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14 Revised 8/2016
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.
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
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
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@
.
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.
Club
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.
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.