session 1: secretaries and treasurers
DESCRIPTION
Session 1: Secretaries and Treasurers. Introductions. Name Club Years in Rotary Current Position, if any Next Year’s Position Non-Rotary Job. Secretaries and Treasurers. - PowerPoint PPT PresentationTRANSCRIPT
District 2610 CLTS
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Session 1:Secretaries and
Treasurers
District 2610 CLTS
Introductions
• 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 make-
ups• 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 SecretaryRole 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• 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 ReportsTo 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 TreasurerRole 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• 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
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Due Date of the e-PostcardThe 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.
How to FileUse 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 e-Postcard with the IRS through our trusted partner, Urban Institute. The form must be completed and filed electronically. There is no paper form.
Who Must FileMost 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 returnTo 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.
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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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