Club Secretary Duties and Responsibilities
Responsibilities of a club secretary include maintaining membership records, recording meeting minutes, ensuring compliance with club regulations, acting as a liaison with district officials, and supporting communication within the club. Additional tasks involve handling compliance matters, ensuring continuity in club operations, managing data through the DMS and Rotary View platforms, and promoting events within the local community as part of the Rotary year.
Uploaded on Sep 28, 2024 | 0 Views
Download Presentation
Please find below an Image/Link to download the presentation.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author. Download presentation by click this link. If you encounter any issues during the download, it is possible that the publisher has removed the file from their server.
E N D
Presentation Transcript
Main Duties Maintain Membership Records Maintain Minutes of club, council and committee meetings Maintain records of compliance matters Act as the main contact between members and District Ensure the club operates according to the club constitution A year in the Life of a Club Secretary 2024 - 2025
How Can I help Communication Friday News Once a week summary of news from around the district. District Website Add your events to the calendar for all to see, ask for help if you need it Let me know any new starters or leavers
Compliance To be covered by Rotary Insurance you need to have accepted the Rotary GB&I policies on Equality&Diversity, Health & safety and Safeguarding and forwarded a copy of the signed compliance form to me. For every event or occasion you should hold a risk assessment Further information from the District Specialists Safeguarding Ged Heatherington Equality & Diversity Royston Flude Health & Safety TBA GDPR TBA
Continuity How would your club continue if key members were lost? Access to the Rotary records and updating Access to Club records Access to Club Website Access to Facebook Contacts with volunteers and helpers History and Archives?
The DMS and Rotary View Still in transition period Always remember you are dealing with personal data. If you need help ask Adding officers onto the DMS Via Rotary View for main officers Via Club Admin in your template website
Advertising Events Local Community as you always have Local Clubs District Website - check for events in the future that may clash with yours, Friday s News District hub
The Rotary Year District Council Wednesday 18th September 2024 Zoom Thursday 21st November 2024 Zoom Tuesday 13th March 2025 Zoom Wednesday 18th June 2025 - Zoom Handover 5th July tentative date. District Assembly Date and venue to be confirmed District Training for Presidents Elect and Club Officers Dates to be announced March and April 2025 Club SGM before 1st January to elect officers for next year Club AGM - between1st April and 31st May
Composition of District Council Individual Members (1 vote only - even if they hold > 1 position) DG, DGE, DGN PDGs (Must be active members) AGs District Secretary & Treasurer District Team Leaders Foundation, Membership, Community, vocational, International, Youth, Public Image District Trainer District Conference Currently this is 47 votes
Composition of District Council (cont.) Club Representatives One per club plus 1 for every 25 or major fraction thereof of active members as at 1/7/2023 1 vote Club with <13 members 2 votes Club with 13-37 members 3 votes Club with 38 62 members Total of 114 votes Names of representatives (& substitutes)to be submitted to District Secretary ASAP after 1/7/2023 Unless ballot by email the representative must be present to vote IoM clubs have a proxy vote when meeting face to face Quoracy is representatives of 25% of the clubs in the district from 1/7/2024
