2015 District Assembly

Secretary and Treasurer Basics

Naomi Masuno, District Secretary

www.rotaryd5000.org

Login to the District’s website (rotaryd5000.org)

Login

If you don’t know your Login name and password, click on the retrieve login link and the information will be sent to the email address on file.

Member Area

After logging in, the Home Page looks the same. Click on “Member Area “ at the top.

To Update Officers, Click on “For Clubs”

Click on “Define Club Executives”

This year’s officers will be shown. Click on “Next Year” to list your officers. Use the “Add New Positions” to add lines.

To update member information, click on “For Members”, then “Edit My Profile”

Member ProfilesClick “Edit” and enter your informationTo download a picture, click on “Update”

under the silhouetteThe primary email address will be used for

emails.Check other tabs for other categories to

edit.Change passwords in the “Settings” tab.Opt in or out in the “Privacy” tabDon’t forget to click on “Save” at the

bottom.

Attendance“Monthly Club Attendance”

If you use ClubRunner for your club, the information should automatically upload. Number of Members is the count at the end of the month.

District Monthly Attendance Report

District Information for you in the “President & Officers Resource” page

Find this link on the Home Page. There’s a calendar for important dates and the miscellaneous information is posted here.

RotaryInternational’sWebsite(rotary.org)

www.rotary.org

Click on “My Rotary” to get to the Sign in/Register page.

Sign in with your email address and password. Login password maybe different from District’s website password. Email address is from the District’s website, unless you change it for RI. If your email address changes, RI’s website needs to be updated separately.

From “Manage”, click on “Club Administration” in the drop-down menu on the left.

Update Club Officers and Committee Chairs before 7/1/15. The 2014-2015 officers will no longer have access after 6/30.

Club SecretaryReporting1. Semiannual Invoice - Due July 1 and January 1 each

year2. Attendance – Due by the 15th of each month3. Membership Changes - within 2 weeks in ClubRunner

Maintain Records1. Membership2. Calendar3. Meetings

Meeting notices Agendas Minutes

4. Club Records (retain for 7 years) Constitution, By-Laws Correspondence

Semiannual Club Invoice

RI website: Manage=>Club Administration => Semiannual Dues

1. Club membership list and invoice2. Pay by check or online with credit

card 3. Due July 1 and January 14. Amount billed cannot be changed.

Make all membership changes promptly.

RI Club Invoice

Attendance (refer to Constitution)

Make-Ups: within 14 days before or after the regular meeting, attends at least 60 percent of the regular meeting of another

club 30 minutes of a eclub “meeting” attends a meeting of a Rotaract or Interact club, Rotary

Community Corps, Rotary Fellowship attends a RI convention, an international assembly Rotary district conference, a Rotary district training assembly,

any district meeting participates in a club service project or a club-sponsored

community event attends a board meeting or a service committee

Can exclude from attendance:“Rule of 85” (age plus years of membership in Rotary) Excused for 12 months for reasons which it considers to be good

and sufficient

Attendance Reporting by the 15th

login to rotaryd5000.org=> “Attendance”=>”Monthly Club Attendance”

Input total active members, new and terminated members, # meetings, % attendance.

Attendance= attending members and make-ups divided by M

M=active members + Rule of 85 attending members (exclude excused and honorary)

Clubs using ClubRunner for their club, attendance reports automatically upload to the District’s website.

Club Treasurer DutiesManaging fundsCollecting and submitting dues and feesReporting on the state of your club’s

financesWorking with The Rotary FoundationDeveloping a budget with the President

and Committee ChairsSeparate bank account for Foundation

Grant fundsPreparing your successor

AnnuallyBudget – approved by Board IRS 990 – due by 11/15 All Clubs with gross receipts of $50,000 or

less are required to file Form 990-N (electronic postcard)

Due 15th day of the 5th month after June 30Send a copy to Mark Harbison at

harbisonm001@hawaii.rr.com General Excise Tax (GET) as required by

State Tax Department

Semi-Annually RI $27.50 per active member ($55

annually for 2015-16) due July 1 and Jan 1 to RI

District $28.75 per active member ($57.50 annually) due July 31 and Jan 31 to District Treasurer.

Suggest that you send out the club invoice by June 1 and Dec 1. You may want to include an “Optional” line for Rotary Foundation giving and HRYF.

RI Dues – Where does it go?$2.26 HR, Legal, Audit

$3.36 Finance

$4.40 Governance and Executive

$4.83 International Operations

$9.58 Messaging and Communications

$9.75 IT, Operations, Administration

$17.82Programs and Member Services

(Based on 2012 dues of $52) $1 per member annually for Council on Legislation $0.34 per member annually for D&O/EPL insurance $2.73 per member annually for General Liability insurance Add $6 semi-annually for the Rotarian magazine

RI Dues

Budget ItemsRI InvoiceDistrict DuesHRYF Dues ($100)District AssembliesPresident’s Meeting (2016 Oahu)Pre-PETS (2016 Oahu)PETS (San Jose airfare, registration, extra night) PETS Hospitality (about $100)District Workshops (PRLS or Master PRLS,

Foundation, Membership/New Focus)RYLADistrict Conference

Resources & ReferenceDistrict Website: rotaryd5000.orgRI Website: rotary.org

◦Club Secretary’s Manual or Treasurer’s Manual◦Be a Vibrant Club: Your Club Leadership Plan◦Standard Rotary Club Constitution◦Recommended Rotary Club By-Laws◦Shop.rotary.org (for supplies)

zone2526.orghttp://site.clubrunner.ca/page/webinars 

Mahalo!