Descripes the role of District Secretary, if found useful, mail me the feedback gsrotary3232@gmail.com

1. Role of Effective SecretaryRole of Effective Secretary
By Rtn Dr Ganapathy Suresh
District Secretary 2019-20District Secretary 2019-20
RI Dist 3232

2. Structure of RotaryStructure of Rotary
Rotary International HQ at Evanston USA
Rotary Zones - 34
Rotary Districts – 530+
Rotary Clubs – 35000+
Rotarians – 1.2 MillionGanapathy Suresh

3. First SecretaryFirst Secretary
• William Jenson - "Bill, whose vocation is
the real estate business, entered thethe real estate business, entered the
charmed circle as number six. He was our
first secretary."first secretary."
Paul Harris, This Rotarian Age, 1935Bill
Jenson was the sixth member of theJenson was the sixth member of the
Rotary Club of Chicago in 1905 and
became the first Rotary Club Secretary.became the first Rotary Club Secretary.
Ganapathy Suresh

4. Good Vs BadGood Vs Bad
•Club is going well because My Club is struggling because……•Club is going well because My Club is struggling because……
Engaged Disengaged, dissatisfied members
Diverse Not representative of communityDiverse Not representative of community
Growing Stable or declining
Positive public Interest No interest from public
Relevant to community What does community need ?Relevant to community What does community need ?
Trying new things Doing same over and over
Awesome signature events We do nothing significant
Great Leadership What leadership ? Same old leaders.
Engaged Speakers Dry politicians and salespersons
Having FUN What is fun ?
Ganapathy Suresh

5. Self AnalysisSelf Analysis
• What is your club like?• What is your club like?
• Is it fun and energetic?
• Does it stand out and make you proud?• Does it stand out and make you proud?
• Does it have its own identity?
• Is it known for a signature activity?• Is it known for a signature activity?
• Are its members diverse?
• open to new ideas? involved?
• When you think about your club, is it• When you think about your club, is it
everything you want it to be?Ganapathy Suresh

6. Your Primary Role?Your Primary Role?
• “As the Club Secretary, your primary
responsibility is to help the club functionresponsibility is to help the club function
effectively.”
Ganapathy Suresh

7. Key Role in Club?Key Role in Club?
• Key Role in Club is to Provide Information• Key Role in Club is to Provide Information
• Have records accessible• Have records accessible
• Understand Rotary principles & procedures
• Understand the Club Constitution and By-• Understand the Club Constitution and By-
Laws
Ganapathy Suresh

8. Records CustodianRecords Custodian
• Rotary Manual of Procedure• Rotary Manual of Procedure
• Club By-laws and Policies
• Historical copies of all meeting minutes• Historical copies of all meeting minutes
• Rosters of all Club members
• District Newsletters• District Newsletters
• Club bulletins• Club bulletins
Ganapathy Suresh

9. AlsoAlso
• As Important as President• As Important as President
• Behind the scenes Operative Head• Behind the scenes Operative Head
• Executive Head
• Platform for Future Leadership roles
Ganapathy Suresh

10. How to work with Treasurer?How to work with Treasurer?
• Club dues are calculated based on the membership numbers you report
through My Rotary deadlines: 1 January and 1 July
• You will receive a Rotary International bill for club dues twice a year: early
January and early JulyJanuary and early July
– The invoice is due in full and the amount cannot be adjusted
• You are responsible for sending the statements of club, district, and RI dues
to all members regularlyto all members regularly
• The Treasurer will inform you of members who haven’t paid dues within 30
days. You should send a follow up statement with an absolute deadline.
– If dues aren’t paid within 10 days, membership may be terminated,– If dues aren’t paid within 10 days, membership may be terminated,
subject to the discretion of the club’s board.
• If your club doesn’t pay its invoice promptly, Rotary International will
terminate its membership and the club will no longer receive services from
Rotary or the district.
Ganapathy Suresh

11. Before July 1st…….Before July 1 …….
• Begin studying Manual, By-laws• 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
Ganapathy Suresh

12. Primary tasks during the yearPrimary tasks during the year
• Keep minutes of all Board meetings
• Maintain and report Club attendance• Maintain and report Club attendance
• Report attendance of visiting Rotarians
• Maintain Club contribution records
• Keep club membership records• Keep club membership records
Ganapathy Suresh

13. Semi-Annual Report (SAR)Semi-Annual Report (SAR)
• January 1 and July 1, Rotary issues invoice, based on
member records in Rotary.orgmember 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• 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• Club Treasurer can issue check or pay online by credit
card
• District dues are based on RI invoice headcount• District dues are based on RI invoice headcount
Ganapathy Suresh

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

15. Weekly Club Responsibilities-MeetingsWeekly Club Responsibilities-Meetings
• Ensure copies of Club bulletin are available at each
meeting and forwarded to the appropriate personsmeeting and forwarded to the appropriate persons
• Assist President with the weekly meeting agenda (if• Assist President with the weekly meeting agenda (if
requested)
• Prepare correspondence to Club members, district
leadership and RI.
Ganapathy Suresh

16. Monthly DutiesMonthly Duties
• Work-up agenda for Board of Directors meeting
(often done by President)(often done by President)
• Report PHF sustaining payments from members and
request PHF recognition for members completingrequest 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)with other clubs (District Website)
Ganapathy Suresh

17. Other DutiesOther Duties
• Change officer or meeting information with RI and• 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, attendancenet membership gain or loss for year, attendance
percentages for year
• Assist President with preparation for District Governor’s
Official Visit
Ganapathy Suresh

18. End of YearEnd of Year
• Take inventory on all records for your Club
to ensure completeness and accuracyto ensure completeness and accuracy
• Coordinate with incoming Club Secretary
for a smooth transitionfor a smooth transition
Ganapathy Suresh

19. Engage Rotary Change LifeEngage Rotary Change Life
• Ask members to help in an area that• Ask members to help in an area that
interests them rather than waiting for them
to volunteerto volunteer
Ganapathy Suresh

20. Five Steps to Success…Five Steps to Success…
• Health of the Club• Health of the Club
• Retention of existing members
• Educate existing and new members for• Educate existing and new members for
future leadership
• Public Image focus locally
• Attract new members• Attract new members
Ganapathy Suresh

21. Rotary CentralRotary Central
••
•Understand the purpose of Rotary Club
Central.Central.
•Identify ways to use the functionality of
Rotary Club CentralRotary Club Central
•Understand the limitations of Rotary Club
Central.Central.
Ganapathy Suresh

22. My RotaryMy Rotary
• When your term begins on 1 July, you will automatically• When your term begins on 1 July, you will automatically
gain access to the features and links you’ll need in order
to carry out your duties.
As club Secretary, you will use My Rotary to:As club Secretary, you will use My Rotary to:
• Update personal information , club data and
membership data
• Use Rotary Club Central to review and edit your club’s
goals and progress
• View contribution and recognition reports• View contribution and recognition reports
• Only you and your club’s president can add club officers,
which will grant them access to the resources they needwhich will grant them access to the resources they need
for their roles.
Ganapathy Suresh

23. Any Five – Unite People categoryAny Five – Unite People category
• Appoint an active club membership committee comprised of five
membersmembers
• Achieve a net gain in membership
• Maintain or improve your club’s retention of current and new members• Maintain or improve your club’s retention of current and new members
• Achieve a net gain in female members or members under the age of 40
• Conduct a study of your members’ occupations, and work to align your
membership with the mix of businesses and professions in yourmembership with the mix of businesses and professions in your
community
• Sponsor or co-sponsor a new Rotary club or Rotary Community Corps
• Sponsor or co-sponsor an Interact or Rotaract club• Sponsor or co-sponsor an Interact or Rotaract club
• Host an event for Rotary alumni, and highlight Rotary’s networking
opportunities
• Sponsor a Youth Exchange student or RYLA participant• Sponsor a Youth Exchange student or RYLA participant
Ganapathy Suresh

24. TAKE Action Goals – Any 5TAKE Action Goals – Any 5
1. Appoint an active club Foundation committee comprised of five members1. Appoint an active club Foundation committee comprised of five members
2. Increase the number of members involved in service projects
3.Contribute at least $100 per capita to the Annual Fund of The Rotary
Foundation
4.Hold an event to raise funds for, or to increase awareness of, Rotary’s work
Foundation
4.Hold an event to raise funds for, or to increase awareness of, Rotary’s work
toward polio
eradication.
5. Conduct a significant local or international service project in Six areas of5. Conduct a significant local or international service project in Six areas of
focus.
6. Post successful club projects, with details about activities, volunteer hours,
and funds raised, on Rotary.organd funds raised, on Rotary.org
7.Continue or establish a partnership with a corporate, govt, or NGO entity
and work on a project together
8. Use Rotary’s brand guidelines, templates, People of Action campaign
materials, and related resourcesmaterials, and related resources
9. Arrange for the club’s members to talk with the media to tell your club’s
and Rotary’s story
Ganapathy Suresh

25. Rotary Citation NewRotary Citation New
• Clubs can receive the Rotary Citation with• Clubs can receive the Rotary Citation with
Presidential Distinction when they achieve
one to three additional goals.one to three additional goals.
• One Goal – Silver Club• One Goal – Silver Club
• Two Goals – Gold Club
• Three Goals – Platinum Club• Three Goals – Platinum Club
Ganapathy Suresh

26. To Become Platinum Club Any 3To Become Platinum Club Any 3
1. Connect leaders: Achieve a net gain of five or more members1. Connect leaders: Achieve a net gain of five or more members
2. Connect families: Organize a family-oriented service project2. Connect families: Organize a family-oriented service project
that connects families of your members, youth program
participants, and others
3. Connect professionally: Initiate or continue a leadership,
personal, or professional development program to enhancepersonal, or professional development program to enhance
members’ skills
4.Connect community: Promoting your club and its service4.Connect community: Promoting your club and its service
activities on social media at least four times per monthGanapathy Suresh

27. New Rotary Year ResolutionNew Rotary Year Resolution
• Grow my club membership• Grow my club membership
• Support Rotary Foundation
• Tell More people about Rotary good works• Tell More people about Rotary good works
• Bring a friend along to a meeting
• Engage more with community
• Have FUN• Have FUN
Ganapathy Suresh

28. Types of SecretariesTypes of Secretaries
• Outstanding• Outstanding
• O.K
• Not Satisfactory• Not Satisfactory
• “CHOICE IS YOURS”
Ganapathy Suresh

29. Any Clarifications?
Enjoy Your Year as Club Secretary!
Thank you
Dr Ganapathy Suresh
Dist Sec 2019-20
Ganapathy Suresh