1. Peran Anda
Semua sekretaris klub memiliki tanggung jawab yang serupa untuk membantu kelancaran operasional klub:
Hadiri pelatihan distrik dan konferensi distrik.
Bertemu dengan sekretaris sebelumnya dan menerima catatan klub.
Bertemu dengan pengurus baru atau dewan direktur untuk merencanakan tahun ke depan. Tinjau rencana strategis klub Anda jika masih berlaku atau diskusikan pembaruan dengan dewan.
Perbarui catatan dan daftar anggota klub melalui My Rotary atau sistem manajemen klub Anda. Jika Anda menggunakan sistem manajemen klub, pastikan dapat mengirim data ke Rotary International.
Pastikan klub memiliki dokumen tata kelola Rotary terbaru sebagai referensi.
Pastikan bendahara klub menerima tagihan klub tepat waktu untuk pembayaran.
Menjadi anggota dewan klub dan komite administrasi.
Bekerja sama dengan komite keanggotaan untuk menentukan siapa yang mengelola prospek keanggotaan.
Mencatat notulen dalam rapat klub, rapat dewan, dan pertemuan klub.
Perbarui informasi klub dan pengurus untuk Direktori Resmi daring dan catatan Rotary.
Kelola surat-menyurat klub, termasuk membalas email serta mengirim pemberitahuan dan undangan resmi.
Menyimpan barang promosi, tanda pengenal, dan perlengkapan lain yang digunakan saat pertemuan dan acara.
Menyimpan arsip sejarah klub.
Menulis laporan tahunan di akhir tahun Rotary.
Membantu presiden, bendahara, dan komite klub sesuai kebutuhan.
Bertemu dengan penerus Anda dan menyerahkan arsip klub.
Sekretaris/Direktur Eksekutif Klub
Beberapa klub memiliki peran sekretaris/direktur eksekutif untuk menangani tugas administrasi, selain sekretaris klub. Peran ini bisa dijabat oleh nonanggota dan bisa menjadi posisi berbayar.
Sekretaris klub adalah peran resmi yang diakui oleh Rotary International sebagai penerima komunikasi resmi klub dan bertindak atas nama klub. Pastikan Anda terdaftar sebagai sekretaris klub di My Rotary, bukan sebagai sekretaris/direktur eksekutif.
Tidak ada keuntungan terdaftar sebagai keduanya karena keduanya memiliki tingkat akses daring yang sama. Jika klub Anda tidak memiliki posisi sekretaris/direktur eksekutif, Anda bisa melaporkan pengurus lain untuk posisi itu agar mereka dapat mengakses alat daring.
2. Tahun Anda
Gunakan kalender ini untuk merencanakan aktivitas dan persiapan peran Anda.(Jumlah faktur tahunan untuk klub Rotaract dimulai 2022-23. Waktu pengiriman belum pasti dan akan diperbarui.)
Januari-Juni: Persiapan Masa Jabatan
Berlangganan buletin Rotary untuk mendukung aktivitas klub.
Gabung grup diskusi Sekretaris Klub di My Rotary.
Kenali Rotary Code of Policies, Konstitusi Standar Klub Rotary/Rotaract, dan anggaran dasar klub Anda.
Bertemu dengan presiden terpilih untuk:
Diskusikan tujuan klub
Jadwalkan aktivitas
Tentukan pembagian tugas administrasi
Tentukan pengelola prospek keanggotaan
Tentukan cara komunikasi klub
Bertemu dengan sekretaris saat ini untuk:
Tinjau prosedur klub
Tinjau faktur klub
Diskusikan pengelolaan prospek keanggotaan
Akses catatan, arsip, dan aset klub
Bertemu dengan komite keanggotaan untuk mendukung inisiatifnya.
Tinjau Manual Prosedur terkini.
Ikuti pelatihan distrik.
Hadiri rapat dewan saat ini dan mendatang jika diundang.
Ikuti pertemuan klub yang dipimpin presiden terpilih untuk membahas rencana klub.
Persiapkan jadwal pengiriman tagihan iuran klub (bulanan, triwulanan, atau dua kali setahun), dan rencanakan pencatatan pembayaran.
Juli: Mulai Menjabat
Perbarui informasi klub dan catatan keanggotaan sepanjang tahun.
Pastikan pengurus baru dilaporkan di My Rotary untuk akses alat dan sumber daya daring.
Sekretaris Rotary: Pastikan bendahara menerima faktur klub untuk dibayar tepat waktu, dalam 60 hari.
Desember-Februari: Tugas Tengah Tahun
Setelah melaporkan pengurus/anggota baru, konfirmasi di My Rotary.
Siapkan laporan kemajuan tengah tahun.
Tinjau jadwal aktivitas dengan presiden dan dewan.
Sekretaris Rotary: Dukung rapat tahunan untuk memilih pengurus.
Konfirmasi data keanggotaan di My Rotary sebelum 1 Januari.
Pastikan faktur diterima dan dibayar tepat waktu.
Bekerja sama dengan presiden untuk laporkan pencapaian klub menuju Rotary Citation di Rotary Club Central.
Sekretaris Rotaract: Ikuti petunjuk pengajuan citation untuk klub Rotaract.
Sekretaris Rotary: Laporkan pengurus tahun depan melalui My Rotary sebelum 1 Februari.
Jika mencalonkan kandidat gubernur-nomine, kirim resolusi dan formulir kepada komite pencalonan distrik.
April-Juni: Persiapan Tahun Depan
Mulai memberi pengarahan kepada sekretaris berikutnya.
Siapkan laporan tahunan klub.
Serahkan catatan, arsip, dan properti klub ke sekretaris berikutnya.
Sekretaris Rotary: Konfirmasi data keanggotaan di My Rotary sebelum 1 Juli. Jika menggunakan sistem manajemen klub, pastikan informasinya dikirim ke Rotary.
Sekretaris Rotaract: Perbarui data klub dan anggota, laporkan pengurus sebelum 30 Juni.
Sekretaris klub bertanggung jawab untuk segera melaporkan data keanggotaan ke Rotary International selain tugas lainnya. Sekretaris Rotary juga harus melaporkan pengurus tahun depan sebelum 1 Februari.
Tinjau Rotary Code of Policies bagian 10.050 untuk informasi lebih lanjut. Jika kehadiran klub rendah, itu bisa berarti kurangnya keterlibatan anggota. Gunakan Club Health Check dan survei kepuasan anggota untuk mengetahui hal yang disukai dan perlu diperbaiki.
Klub Anda bisa mengubah opsi pertemuan agar lebih sesuai. Klub bebas menentukan waktu, cara, lokasi, dan frekuensi pertemuan. Bekerja sama dengan pemimpin klub untuk membuat pertemuan lebih menarik dan mudah diakses.
3. Mengelola Informasi Anggota
Tanggung jawab utama Anda sebagai sekretaris adalah menjaga daftar anggota klub tetap mutakhir dan melaporkan informasi tersebut kepada Rotary. Mari kita tinjau beberapa fakta tentang keanggotaan.
Rotary mengakui dua jenis keanggotaan: aktif dan kehormatan.
Anggota klub aktif:
Termasuk Rotarian dan Rotaractor
Dihitung dalam total keanggotaan Rotary
Membayar iuran Rotary International
Dapat memberikan suara dalam urusan klub
Dapat menjadi pejabat klub
Dapat menjabat sebagai gubernur distrik, jika mereka adalah Rotarian
Anggota kehormatan:
Tidak membayar iuran Rotary International
Tidak memiliki hak suara atau menjadi pejabat
Keanggotaan kehormatan dapat ditawarkan kepada seseorang yang tidak memiliki waktu menjadi anggota aktif dan membayar iuran. Keanggotaan ini juga memungkinkan anggota aktif dari klub lain menunjukkan afiliasi mereka pada klub kedua (misalnya, di tempat tinggal musiman mereka).
Klub Anda dapat menawarkan berbagai jenis keanggotaan aktif untuk menarik dan mempertahankan anggota, termasuk keanggotaan keluarga, asosiasi, junior, atau korporat. Klub menetapkan kebijakan sendiri mengenai iuran dan ekspektasi layanan untuk tiap jenis keanggotaan aktif. Perbarui anggaran dasar klub Anda untuk mencerminkan kebijakan ini serta menjelaskan setiap jenis keanggotaan, aturan kelayakan, dan iuran yang harus dibayar. (Ingat bahwa semua anggota ini harus dilaporkan sebagai anggota aktif dan membayar iuran RI.) Lihat Start Guide for Alternative Membership Types untuk info lebih lanjut.
Rotaractor juga dapat menjadi anggota ganda, yaitu menjadi anggota Rotary Club sambil tetap menjadi anggota Rotaract Club.
Klub Anda dapat menetapkan aturan sendiri untuk keanggotaan ganda dan untuk anggota pindahan dari klub lain, namun biasanya calon anggota hanya perlu:
Menunjukkan karakter, integritas, dan kepemimpinan yang baik
Memiliki reputasi baik dalam bisnis, profesi, dan komunitas
Bersedia melayani komunitas dan dunia
Mengelola Daftar Anggota
Cara terbaik untuk menjaga daftar anggota tetap terkini adalah memperbarui perubahan melalui My Rotary atau sistem manajemen klub sesegera mungkin, dan tidak lewat dari 1 Juli atau 1 Januari untuk klub Rotary. Ini memastikan faktur klub akurat. Jika Anda menggunakan sistem manajemen klub, pastikan data dikirim ke Rotary International.
Untuk melaporkan data anggota di My Rotary, pastikan Anda telah masuk ke akun. Lihat panduan cara menambah dan mengedit informasi anggota.
Tugas Keanggotaan Lainnya:
Menghitung anggota klub satelit: Jika klub Anda mensponsori klub satelit, anggotanya adalah anggota resmi klub Anda. Namun, pembaruan anggota klub satelit tidak dikelola di My Rotary. Kirim pembaruan keanggotaan ke Data Services di data@rotary.org.
Mengelola prospek keanggotaan: Tinjau info calon anggota di halaman Membership Leads di My Rotary. Anda akan menerima email untuk kandidat baru atau anggota pindahan. Koordinasi dengan presiden dan ketua keanggotaan untuk memperbarui status kandidat.
Menerbitkan kartu anggota: Anda dapat membuat kartu ID untuk anggota menghadiri rapat klub lain. Banyak vendor resmi menjual kartu ini di My Rotary, atau gunakan template di Brand Center.
Menangani perpindahan anggota: Saat anggota pindah dari klub lain, minta konfirmasi keanggotaan dan status pembayaran dari klub sebelumnya. Iuran yang telah dibayar berlaku hingga periode faktur berikutnya. Jika dalam 30 hari tidak ada pernyataan dari klub sebelumnya, anggap tidak ada utang. Tetapkan tanggal mulai keanggotaan di klub Anda (sebaiknya hari setelah keluar dari klub lama). Jika anggota pindah, arahkan ke klub baru menggunakan Membership Leads di My Rotary.
4. Bekerja Sama dengan Presiden dan Komite
Bertemu dengan pimpinan klub saat ini sebelum menjabat membantu Anda memahami tujuan, proyek, dan kegiatan klub. Hadiri rapat dewan saat ini untuk mempelajari prosedur administratif dan memastikan kesinambungan. Anda akan sering berkoordinasi dengan presiden dan bendahara. Berikut detail cara bekerja sama.
Presiden
Sebelum tahun dimulai, temui presiden klub untuk membahas peran dan cara kerja sama, misalnya:
Menyusun pengumuman
Merencanakan program
Menjadwalkan pembicara tamu
Mengelola tanda nama
Mengatur perjalanan, menangani pengeluaran, mengirim ucapan terima kasih
Membantu anggota tamu
Diskusikan pula pembagian tugas dengan pemimpin klub lainnya dan cara delegasi akses daring.
Bendahara
Sekretaris dan bendahara bekerja sama dengan presiden untuk memastikan keuangan klub ditinjau dan faktur dibayar tepat waktu. Tanggung jawab bersama termasuk:
Mengumpulkan dan mencatat iuran
Meninjau dan membayar faktur klub tepat waktu
Menagih iuran tertunggak
Membayar konsumsi
Menyampaikan kontribusi Rotary Foundation atas nama klub
Melaporkan alamat email klub di My Rotary agar faktur diterima
Bekerjasamalah dalam menyusun laporan pendapatan dan pengeluaran untuk tahun sebelumnya dan paruh pertama tahun Rotary ini, disampaikan ke klub paling lambat 31 Desember.
Anda juga menyusun laporan tahunan untuk rapat akhir tahun. Karena presiden juga menyusun laporan, koordinasikan agar tidak terjadi pengulangan. Laporan Anda mencakup tinjauan keputusan dewan, perubahan anggaran dasar, perubahan jumlah anggota, dan proyek berkelanjutan yang tidak dibahas presiden.
Komite Administrasi
Sekretaris otomatis menjadi anggota komite administrasi, dengan tanggung jawab:
Merencanakan rapat klub dan acara sosial
Menerbitkan komunikasi klub, seperti buletin
Membantu bendahara menagih iuran (jika perlu)
Bekerjalah dengan komite untuk menginformasikan kegiatan klub dan distrik melalui buletin, situs web, dan media sosial. Anda dapat menyediakan konten seperti laporan komite, keputusan dewan, dan info dari komunikasi bulanan gubernur.
Kunjungi Brand Center Rotary untuk template buletin, spanduk, gambar, iklan, presentasi, dan lainnya sesuai pedoman merek Rotary.
Tugas Tambahan bagi Anda dan Presiden
Setiap anggota berhak atas lingkungan yang menyambut, menghormati, dan menghargai. Ini harus menjadi fokus utama, dicontohkan oleh pemimpin klub. Komunikasikan proses yang adil dan inklusif.
Presiden dan sekretaris menerima laporan tentang keragaman anggota, keluhan pelecehan, dan perselisihan klub. Dewan klub bertanggung jawab menyelidiki dan menanganinya. Tetapkan proses bersama dan informasikan ke anggota.
Komunikasi dengan Gubernur dan Staf Rotary
Informasikan kegiatan khusus klub ke gubernur distrik dan staf Rotary. Gubernur dapat membagikannya ke asisten gubernur atau klub lain. Unggah proyek dan acara di Rotary Showcase. Ceritakan inisiatif yang sukses ke Club and District Support, yang mungkin dipublikasikan oleh Rotary.
Saat gubernur berkunjung, bagikan pandangan tentang kesehatan klub, termasuk kehadiran anggota.
Arsip dan Catatan Klub
Sebagai sekretaris, Anda mengelola semua catatan klub. Minta arsip, perlengkapan, dan peralatan dari sekretaris sebelumnya.
Materi yang perlu disimpan:
Aplikasi keanggotaan dan daftar anggota pendiri
Dokumen perubahan nama/tempat rapat klub
Konstitusi dan anggaran dasar klub beserta amandemennya
Pemberitahuan dan notulen rapat
Artikel berita, foto, video tentang klub dan kegiatannya
Ikuti Personal Data Use Policy Rotary dalam menyimpan dan memberikan akses. Jika ingin tahu apakah Rotary memiliki info penting terkait pendirian klub Anda, hubungi history@rotary.org.
Dokumentasikan kegiatan klub selama masa jabatan Anda dan simpan semua informasi yang dibagikan ke Rotary/distrik. Akhiri tahun dengan laporan arsip bersama presiden atau komite administrasi, berisi ringkasan kegiatan, foto pejabat dan acara, nama anggota baru, dan prestasi.
5. Pemungutan Suara dan Pemilih
Sebagai sekretaris, Anda diharapkan menghadiri konferensi distrik — kesempatan untuk belajar tentang Rotary dan program distrik, serta bertemu pemimpin lain.
Konferensi mungkin mencakup sesi legislatif distrik, tempat pemilih mendiskusikan dan memilih isu penting distrik.
Pemilih
Bantu presiden memilih pemilih klub untuk konferensi distrik. Semua pemilih harus anggota aktif, dan hanya klub aktif yang bisa memilih.
Setiap klub Rotary berhak atas setidaknya satu pemilih. Klub mendapat satu pemilih untuk setiap 25 anggota atau lebih dari setengahnya. Misalnya, klub dengan hingga 37 anggota memiliki satu pemilih, 38–62 dua, 63–87 tiga, dst. Hitung berdasarkan jumlah anggota dalam faktur terakhir sebelum konferensi. Anggota kehormatan tidak dihitung.
Jika klub punya lebih dari satu pemilih, mereka harus memilih kandidat/usulan yang sama agar suara sah. Dengan izin gubernur, klub bisa tunjuk perwakilan untuk pemilih yang absen.
Rotaractor tidak dapat memilih, tetapi sebaiknya berdiskusi tentang usulan yang akan datang dengan klub Rotary.
Sertifikat Kredensial
Gubernur akan memberi sertifikat kredensial untuk pemilih. Untuk tiap pemilih:
Lengkapi sertifikat dengan:
Nama pemilih
Total anggota dan jumlah pemilih klub
Tanda tangan sekretaris dan presiden klub
Berikan ke pemilih untuk diserahkan ke panitia kredensial di konferensi.
Simpan salinan sertifikat dalam arsip klub.
Pastikan klub telah membayar iuran distrik yang disetujui, karena klub yang menunggak mungkin tidak dapat memilih. Gubernur menentukan status suara klub.
6. Apa Selanjutnya?
Bertemu pimpinan klub sebelum menjabat membantu Anda memahami tujuan, proyek, dan kegiatan klub. Hadiri rapat dewan untuk memahami prosedur dan kesinambungan. Anda akan sering berkoordinasi dengan presiden dan bendahara.
Renungkan pertanyaan ini sebelum pelatihan distrik:
Apa tanggung jawab utama sekretaris di klub Anda?
Bagaimana Anda bekerja sama dengan presiden klub?
Bagaimana Anda bekerja sama dengan bendahara?
Bagaimana Anda memastikan pelaporan pejabat baru tepat waktu?
Bagaimana Anda mendukung komite klub?
Bagaimana klub Anda mengelola prospek keanggotaan?
Apa kekuatan dan kelemahan klub Anda?
Apa satu tujuan yang akan Anda kejar tahun depan dan kaitannya dengan rencana strategis klub?
Sistem apa yang digunakan untuk menangani perselisihan/pelecehan?
Bagaimana klub Anda mencerminkan seluruh komunitas?
Bagaimana Anda melacak pemberitahuan yang dikirim/diterima?
Tugas administratif mana yang bisa Anda lakukan lebih efisien?
Get Ready: Club Secretary
1. Your role
All club secretaries have similar responsibilities that help keep our clubs operating effectively:
Attend the district training assembly and the district conference.
Meet with the previous secretary and receive the club's records.
Meet with the incoming club officers or board of directors to plan the year ahead. Review your club's strategic plan if it's current or talk to the board about updating it.
Update your club's records and member list using My Rotary or your club management system. If you use a club management system, check to make sure that it can submit information to Rotary International.
Make sure that your club has the most recent Rotary governance documents to refer to as needed.
Make sure the club treasurer has the club invoices in time for payment.
Serve on the club board and club administration committee.
Work with the club membership committee to decide who will manage the membership leads process.
Take minutes at club and board meetings and club assemblies.
Update club and officer information for the online Official Directory and Rotary's records.
Manage club correspondence, including responding to emails and sending official notices and invitations.
Keep promotional items, name badges, and other materials that are used at meetings and events.
Preserve your club's historical records.
Write an annual report for the club at the end of the Rotary year.
Assist the club president, treasurer, and committees as needed.
Meet with your successor and give them the club's records.
Club executive secretary/director
Some clubs have an executive secretary/director role to handle administrative duties, in addition to a club secretary. Club executive secretary/director is the only role that can be held by a nonmember and the only one that can be a paid position.
Club secretary is the official role recognized by Rotary International as the person who'll receive club communications and work on the club's behalf. Make sure that your club officer assignment in My Rotary is the club secretary role, not club executive secretary/director.
There's no benefit to being listed as both club secretary and club executive secretary/director, because both positions have the same online access level. If your club doesn't have a club executive secretary/director position, though, you can report another officer or director of your club as being in that role so they'll have access to the online tools.
2. Your year
Use this calendar to help you plan your activities and prepare for your role. (Note that, although Rotaract clubs will receive an annual invoice starting in 2022-23, we have not included information about when Rotaract clubs will receive invoices because we aren't yet certain when that will be. We will update this lesson when it is decided.)
January-June
Prepare for your term
Subscribe to Rotary newsletters that support your club's activities.
Join the Club Secretaries discussion group on My Rotary.
Become familiar with the Rotary Code of Policies, the Standard Rotary Club Constitution or Standard Rotaract Club Constitution, and your club's bylaws.
Meet with the president-elect to:
Discuss club goals
Schedule club activities
Decide how you'll divide administrative tasks
Decide who'll manage membership leads for your club
Determine how you'll handle club communications
Meet with the current secretary to:
Review club procedures
Review the club invoice
Discuss how the current leaders have managed membership leads
Get access to the club's records, archives, and other property
Meet with your club's membership committee to discuss its initiatives and how you can support them.
Review the current Manual of Procedure.
Participate in your district training assembly.
Attend meetings of the current and incoming board of directors, if you're invited.
Participate in the club assembly held by the president-elect after the district training assembly to discuss club plans for the coming year.
Prepare a schedule for sending statements of club dues and fees to all members (monthly, quarterly, or twice a year), and plan how you'll record the dues and fees you receive.
July
Take office
Update your club information and maintain accurate membership records throughout the year.
Make sure new club officers are reported in My Rotary so they have access to online tools and resources.
Rotary club secretaries: Make sure the club treasurer has received the club invoice so it can be paid on time, within 60 days.
December-February
Midyear tasks
After you report new club officers or members, use My Rotary to confirm that Rotary received your updates.
Prepare the midyear progress report to outline the club's status and achievements so far this year.
Review the club's schedule of activities with the president and the board of directors.
Rotary club secretaries: Support the annual meeting to elect club officers.
Rotary club secretaries: Confirm that your club's membership data is current in My Rotary by 1 January so you receive an accurate club invoice.
Rotary club secretaries: Make sure the treasurer has received the club invoice so it can be paid on time.
Rotary club secretaries: Work with the president to report the club's achievements toward the Rotary Citation in Rotary Club Central.
Rotaract club secretaries: Follow the citation instructions for Rotaract clubs.
Rotary club secretaries: Report next year's club officers using My Rotary or your club management system by 1 February. In Great Britain and Ireland, use the Data Management System.
Rotary club secretaries: If you wish to propose a governor-nominee designate candidate, send the resolution that supports the decision and the governor-nominee designate form to the district nominating committee.
April-June
Preparing for next year
Begin briefing next year's secretary.
Prepare your annual report to the club.
Give the club's records, archives, and other property to the incoming secretary.
Rotary club secretaries: Confirm that your club's membership data is current in My Rotary by 1 July so that you'll receive an accurate club invoice. If you use a club management system, make sure your information is being sent to Rotary.
Rotaract club secretaries: Update club and member data and report club officers by 30 June.
The club secretary is responsible for promptly reporting membership information to Rotary International in addition to other duties listed in the club constitution and bylaws. The Rotary club secretary also needs to report next year's club officers to Rotary International by 1 February.
See the Rotary Code of Policies section 10.050. for more information.
If your club has poor attendance, it's likely a sign that it isn't engaging all its members. The Club Health Check and member satisfaction survey can help you learn what people like about the club and what you can improve.
Remember, your club can change its meeting options to better accommodate people. Clubs can choose when, how, where, and how often to meet. Work with your club leaders to change things that aren't working and make your meetings more accessible and engaging.
3. Managing member information
Your primary responsibility as secretary is keeping your club member lists current and reporting that information to Rotary. Let's quickly review some facts about membership.
Rotary recognizes two membership types: active and honorary.
Active club members:
Include Rotarians and Rotaractors
Are counted in Rotary's membership totals
Pay Rotary International dues
Can vote on club matters
Can become club officers
Can serve as district governor, if they're Rotarians
Honorary members:
Do not pay Rotary International dues
Do not qualify to vote or become officers
You might offer an honorary membership to someone who doesn't have time to be an active, dues-paying member. An honorary membership could also allow active members of other clubs to show allegiance to a second club (for example, in a place where they live for part of the year).
Your club can offer various types of active membership to help attract and retain members, including family, associate, junior, or corporate memberships. The club sets its own policies on club dues and service expectations for each type of active membership. Update your club's bylaws to reflect these policies and to detail each type of club membership, its eligibility rules, and the club dues such members will pay. (Remember that you need to report all of these members as active and collect RI membership dues from them.) Review the Start Guide for Alternative Membership Types for more details.
Rotaractors can also be dual members, which means that they can join a Rotary club while remaining members of their Rotaract clubs.
Your club can set its own rules for dual membership and for people who are transferring from another club, but to join, qualified members usually need only to:
Demonstrate good character, integrity, and leadership
Have a good reputation in their business, profession, and community
Be willing to serve their community and others around the world
Managing member lists
The best way to keep your club membership list current is to enter any changes in My Rotary or your club management system as soon as they occur, but certainly no later than 1 July or 1 January for Rotary clubs. This ensures that your club invoice will be accurate. If you use a club management system, work with your vendor to make sure Rotary International receives the information.
To report member data through My Rotary, make sure you are signed in to your account. For detailed instructions, refer to the how-to guides about adding a member and editing member information.
Other membership tasks
Counting satellite club members - If your club sponsors a satellite club, the members of the satellite club are officially members of your club. But membership updates for the satellite club aren't managed in My Rotary. You can send member updates for a satellite club to Data Services at data@rotary.org.
Helping manage membership leads - You can review information about prospective members who have been referred to your club on the Membership Leads page in My Rotary. You'll receive email notifications about new candidates or members who are transferring from another club. Work with your club president and membership chair to review and update candidates' status as they progress through the process.
Issuing member ID cards - You may want to issue ID cards, which members of your club can show when they attend a meeting of another club. The card is intended for personal use only. Many of the licensed vendors listed on My Rotary sell these cards, or you can use the templates in the Brand Center to make them.
Handling a member's move to a new club - When someone transfers from a different club, ask their previous club to confirm their membership and that the person doesn't owe the club or district any money. RI and district dues that were paid to the previous club will be valid until the next invoice period. If you don't receive a statement from the previous club within 30 days, assume that the person doesn't owe any money. You'll need to enter a start date for the person's membership in your club. It's best to use the day after they left their previous club so that their records will show continuous Rotary membership. When someone in your club moves away, you can refer them to a club in their new community using the Membership Leads page in My Rotary.
4. Working with the president and committees
Meeting with the current club leaders before you take office will help you learn more about the club's goals, projects, and activities. Attend meetings of the current board, if you can, to learn administrative procedures and ensure continuity. You'll coordinate the most with the president and treasurer. Find details about how to work with them below.
President
Before the year begins, meet with your club president to discuss your roles and responsibilities and how you'll work together. For example, the president might lead club meetings, but you might help plan them and make logistical arrangements, such as:
Preparing any announcements
Planning programs
Scheduling guest speakers
Distributing and collecting name badges
Making travel arrangements, handling expenses, or sending thank-you notes for speakers
Helping visiting members, including providing any documentation they need
Rotary club secretaries will also want to discuss which duties should be assigned to other club leaders and how you can delegate your online access to them.
Treasurer
The secretary and treasurer work with the president to ensure that the board reviews the club's finances and that invoices are paid on time. You share several responsibilities, including:
Collecting and recording dues
Reviewing the club invoice and paying it on time
Making arrangements to collect any unpaid dues and fees
Paying for meals
Submitting Rotary Foundation contributions on behalf of your club
Reporting the club email address in My Rotary to ensure that you receive the club invoice
Decide together how you'll approach each task to help your club run efficiently. You'll also work together to prepare the report that includes the income and expenses for the previous year and the first half of this Rotary year. It is presented to the club by 31 December.
You'll also prepare an annual report to present at the final club meeting of the year. Because the club president also prepares a report, collaborate with them to avoid redundancies. Your report should review what's happened during the year, including decisions by the club's board, changes to bylaws, membership gains or losses, and any continuing projects that the president doesn't discuss in their report.
Administration committee
In Rotary clubs, the club secretary is automatically a member of the administration committee. The committee's responsibilities include:
Planning interesting club meetings and fun social events
Producing club communications, such as a newsletter
Helping the club treasurer collect membership dues if necessary
You can work with the rest of the administration committee to keep members informed about club and district activities using the club's newsletter, website, and social media accounts. The committee produces the newsletter, and you can help by providing content such as committee reports, board decisions, and items from the governor's monthly communication. You can also find interesting and relevant content for the newsletter in Rotary magazine, in your regional magazine, or on My Rotary.
Visit Rotary's Brand Center to find newsletter and banner templates, images, ads, presentations, and more that all comply with Rotary's brand guidelines. Simply download them and add your club name or information.
Additional duties for you and the president
All members and participants deserve an environment where they feel welcome, respected, and valued. This should be a key focus for every member of the club, and it should be established and modeled by club leaders. Communicate clearly about how your club makes its roles and processes equitable and inclusive.
The club president and secretary are responsible for receiving reports about any issues related to membership diversity, harassment complaints, and club disputes. The club board is responsible for examining and handling any issues that are brought to it. Work together to determine your processes and share this information with club members.
Communicating with the governor and Rotary staff
Tell the district governor and Rotary staff about special club activities. The governor can share this information with assistant governors or with other clubs. Post successful projects and events on Rotary Showcase. Tell Rotary about initiatives or strategies that your club has found to be effective. Share your success stories with Club and District Support. Rotary staff members may write about them in our publications or on My Rotary.
When the governor visits, share your thoughts about the health of the club, including how well club meetings are attended.
Club records and archives
As club secretary, you manage all club records. Ask the previous secretary for your club's files, office supplies, and equipment.
Your club may have materials that it should retain, including:
Your club's application for membership in Rotary and a list of charter members
Documentation of any changes to the club's name or meeting place
Your club constitution and bylaws with amendments
Meeting notices and minutes
News stories, photos, slides, or videos about the club, its projects, and its activities
When retaining and providing access to these records, be sure to follow Rotary's Personal Data Use Policy.
To find out if Rotary has an important item or piece of information about the organization or chartering of your club, write to history@rotary.org.
Document what your club does during your term, and keep any information that you share with Rotary or the district. At the end of the year, work with the president or the administration committee to write a report for your club's archives. It should include a summary of the year's activities, photographs of officers and events, names of new members, and outstanding accomplishments.
5. Voting and electors
If you're a Rotary club secretary, you're expected to attend the district conference. The conference is your chance to learn more about Rotary and district programs and to meet other leaders in your area.
The conference may also include a district legislative session, where club electors discuss and vote on important district matters.
Electors
Work with the president to help your Rotary club select electors for the district conference. All electors need to be active club members, and only active clubs can vote at the conference.
Every Rotary club, no matter how many members it has, is entitled to at least one elector. A club gets one elector for every 25 members or majority toward the next 25. For example, Rotary clubs with up to 37 active members have one elector, while those with 38 to 62 have two, those with 63 to 87 have three, and so on. To calculate the number of electors, use your official member count according to the last club invoice you received before the district conference. Remember, honorary members don't count toward the total.
If a Rotary club has more than one elector, they all need to vote for the same candidate or proposition, or none of the votes will count. With the district governor's permission, a club can designate proxies for any absent electors.
Although Rotaractors cannot vote during a district legislative session, Rotaract members should discuss upcoming proposals with a Rotary club. Having your opinion on these matters considered is a key way to take part in the process.
Credentials certificates
Your governor will supply credentials that electors present to show that they are qualified to vote on behalf of their clubs. For each of your club's electors:
Complete the certificate by including:
The elector's name
The club's membership total and the number of electors it can have
The signatures of the club secretary and president
Give the certificate to the elector to present to the credentials committee at the beginning of the conference.
File a copy of the certificate in your club's records.
Make sure your Rotary club has paid the approved district fees for the year, because your club may not be able to vote if you owe money to the district. The governor determines the voting status of the club.
6. What’s next
Meeting with the current club leaders before you take office will help you learn more about the club's goals, projects, and activities. Attend meetings of the current board, if you can, to learn administrative procedures and ensure continuity. You'll coordinate the most with the president and treasurer. Find details about how to work with them below.
You've learned a lot about how to prepare for your role. Think about these questions as you prepare for the district training assembly:
What are the main responsibilities of the secretary in your club?
How will you work with the club president?
How will you work with the club treasurer?
How will you ensure that you can report incoming club officers on time?
How can you support your club's committees?
How will your club manage its membership leads?
What are your club's strengths and weaknesses? What should you keep doing, and what can you improve?
What is one goal you'll work toward next year? How does this goal support your club's strategic plan?
What system will you use to address club disputes or allegations of harassment?
How will you ensure that your club reflects the entire community?
How will you track the notices you send and receive?
Which administrative duties can you do more efficiently?
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