Understand the role & responsibilities as your Club’s Secretary. Learn the various tools used to maintain membership records, maintain club officer records, access membership reports, and record attendance. Learn step by step instructions on finding your club’s electronic invoice and how to pay electronically. Review the common challenges your club may face and the resources to solve them.

1. The Rotary Club Secretary
Welcome to the Secretary Breakout!
Carolyn Mudgette, District 6970 Secretary &
Past President of St Augustine Sunrise Rotary
Patti Chapman, District 6970 Executive Secretary

2. The Rotary Club Secretary
“As the Club Secretary, your primary responsibility
is to help the club function effectively.”
RI Club Secretary’s Manual

3. The Rotary Club Secretary
Your President-Elect
should have given you
this manual. It’s also
available online at
www.rotary.org

4. The Rotary Club Secretary
Key Role in Club is to Provide Information
• Have records accessible
• Understand Rotary principles & procedures
• Understand the Club Constitution and By-Laws

5. The Rotary Club Secretary
Records Custodian
• Rotary Manual of Procedure
• Club By-laws and Policies
• Historical copies of all meeting minutes
• Rosters of all Club members
• District Newsletters
• Club bulletins

6. The Rotary Club Secretary
Before July 1st….
• Begin studying Manual, By-laws
• Confer with President-elect and outgoing Secretary
• Attend District Assembly & Conference
• Attend informal meetings of incoming officers
• Attend current Board meetings
See page 3 & 4 of the Secretary Manual for a month by
month list of typical activities.

7. The Rotary Club Secretary
• Keep minutes of all Board meetings
• Maintain and report Club attendance
• Report attendance of visiting Rotarians
• Maintain Club contribution records
• Keep club membership records
Primary tasks during the year

8. The Rotary Club Secretary
RI Invoice
(replaced Semi-Annual Report, SAR)
• January 1 and July 1, Rotary issues invoice, based on
member records in Rotary.org
• Member additions/deletions must be made within 30 days--
before 1/1 and 7/1 invoice
• All proration and other calculations are done by RI on 1/1
and 7/1 and are non-negotiable
• Club Treasurer can issue check or pay online by credit card
• District dues are based on RI invoice headcount

9. The Rotary Club Secretary
• RI dues per member for 2016-2017 will be $28 per half year.
• The Rotarian magazine is $6 per half year.
• In July, an additional $1.50 is added per member for the
Council on Legislation, as well as the insurance fee for the
year, typically about $6 per member.
• RI will pro-rate dues for new members on the following semi-
annual invoice.
• District Dues are $22 per half year and are also due and
payable in July and January. An invoice is sent from the
District to the club’s mailing address.
How RI Calculates Invoice

10. The Rotary Club Secretary
Weekly Club Responsibilities-Mail
• Collect mail from PO Box, forward bills to
Treasurer, log or post checks and make up bank
deposits, or forward to Club Treasurer
•Communicate to Club President or appropriate club
leaders information requiring their attention
•Prepare correspondence to Club members, district
leadership and RI.

11. The Rotary Club Secretary
• Help Committee Chairs order materials when
needed, including badges, new member kits, paper
products and supplies necessary to maintain
effective Club operations
• Forward proposals for new members to appropriate
Club committees for processing
• Enter new members and terminations, transfers, and
classification changes on database at
www.rotary.org/MyRotary under Club Administration
within 30 days
Weekly Club Responsibilities-Admin

12. The Rotary Club Secretary
• Ensure copies of Club bulletin are available at each
meeting and forwarded to the appropriate persons
• Assist President with the weekly meeting agenda (if
requested)
• Forward visiting Rotarians make-up card to their home
club (or give to Rotarian)
• Enter any make-ups received from other clubs, online, or
from projects
• *Post attendance of each weekly meeting in Club records
Weekly Club Responsibilities-Meetings

13. The Rotary Club Secretary
Monthly Duties
• Work-up agenda for Board of Directors meeting (often
done by President)
• Report PHF sustaining payments from members and
request PHF recognition for members completing their
PHF commitment (Treasurer/Foundation chair)
• Inform District of your Club activities to be shared with
other clubs (District Website) (PR Chair?)
• Prepare attendance report for submission via the
District 6970 web site by the 15th day of each month.

14. The Rotary Club Secretary
Reporting Attendance
• For each meeting, total the number of members
attending plus make-ups reported.
• Do not include visiting Rotarians, Honorary members,
or excused absence members who did not attend.
• Divide by the total number of members, and any
attending excused absence, or leave of absence; then
multiply by 100 to get your percentage. At the end of
the month, average the percentages.

15. The Rotary Club Secretary
Example: “Friendship Club of RI”
on March 1 16 members
on March 31 18 members
03-07 14/16 members, 0 make ups = 14/16 = 88%
03-14 12/16 members, 2 make ups = 14/16 = 88%
03-21 16/18 members, 2 make ups = 18/18 = 100%
03-28 9/18 members, 4 make ups = 13/18 = 72%
348/4 = 87%
Alternately: 14+14+18+13=59
16+16+18+18=68 59/68=87%
(assuming none of the 18 members is excused, honorary, or leave
of absence; if so they should be excluded in the calculation)

16. The Rotary Club Secretary
Finish the job by reporting:
•District Awards require monthly reporting in
DACDB (March by 4/1)
•Go to www.rotary6970.org and look for the
DaCdb login link at the top right.
•Enter DaCdb (the District and Club database)
and verify the correctness of your own data. You
may be asked to ACCEPT the Usage Policy.

17. The Rotary Club Secretary
Other Duties
• Prepare quarterly invoices for dues
for all Club members (Treasurer?)
• At the end of the fiscal year, identify
all members with perfect attendance

18. The Rotary Club Secretary
• Change officer or meeting information with RI and
the District during year, if needed
• December, report new officers on RI and District
web sites.
• Prepare annual report including actions by Board,
net membership gain or loss for year, attendance
percentages for year
• Assist President with preparation for District
Governor’s Official Visit
Other Duties

19. The Rotary Club Secretary
End of Year
• Take inventory on all records for your Club to
ensure completeness and accuracy
• Coordinate with incoming Club Secretary for
a smooth transition

20. The Rotary Club Secretary
Summary of Reporting
Report Submit to Due Date
Membership additions-
terminations
RI Within 30 days of change (before
1/1 & 7/1)
Invoice RI (with Treasurer) Due upon receipt; no changes.
1/1 & 7/1
Monthly attendance report of
club meetings
District Secretary via
DACdb
Within 15 days following last
meeting of month
Visiting Rotarians Rotary club of visitor Ongoing
Club information changes RI and District Governor Ongoing
Official Directory information RI and District Governor March

21. The Rotary Club Secretary
Enjoy Your Year as Club Secretary!
Questions?