Club Administration Essentials

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• Club Administration Essentials

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Four Elements of an Effective Club

• Increase membership
• Implement successful projects
• Support the Rotary Foundation
• Develop leaders capable of serving beyond the
  club level

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Club Administration

• Why is Club Administration Important?

Provides the framework that enables the club to
function effectively.
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Key Elements of Club Administration

• Data Management
• Tracking, recording and reporting club and member
  information / data
• Successful Meetings
• Planning, quality programs, education, business,
  and fun
• Fellowship
• Events, member recognition, and Family of Rotary
• Effective Communication
• Club bulletin, meeting agendas / minutes, and
  club website

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Data Management

• What data needs continual management in a rotary
  club?

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Data that requires Continual updates

• Basic club data (club name, meeting time and
  location, mailing address, etc.)
• Officer Data (organization of current officers in
  the club).
• Member data (name, address, contact info, etc.
  for all members)
• Attendance Data

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Managing Club Data

• Club Data is kept in 3 places
• By the Club (RI-CAS, ClubRunner, Other)
• By the District (ClubRunner)
• By Rotary International (Member Access)

• It is critical to update all 3 whenever
• this data changes

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Privacy of Information

• Remember

• The privacy of member data must be respected at
  all times.
• Club data should never be used for the purpose of
  soliciting or advertising for a club members
  business.
• It should never be sold or used for any purpose
  other than club and Rotary business.

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Managing Club Data

• What can members do to help?

Club Members should be encouraged to keep their
own contact information current on the District
and RI websites.
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Managing Club Data

• What data needs periodic management in a rotary
  club?

• Club records such as meeting minutes
• Club history if applicable
• Club bylaws
• Club planning documents
• Normal club correspondence

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Duties of the Club Secretary

• What are the official duties of the club
  secretary?

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Primary Secretary Responsibilities

• Maintain Membership Records
• Report changes to club, district, and RI
• Record Attendance
• Report monthly attendance to club and district
• Maintain current Club and Officer Information
• Report changes to club, district, and RI

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Primary Secretary Responsibilities

• Prepare required Reports to RI
• Semiannual Report of Membership, Per Capita Dues,
  and Rotarian Subscriptions (due July 1st and Jan
  1st) - These can now be done on-line through
  Member Access.
• Send in District Dues (due August 1st)

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Duties of the Club Secretary

• What are some other duties of the club
  secretary?

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Purpose of Attendance
Rotary has attendance requirements for
members. What is the purpose of this requirement?
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Attendance Requirement

• Is it required that clubs record and report
  attendance at every meeting?

Yes Recording attendance at every meeting and
reporting attendance is required by the Rotary
International bylaws.
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Attendance Requirement

• Why must I send a monthly attendance report to
  the District?

• The District Governor is required by the Rotary
  Constitution to report monthly attendance figures
  to the RI Secretariat.
• The District Governor and staff analyze club
  attendance reports as one indicator of overall
  club health and activity so they can offer help
  to struggling clubs as early as possible.

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Attendance Requirement
When is this report due?
It is requested that this report be sent by the
10th of each month to the District Governor
(District Secretary). According to the RI
bylaws, this report is past due after 15 days
from the last meeting of each month.
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Attendance Requirement

• Rotary has specific membership requirements for
  attendance.
• What are these requirements?

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Counting Attendance at a Meeting

• You must be present for at least 60 of a club
  meeting for it to count towards the attendance
  requirement.

For example, at a 60 minute meeting, you would
need to be present for at least 36 minutes.
15 min
45 min
30 min
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Counting Attendance at Your Club

• You also need to attend at least 30 of your own
  clubs regular meetings in each half of the year.

• For example, if your club holds 26 regular weekly
  meetings in a half year, you must attend at least
  8 of these meetings.

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Make-up Credit

• Rotary allows members to make-up meetings to
  maintain their attendance.
• What is the time limit for make-ups?

Two weeks before or after the missed meeting
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Make-up Credit

• Besides attending another clubs meeting, what
  other District, Zone or RI meetings count as
  make-ups?

• Present at the usual time and place of another
  clubs regular meeting and that club is not
  meeting.
• Attends a District conference a District
  assembly any District committee meeting or
  event.
• Attends and participates in a club service
  project or a club-sponsored community event or
  meeting authorized by the board.
• Attends a board meeting or, if authorized by the
  board, a meeting of a service committee to which
  the member is assigned
• Reasons related to Rotary officers and business
  see Rotary bylaws

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Excused Absences

• Rotary allows certain absences to be excused.
  What are some circumstances that absences can be
  excused?

The board may excuse an absence for reasons it
considers to be good and sufficient. See the
manual of procedures (MOP) for details.
Note An excused absence does not provide
attendance credit. Absent members who have been
excused are still counted as absent when
reporting attendance for the club.
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Exception to the Membership Requirement

• Rule of 85
• The sum of the members years of membership and
  age equals 85 or more and the member has
  requested in writing an exception to the
  attendance requirement.

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Termination

• Failure to meet the attendance requirement may
  result in termination of membership if the member
  fails to
• Attend or make-up at least 60 of club meetings
  in each half of the year.
• Attend 30 of their own clubs regular meetings
  in each half of the year.
• Attend or make-up four consecutive meetings.

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Calculating Attendance

• Only Active Members are included in attendance
  calculations (no honorary, guests, visiting
  Rotarians, etc.).
• A regular meeting can be omitted in calculating
  the clubs attendance if it is canceled because
• Legal Holiday
• Death of a Club Member
• Disaster or armed conflict affecting the
  community
• Board may cancel up to 4 meetings per Rotary year
  for other causes.

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Calculating Weekly Attendance

• Weekly Attendance

Number of Active Members Attending the Meeting
X 100
Number of Active Members in the Club
Does not include rule of 85 members
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Calculating Monthly Attendance

• Average Monthly Attendance

Wkly 1 Wkly 2 Wkly 3 ... Wkly
x
Number of Meetings in the Month (x)
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Reporting Monthly Attendance

• Reporting is done on-line at the district
  website.
• What is reported Monthly?
• Current number of active members
• Number of terminated members
• Number of new members
• Number of meetings held for the month
• Average weekly attendance for the month

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Promoting Regular Attendance
How can you promote regular attendance?

• Provide
• Relevant Programs
• Enjoyable Meetings
• Stress importance of attendance
• Involve members
• Encourage make-ups
• Recognize exemplary attendance

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Attendance Concerns
What can you do about attendance concerns?

• Get to know members
• Monitor trends
• Do a Club Inventory - Find out why
• Get feedback Use results
• Create a support system to encourage/monitor
  attendance
• Follow-up with members that miss a meeting
• Ask AG or DG for help

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Successful Meetings
What should a successful weekly meeting achieve?

• Show time and money of volunteers is well spent
• Increase Rotary knowledge
• Show value of continued membership
• Provide fellowship
• Be fun

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Successful Meetings

• How do you ensure that your club meetings are
  stimulating?

• Involve members in planning meetings
• Provide interesting and relevant programs
• Provide leadership and order
• Provide fellowship
• Have fun
• Ensure meetings begin/end on time respect the
  time of club members.

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Typical Order Of Business

• Call to Order
• Club Traditions (pledge, invocation, 4-way test,
  singing, etc.)
• Introductions
• Announcements
• Rotary Minute
• Committee Reports
• Unfinished Business
• New Business
• Program
• Adjournment

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What information should be included in Weekly
Programs?
Interesting and Relevant Programs

• Rotary Subjects
• Club goals, projects, activities
• Special observances
• Foundation Month
• Paul Harris Birthday
• Community Events
• Info that benefits Rotarians personally/profession
  ally
• Amusing entertaining programs

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Planning Programs

• What creative strategies does your club use to
  plan relevant and informative club programs?

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Fellowship

• Why is Fellowship in Rotary important?

The First Object of Rotary gives fellowship as
the basis of service..As long as we have
fellowship, service follows.
Richard H. Wells
RI President 1944-45
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Fellowship

• What can you do to stimulate and improve
  fellowship?

• Wear name badges
• Rotate seating
• Announce special datesweddings, birthdays,
  anniversaries
• Plan family and social events
• Publish news in bulletin about members and
  upcoming events
• Recognize member accomplishments / contributions

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Fellowship The Family of Rotary

• Let your members know you care about them and
  their families. Designate a Family of Rotary
  Committee or Person to
• Send birthday / anniversary cards or e-cards to
  members.
• Call or email them if they miss a meeting.
• When family members are ill, send flowers/cards,
  and visit them.
• Recognize members for Rotary and professional
  accomplishments.

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Club Bulletins
How does the club bulletin support effective club
administration?

• Provides news of the club, its members and
  Rotary.
• Informs members of upcoming programs.
• Reports the highlights of various club meetings.
• Provides District news
• Fosters fellowship

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What are important considerations in producing
the Club Bulletin?
Club Bulletins

• Publish regularly
• Regular features
• Club/committee activities
• Membership Updates
• Personal info about members
• Use photos to stimulate interest
• Send via e-mail or produce on-line version

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Club Bulletins
What are sources of info for the Bulletin?

• Members and committee chairs
• DGs monthly newsletter
• The ROTARIAN
• Rotary World
• District 5490 website
• www.rotary5490.org
• RI website
• www.rotary.org

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Club Websites
How can Club Websites help with effective
communications?

• Central and secure location for club data
• Responsive to younger members needs
• Always accessible by membership
• Easier to maintain then printed records
• Promotes membership development

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Club Websites
Important Tips about Websites

• Keep content current and changing .
• Be sensitive to members who do not have internet
  access or email.
• Subscribe to ClubRunner to make maintenance and
  District reporting easier.
• Distribute maintenance of the site to several
  members (easier if on ClubRunner).

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Visual Identity Style Manual
Publication 547-EN(199)
Refer to this publication when developing any
club materials for bulletins or websites
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Resources

• Assistant Governor
• District Secretary
• District Governor
• RI and District Websites
• RI Staff
• Dont hesitate to ask District and RI staff are
  there to help!

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• Club Administration Essentials

Questions?