Secretary Protocol

Meeting Duties

Visitors: Rotarian: - recommended: have ROTARIAN forms already signed & stamped with club name. - have Rotarian fill out top portion. - remove the top portion & retain…ASK if they want to be introduced! - Rotarian keeps remainder (make-up card) of form. - if no badge or name tag, have Rotarian fill out name sticker. - ENTER on 2nd page of ATTENDANCE. Guest (non-Rotarian) - there are GUEST forms. - have Guest fill out top portion. - remove the top portion & retain. - Guest keeps remainder of form. - if no badge or name tag, have Guest fill out name sticker. - ENTER on 2nd page of ATTENDANCE. Give retained top portions of forms to announcer (currently Joey Lessa) before meeting begins… …do NOT give those who do NOT want to be introduced (see above). (If Joey is absent, give to President or whoever is presiding.)

Attendance: Page 1: check boxes for members in attendance. Page 2: enter visiting Rotarians and visiting Guests.

There are 2 copies. - File Copy, both pages. - Treasurer Copy, page 1 only. - Desert Wheel Copy, page 2 only. - Maintain only 1 copy until meeting has started. - Copy information to other copy. - Retain "File" copy (both pages). - “Treasurer” copy, page 1 only. Count members in attendance, add totals of all visitors in an itemized count for each cost of lunch (guests, family, or free). Give to treasurer. Treasurer will use counts to balance meeting cost, and use total of all people in attendance to pay caterer. - “Desert Wheel” copy, page 2 only. Give to editor of Desert Wheel…OR…give guest cards (for those introduced, retrieve from announcer) and slips from Rotarian make-up cards (again, for those introduced, retrieve from announcer) to editor of Desert Wheel. Work this out with the editor

Other Duties - Weekly. o Pre-meeting. . Print attendance sheets. . Have make-up slips prepared with your name & stamped with club name. Very helpful in busy snowbird season. o Meeting. . See above. o Post-meeting. . Enter attendance in RI-CAS. . Enter make-ups in RI-CAS. . Scan Desert Wheel to laptop & email same to website administrator. . Members not in attendance.  For those preferring hardcopy, print labels from RI-CAS and send via US Mail.  Email to others. - Monthly. o District report. By 10th of each month. o Take minutes at board meeting, then distribute minutes to board for approval before next board meeting. - Semi-annually. o RI report. o Roster; see Roster Protocol. - Equipment. o Responsible for laptop & projector. - Software. o Keeps software (such as anti-virus) and services (such as Yahoo Mail plus and website) up-to-date and pays fees for same. Secretary uses personal credit card for on-line purchase, prints & submits receipts to treasurer, & is reimbursed. - Roster. o Both RI-CAS roster & tri-club roster; see Roster Protocol. - Order supplies. o For meetings: make-up cards, guest cards, stick-on name tags. o Other: orders as requested by board or club members. o Most RI-approved vendors will not require up-front payment, but will send a bill to the club. The treasurer will then pay the vendor. - Email. o Maintains club email. - Website. o Forwards updates of files & information to website administrator. - Member data. o Keeps email address book up-to-date. o Keeps RI-CAS database up-to-date. o Keeps RI database up-to-date. - Membership Proposal. o Have copies of Membership Proposal Form & Membership Development Protocol available for members. These are on the website. o Follow procedures as outlined in the Membership Development Protocol. - Other. o Keep on permanent file (hard copy and digital) all documents pertaining to: . Rotary Club of Green Valley (RCofGV):  Constitution, dated  Bylaws, dated  Policies, dated  Memorandum of Understanding between RCofGV and Green Valley Rotary Club Foundation . Green Valley Rotary Club Foundation (GVRCF):  Constiution, dated  Bylaws, dated  Policies, dated  Current year-end financial report  Current annual report . Rotary International  Constitution, dated  Bylaws, dated o See ‘Duties of Officers’, in the Rotary International Manual of Procedure.