SECRETARY'S BRIEFCASE

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SECRETARY

Club Support and Financial Representatives [My Rotary]

Update Club Info [My Rotary option]

As Club Secretary you help your club run smoothly and effectively. You also monitor club trends to help identify strengths and areas for improvement, and share this information with club and district leaders.

What you do

Maintain membership records: Update your club membership data. Your club invoice is based on the number of members in Rotary's database for your club as of 1 July and 1 January. Rotary International club dues invoices are sent to the Club President, Secretary and Treasurer.
Assist the Club President with monitoring/implementing the tasks as set out in the Timeline For Club Presidents for the current and incoming Rotary Year. Posted in President's Briefcase.
Prepare and file Board Meeting, Club AGM and Club Council minutes.
Record attendance at meetings and enter monthly attendance figures in ClubRunner (optional).
Work with incoming secretary to ensure smooth transition.

How to prepare

Club Secretary Essentials (My Rotary > Learning Centre > Club Leadership Courses.
Attend Presidents Elect Learning Seminar (PELS)/Rotary Weekend - Secretary Session.
Work with outgoing secretary.

Tools

ClubRunner How To's [Member Area] - complete list
- Add/Remove Member (via ClubRunner - will automatically update RI database)
- Edit Members Information (via ClubRunner - will automatically update RI database)
- Edit Club Officers (via ClubRunner - will automatically update RI database)
Pay your club invoice (Rotary International Dues)
Update your club membership data / Update Club Officers (via My Rotary - if integrated with RI will automatically update ClubRunner data) [How To Instructions]
How to access Rotary Club Central
How to view information in Rotary Club Central
How to set goals in Rotary Club Central (to assist the Club President as requested)

DISTRICT DOCUMENTS

A complete set of District documents, files, forms, etc. are filed under the Member Area > Administration > Documents Download. The access level for each item is designated as either Public or Requires Login. The key documents that are designated as public can be accessed from the website (without logging into the Member Area).

MY ROTARY

My Rotary provides an extensive amount of resource material, supporting documents and information Club Presidents and club members. How to create a My Rotary account.

A key section for Presidents and other club leaders is under "Manage" > "Club & District Administration". This includes the ability to check the your club's progress toward earning a Presidential Citation. Found under "Reports" > "District Reports" > "Awards" > "View Rotary club reports". You can also view Foundation giving for individuals, your club and the district under Reports or Contributions.