CLUB SECRETARIES

PDG Gina Growden

ROLE OF SECRETARY•Compliance•Collecting dues & submitting subs•Reporting•Correspondence•Communication•Meeting procedures

• AGM•Recording•Data/ClubRunner•Record keeping•Protocols

An effective Club depends on an efficient Club

Secretary

YOUR ROLE

Your job is to ensure the club functions

effectively

Your Bible

Compliance

COMPLIANCE

• Certificate of Incorporation• Authority to Fundraise• Semi Annual Returns• Annual Return – Dept Fair Trading• Working with Children Check• Certificate of Currency (from District Insurance

officer)• Risk Management• Public Officer

• Usually the Secretary• do you have one?• Is he/she still a member?

CERTIFICATE OF INCORPORATION

AUTHORITY TO FUNDRAISE

• Is yours current?• Renew every 5

years• Do you know

where to go to renew it?

FUNDRAISING AUTHORITY

NSW DEPARTMENT OF FAIR TRADING

http://fairtrading.nsw.gov.au/biz_res/ftweb/pdfs/About_us/Forms/Charitable_fundraising_form_July_2015.pdf

FAIR TRADING

BEST PRACTICE

ANNUAL RETURNS

WORKING WITH CHILDREN CHECK

• All members need to provide a working with children number

• A record of those numbers need to be kept by the club

• Numbers need to be verified by ‘employer’• Recommended for privacy reasons it’s not a

member of the Board

WORKING WITH CHILDREN

CERTIFICATE OF CURRENCY

Obtain from District Insurance Officer

Need to provide this At fundraising /events

RISK MANAGEMENT

RISK MANAGEMENT

PUBLIC OFFICER

Do you know who your Public Officer is?• You MUST have a

Public Officer

Semi Annual Dues

DUES

• THREE DIFFERENT DUES– Rotary International– DISTRICT– Rotary Down Under (magazine)

• PAID SIX MONTHLY (SEMI ANNUAL)• REMITTED TO DIFFERENT

ADDRESSES

DUES

ROTARY INTERNATIONAL

DUES

ROTARY INTERNATIONAL DUESDue and payable on

– 1st July AND 1st JanuaryAmount payable is based on number of members recorded on the Rotary International database (rotary.org) as at 1st July and 1st January. You cannot change the invoice once it has been issued.

Therefore you need to invoice your members on 1st June and 1st December to eliminate those members who do not intend remaining in the club in the following six months.

Changes need to be updated on the District website in the first instance – these then are automatically updated to the RI website

RI DUES NOTICEDear Rotary Club Officers:

Attached is your Rotary International invoice based on your club’s reported membership as of 1 July. As a reminder, clubs are required to update their membership data no later than 1 July and no adjustments are made to the invoice.

You may view your club’s current and previous invoices as well as invoice details on My Rotary’s Club Administration page. Updated How- to guides and frequently asked questions are located on the Club Invoice page under Resources & References. If you have not already done so, please create an account at Rotary.org .

The 2016 Council on Legislation voted to increase per capita dues by $4 per year beginning in July 2017. For more information, please visit http://on.rotary.org/COLDues. For more information, please visit the Membership Dues page on My Rotary or contact your club’s financial representative

Thank you,

Rotary International Finance Teamriclubfinance@rotary.org

RI DUES INVOICE

Invoice is US dollars, so you need to convert to US before remitting

PAYMENT OPTIONS

Credit Card:Pay by credit card at: www.rotary.org/ C000031681/ INV-0000192496myrotary > Manage > Club Administration >

Electronic Transfer:Payment RefAcct No: BSB 332-084 A/C 100345217 Acct Name: Rotary InternationalSwift Code: SGBLAU2S AustraliaSort/IBAN: St. George BankLVL. 4, 4-16 Montgomery StreetKogarah NSW 2217 AustraliaWHQ-

Cheque/draft:Remit to the address below:Rotary International Level 2, 60 Phillip StreetParramatta NSW 2150

DUES

DISTRICT DUES

DISTRICT DUES

• PAY ON INVOICE (will be emailed to club)• Based on number of members registered in

ClubRunner on 1st July and 1st January• Payment in $Australian• Remit to District Treasurer

Rotary District 9685PO Box 143Pennant Hills NSW 1715

DISTRICT DUES

• Or by electronic transfer

Westpac Banking CorporationRotary District 9685 BSB 032 086A/c 333 071

DUES

RDU DUES

ROTARY DOWN UNDER (RDU) DUES

• For the RDU magazine • Rotary Down Under will invoice you:

– in July and January

• Remit direct to RDU – PO Box 779 Parramatta 2124

Reporting

ANNUAL REPORT TO FAIR TRADING

You must submit a report (Form A12 T2) to the Dept of Fair Trading within 1 month of the

AGM and no later than 7 months after the end of the association's financial year, together with

payment of the prescribed lodgement fee.

Correspondence

CORRESPONDENCE

Mail– Incoming

• Collect mail / Empty letterbox• Sort mail & distribute• Respond where appropriate

– Outgoing as required

– Emails– protocols– Distribute to appropriate person

Communication

COMMUNICATION

You need to be in constant communication with thePresident Treasurer Club Admin / Club Service director

Meetings

WEEKLY MEETINGS

• You need to liaise with the President to ensure that the weekly meeting is organised

• Weekly meeting cheat sheet – with timing• Ensure room is set up appropriately

– Flags, banners, podium banner– Microphone & lectern– Copies of Bulletin available for visitors

BOARD MEETINGS

• Ideally held on another day from meeting – so as to allow sufficient time

• Should be held monthly• Notice of Meeting

– Send out at least 1 week prior to meeting date(written notice)

• Agenda – can be sent at the time of meeting notice• Minutes

– Circulate these asap following the meeting(ideally within 48 hours)

– Cheat sheet for minutes

PROFORMA FOR BOARD MINUTES

• ROTARY CLUB OF TERRIGAL - BOARD MEETING No • Date:• Place: Rotary Hall• Meeting commenced: pm.• Present: Lyn Davies (President)• Gina Growden (Secretary) • Harry Waddington (Treasurer)• Derek Button (PE, Administration)• Geoff Grenfell (Foundation Services)• Geoff Spring (Membership) • Rob Moffat (Public Relations)• Chris Tyler (Projects)• Liz Cook (Community)• Ian Kilpatrick (International Services Director)• Bill Boag (Vocational)• Denise Covington (Youth)

• Confirmation of previous Board Meeting on • Minutes accepted as a true record. Moved:

• Seconded:• 2. Matters Arising from Previous Minutes

• 3. President’s Report

• 4. Secretary’s Report•• 5 Treasurer’s Report

• Club Acct $• Charity Acct $• Hall Acct $– Treasurer’s report Accepted: Moved:– Seconded:

BOARD MINUTES PROFORMA• 6. Director’s Reports

• Club Administration

• Service Projects

• Membership

• Public Relations

• Foundation • .• 7. Hall Maintenance & Development

• 8. General Business

• Meeting concluded: pm

• Next meeting:• Date: Thursday • Time: 8:30 pm.• Venue: Rotary Hall, Duffy’s Road, Terrigal.

BOARD MINUTES

• You must keep a printed record of minutes• They need to be signed by the President• Auditors require a copy of the signed minutes

to finalise the accounts

AGM

AGM

Must be held before 31st DecemberMost clubs schedule this for 1st meeting in DecNotice of meeting• Need to give one month’s (?) notice of election – in

writing• Call for nominations for officers (in writing)• Circulate the Annual Report of the Club – with

financials• Send Annual Return to Dept Fair Trading following AGM

AGM AGENDA

NOMINATIONS FOR BOARD POSITIONS

You should get signed nominations for board positions

Data

CLUBRUNNER

• Used for communication to membership• Automatic updates the RI website – no need to log on to

MyRotary• Data for District Directory• Need to add new members & remove resigned members• Who’s responsibility is it to ensure membership

information is up-to-date?– Ideally members update their own profiles & contact

information– Secretary overall responsible for information

DATA

• Whilst it’s every Rotarian’s responsibility to ensure that their contact information on the District website and the Rotary International website, it is up to you to ensure that it happens

• Push (from RI) for data to include age, gender and classification

LOGON

CLUBRUNNER

MEMBER AREA ON CLUBRUNNER

Member Area

ADMIN

LAUNCHPAD

launchpad

THE MEMBER DATABASE

• Editing a Member’s Profile

EDITING MEMBERS’ PROFILES

CLUBRUNNER MEMBER INFORMATION

• Please ensure that– Age of member– Classification– Gender is included

UPDATING CLUB EXECUTIVES

UPDATING CLUB EXECUTIVES

Record Keeping

RECORD KEEPING

• You need to establish procedures for keeping club data– Such as PHFs, Centurions, Club positions held,

District positions, procedures for events etc• Dedicated laptop• Archive boxes – where to store them• Other• Appoint a Historian for the Club

Protocols

PROTOCOLS

• Communication – bulletin, minutes, notices from President etc

• Email (reply/reply all; cc/bcc)• Set up of Room ie flags, club banners etc• District Governor’s official visit

– Do NOT schedule a guest speaker• Introductions when visitors are present

– Eg DG, AG, MP’s, visiting Rotarians• Be aware of RI’s requirements of use of Rotary

Emblem

Other Duties

ADMIN

• Provide membership lists to members• Order name badges for new members• Order new member information packs• Order / upkeep of merchandise / equipment

– Certificates– Stationery– Banners– flags– Gifts for speakers

REMEMBER

You may not necessarily have toDO all the chores that need to

be donebut you DO NEED to ENSURE

that they ARE done

Resources

RESOURCES

• District Secretary Pamela Noal

• District Treasurer David Hart

• District Insurance Officer Bob Chary

• District Child Protection Officer PDG John Wakefield

• District Directory

RESOURCES

• Rotary International– Parramatta Office (RISPPO)– PO Box 1415 Parramatta– Ph: 8894 9800

• Rotary Down Under (RDU)– PO Box 779 Parramatta– Ph: 9633 4888