guidance to write/publish Club history * not minutes, files etc 42

43 Club Histories Where? You can search Catalogue of more than 25 histories now on: Lodge direct with: Prahran Mechanics Institute Library at 140 High Street, Prahran Phone Receipt given for books lodged 43

44 District Property and Assets District-owned assets e.g. flags of all nations, RI and D9800 flags and stands Some plastic and metal signs, Rotary emblems and cloth banners Available to any Club for special events - Club s responsibility to repair/replace Can be ordered and collected direct from: Patrick Australia Ltd, Leveson Street, North Melbourne 3051 Contact: John Patrick Tel:

45 Demonstration District Secretary 2015/16 - Mark Stephens Access To D9800 Website Login Information available Access to RI Website Login Access you will have as Secretary Information available Brand Centre 45

46 We hope you have a Great Rotary Year! Do some pre-planning - it is worth it! Enjoy it and remember to have fun!! 46