ADMINISTRATION
|
| | Rotary Club of North Balwyn
|
|
|
|
|
|
|
The District Secretary assists the District Governor in the communications and various administrative functions of the District. These functions include, with the assistance of District Officers, managing the operations of the District including keeping of all records of correspondence, minutes of Board and DLT meetings and reports to RI.
|
|
|
|
NEW DISTRICT SECRETARIAT
|
|
A description of their individual roles and responsibilities are as follows:
|
|
|
|
Assistant to District Secretary
|
|
Jane Pennington
|
Phone: 0408 402 555
|
Email Jane Pennington
|
|
|
Club Liaison Officer
|
|
Marjorie Gerlinger
| Phone: 9807 8320
|
| |
|
|
The position of Club Liaison Officer (CLO) is the first point of contact for the clubs when communicating with the district on general administrative matters. The role is to offer direct assistance to the Club Officers or acts as a referral services to those seeking support from the District.
The CLO is responsible for the development and implementation of a training syllabus for the Secretary Elects Training Seminar (SETS), held each year to provide hands-on assistance to incoming Secretaries.
The CLO also assists in the design of District banners, badges and stationery.
|
|
|
|
Club Record Keeping
|
|
RI-CAS – Rotary International Club Administration System is a former software package used by many Clubs which runs all aspects of membership record keeping, attendance recording, correspondence merging and program. Due to economic reasons and lack of use worldwide, RI has withdrawn support for this software program (from 1st July 2008) and it can no longer be downloaded from the RI website.
However, the District Secretariat will continue to provide limited training in the setup and operational use of the RI-CAS program and to provide very limited 'Software' technical support locally when requested. Clubs may continue to use the program on a stand-alone basis but online use or access to support from RI will not be available. The will be no more version updates. Limited local support is available.
|
Tom O’Brien
|
RI-CAS Training
Phone: 0407 424 055
|
|
Email Tom O'Brien
|
|
|
|
Changes to District Record, Office Bearers, Meeting Venue and Club Information Database
|
|
Club Secretaries are required to advise changes in their membership, Club office bearers, Club meeting details and Club contact details as follows:
|
|
| | | | | | | | | | | | | | | | | | | | | | | | Membership termination by resignation or death
|
| | | | | | | | | | | | | | | |
|
|
Changes can be advised by the following means:
|
|
|
|
|
|
|
|
|
RI Member Access
|
|
Member Access is an online portal provided by Rotary International (RI) which allows a limited access to membership and Club databases, dependent on Club position. Secretaries and Presidents can carry out a range of administrative tasks online; including recording of new members and resignations, transfers etc, the payment of semi annual dues and searching the RI official Directory.
Any Club member can use the RI Member Access to:
(1) Contribute to the Rotary Foundation
(2) View their personal contributions to the Rotary Foundation
(3) Manage email subscriptions
(4) Register for meetings
Members cannot enter or change their own membership data or Club records.
Three items of information are required to obtain logon:
|
- Your District Number: D9800
- Your Club Number (available from your Club Secretary)
- Your Rotary Membership ID (available from your Club Secretary)
|
Establishing your logon is done on line at https://riweb.rotaryintl.org/ or you can go to the Rotary International web site www.rotary.org and select Member Access from the top menu. A member of the Admin Support Group can assist with advice on the use of member access.
District Governors, District Secretaries and District Governors Elect can view all Clubs in the District, RI Foundation contributions, monthly contribution reports and Club Recognition Summaries for the District.
|
John Meehan
| Phone: 0419 004 264 or 03 9859 1772
|
| |
|
|
|
|
Database Management
|
|
Provides administrative support to the DG and District on Database Management, Domain Names, Alias Management and technical matters related to the administration and operation of the District.
The group is also able to provide limited advice and assistance in the use of RI-CAS and Member Access.
|
Database Management
Phone: 0409 850 956
|
Email Ian Hovey
|
Database Management
Phone: 0411 228 311
|
Email Ross Butterworth
|
Domain Names and Aliases
Phone: 0417 127 524
|
Email Andrew Ingram
|
|
|
Club Administration Guidelines Manual
|
This manual is a practical guide on many, but not all, of the Rotary procedures arising in the course of a Rotary Club's day-to-day operations.
It is intended to assist the Club Secretary, office bearers and members of the Board in their approach to club administration. The contents represent an accumulation of precedents extracted from Board decisions and rulings of a typical Rotary Club. It supplements the Manual of Procedure, the Club's own Constitution and By-Laws and other Rotary International official publications.
This Manual is available through District and can be reproduced on disk and made available to any member of a Club in District 9800. Future amendments and additions will be sent to Clubs by email or post. The Club Secretary should then be responsible to ensure updates are recorded.
|
Marjorie Gerlinger
| Phone: 9807 8320
|
| |
|
John Meehan
| Phone: 0419 004 264 or 03 9859 1772
|
| |
|
|
|
|
District Resources Officer
|
|
John Meehan
| Phone: 0419 004 264 or 03 9859 1772
|
| |
|
|
The District Resources Officer has been created to provide support for tasks that require a level of District management or control.
|
|
| | | Prahran Mechanics Institute Local History Library offers a permanent cost-free repository for Rotary Clubs' written histories or typed manuscripts. Clubs may lodge their history direct or through the DRO. Histories will be displayed by town or suburb and may be lent out free to any interested person.
Location: 140 High St. Prahran Ph: 9510 3393 Home page: www.pmi.net.au or for more details contact the DRO.
The District Resources Officer (DRO) is available to assist all clubs with the collection, collation and storage of all club histories and to provide guidance with clubs wishing to write their history.
|
| | Forms Design and Management
|
| | Development of all forms, both electronic and paper used in the collection of club information and data. These include design or updating of the Clubs’ Plans and Objectives forms (P&Os) prior to submission to the DG, at the beginning of each Rotary year, and the Assistant Governors ‘Memo of Official Visits’ and AG Final Reviews. The DRO is also responsible for data analysis and presentation to the executive for periodic review.
|
| | | | | | Manage District Property and Storage Facility
|
| | Arrange for storage of District owned equipment and to maintain an inventory of all items held in storage including Badges, Banners, Flags, Stands, Signs and Memorabilia.
Note: Clubs may borrow such items for special events provided they accept responsibility for cost of repair or replacement.
Clubs may also order meeting badges for members and partner badges etc.
A full set of duplicate Club Banners is held by District and purchased at District cost when a new Club is formed.
| | John Patrick
Patrick Australia Ltd.
84-88 Leveson St.
North Melbourne 3051.
|
| | |
|
| | Storage of Clubs’ Documents
|
| | All Clubs need to preserve old Board minutes, correspondence, financial records etc.
PDG John King has offered permanent storage facilities to Rotary Clubs only in D9800.
Storage is rent-free provided documents are in properly designed boxes available on site (at cost $3.30 ea) or provide own boxes (not grocery or liquor).
Boxes must not contain memorabilia, flags, trophies, picture frames etc that will not fit in above sized boxes. Each box should be marked with a destroy-by date.
Insurance is optional against fire etc.
Location is Storage King Highett, 1123A Nepean Highway, Highett 3190 Ph: 9555 0222.
John Meehan can be contacted on 98591772 or mobile 0419 004 264.
| Or email John Meehan
|
|
|
|
|
|
Public Officer
|
|
|
|
As the District is an Incorporated Association the appointment of a Public Officer is required with the following duties and responsibilities:
|
- Lodge annual statements each year.
- Notify the registrar of a change of the Association's registered address within 14 days.
- Apply to the Registrar for approval to alter the statement of purposes or rules within 28 days after the alteration is passed by special resolution.
|
|
|
|
|
Club Incorporation, MOP, District Resolutions Officer
|
|
|
|
Duties and responsibilities include:
|
- Assist Rotarians to understand the meaning and effect of RI and Club Constitutions and Bylaws.
- Receive proposed Resolutions and Enactments and assist with drafting prior to submission.
- Consider proposed legislation coming before Council on Legislation (COL) and advise Clubs accordingly.
- Advice to District Executive on all district resolutions.
- Represent District 9800 at the Council of Legislation.
|
|
|
|
|
Club Proposals for Council on Legislation (COL)
|
|
|
|
When a Rotary Club proposes legislation, the matter must have been submitted by the Club’s Board of Directors to the members for adoption. It should then be forwarded, not less than 75 days prior to District Conference, to the District Governor (copy to District Resolutions & MOP Committee) with a letter signed by the President and Secretary of the Club certifying that it has been adopted. Each proposal from a Club must be submitted to its District Conference for a vote on whether to endorse it. (Refer to Manual of Procedure)
|
|
|
|
Club Proposals for District Resolutions to District Conference
|
|
PDG Ian Knight
| Chairperson
|
| Gary Goldsmith
| Committee Member
|
| |
Robert Read
| Committee Member
|
|
John Meehan
| Committee Member
|
| |
|
|
The procedure for submitting Resolutions for presentation to the District Conference is as follows:
|
- Resolutions from Rotarians or Clubs must be submitted to the members of the Club initiating the Resolution for endorsement by a majority vote, prior to being forwarded to District.
- Resolutions must be submitted on the Club letterhead and personally signed by an Officer of the Club confirming that the Resolution has been approved by the majority of Club members.
- Resolutions may also be submitted by the District Governor for consideration by delegates at the District Conference.
- Resolutions must be submitted to the Chairman of the District Resolutions Committee not less than 75 days prior to the District Conference in order for the matters to be considered by the District Governor and Resolutions Committee, to ensure the item is in accordance with the Constitution and By Laws and in keeping with the principles of Rotary, prior to being distributed to Clubs.
- All resolutions to be considered by the Club voting Delegates assembled at the Conference must be circulated to each Club Secretary at least 45 days before the opening date of the District 9800 Conference, to enable Club discussion and full consideration by Club voting delegates, apart from minor amendments and except for such Resolutions arising out of Conference discussion or as accepted by the Conference at the time.
|
Following the District Conference, all resolutions passed at the District Conference are to be circulated to all Clubs for their information and the District Website to be updated.
|
|
|
|
Correspondence
|
|
All correspondence for District 9800 should be addressed to the District Governor and forwarded to him via the District Secretary, Brian Hurnard by post to 29A Nicholson Street, North Balwyn 3104 or via the email link below.
|
Click here to send correspondence by email.
|
