session 1: secretaries and treasurers

District 2610 CLTS

2013 District Club Leadership Training Seminar | 1

Session 1:Secretaries and

Treasurers

District 2610 CLTS

Introductions

• Name

• Club

• Years in Rotary

• Current Position, if any

• Next Year’s Position

• Non-Rotary Job


District 2610 CLTS

Secretaries and Treasurers

• The Secretary-Treasurer team must deal successfully with important minutiae but there are powerful tools and best practices available which will make the job easier.


District 2610 CLTS


Learning Objective

Identify challenges and solve problems that your club may face.

District 2610 CLTS

Key Topics• Responsibilities – fiduciary, records keeping• Attendance – reporting and recording make-

ups• Forms - the Rotary Semi-annual Report (SAR),

IRS Form 990• Deadlines – attendance reporting, SAR, IRS,

RI and District dues, foundation submittals• Best Practices• DaCdb• Rotary Club Central


District 2610 CLTS


Session 1: Club SecretaryRole and Responsibilities

District 2610 CLTS


Learning Objectives

• Understand the role of the club secretary.

• Identify ways to work with other club leaders.

District 2610 CLTS


Responsibilities• Maintain membership records.

• Record attendance, Report attendance.

• Submit required reports to RI.

• Send out notices of meetings.

• Record and maintain minutes.

• Work with treasurer to collect and submit dues and fees.

• You may have others – Check club Bylaws

District 2610 CLTS


Submitting ReportsTo RI (via Member Access)

To your district governor

To the appropriate club secretary

Semiannual Report Monthly attendance Visiting Rotarian attendance

Membership Data Form

Membership Data Form

Rotarian Relocation Form

Changes in officers or meeting information

Changes in officers or meeting information

Official Directory Data Form

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Member Access• Member Access can help club

secretaries– Pay club dues – Consult w/Treasurer– Update and review membership data before

1 June and 1 December– Update club data, such as meeting time and place– Report new club officer information– View the club’s Rotary Foundation contribution

reports– Contribute to the Foundation


District 2610 CLTS


District 2610 CLTS

Preparation – Discuss your role with the incoming

president

– Meet with the outgoing secretary

– Arrange for the transfer of club files and records

– Meet with the incoming treasurer to discuss their responsibilities

– Review the Club Secretary’s Manual


District 2610 CLTS

Submitting Reports – Semiannual reports to RI for dues payment– Monthly attendance reports to the district – Membership Data Form, for changes in

membership, to RI and the district governor (update before 1 June and 1 December)

– Visiting Rotarian attendance reports to appropriate club secretaries

– Rotarian Relocation Form to the club secretary in the area where a member is relocating

– Official Directory Data Form to RI


District 2610 CLTS


Resources

District 2610 CLTS


Learning Objectives

• Understand the role of the club secretary.


District 2610 CLTS


Session 1: Discussion and

Questions?

District 2610 CLTS


Session 2: Club TreasurerRole and Responsibilities

District 2610 CLTS


Learning Objectives

• Understand the role of the club treasurer.


District 2610 CLTS


Responsibilities• Record incoming/outgoing funds, use software.• Develop and adhere to the budget.• Report to your club board.• Collect and submit dues and fees (RI & District).

Work with the Club Secretary• Ensure compliance with all Government filing

requirements (Federal & State)• Work with The Rotary Foundation Chair,

encourage online contributions – Member Access.• Establish financial controls.

District 2610 CLTS


Managing Funds• Deposit all club funds in a bank selected by

the club’s board– Establish separate accounts for operational and charitable

funds.– Require board approval for expenses over a set amount or

not budgeted.– Require two signatures for disbursing funds over a set

amount

• Document all incoming and outgoing funds.• Consult an accountant or local expert to

determine any tax or other liabilities.• Appoint a finance committee.• Have a qualified professional review club

finances annually

District 2610 CLTS

Preparation – Discuss your role with the incoming

president – work on Budget

– Meet with the outgoing treasurer

– Arrange for the transfer of financial files and records

– Meet with the incoming secretary to discuss their responsibilities

– Review the Club Treasurer’s Manual


District 2610 CLTS

Work with the Club Secretary– Coordinate actions on attendance reporting,

SAR, IRS, RI and District dues, foundation submittals

– Ensure that members pay their dues– Develop a system for accounting for all dues

paid and contributions by members – Provide the secretary with a list of members

whose dues are 30 days late so that proper notification can be sent

– Submit RI dues payments through Member Access


District 2610 CLTS

Work with Club Committees• To support the club’s committees,

treasurers should– Consult with them as they develop a budget for

their activities for the coming year– Check that all expenditures are budgeted for and

have appropriate documentation– Ensure that there are procedures in place for

requesting funds and that committee chairs are informed of these procedures

– Advise them on fundraising activities


District 2610 CLTS

The Rotary Foundation (TRF)• The club treasurer has the following

responsibilities related to the Foundation:– Encourage club members to donate directly to the

Foundation. Club members may use Member Access on the RI Web site to donate to the Foundation.

– Ensure that a copy of the TRF Global Contribution Form or Multiple Donor Form is included with all contributions to ensure timely processing.

– Educate club members about any tax exemptions for donations to The Rotary Foundation or associate foundations.


District 2610 CLTS

SAR


District 2610 CLTS

District Dues


District 2610 CLTS

IRS 990

• Various types depending on annual Revenue. (990, 990-EZ, 990-N)

• Must file annually by the 15th of the 5th month after your fiscal/tax year ends.

• http://www.irs.gov


District 2610 CLTS

IRS 990-N


Due Date of the e-PostcardThe e-Postcard is due every year by the 15th day of the 5th month after the close of your tax year. For example, if your tax year ended on December 31, the e-Postcard is due May 15 of the following year. If the due date falls on a Saturday, Sunday, or legal holiday, the due date is the next business day. You cannot file the e-Postcard until after your tax year ends.

How to FileUse this link to file the e-Postcard. If you have trouble accessing the system using that link, you may be able to access the filing site directly by typing or pasting the following address into your Internet browser: http://epostcard.form990.org. When you access the system, you will leave the IRS site and file the e-Postcard with the IRS through our trusted partner, Urban Institute. The form must be completed and filed electronically. There is no paper form.

Who Must FileMost small tax-exempt organizations with gross receipts that are normally $50,000 or less ($25,000 for tax years ending on or after December 31, 2007 and before December 31, 2010) must file the e-Postcard. Exceptions to this requirement include:•Organizations that are included in a group return,•Churches, their integrated auxiliaries, and conventions or associations of churches, and•Organizations required to file a different returnTo search for organizations that have filed an e-Postcard and to view their filings, see Exempt Organizations Select Check. You can also download the entire database of e-Postcard filings on that site.

District 2610 CLTS


Resources

District 2610 CLTS


Learning Objectives

• Understand the role of the club treasurer.


District 2610 CLTS


Session 2:Discussion and

Questions?

District 2610 CLTS


Session 3: Rotary Club Central

District 2610 CLTS


Learning Objectives

• Understand the purpose of Rotary Club Central.

• Identify ways to use the functionality of Rotary Club Central

• Understand the limitations of Rotary Club Central.

District 2610 CLTS

Rotary Club Central


District 2610 CLTS

Rotary Club Central• Only club leaders including the president, secretary, treasurer,

executive secretary, foundation chair, and membership chair can edit goals and achievements for the year they are in office. All club members can view club goals and achievements for all years.

• All district leaders, including governor, governor-elect, assistant governor, and committee chairs can view a summary of goals and achievements for all clubs in their district by clicking on “District View”.

• If a club is unable to enter goals, any district leader can input data on behalf of the club. The club president will be notified by email when any changes are made to their goals.

• Club leaders are encouraged to log in to Member Access and enter their data in Rotary Club Central so that club members, the district governor, and assistant governors can see it.


session 1: secretaries and treasurers

Documents