Club Secretary Duties and Responsibilities
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Duties of a Club Secretary
•
M
aintain 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
Main Duties
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
•
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
Advertising Events
•
District Council
•
Wednesday 18th September 2024– Zoom
•
Thursday 21st November 2024– Zoom
•
Tuesday 13
th
March 2025 – Zoom
•
Wednesday 18
th
June 2025 - Zoom
•
Handover – 5
th
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 1
st
January to elect officers for next year
•
Club AGM -
between1st April and 31
st
May
The Rotary Year
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
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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.
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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
