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Board of Directors
President
President Elect
Vice-President
Secretary
Treasurer
Board Member Job Description
Club Service
Director
Vocational Service
Director
International Service
Director
Community Service
Director |
The Club Secretary's primary role is to keep the club informed so that
it functions effectively. The RI Board has determined that an
effective club is able to
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Sustain and/or increase its membership base
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Implement successful projects that address the needs of its
community and communities in other countries
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Support The Rotary Foundation through both program participation
and financial contributions
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Develop leaders capable of serving in Rotary beyond the club level
As the club's primary information channel, the Secretary must be aware
of all club activities to help identify strengths and weaknesses and
communicate this information to club leaders for further action.
A great deal of information passes through the Secretary's hands, and
it is important to think critically about how the information can be
used to benefit the club.
For example:
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What do attendance reports indicate about club member satisfaction?
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Has there been an increase in the number of members who miss
meetings?
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Who needs to know about these trends and concerns?
The Club Secretary receives copies of The Rotarian and
Rotary World, information from the district governor and/or
assistant governor, and information from Rotary International.
The Sectretary should consider how this information could be used to
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Improve club meetings and weekly programs
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Improve or expand club service opportunities
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Educate members about Rotary beyond the club level
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Increase participation in the activities of The Rotary Foundation
If the Club Secretary is responsible for submitting financial
contributions to The Rotary Foundation, consider how this year's club
contributions compare to those of previous years.
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Is the club on target to meet its annual giving goal?
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If not, who needs to know about these trends and concerns?
To ensure an effective club, the Club Secretary must go beyond
administrative requirements such as completing forms and filing
records. The Club Secretary is in a unique position to analyze trends
reflected in reports and to share this information with the
appropriate club members in order to make the club more effective.
The basic responsibilities of a Club Secretary as described in the
Recommended Rotary Club Bylaws include:
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Maintain membership records.
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Record attendance at meetings.
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Report monthly attendance figures to the club and district
immediately following the last meeting of each month.
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Send out notices of meetings of the club, board, and committees.
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Record and preserve minutes of the club, board, and committee
meetings.
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Make required reports to RI. These include:
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Semiannual reports of membership
(due 1 July and 1 January), which can also be made through Member Access
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Per capita dues for each active
member (due 1 January and 1 July), which can also be made
through Member Access
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Council on Legislation dues (due 1
July)
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Insurance charges (for the USA and
its territories only)
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Prorated reports of active members who have been elected to the
club between semiannual reporting periods (due 1 October and 1
April), which can also be made through Member Access
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Changes in membership, which should be submitted to the general
secretary of RI, may be submitted at any time through Member Access
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Perform such other duties that usually pertain to the office of
secretary.
Member Access is available
through the RI Web site, www.rotary.org. Club secretaries and
presidents can access and change membership records 24 hours a day, 7
days a week.
To ensure proper credit, the club
number, invoice number, and purpose of payment must appear on each
check or draft whenever payment is submitted to RI.
Resources
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