Club Secretary's Manual - Rotary International

At your first opportunity, review your club constitution to ensure that
it is consistent with the current Standard Rotary Club Constitution,
and review club bylaws to verify that they are current (use the
Recommended Rotary Club Bylaws as a reference). The bylaws should
reflect the operation of your club, including officer responsibilities
and club committee structure, but must not contradict your club’s
constitution or RI Constitution and Bylaws. Work with the club
president to ensure that your constitution and bylaws are kept current.
When legislation adopted by the Council on Legislation changes the
Standard Rotary Club Constitution, those changes automatically
become part of your club’s constitution. It is your responsibility to
determine whether changes to the constitution require changes to the
club’s bylaws.
Club archive and library. The club archive contains historical
information about the club and Rotary, including:
• Club’s application for membership in RI and list of charter
members
• Documentation relating to change of club name or locality
• Club constitution and bylaws with amendments
• Meeting notices and minutes
• District conference programs
• Press clippings, photos, slides, and videos relating to the club and
its projects and activities
Maintain documentation of club activities during your term. At the
end of the year, work with the president or a special committee (if
one is appointed) to update the club archive, including a summary
of activities for the year, photographs of officers and special events,
names of new members, and outstanding accomplishments.
A club library is useful for new- and continuing-member education.
It should contain Rotary publications and audiovisual resources
(obtained from shop.rotary.org), along with archived issues of the club
newsletter, the governor’s monthly communication, The Rotarian or
your Rotary regional magazine, and Rotary Leader.
Member Access. The Member Access area of www.rotary.org enables
Rotarians to perform Rotary business online, which facilitates
administrative tasks and ensures that RI has accurate records. Only
you and your club president can activate other officers’ Member
Access privileges. Activation requires logging on to Member Access
and indicating the officer’s position.
The Member Access functionalities of club secretaries are shown on
page 5.
Club SeCretary’S Manual 4 ROLe AND RespONsIbILITIes