SECRETARIES-ELECT TRAINING

SECRETARIES-ELECT TRAININGMarch 8, 2014

Presenters: Rene Cavanagh & Brad Mastaler

Outline• Responsibilities• Procedures• Resources & Reference• Hands-On and Q & A• Until 11:45 AM, and then 1:00 PM–

2:00 PM• Technology Centre from 2:00 PM to

4:30 PM

Responsibilities• Prepare and Submit Semiannual

Report and Dues to Rotary International

• Maintain Membership Records• Record and Report Attendance• Take Minutes and Maintain Club

Records• Transition Secretary’s Responsibilities

Systems and Sites• ClubRunner– The district’s database of clubs,

membership, officers, and attendance• Rotary.org MY ROTARY site– RI’s database of clubs, membership,

officers– Are you registered for MY ROTARY

access?• Separate logins, and you need both

RI DUES AND REPORTINGResponsibility:

RI Dues and Reporting• Semiannual reports received by secretaries in early

July and early January• Can be downloaded through MY ROTARY• Includes RI dues and Rotarian magazine subscription• Membership should be up to date by June 1 and

December 1 every year to ensure proper billing• Instructions are included for amending the report and

remitting an amount other that the one shown• Can be paid online through MY ROTARY with a credit

card, by cheque or draft (USD), or by wire transfer

MAINTAIN MEMBERSHIP RECORDS

Responsibility:

Membership Records• Enabling and monitoring integration

with RI’s database• Inputting new members• Managing ClubRunner access levels• Make changes to member data• Managing Executive and Director

assignments• Terminating members (hopefully not

too often)

Enabling RI Integration• Make sure Rotary Membership IDs

are input in ClubRunner• Opt In at Rotary.org MY ROTARY site• Opt In within ClubRunner• Compare and synchronize

membership records periodically• Instructions at

www.clubrunner.ca/integration

What are You Waiting For?• Edmonton Northern

Lights• Edmonton Sunrise• Fort McMurray• Grande Cache• Grande Prairie

• Lac La Biche• Nisku-Leduc• Slave Lake• Vegreville• Wainwright• Westlock

Adding/Terminating Members

• Use ClubRunner to do these tasks• Changes are automatically sent to RI

(if integration is turned on)• Transferring members: contact

former club for Rotary membership ID.

ClubRunner Access Levels• 90 – No Access• 80 – Restricted Access• 70 – Member• 60 – Editor• 50 – Club Executive (this is YOU)• 40 – Club President• 30 – Site Administrator

ADDING, UPDATING, AND TERMINATING MEMBERS

Demo:

Identifying Executives and Directors

• Important to do THIS MONTH• RI relies on this information• District Governor and committees

rely on this information• Other clubs rely on this information• The public relies on this information

DEFINING NEXT YEAR’S EXECUTIVES AND DIRECTORS

Demo:

RECORD AND REPORT ATTENDANCE

Responsibility:

Attendance• Must be reported monthly to the

district so the district can report to RI by 15th of every month

• Clubs can be suspended from membership in Rotary International for failing to report

• ClubRunner attendance and make-up recording is easy!

Attendance Questions• Attendance: Article 9 of the Standard

Rotary Club Constitution– Great info about eligible make-ups– Great info for travelers (for work or pleasure)– Great info about excused absences– Great info about attendance exemptions

• Leave of Absence– Defined in your club bylaws– RI Recommended Club Bylaw Article 11

USING CLUBRUNNER’S ATTENDANCE FEATURES

Demo:

MAINTAINING RECORDSResponsibility:

Maintaining Records• Board and Committee Minutes• Correspondence• Rotary Foundation grant records• AGLC charitable gaming events• Corporate returns required by

Societies Act• Work with your club treasurer!

TRANSITIONResponsibility:

Transition• Get level “50” access in ClubRunner• Review the resources you learned

about here• Plan to enable RI integration and

“Just do it!”• Bring attendance up to date• Define next year’s executives and

directors

Resources• RI Secretary Guidance– https://www.rotary.org/myrotary/en/secretary

• ClubRunner Knowledgebase (Club Version)– http://clubrunner.helpserve.com/Knowledgebase/List/Index/140

• ClubRunner Training Webinars and Videos– http://community.clubrunner.ca/webinars

• Brad – brad.mastaler@gmail.com• Rene – office@rotary5370.org

Resources

Download Link:https://

dl.dropboxusercontent.com/u/9649832/SecretariesElectTraining.zip

THANK YOU!