Summary of Reporting Requirements for Rotary Clubs
Rotary District 5490
Semi-Annual Membership Report and Dues
This report is mailed to your club from Rotary International twice per year. Your club is required to fill out the report and send in semi-annual dues to Rotary International. This report and dues are due on July 31st and again on January 31st.
Annual District Dues
Annual District dues are due to the District Treasurer on August 1st of every year. Your club will receive an invoice from the District Treasurer.
Monthly Attendance Report
Reporting monthly attendance numbers is required of all clubs.
Attendance numbers will be published on the District website, and the Governor’s newsletter.
Attendance is reported through the District web site.
Your club is required to report club attendance and membership numbers to the District web site by the 10th day of every month (for the previous month’s attendance).
Notification of Club Officers
Your club is required to report the names of the President Elect and Secretary Elect to Rotary International by January 31st, following your club elections in December. Your club is also required to report all new club officer names (president, secretary, chairs, treasurer, etc) with contact information to the District website by January 31st.
Membership Information
As member information changes (new members added, members deleted, changes to member address, phone, email, etc), you are required to report this to Rotary International and to the District Website as the changes happen.
Club Information
As club information changes (club meeting location, day, time, club address, etc.) you are required to report this to Rotary International and to the District Website as the changes happen.
Reporting Instructions
Semi-Annual Membership Report and Dues
Your club will be mailed a report to fill out. Follow the directions included in the report. Don’t forget to include a check for your Rotary International dues and to mail a copy to of the report to the District Secretary.
Annual District Dues
Your club will receive an invoice from the District Treasurer. Pay this invoice promptly to be eligible for a possible rebate at the end of the year.
Monthly Attendance Report
Each club has an “attendance manager” identified on the District Website. The club attendance manager has access to enter attendance numbers for your club. By default the attendance manager is the club secretary. It can be changed to any other member from the admin page of the District Website.
If your club is a Club Runner subscriber, you can enter your monthly attendance numbers directly into your club website and there is no need to report anything to the District. Your club numbers will be automatically reflected on the District website.
If your club is not a ClubRunner subscriber, you can enter monthly attendance numbers at the District Website . You must be logged in to report attendance. If you are a new user, go to: New User for instructions on obtaining a login name and password.
Instructions
· Login to the District website, and go to the Admin page (you will go to this page by default when you log in).
· Click on Club Attendance Report under the "For Club Executives" section.
· Enter:
Number of active members as of the last day of the previous month
Number of new members joining in the previous month
Number of members terminated in the previous month
Number of meetings held in the previous month
Average attendance percentage for the previous month.
· Click on Save.
You can update or change these numbers for the current or previous months at any time.
Notification of Club Officers, Membership Data, and Club Information
This information must be updated as it changes to Rotary International AND ALSO to the Rotary District. Both updates can be done online.
o Updates to RI are done through “Member Access” on the Rotary International website. Club Secretaries have access to update member and club information.
o Updates to the District are done through the District website. Club Secretaries and Presidents have access to update membership and club information. Also any other member can be given access by contacting the District Secretary.
Instructions for reporting changes to RI through Member Access
Start from the Rotary International home page and click on member access in the upper right hand corner.
You must be logged in to edit member and club information. If you are a new user, go to Register Now from the Member Access login page and click on “Frequently Asked Questions” for instruction on obtaining a login name and password.
Once logged in:
Click on Update Membership Data to:
o Add or terminate members
o Edit member status and contact information
Click on Update Club Data to:
o Edit Club and Meeting Information
o Edit Club Officer Information
Instructions for reporting changes to the District through the District website
If your club is a Club Runner subscriber, you can edit member and club information directly from your club website and there is no need to report anything to the District. Your information will be automatically reflected on the District website.
If your club is not a ClubRunner subscriber you can edit membership and club information at the District Website. You must be logged in to edit information. If you are a new user, go to: New User for instructions on obtaining a login name and password.
Instructions
o Login to the District Website, and go to the Admin page (you will go to this page by default when you log in).
Updating Membership Data
o Click on Membership Details under the "For Club Executives" section of the admin page.
o Add new members by clicking on add new member
o Edit membership information by clicking on Edit next to the member’s name.
o Terminate members from active membership by clicking on Mark Ex next to the member’s name.
Updating Club Data
o Click on Club Information Page under the "For Club Executives" section of the admin page.
o Edit Club information and click on Save Changes.
Updating Club Officer Information
o Click on Define Club Executives under the "For Club Executives" section of the admin page.
o Click on edit next to the office to update.
o Choose the club member that holds the office from the pull down list.
o Click on Save.
o Note: you can enter next year’s officers by clicking on Define Next Years Executives under the "For Club Executives" section of the admin page. This should be done by January 31st after club elections in December of each year.
Online help is available for all functions of the District Web site.
Also, fell free to contact the District Secretary with any questions relative to reporting to RI or the District.