Club Secretary s Handbook (Sixth Edition)

Transcription

1 Club Secretary s Handbook (Sixth Edition) Duties and Responsibilities of the Club Secretary April 2015 Information for the use of Rotarians only

2 CONTENTS 1. Introduction 4 The Object of Rotary 4 The Four Way Test 4 The Five Avenues of Service 4 2. Role of the Club Secretary 4 Tools used by the Club Secretary 5 Significant Dates in the Rotary Year 6 3. Duties and Responsibilities of the Club Secretary 8 To the President 8 Club Administration 8 Change of Club Name or Meeting Arrangements 9 The Special General Meeting 9 The Annual General Meeting 10 The Club Assembly Managing Communication & Resources Club / District / Rotary GBI / RI 12 Communication 12 District Communication 12 Rotary GBI Communication 14 Rotary GBI Website ( gbi.org) 14 RI Communication Managing Membership 16 Electing a New Joining Member 16 Application for Membership 17 New Member Joining 17 Registering a New Member 18 RI Global Database ( 18 Club Website (RIBI -Template) 19 Club to Club Transfer Websites, Membership Databases and Social Media 21 District Social Media Accounts Circa 1200 / Facebook / Twitter Insurance and Compliance 22 ROTARY GBI Insurance and the Rotary Club 22 ROTARY GBI Health & Safety Policy 23 ROTARY GBI Equality and Diversity Policy (2011) 25 Data Protection Act Miscellaneous 28 Club Secretary s Handbook (Sixth Edition) Page 2

3 Use of Rotary Badges and Emblems 28 Application for a Paul Harris Fellowship or other Awards 28 Dissolution or Merger of Clubs 28 Concluding Your Term of Office 28 Preface This handbook is designed to help club secretaries during their term of office and to ensure that they are fully equipped to provide a vital service to their club and to Rotary in general. It should be used in conjunction with the Rotary GBI Constitutional Documents and the RI Manual of Procedures. You can save this document as a PDF on your computer, phone or tablet for easy access. Just CLICK ON AN ITEM IN THE CONTENTS to find the page you need. The handbook has been prepared by the District Secretary and is up-dated annually. Suggestions for amendments and on-going development of the handbook will be gratefully received. Penny Underwood District 1200 Secretary Club Secretary s Handbook (Sixth Edition) Page 3

4 1. Introduction The Object of Rotary To encourage and foster the ideal of service as a basis of worthy enterprise and in particular to encourage and foster: 1. The development of acquaintance as an opportunity for service. 2. High ethical standards in business and professions; the recognition of the worthiness of all useful occupations; and the dignifying of each Rotarians occupation as an opportunity to serve society. 3. The application of the ideal of service in each Rotarian s personal business, and community life. 4. The advancement of international understanding, goodwill and peace through a world-fellowship of business and professional persons united in the ideal of service. The Four Way Test Is it the TRUTH? Is it FAIR to all concerned? Will it build GOODWILL and BETTER FELLOWSHIP? Will it be BENEFICIAL to all concerned? The Five Avenues of Service Rotary GBI Club By-law 5 states - The five Avenues of Service are the philosophical and practical framework for the work of this Rotary club. They are Club Service, Vocational Service, Community Service, International Service and New Generations Service. This club will be active in each of the five Avenues of Service. 2. Role of the Club Secretary Your primary role as Club Secretary is to: Help the club function effectively by effective administration. Provide year-on-year continuity. Maintain the governance of the club by ensuring the club operates within the Standard Rotary GBI Club Constitution and By-laws, and Rotary GBI Policies and Procedures. Work with other club members to support membership and raise awareness of Rotary in the public domain. Promptly comply with all requests from the District Governor, District Secretary, Rotary GBI and RI, as they occur. Club Secretary s Handbook (Sixth Edition) Page 4

5 Tools used by the Club Secretary As club secretary you are the conduit to inform and educate your club with regard to the activities of District and of other clubs in our district. To ensure you can carry out your role as Club Secretary, and are kept up to date it is recommended that you should: Ensure that you know what your password is for your club website On your club web site make sure that,iin your personal profile, you click the option to Receive District Site Updates Register to use RI web site. From the date you start as club secretary, you will have permissions to access the club data on this site. Note: When you register to use this site, the same user details ( and password) will give you access to the members area of Rotary GBI site. Rotary GBI web site use the member s only area to find all the support information and documents your club may need. Follow Circa 1200 so that you received updates about activities of other clubs in our District. Add all of these web site to your favourites on your computer so that you can easily access them when needed. Further information on using these sites will be found throughout this document. Club Secretary s Handbook (Sixth Edition) Page 5

6 Significant Dates in the Rotary Year Date Activity 30 June Rotary Financial Year ends 1 July Rotary Year begins 1 July Dues to be paid to RI and Rotary GBI 31 August Last date for District dues to be paid September / October Period in which clubs to consider any nominations for District office for following Rotary year October / November Approach your members for nominations for Club Officers for following Rotary year October / November Period for nominating a member for District office closing date notified by District Secretary 30 November Last date for Rotary GBI to receive nominations for Rotary GBI President and Honorary Treasurer 1 November to Period during which clubs are required to hold their Special 31 December General Meeting December Election of DGN and other District Officers at District Council Meeting 1 January Arrears of District Subscriptions due (includes new members) 1 January Date by which clubs MUST have held their Special General Meeting to: Receive and approve examined club accounts Elect club officers for following Rotary year Elect voting delegates to the Rotary GBI Conference January / February Elect voting delegate for Rotary GBI Conference 31 January Half yearly Subscriptions due 31 January Last date to up-date the RI Global Database with details of Club Officers for the following Rotary year 31 January Date by which details of the club officers are to be entered on club website 31 January Last date for Rotary GBI to receive vote for Rotary GBI President and Treasurer 23 February Rotary Day 1 March Last date for clubs to notify Rotary GBI of their voting delegates for Rotary GBI Conference 31 March Last date to send in Presidential Citations to District Governor 1 March to 31 May The District Assembly will be held after the Rotary GBI Assembly date notified by District Secretary 1 April to 31 May Period during which clubs are required to hold their Annual General Meeting. 31 May Date by which details of the Rotary Foundation Chairman and Membership Officer should be registered on the RI Global Database 31 May Date by which details of the Committee Chairmen and other Club Secretary s Handbook (Sixth Edition) Page 6

7 key roles are to be entered on club website 31 May Last date for Rotary Foundation contributions to reach District Treasurer to ensure qualifying in current Rotary Year. May / June The Club Assembly must be held between the District Assembly and before 30 June 1 July The Club Handover must be as close as possible to this date Club Secretary s Handbook (Sixth Edition) Page 7

8 3. Duties and Responsibilities of the Club Secretary To the President You are the President s right hand person, relied on for guidance in procedures and in the administration of the Club. Unless you are entering the post for the first time, you can also provide valuable continuity, advising the President and the Club Council what has been done before and why. The President may be well organised and methodical, but if not, it should be your aim to encourage methodical routines and to fill in any gaps which may occur. Club Administration All clubs operate in their own way and levels of formality vary from one club to another. Certain key functions and deadlines must be carried out as listed in the Significant Dates in the Rotary Year, but other procedures are decided by individual clubs. The following is a list of typical activities carried out by club secretaries. Prepare standard agendas for weekly, business and council meetings. Check with the President before each meeting to see if any extra items need to be included. Enlist the help of an Assistant Secretary in case you are absent from any meetings. Distribute mailers received from District Rotary GBI and RI. Inform Members of nominations for Club, District, Rotary GBI and RI Office. Prepare the Minutes of Club and Council meetings and distribute these to club members. Ensure that the Club SGM, AGM and Assembly are held at the appropriate time in the year, and in consultation with the President, prepare and circulate the Notices and Agendas to club members. Supervise and record any vote that is taken. Inform club members of forthcoming District Council meetings and other District activities / events. In most clubs the Secretary responds to correspondence received by the club. Work with the President to set up a process for responding to s and letters etc. Rotary stationery templates can be downloaded from the Rotary GBI website. Have a good working knowledge of the current editions of the Rotary GBI Constitutional Documents that include the Standard Rotary GBI Club By-laws, and the RI Manual of Procedures, both of which are available to download from the respective websites. If you are unsure about the interpretation of any part of these documents please contact the District Secretary. Maintain the club s membership database on the club website and record any membership changes in the list of members and on the RI Global Database. Inform the District Secretary of these changes immediately they occur. Record In-coming Officers, Committee Chairmen and those members who have been allocated Functional roles for the forthcoming Rotary year on the RI Global Club Secretary s Handbook (Sixth Edition) Page 8

9 Database and in the list of officers on the Club s website. Ensure they have a correct telephone number and address. Manage your clubs procedures for managing membership. The seven day notices can be sent out by . Assist the President to prepare for the Club Handover and ensure the relevant regalia is available (if necessary ordered in advance). Work with the President to prepare for the District Governor s official visit to the club. Ensure that no other guest speakers are booked and that any club business is kept to a minimum; eg essential or urgent items only Change of Club Name or Meeting Arrangements If your club wishes to change its name or meeting time or day, this must have been accepted by two thirds of all voting members of the Club present at a meeting called for the purpose. Once accepted by the members the Form 02 (downloaded from the Rotary GBI Website) is completed and then forwarded to the District Secretary. BEFORE the changes come about the form MUST be authorised by the District Governor and the District Secretary who will then submit it to Rotary GBI for approval. Changes of venue can be done with a simple majority and a notification sent to the District Secretary. The Special General Meeting THE SGM is to be held no later than 1 January and is to: Approve the Examined Annual Accounts for the Rotary year ended 30 June. Elect the club officers for the following Rotary year; that is President Elect, President Nominee, Secretary and Treasurer. Elect the Voting Delegates and their deputies to the Rotary GBI annual conference. Club Secretary s Role: Issue Agenda for the SGM 3 weeks before the meeting is held Receive nominations for the posts to be filled at the SGM After the SGM Register the In-coming President, Secretary and Treasurer in the In-coming Officers field on the RI Global Database, ensuring they have a correct telephone number and address.(see Section?? for further details). Rotary GBI will draw the information needed for the Rotary GBI Directory and future communication with these officers from the RI membership database. List them a Club Officers for the forthcoming Rotary year on the Club website. Club Secretary s Handbook (Sixth Edition) Page 9

10 The Annual General Meeting The AGM is to be held between 1 April and 31 May and is to: Receive the reports of the Club Council and Committees for the current Rotary year. Receive the Treasurer s report and proposed budge for the forthcoming Rotary year. Elect honorary members. Elect the Ordinary Members of the Club Council. Confirm the appointment of, or to select Committee Chairmen. Appoint Auditors of the Club s accounts. Elect District Council representatives and substitutes. Club Secretary s Role: Issue Agenda for the SGM 3 weeks before the meeting is held Receive nominations for the posts to be filled at the SGM After the SGM Register the In-coming President, Secretary and Treasurer in the In-coming Officers field on the RI Global Database, ensuring they have a correct telephone number and address Rotary GBI will draw the information needed for the Rotary GBI Directory and future communication with these officers from the RI membership database. After the AGM ensure the Committee Chairmen are listed on the Club website making sure they have a correct telephone number and address. Also the Rotary Foundation Chairman and the Membership Officer MUST be registered on the RI Global Database. The Club Assembly The Club Assembly is the most important meetings in the club calendar and to which the club s Assistant Governor (AG) should be invited. It should be held after the District Assembly but before 1 July. The Assembly is the annual meeting at which the members discuss the programme and activities of the Club for the forthcoming Rotary year, and determine in broad terms the objectives for that year, As Secretary you are involved in the planning of the meeting if not actually taking part in it. However good your President Elect and Incoming Committee Chairman are at public speaking, a succession of speakers one after another is not going to be very inspirational. Remember the purpose of the Assembly. It forms a vital link between Rotary International, the District and the club members. Information is passed down from the Rotary GBI Assembly that is attended by all District Officers. The Assembly is not intended to instruct but to inform members. Club Secretary s Handbook (Sixth Edition) Page 10

11 The Assembly is the most important meeting of your year and should set the stamp on all forthcoming activities. The following are some pointers which you may wish to consider when planning the Club Assembly. Plan ahead Make sure you agree a date with your Assistant Governor. Having agreed the agenda with the President make sure that they keep to it. Who is going to speak and how long will each speaker have? Make sure the speakers know what they have to do and how much time they have been allocated. If a speaker is going to refer to a number of projects, suggest they prepare a briefing note for the members. They can then highlight the salient points rather than go through everything in detail. Long speeches can be dull and boring and are not very motivational. Consider visual aids but don t overdo them. Will questions be asked after each speaker or at the end? Make sure that there are no long pauses while one speaker sits down and the other gets up to address the meeting. Highlight any targets that are financial or service related which need to be achieved. Try to ensure that all reports are provided in writing ensuring there are sufficient copies for the AG, President Elect and you as Secretary. A copy should be held in the club s records. How will the room be laid out? If it is in tables then consider having an Officer on each of the tables rather than having them all sit together round the president There is nothing revolutionary in this but it is something that may make your Assembly more interesting and the members more enthusiastic about the Club s future plans. Club Secretary s Handbook (Sixth Edition) Page 11

12 4. Managing Communication & Resources Club / District / Rotary GBI / RI As Club Secretary it is your role to manage communication between your club and district, Rotary GBI and RI. Communication Our main method of communication is by , and you can expect to receive these from the District Secretary and from Rotary GBI for onward distribution to all your members. Mailers you should expect to receive include: District Mailer this is sent out at the beginning of each month and includes the District Governors Newsletter and items of interest to all clubs. Mail from District Officers regarding district competitions and events. Provided that your club database it up to date with you club officers, these can be sent directly to the person responsible in your club by the District Officer. Note: If you have members who do not use , then you will need to ensure that a club buddy will print out notices and forward them to those members. District Communication It is in everyone s interest to minimise the number of s which are distributed, and in order to assist with this, everyone is encouraged to us the club, district, and Rotary GBI web sites as much as possible to find information and communicate with Rotarians. District 1200 Website ( org) The District website uses the RIBI Template and is linked to the club web sites. In addition to promoting our major projects in the District for the benefit of non- Rotarians, there is a significant amount of District support information and resources available to Rotarians. District Diary The diary of all District meetings and other notable events, along with Rotary GBI and RI Conferences and events is posted on the District website, as well itemised in the printed District Directory. The District Support Team The district team is there to support all clubs in the district and is led by the District Governor who, amongst other responsibilities, chairs the District meetings, hosts the District conference and represents the District at RI and Rotary GBI. The District Executive is in essence, the Management Board of the District. The District Service Committee Chairmen report to the District Executive and relate to their counterparts within each club. Club Secretary s Handbook (Sixth Edition) Page 12

13 Assistant Governors Each club is allocated an Assistant Governor (see District Directory) whose role is to be a link between District and the club. The Assistant Governor is also available to provide general advice and guidance, especially in resolving major problems, and to be a mentor to newly formed clubs. District Secretary The District Secretary supports the District Governor and Club Secretaries and issues regular bulletins to club secretaries, which may include details of events organised by clubs. The District Secretary will also publish these items to the District web site and social media accounts. The District Secretary also organises district meetings, manages any District ballots, is the District Membership Database Administrator and also publishes the printed District Directory. District Treasurer The District Treasurer manages the District Accounts and Trust Funds and recommends the District Subscription to the Executive. The District Treasurer is also available to advise and guide Club Treasurers as and when requested to do so. Grant Applications The District Grants Coordinator (see District Directory) will assist and advise clubs seeking grants towards specific projects. District Council Meetings Notices of the District Council Meetings, the dates of which are in the District Directory and on the District website, are sent out with the regular club mailings prior to each meeting, together with the minutes of the previous meeting. All Rotarians are invited to attend the meetings, but in particular club officers and committee chairmen should make every effort to attend. District Council Voting Representatives When any election requiring club votes is required, the number of voting representatives from each Club varies according to club size (see Rotary GBI By-laws 2012). The number of Club Members is as registered on the RI Global Database at the start of the Rotary year. In the event of a Postal Ballot the number of votes each club has is determined by the size of the club and the appropriate number of ballot papers is issued accordingly by the District Secretary. Club Secretary s Handbook (Sixth Edition) Page 13

14 District Assembly The annual District Assembly which is normally held early May is a key part of the preparation for the incoming Club Officers and Committee Chairmen. The primary purpose of the Assembly is to look forward to the forthcoming Rotary year and is the final stage of preparation for Club Assemblies. Training Seminars In addition to the regular break-out sessions at District meetings, specialist training seminars are arranged for District Officers, Club Presidents Elect and Club Secretaries. Rotary GBI Communication Rotary GBI Bulletins - Rotary GBI sends regular bulletins to all Rotarians listed on the RI membership database. The individual topics within each bulletin are identified as either being for specific officers (some of which require follow-up action) or are of general interest. Rotary GBI Elections elections for various roles in Rotary GBI are now done electronically. Those nominated to represent your club will receive s directly from Rotary GBI explaining what to do and when. Rotary GBI Website ( gbi.org) The Rotary GBI Website contains much useful information about ROTARY GBI. This site also has a member s only area and you will need to register on this site to access this area. The Club and District Support pages contain much downloadable material and the following are links to these pages: Awards & Recognitions: club anniversaries, long service certificates and Paul Harris Fellowship Recognition Change of details: regular meeting time, venue or magazine delivery address change Charters: Rota Kids Charter request and details for new Interact, Rotaract and Rotary charters Compliance: constitutional documents, insurance details, equality & diversity, health & safety & protection policy Directories: ROTARY GBI, Rotaract, Interact, Rota Kids & Fellowships Document Library: Our extensive library where you can find all downloads at the tip of a finger Club Secretary s Handbook (Sixth Edition) Page 14

15 FAQs: Frequently asked questions section Funding: latest from the external funding advisory group (EFAG) Leadership development training: latest from the committee Membership, development and retention: latest from the committee Opportunities to Serve: our projects library of approved partners Rotary Regional Co-coordinators: one of our link to the international secretariat Stationery templates: a resource for clubs with pre-prepared Rotary themes Updating club records via My Rotary : information sheets below to help you add/remove/edit member details and There is also a Rotary GBI shop which can be accessed from the member s area. RI Communication Council on Legislation (CoL) The Council on Legislation can simply be described as Rotary s Parliament and meets every three years. See the R.I. website for further details. Any Resolutions to be presented to the CoL need the approval of the District. The voting arrangements when electing the District Representative to the CoL differs to District elections. Club Secretary s Handbook (Sixth Edition) Page 15

16 5. Managing Membership As soon as they occur club secretaries must send details of new members, obituaries, change of meeting venue, and any other information relevant to club members to the District Secretary. This is particularly important when a member dies as the District Governor will send condolences to the member s family and a District Officer will, whenever possible, attend the funeral. Electing a New Joining Member Rotary GBI Club By-law 8, Clauses 1 & 2 (2012), Election of Members refer - Membership of the club is by invitation only, at the discretion of the members. The administration of this process shall be the responsibility of the Secretary on behalf of the Club Council; (See Appendix B). Any Active member may make a proposal for membership. Membership may be Active or Honorary. The Information Meeting Having attended as a guest for several weeks and then wishing to join the club, the potential new member should as a first step attend an Information Meeting accompanied by their proposer. This meeting gives all the background about being a Rotarian and the opportunity to ask any questions before fully committing to joining. It is fairly common practice for the Club Secretary to be a member of the small group interviewing potential members. Undoubtedly this is one of the most important meetings to ensure the future of the Rotary Club and the one that creates the first impression for both the candidate and the interviewers. It is a fact-finding experience on both sides. This meeting must therefore be established in a manner that will enable frank and open discussion to take place. The commitments, responsibilities and benefits of Rotary membership need to be fully explained. It has to be a good opportunity for the candidate to obtain fair and true answers to any questions or concerns they may have. Consequently there should be no resistance to outlining correctly the time and financial commitments involved in membership. The following is not an agenda but should form the basis of any such meeting which although informal should be thoroughly planned (on your part): Choose a venue, which is non-threatening to the candidate. Hold it at a time convenient and suitable for the interested candidate. Be sure all those on your side are clear of the meeting objects and plan. Choose group members of a similar age and background who are good communicators and knowledgeable about Rotary activities, not Rotary history. Keep it small and simple without overpowering by numbers. Remember that it is better that the interested candidate should not continue to a formal application stage than become a member and resign shortly afterwards, when expectations are not as believed. That fallout could happen when someone has Club Secretary s Handbook (Sixth Edition) Page 16

17 become aware of the responsibilities and commitments only after Induction. That, itself, can only create a poor image of Rotary with the candidates and their close contacts. Application for Membership If all parties are satisfied following the Information Meeting the next stage is completion of the Application Form. On receipt of the completed application form the Club Secretary issues a Seven-Day Letter to all members. This gives details of the applicant and asks members if they have any objection to the application. Objections have to be received by the Secretary within the seven day time window. Club Council The application, along with any objections is referred to the Club Council. The Club Council can accept or reject any objections as seen fit. If the application is approved the Secretary informs the applicant and invites for Induction into Rotary. Refusal of Membership The club may not by refuse membership on the basis of gender, race, colour, creed, national origin or sexual orientation, or impose any condition of membership not specifically prescribed by the RI Constitution or By-laws. Any provision in any club constitution or any condition otherwise imposed in conflict with this section of the by-laws is null, void and without effect. (See Rotary GBI Club By-law 8, Clause 1, para c). It is important to note that if an applicant feels they have been unfairly refused membership, under the Equality and Diversity Act, they can now sue the club for discrimination. New Member Joining Induction The Secretary will arrange with the President and the applicant s Proposer for the joining member s induction at the first suitable meeting. As Secretary it is your responsibility to make sure that the President has a Rotary Welcome Pack (purchased from the Rotary GBI on-line shop), District Directory and most importantly, the Rotary lapel badge, for presentation to the new member. Inform the District Secretary (by ) of any membership changes immediately they occur. That is: new joining members, resignations, transfers in and out and members deceased. Also record the changes on the RI Global Database and the club website. Do not wait until you have a batch of changes as new members are acknowledged by the District Governor. This is particularly important as when a member dies the District Governor will send condolences to the member s bereaved family and a District Officer will, whenever possible, attend the funeral. Club Secretary s Handbook (Sixth Edition) Page 17

18 Registering a New Member Immediately inform the District Secretary of the new member s details and register them on the RI Global Database and the club s website. There is no need to simultaneously inform the District Governor as the District Secretary will notify the relevant District Officers, including the District Governor, who will acknowledge the new member. Likewise, there is no need to separately inform Rotary GBI as the Secretariat will draw the information they require from the RI Global Database. NB: The database on the club website is completely different to, and separate from, the RI Global Database. RI Global Database ( This is the global Rotary International database which contains information about Rotary clubs and Rotarians throughout the world. Each new Rotarian is registered here and is allocated an RI number. Even if you change club, or move country, this record will follow you and will be a complete history of your Rotary career. During your time as Club Secretary you will have access to the RI database and you are responsible for registering all membership changes and additions. You will need to register on the site using your address and a personal password to access the club administration area. Enter any membership changes immediately they occur, i.e. new members, or members left, deceased or transferred. When registering members the database will only accept a joining date if it is less than 180 days of the entry being made and will not permit entering an earlier joining date. If registering a member who joined well before the 180 day cut-off, enter a fictitious joining date within the 180 days, and then inform Rotary GBI of the actual joining date. Rotary GBI Secretariat will override the system and enter the correct date. If this is not done a long-established member will receive a Welcome letter as if a new joiner. The Rotary International (RI) website is also used to register in-coming club officers and the clubs official address (meeting place). Immediately after the club s Special General Meeting register the President, Secretary and Treasurer for the forthcoming Rotary on the Global Database using the In-coming Officers field. The Membership and Rotary Foundation officers should be similarly registered on the Global Database as soon as they are known. Rotary GBI will draw the information needed for the Rotary GBI Directory and future communication with all Rotarians from the RI membership database. Note: Club Secretaries should NOT be registered as the Executive Secretary in the RI database. This field is used if the secretary is full-time and salaried as, for example, in the USA and Japan. However you can register a member as an Assistant Secretary as a back-up to the club secretary. Club Secretary s Handbook (Sixth Edition) Page 18

19 Club Website (RIBI -Template) A large majority of Rotary clubs throughout the UK use the RIBI-T web site as their club web site, and there are benefits from sharing the same system with its UK wide database. The RIBI-T web site is managed by Rotary GBI and each club makes a donation of 50 per year to the Rotary Foundation for the use of the RIBI-Template. Clubs maintain their own websites, managed by the Primary Webmaster or the Secretary. The Club Website is the ideal tool for publicising Club activities to the general public and potential Rotarians, and it also has a member s only area where you can access club documents and the club membership database. Club websites should not be used to publicise commercial organisations not related to Rotary activities. The clubs database is a central part of the RIBI-T website which allows all Rotarians to contact and access information about every Rotarian in District It is important that each club keeps the information up to date, including a current list of its officers and members with their address and telephone number. It is the responsibility of the Club Secretary to make sure members details are up to date, even though they may delegate the actual in-putting of the data to another member who has Club Admin rights, if they choose to do so. Other details about the club such as meeting venue and time should also be posted on the website so that potential visitors have up to date information when wishing to contact or visit a club. Data held on the club website will be extracted to create for the printed District Directory each year, and it can also be searched using the Search and Contact feature on the web site. Club to Club Transfer On face value there is no reason why a Rotarian should not transfer from one club to another. However it is recommended that the Secretary should confirm their credentials from their former club before acceptance by the club they are applying to join. Please note there is no automatic right to transfer. The Rotarian has to be invited to join the club into which they hope to transfer and processed as a new member, albeit the information meeting may be shortened. The Secretary of the club they are leaving should inform the District Secretary, and SHOULD NOT DELETE their details from the club s membership database. If accepted by the club they are applying to join that Secretary should notify the District Secretary informing of the member s name and the club they are transferring from. The District Secretary will effect the transfer, and adjust the District membership records accordingly. The transfer should also be registered on the RI Global Database. The member should be marked as left, and the new club should then be able to find this member and add them to their club. Club Secretary s Handbook (Sixth Edition) Page 19

20 It is the responsibility of the club secretary to ensure the accuracy of the club s meeting arrangements and the membership database on the club website. It is important to keep your club data up to date on your club web site. PLEASE NOTE: Rotarians personal details held on any Rotary database are used solely for the purposes of Rotary. Data is securely held and password protected in accordance with the Data Protection Act, and is not sold or released to any external or commercial organisation. Rotarians can only access the members section of any of the Rotary websites by entering their personal user name and password which they must have previously registered. Club Secretary s Handbook (Sixth Edition) Page 20

21 6. Websites, Membership Databases and Social Media As club secretary, you can use, and encourage the use of the various District and Rotary GBI online resources within your club. Use of these tools will reduce the amount of administrative work for you and District Officers. District Social Media Accounts Circa 1200 / Facebook / Twitter Social media is a key tool enabling us to communicate with younger generations who prefer this method of communicating. The District social media accounts include: Our blogging/news site Circa District 1200 Facebook Account District 1200 Twitter Account http//twitter/district1200. Circa 1200 News Any club can post items to the Circa 1200 news site which automatically sends the item posted to our Facebook and Twitter accounts. This gives significant reach to your events and news without your needing to use all three social media accounts. Circa 1200 can be accessed from the District web site or direct at It is in a blog format allowing the posting of Rotary related material such as newsworthy events from Rotary clubs in the District. Being available to the public as well as all Rotarians it will reach a wider and more diverse audience. Any Rotary District 1200 members can request a login from the site and can contribute postings of news, recent and future events, and club activities. Club Secretaries are welcome to submit items relating to club events or similar activities to the District Secretary for distribution via the District mail. These will also be published on Circa Club Secretary s Handbook (Sixth Edition) Page 21

22 7. Insurance and Compliance The following information is provided as general guidance and you should always refer to the documents on the Rotary GBI web site to ensure that you are acting on the most up to date information. ROTARY GBI Insurance and the Rotary Club ROTARY GBI now issues a new edition of the insurance policy on a regular basis that is downloadable as a PDF document from the ROTARY GBI website. It is important that old editions are disregarded to ensure that the most up to date edition is used by the club. Each new edition of the manual contains the latest up to date Insurance arrangements, which do change from time to time. Consequently, the Club Secretary should always be aware of any changes which may affect Club activities. The policy document contains: Section 1: General information Section 2: Combined Liability Public, Products and Employers Liability Section 3: Regalia and Money Section 4: Officers and Club Liability Section 5: Legal Expenses Insurance Section 6: Libel and Slander Insurance Section 7: Personal Accident Insurance Section 8: Additional Optional Insurance Increased Regalia Limits Club owned equipment. Cancellation and Abandonment insurance (this does not cover abandonment due to lack of support). Prize Indemnity Hole in One. Section 9: What to do in the event of a claim Section 10: Complaints and Commendation Procedure Appendix A: Rotary Event Checklist Appendix B: Risk Assessment Form Employees In the terms of the policy employees are deemed to be anyone who is involved in an official Rotary activity, whether paid or as a volunteer. Friends of Rotary are covered by the Rotary Public Liability Policy, whilst they are attending and helping at Rotary Events and Meetings. The Policy will not cover activities organised solely by Friends of Rotary, as this is not deemed to be a Rotary Event. Points to note: Check all equipment prior to use and follow any safety instructions provided. If an incident does occur at an event, please make an adequate record of the circumstances and take the names and addresses of witnesses so they can be referred to if required. Club Secretary s Handbook (Sixth Edition) Page 22

23 Ensure that risk assessments are completed, as this places Rotary s insurers in a far better position to defend any claims submitted. Do not respond to letters from third party claimants - send all the paperwork to the Rotary Insurers who will deal with any claim on our behalf. Whilst it is appreciated that following this advice is difficult as our natural instinct is to help people, please remember that even the most innocent goodwill gestures may be seen as admissions of guilt by the Courts. ROTARY GBI Health & Safety Policy ROTARY GBI acknowledges that it has a responsibility to ensure that all Districts and Clubs within ROTARY GBI are made aware of the essential need to plan and organise all Rotary activities and events in a safe manner. ROTARY GBI is committed to ensuring that all reasonable steps are taken to safeguard the participants, members of the public, volunteers, Rotarians and anyone who may be in the vicinity of a Rotary event or activity from risk of injury or ill health resulting directly or indirectly from that activity or event. ROTARY GBI is committed to: Promoting and encouraging development of safe practice as the normal acceptable standard for all Rotary events and activities. Providing all districts with information and advice to enable them to formulate and implement their own health and safety policies and to provide the same service to their respective clubs. Establishing systems and procedures that will ensure districts and clubs have access to up to date information and safety advice when so required. Developing and encouraging communication at all levels in order to develop the exchange of ideas and to promote best practice at all levels within ROTARY GBI. The overall responsibility for safety at any Rotary activity or event lies with the district or club organising it. Each Club Council should appoint a Health & Safety Officer who will liaise with the District and ROTARY GBI Health and Safety Officers to promote, encourage and develop suitable and sufficient health and safety practices at all Rotary events and activities. The ROTARY GBI policy Statement contained within the policy should be signed by the Club President and Secretary. This policy, and all related documents, will be reviewed by ROTARY GBI at the end of each Rotary year following which appropriate advice and updated documents will be provided to all Districts. 11. ROTARY GBI Protection Policy The ROTARY GBI Protection Policy Document on the ROTARY GBI website was published in April 2007 but is currently being up-dated to reflect recent changes in legislation. Club Secretary s Handbook (Sixth Edition) Page 23

24 Clubs should formally annually agree the policy statement contained in the Protection Policy and this should be recorded in the minutes of a Club Council meeting. Clubs must also appoint a Protection Officer who will liaise with the District and ROTARY GBI Protection Officers. Purpose of ROTARY GBI Protection Policy 1. To give guidance to enable Districts, Clubs and individual members to meet legislative requirements. 2. To give support and guidance to Districts, Clubs and individual members on carrying out their Rotarian duties to ensure their well being. 3. To ensure Districts, Clubs and individual members are covered by the ROTARY GBI Insurance Policy in all their activities. 4. To provide legal support and advice in the event of any allegations or claim being made against a District, Club or individual member. General Statement 1. The Protection and Safeguarding of children and adults who may be vulnerable, is a paramount concern for every Rotarian. 2. Any project or activity planed and carried out by a club MUST give consideration to the safety and well being of any child or vulnerable adult who is benefiting from or participating in that project or activity. Consideration must also be given as to whether any Rotarian or volunteer participating requires a DBS check (formerly CRB). This should be part of the Risk Assessment that must be carried out for all Rotarian activities. Activities with Children When Rotarians/Supporters are to be involved: in a Regulated Activity with Children; In a Specified Establishment; meet the Time Period condition; and have the opportunity to have contact with Children as a result of anything he/she is permitted or required to do in connection with the activity; They are required to have an Enhanced DBS (formerly CRB) check. Kids Out As a one-off event Kids Out does not meet the criteria for DBS checks so are not required. Activities with Adults If Rotarians are to be involved in a Regulated Activity with Adults who may be considered to be Vulnerable at that particular time, they will need to have an Enhanced DBS check. However there are no Specified Place/Establishment criteria nor is there a certain number of times that the activity undertaken becomes Regulated. A one-off activity can be deemed Regulated, if the adult is deemed to be Vulnerable at that particular time. Club Secretary s Handbook (Sixth Edition) Page 24

25 DBS Checks There is no charge to Rotarians, the District or the Club for a DBS check to be carried out. Photographs Rotary is frequently involved in arranging events or projects for children from less fortunate circumstances. Some of these children may be fostered, adopted, victims of domestic abuse, or subject to witness protection programme, and therefore safeguarding their location and identity is of vital importance. At a Rotary organised event the organiser has the right to prohibit the taking of photographs by spectators and a notice should be displayed to that effect. Written permission of the parent or guardian should be obtained in advance in the case of children and by the person concerned in the case of a vulnerable adult. Code of Behaviour There is a Code of Behaviour in the existing Policy document intended to give practical advice to Rotarians and volunteers in order to reduce the risk of leaving them in a vulnerable position by actions and behaviour that could be misinterpreted and then possibly open to allegations. Allegations of Abuse There should never be an attempt to investigate an allegation of abuse. This should only be carried out by an official authority such as Social Services or the Police. Accusations against Rotarians / Legal Expenses Insurance ROTARY GBI has contracted an insurance company to provide financial support and legal advice in defending a member against legal proceedings with the Police where it is alleged that a members has or may have committed a criminal offence OR following an event which leads to a member being prosecuted in a court of criminal jurisdiction relating to alleged abuse claims. If you think you may have a claim DO NOT ask a solicitor for advice unless the ROTARY GBI Insurance Company has given their permission. If you do, the insurers will not pay the costs involved. ROTARY GBI Equality and Diversity Policy (2011) Clubs must adopt and sign the ROTARY GBI Equality and Diversity Policy statement that can be downloaded from the ROTARY GBI website. This is to ensure the Club is covered by the ROTARY GBI Insurance Policy ROTARY GBI Statement of Intent ROTARY GBI is committed to promoting equality, fairness and respect. We aim to create an environment where diversity is recognised, valued and celebrated. We will Club Secretary s Handbook (Sixth Edition) Page 25

26 provide opportunities for all Rotarians to develop and to fulfil their potential. We will engage fully with our diverse society. We will take care to assess the impact of our policies and their implementation on race, religion and belief, gender, gender re-assignment, disability, sexual orientation, marriage and civil partnership, pregnancy and maternity and age equality. These are the Protected Characteristics contained in the Equality Act 2010, and they also correspond broadly with the headings under which citizens are legally protected from discrimination in employment and other aspects of participation in society in equality legislation in the Republic of Ireland, namely the Equal Status Act 2000 as amended by the Equality Act The policy gives very specific definitions of Equality, Diversity and Discrimination which clubs should adhere to. Club Secretaries should be aware that if a person feels they have been unfairly discriminated against, under the Equality and Diversity Act, they can now sue the club for discrimination. Data Protection Act All clubs must comply with the Data Protection Act when handling personal information, although generally there is no need to register with the Data Commissioner. There are eight guiding principles regarding data protection. 1. Data must be handled fairly and lawfully, that is, there must be legitimate grounds for collecting and using the personal data. 2. Personal data can only be gathered for specific, lawful purposes and not used in any manner which is irrelevant to those purposes. For example, if a third party asks for the phone number of a club member, you will need to ask that Rotarian for permission to share the information. Alternatively, you can ask if the Rotarian could contact the enquirer directly. 3. Personal information must be relevant and not excessive in relation to the purpose. You may only need basic details. 4. Accuracy of information. It is your responsibility to ensure data is correct, can be traced back to the source, which should be the person concerned, and is up to date. 5. Personal data should not be kept for longer than is necessary. In practice, this means reviewing the length of time personal data is stored. 6. The data is processed in line with the rights of the person. When a person shares their personal information, they are trusting it will be used appropriately. If these rights are breached, the person can claim compensation for damages caused by breach of the Data Protection Act. 7. All information must be kept safely and securely to protect against accidental loss, destruction of, or damage to personal data. 8. As well as being careful about who has the personal information, the Data Protection Act also states that data shall not be transferred outside the European Economic Area unless that country or territory ensures an adequate level of Club Secretary s Handbook (Sixth Edition) Page 26

27 protection for the rights and freedoms of data subjects in relation to the processing of personal data. Essentially this means the information will not be given away unless it is safe to do so and it is appropriate. For example, certain information about members may be shared between ROTARY GBI and RI because it is part of the same organisation and has appropriate security measures in place to make sure the transfer is safe and information is used correctly. For further details there is a video tutorial and a PowerPoint presentation on the ROTARY GBI website. Club Secretary s Handbook (Sixth Edition) Page 27

28 8. Miscellaneous Use of Rotary Badges and Emblems The use of the Rotary badge and other Rotary emblems are restricted and copyrighted solely for Rotary purposes. As such the badge or any other emblem should not be released to any non-rotary organisation for their use. Unless specifically approved by Rotary International neither should the badge or emblems be used by any commercial, voluntary or not-for-profit organisation as part of their advertising and / or promotional material, or be purporting to have an official association or relationship with Rotary. Application for a Paul Harris Fellowship or other Awards The form for application for a Paul Harris Fellowship can be downloaded from the ROTARY GBI website, or is available from the District Secretary, on request. Dissolution or Merger of Clubs In the unfortunate event that a club becomes no longer viable and the members either decide to close down the club or merge with a neighbouring club there are strict procedures to be followed. Dissolution of a Club In order to dissolve a club a resolution shall be passed at any annual general meeting, special general meeting or extraordinary general meeting by a majority of the members present, and who are entitled to vote. The procedure to be followed, along with the realisation and distribution of the club s assets, i.e. club funds, regalia and property and its charitable funds is laid out in the ROTARY GBI Club By-law 12 (2012). Merger of Clubs Two or more clubs within the same District seeking to merge shall apply to the General Council, provided each club has fulfilled its financial and other obligations to ROTARY GBI. A merged club may be organised in the same locality as one or more existing clubs. (See ROTARY GBI Club By-law 13 (2012)). Concluding Your Term of Office Several months before your term of office ends you should work in parallel with your successor to ensure a seamless handover. Review all administrative procedures and explain how the club files are organised Ask yourself: Does your successor fully understand the role and function of the club secretary? Club Secretary s Handbook (Sixth Edition) Page 28

29 Are all club records in order, whether hard copies or CD Rom / Memory stick etc? Does your successor know how to access them? Is the membership database on the club website complete and have all in-coming officers, committee chairmen and functional leaders been recorded? Has your successor, and all other in-coming officers been registered on the RI Global database? Can your successor access and manage the membership databases? Is club equipment and regalia complete and in good condition. Does anything need to be ordered? During your last week in office you should hand over all files etc to your successor. Club Secretary s Handbook (Sixth Edition) Page 29

30 Appendix A Club to Club Transfer Rotarian transferring from one club to another. On face value there is no reason why a Rotarian should not transfer from one club to another, although there is no automatic right to do so. However it is recommended that the Secretary of the club they are applying to join confirms their credentials from their former club before implementing the application process and issuing the seven day letter. RI Global Database The transfer process is carried out using the RI Global Database as follows. (No paper forms are required). NB: Only the designated Club Secretary and the Club President can make changes to club details on the Global Database. Secretary of Club Transferring from Log on to the Global Database. Click and open - Update Membership Data. Scroll down to the name of the member transferring out. Click - Terminate. Open - Terminate Reason. Click Joining - New Club. Follow instructions on screen. Secretary of Club Transferring Into Log on to the Global Database. Click and open - Update Membership Data. Click and open - Add Members. Click Search for an existing member. Follow instructions on screen. ROTARY GBI-T Secretary of the club they are applying to join should notify the District Secretary informing of the member s name and the club they are transferring from. As the District MDE Administrator, the District Secretary will effect the transfer. Club Secretary s Handbook (Sixth Edition) Page 30

31 Appendix B Club Secretary s Handbook (Sixth Edition) Page 31