district 6400 assembly april 18, 2009 secretary’s session led by: pdg jack mueller, secretary 2008...

District 6400District 6400AssemblyAssembly

April 18, 2009April 18, 2009

Secretary’s Session

Led by:PDG Jack Mueller, Secretary 2008

SUE KOWALSKI Secretary 2009-2010

Presentation made up byHardy Wheeler, Windsor-St. Clair Secretary

Secretary’s SessionSecretary’s Session

AGENDAAGENDA

IntroductionsIntroductions Reporting to Rotary InternationalReporting to Rotary International District attendance – District attendance – SARS report to Rotary International SARS report to Rotary International Dos & Don’ts for club secretary – Dos & Don’ts for club secretary – QuestionsQuestions


DISTRICT ATTENDANCEDISTRICT ATTENDANCE

Monthly attendance reporting - due date and Monthly attendance reporting - due date and formatformat

What constitutes a make-up (14 days + or – of What constitutes a make-up (14 days + or – of missed meeting)?missed meeting)?

What constitutes a leave of absence and how to What constitutes a leave of absence and how to get it?get it?


DOs DOs & &

DON’Ts DON’Ts

FOR THE CLUB SECRETARYFOR THE CLUB SECRETARY


DO… BE INFORMEDDO… BE INFORMED

Be familiar with club constitution and by-laws Be familiar with club constitution and by-laws Read the Club Secretary’s Manual Read the Club Secretary’s Manual Scan the RI Manual of Procedure (book or Scan the RI Manual of Procedure (book or

download)download) Be aware of club’s activitiesBe aware of club’s activities

Secretary’s Secretary’s SessionSession

DO… ORGANIZE THE BOARDDO… ORGANIZE THE BOARD Help the President-Elect with Help the President-Elect with Planning Guide for Planning Guide for

Effective Rotary ClubsEffective Rotary Clubs, club plan, committee list, , club plan, committee list, etc*etc*

Work closely with the President to keep club Work closely with the President to keep club informedinformed

Prepare & distribute agenda* in advance of Prepare & distribute agenda* in advance of meetingmeeting

Prepare minutes and distribute prior to next Prepare minutes and distribute prior to next meetingmeeting


DO… ORGANIZE THE BOARDDO… ORGANIZE THE BOARD cont’dcont’d

Remind committee chairs/directors to circulate Remind committee chairs/directors to circulate minutes prior to meetingminutes prior to meeting

Ask board whether names of mover and Ask board whether names of mover and seconder of motions must be recorded by name seconder of motions must be recorded by name or just that every motion has ‘a’ mover and or just that every motion has ‘a’ mover and seconder.seconder.

Ask board whether recorded vote required Ask board whether recorded vote required unless specifically askedunless specifically asked

Ensure exact wording on important or Ensure exact wording on important or controversial motions is approved before the controversial motions is approved before the meeting is adjournedmeeting is adjourned


DO… ORGANIZE THE BOARDDO… ORGANIZE THE BOARD cont’dcont’d

Consider writing a summary of club Consider writing a summary of club policies*, i.e. list of board decisionspolicies*, i.e. list of board decisions

Help prepare for the DG Official Visit in Help prepare for the DG Official Visit in summer/fall 2007summer/fall 2007

Keep permanent record of board minutes.Keep permanent record of board minutes. Keep copy of club charter*Keep copy of club charter* In November ensure slate of new officers In November ensure slate of new officers

and directors is approved by the current and directors is approved by the current board before general elections in December.board before general elections in December.

In April have board select the voting In April have board select the voting delegate(s) for the RI Convention. Sign the delegate(s) for the RI Convention. Sign the credential certificate.credential certificate.


DO… ADMINISTRATIONDO… ADMINISTRATION w/ Treasurer submit semi-annual membership w/ Treasurer submit semi-annual membership

report to RI in July and January. Failure to submit report to RI in July and January. Failure to submit on time could result in revoked club charteron time could result in revoked club charter

w/ Treasurer ensure club insurance premiums are w/ Treasurer ensure club insurance premiums are paid in July. US clubs to RI; Canadian clubs to paid in July. US clubs to RI; Canadian clubs to D6400.D6400.

In December submit names of new board to In December submit names of new board to D6400 Exec Secy and DGED6400 Exec Secy and DGE

In January submit name of next President and In January submit name of next President and Secretary to RI for Official Directory. Hedke Secretary to RI for Official Directory. Hedke points!points!

Inform D6400 and area clubs if a regular club Inform D6400 and area clubs if a regular club meeting ismeeting is cancelled cancelled


DO… ADMINISTRATIONDO… ADMINISTRATION cont’dcont’d

Order brochures for RI catalogueOrder brochures for RI catalogue Order RI supplies from authorized Order RI supplies from authorized

distributor, e.g. pins, plaques, 100% distributor, e.g. pins, plaques, 100% attendance awardsattendance awards

Order club letterhead and envelopesOrder club letterhead and envelopes Distribute mail - snail & emailDistribute mail - snail & email


DO… USE ROTARY.ORG / MEMBER ACCESSDO… USE ROTARY.ORG / MEMBER ACCESS

In July register on In July register on www.rotary.orgwww.rotary.org member member accessaccess

Update member list and addressesUpdate member list and addresses Update club informationUpdate club information View TRF contribution summaries. Copy for View TRF contribution summaries. Copy for

Foundation ChairFoundation Chair


DO… ATTENDANCE & MEMBERSHIPDO… ATTENDANCE & MEMBERSHIP

Maintain membership recordsMaintain membership records Create a check-in list for hosts on door*Create a check-in list for hosts on door* Record weekly attendance … weekly. Record weekly attendance … weekly. Record make-ups when received or accumulate Record make-ups when received or accumulate

until end monthuntil end month


DO… ATTENDANCE & MEMBERSHIPDO… ATTENDANCE & MEMBERSHIP cont’dcont’d

Review committee minutes to identify possible Review committee minutes to identify possible make-ups not reportedmake-ups not reported

Tabulate attendance at end month and send Tabulate attendance at end month and send report to D6400 Executive Secretaryreport to D6400 Executive Secretary

If get make-up after monthly report sent to If get make-up after monthly report sent to District record in next month. This way yearly District record in next month. This way yearly totals and % are correcttotals and % are correct

Clean out “R.I.N.O.” membersClean out “R.I.N.O.” members


DO… ATTENDANCE & MEMBERSHIPDO… ATTENDANCE & MEMBERSHIP cont’dcont’d

Ensure new member proposals are published for Ensure new member proposals are published for membership review according to club policy, e.g. membership review according to club policy, e.g. newsletter, announced at meetings.* Deemed newsletter, announced at meetings.* Deemed elected, upon payment of dues, if no objection elected, upon payment of dues, if no objection within seven days.within seven days.

Consistently apply the classification system. Consistently apply the classification system. Use the activity vs. profession, e.g. Use the activity vs. profession, e.g. banking, banking, retailretail vs. vs. bank managerbank manager


DON’T …DON’T …

ProcrastinateProcrastinate Assume that someone else is doing it. Assume that someone else is doing it.

If in doubt, ask!If in doubt, ask! Try to do more than time allowsTry to do more than time allows


THANK YOU!THANK YOU!This PowerPoint & Club Attendance Report are at This PowerPoint & Club Attendance Report are at

http://www.rotary6400.org/download/index.htmhttp://www.rotary6400.org/download/index.htm

QUESTIONS?QUESTIONS?

[email protected]@mac.com

[email protected]@cs.com

district 6400 assembly april 18, 2009 secretary’s session led by: pdg jack mueller, secretary 2008...

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