Session 1:
Secretaries and
Treasurers
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Introductions
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Name
Club
Years in Rotary
Current Position, if any
Next Year’s Position
Non-Rotary Job
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Secretaries and Treasurers
• The Secretary-Treasurer team
must deal successfully with
important minutiae but there are
powerful tools and best practices
available which will make the job
easier.
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Learning Objective
Identify challenges and solve
problems that your club may face.
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Key Topics
• Responsibilities – fiduciary, records keeping
• Attendance – reporting and recording makeups
• Forms - the Rotary Semi-annual Report
(SAR), IRS Form 990
• Deadlines – attendance reporting, SAR, IRS,
RI and District dues, foundation submittals
• Best Practices
• DaCdb
• Rotary Club Central
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Session 1: Club Secretary
Role and Responsibilities
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Learning Objectives
• Understand the role of the club
secretary.
• Identify ways to work with other club
leaders.
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Responsibilities
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Maintain membership records.
Record attendance, Report attendance.
Submit required reports to RI.
Send out notices of meetings.
Record and maintain minutes.
Work with treasurer to collect and
submit dues and fees.
• You may have others – Check club
Bylaws
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Submitting Reports
To RI (via Member
Access)
To your district
governor
To the appropriate
club secretary
Semiannual Report
Monthly attendance
Visiting Rotarian
attendance
Membership Data
Form
Membership Data
Form
Rotarian Relocation
Form
Changes in officers or
meeting information
Changes in officers or
meeting information
Official Directory Data
Form
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Member Access
• Member Access can help club
secretaries
– Pay club dues – Consult w/Treasurer
– Update and review membership data before
1 June and 1 December
– Update club data, such as meeting time and place
– Report new club officer information
– View the club’s Rotary Foundation contribution
reports
– Contribute to the Foundation
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Preparation
– Discuss your role with the incoming
president
– Meet with the outgoing secretary
– Arrange for the transfer of club files
and records
– Meet with the incoming treasurer to
discuss their responsibilities
– Review the Club Secretary’s Manual
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Submitting Reports
– Semiannual reports to RI for dues payment
– Monthly attendance reports to the district
– Membership Data Form, for changes in
membership, to RI and the district governor
(update before 1 June and 1 December)
– Visiting Rotarian attendance reports to
appropriate club secretaries
– Rotarian Relocation Form to the club secretary
in the area where a member is relocating
– Official Directory Data Form to RI
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Resources
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Learning Objectives
• Understand the role of the club
secretary.
• Identify ways to work with other club
leaders.
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Session 1:
Discussion and
Questions?
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Session 2: Club Treasurer
Role and Responsibilities
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Learning Objectives
• Understand the role of the club
treasurer.
• Identify ways to work with other
club leaders.
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Responsibilities
•
•
•
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Record incoming/outgoing funds, use software.
Develop and adhere to the budget.
Report to your club board.
Collect and submit dues and fees (RI & District).
Work with the Club Secretary
• Ensure compliance with all Government filing
requirements (Federal & State)
• Work with The Rotary Foundation Chair,
encourage online contributions – Member Access.
• Establish financial controls.
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Managing Funds
• Deposit all club funds in a bank selected by
the club’s board
– Establish separate accounts for operational and charitable
funds.
– Require board approval for expenses over a set amount or
not budgeted.
– Require two signatures for disbursing funds over a set
amount
• Document all incoming and outgoing funds.
• Consult an accountant or local expert to
determine any tax or other liabilities.
• Appoint a finance committee.
• Have a qualified professional review club
finances annually
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Preparation
– Discuss your role with the incoming
president – work on Budget
– Meet with the outgoing treasurer
– Arrange for the transfer of financial
files and records
– Meet with the incoming secretary to
discuss their responsibilities
– Review the Club Treasurer’s Manual
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Work with the Club Secretary
– Coordinate actions on attendance reporting,
SAR, IRS, RI and District dues, foundation
submittals
– Ensure that members pay their dues
– Develop a system for accounting for all dues
paid and contributions by members
– Provide the secretary with a list of members
whose dues are 30 days late so that proper
notification can be sent
– Submit RI dues payments through Member
Access
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Work with Club Committees
• To support the club’s committees,
treasurers should
– Consult with them as they develop a budget for
their activities for the coming year
– Check that all expenditures are budgeted for and
have appropriate documentation
– Ensure that there are procedures in place for
requesting funds and that committee chairs are
informed of these procedures
– Advise them on fundraising activities
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The Rotary Foundation (TRF)
• The club treasurer has the following
responsibilities related to the Foundation:
– Encourage club members to donate directly to the
Foundation. Club members may use Member Access
on the RI Web site to donate to the Foundation.
– Ensure that a copy of the TRF Global Contribution
Form or Multiple Donor Form is included with all
contributions to ensure timely processing.
– Educate club members about any tax exemptions for
donations to The Rotary Foundation or associate
foundations.
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SAR
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SAR
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District Dues
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IRS 990
• Various types depending on annual
Revenue. (990, 990-EZ, 990-N)
• Must file annually by the 15th of the
5th month after your fiscal/tax year
ends.
• http://www.irs.gov
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IRS 990-N
Due Date of the e-Postcard
The e-Postcard is due every year by the 15th day of the 5th month after the close of your tax year. For
example, if your tax year ended on December 31, the e-Postcard is due May 15 of the following year. If the
due date falls on a Saturday, Sunday, or legal holiday, the due date is the next business day. You cannot file
the e-Postcard until after your tax year ends.
Who Must File
Most small tax-exempt organizations with gross receipts that are normally $50,000 or less ($25,000 for tax
years ending on or after December 31, 2007 and before December 31, 2010) must file the e-Postcard.
Exceptions to this requirement include:
•Organizations that are included in a group return,
•Churches, their integrated auxiliaries, and conventions or associations of churches, and
•Organizations required to file a different return
To search for organizations that have filed an e-Postcard and to view their filings, see Exempt Organizations
Select Check. You can also download the entire database of e-Postcard filings on that site.
How to File
Use this link to file the e-Postcard. If you have trouble accessing the system using that link, you may be able to
access the filing site directly by typing or pasting the following address into your Internet
browser: http://epostcard.form990.org. When you access the system, you will leave the IRS site and file the ePostcard with the IRS through our trusted partner, Urban Institute. The form must be completed and filed
electronically. There is no paper form.
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Resources
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Learning Objectives
• Understand the role of the club
treasurer.
• Identify ways to work with other
club leaders.
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Session 2:
Discussion and
Questions?
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Session 3:
Rotary Club Central
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Learning Objectives
• Understand the purpose of Rotary
Club Central.
• Identify ways to use the functionality
of Rotary Club Central
• Understand the limitations of Rotary
Club Central.
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Rotary Club Central
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Rotary Club Central
• Only club leaders including the president, secretary, treasurer,
executive secretary, foundation chair, and membership chair
can edit goals and achievements for the year they are in office. All
club members can view club goals and achievements for all years.
• All district leaders, including governor, governor-elect, assistant
governor, and committee chairs can view a summary of goals and
achievements for all clubs in their district by clicking on “District
View”.
• If a club is unable to enter goals, any district leader can input data
on behalf of the club. The club president will be notified by email
when any changes are made to their goals.
• Club leaders are encouraged to log in to Member Access and enter
their data in Rotary Club Central so that club members, the district
governor, and assistant governors can see it.
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