Club_Officers_Handbook_2016
Responsibilities of Club Officers (continued) C. Secretary Duties 1. Serving as a member of the board of directors. 2. Notifying each member of time, place, and date of all meetings.
Ruritan Clubs and Technology Nearly all of the Ruritan National forms and books are available digitally as PDF files. Some can be downloaded from the website at http://ruritan.org under the heading “Resources” and others can be requested on CD through the Ruritan Member Service Department for a small handling fee. Clubs also have the option of choosing an entirely digital Club Kit instead of the paper books and materials traditionally mailed to club each fall. Ruritan National also has club treasurer’s ledgers and secretary’s attendance sheets designed as Excel spreadsheets with formulas and calculations embedded, making computer record keeping very simple for the club. While many clubs are using computers and the internet for their records and files – others continue to prefer the paper documents traditionally used by Ruritan clubs. The Ruritan National Office will attempt to satisfy this variety of needs and provide documents and publications in the format each club prefers. For more information contact Ruritan Member Service toll free at 877-787-8727 ext. 303 or e-mail at service@ ruritan.org. NOTE ABOUT EMAILING AWARD FORMS: Ruritan awards applications and/or forms WILL be accepted digitally and by e-mail provided the appropriate recipient has an e-mail address. It is the club’s responsibility to locate that e-mail address and the form(s) must contain ALL of the information required for the award. Please keep a printed copy of e-mail files showing dates sent, etc. Signatures may be omitted when a form is sent digitally, however judges may make contact with designated signees for verification, so their names must be on the form. All award applications and/or forms must still be received on the appropriate deadlines. 9. Filing Form 990, 990 EZ, or 990 N (electronic postcard) with Internal Revenue Service. See page 43 of this handbook for more information on this change in filing for Ruritan clubs. 10. Attending club officers’ training, zone meetings, and district and national conventions, if possible. dues in advance. 5. Paying obligations of the club promptly, by check, as properly authorized. 6. Giving complete club financial report when request‑ ed, showing receipts and disbursements since previous report, with balance of funds on hand. (Give a copy of report to secretary for minutes.) 7. Reporting members delinquent in payment of dues, with amounts, at each board of directors’ meeting. 8. Submitting books for auditing at anytime as request‑ ed by Board of Directors.
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3. Keeping available a copy of all publications and forms prepared by Ruritan National for club use. (Cop‑ ies of approved minutes of the National Board of Direc‑ tors’ meetings are available from the national office upon request of club secretary.) 4. Sending personal invitations to prospective mem‑ bers approved at the last club meeting. 5. Keeping an accurate record of membership and at‑ tendance, reporting the number on roll and the number present at each meeting, and making those changes in the MMS or submitting them to the national staff. Each club establishes its own policy regarding perfect atten‑ dance tabs. Call and see why the member was absent. 6. Keeping accurate, thorough, and permanent records of the club and all meetings of the board of directors, including minutes, reports and correspondence. Re‑ ports of Board of Directors’ meetings are to be read at the following club meeting for proper action. 7. Making prompt and complete reports to Ruritan National, district governor, lt. governor, and zone gov‑ ernor - or making prompt updates to the online Member Management System ( MMS ). See page 5 for details. 8. Writing a letter of appreciation to the speaker and others on the program, immediately after each meeting. 9. Helping the club reporter in preparing publicity re‑ garding the club’s activities and accomplishments. 10. Being responsible for ordering past president’s pin for presentation by the vice president to the president at December meeting. 11. Filing all completed records in place designated by the board of directors prior to passing current material to the new secretary. 12. Submitting books for auditing at anytime as re‑ quested by the board of directors. 13. Attending club officers’ training, zone meetings, and district and national conventions, if possible. D. Treasurer Duties 1. Serving as a member of the board of directors and Finance Committee. 2. Serving as custodian of all funds, bonds, and other evidence of assets owned by the club. 3. Keeping detailed, accurate and permanent records that can easily be understood by successor. 4. Collecting all dues from members and depositing them along with any other funds in a bank or financial institution selected and approved by the board of direc‑ tors. a. Deposit all funds in the name of the club. b. Keep an accurate record of each member’s pay‑ ment of dues. c. Bill members quarterly who have not paid their
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Revised 8/2016
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