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ROTARY CLUB FINANCIAL RESPONSIBILITES TO ROTARY INTERNATIONAL AND ROTARY DISTRICT 6960 & THE SEMI-ANNUAL REPORT                                                 April 10, 2010

TO: Rotary Club Presidents, Presidents Elect, Secretaries, Secretaries Elect, Treasurers, Treasurers Elect, & All Assistant Governors          

Please take the time to go through this information:
Presidents: because you are responsible for making sure your club meets their financial responsibilities to both Rotary International and our local Rotary District 6960.
President Elects: because you will be responsible beginning in July 2010.
Secretaries: because you are generally responsible for maintaining the clubs membership records and you are responsible for filling out and mailing the Semi-Annual Report (SAR).
Secretary Elects: because you will be responsible beginning July 2010.
Treasurers: because you have to write some checks.
Treasurer Elects: because you will be writing the checks beginning in July and you should be working with your President Elect to develop a budget for the coming year. You need to know what your club will be responsible for to Rotary International and the District so you can charge your members accordingly in their dues.
All Assistant Governors: because you might be asked about the process and it would be nice if you had a working knowledge of the process.

This document is designed to help you through the process of paying Rotary International Dues, Rotary District Dues, and filing the SAR report.

TWO NOTES:

  1.  THIS DOCUMENT IS DATED APRIL 10, 2010. IF YOU ARE USING THIS GUIDE AFTER APRIL 10, 2010, PLEASE BE SURE TO CHECK WITH THE ROTARY DISTRICT TREASURER FOR CURRENT DUES AND FEES. THE DUES AND FEES REFERRED TO IN THIS DOCUMENT ARE IN EFFECT DURING THE 2010-2011 ROTARY YEAR.
  2. THERE ARE REFERENCES TO “ITEM #X” THROUGH OUT THIS GUIDE. CLICK ON THESE “ITEMS” AND YOU WILL BE LINKED TO A REFERENCE EXAMPLE OF THE PARTICULAR ITEM. THESE ARE IN PDF FORMAT SO THEY MAY BE EASILY PRINTED FOR REFERENCE.

Rotary Club Financial Responsibilities: To RI & District

Each club has two financial responsibilities, one to Rotary International and one to Rotary District 6960. These responsibilities are paid semi-annually and separately.

Rotary International responsibilities are billed in July, at the beginning of the Rotary year, and again the following January.
The Rotary International billing includes:

  1. Semi-Annual dues. Currently $50/member/year, billed at $25.00 semi-annually.
  2. Pro-rata dues for members inducted between the billing cycles.
  3. Rotarian Magazine subscriptions. Currently $12/ member/year, billed at $6 semi-annually.
  4. Council on Legislation Levy – THIS IS ONLY BILLED IN JULY. Current levy is $1 per member – minimum $10 per club.
  5. General liability insurance for the club – THIS IS ONLY BILLED IN JULY. Current rate is $4.50 per member for the Rotary year 2009-2010.
  6. Directors & Officers / Employee Practices Liability (D&O/EPL) insurance for the club – THIS IS ONLY BILLED IN JANUARY.  Current rate is $1.15 per member for the Rotary year 2009-2010.
  7. Other miscellaneous unpaid items from RI.

Rotary District 6960 DOES NOT bill district clubs for their semiannual dues. This will be explained under Rotary District 6960 Dues - Reporting and Payment. Current district dues are $45/member/year, payable at $22.50 semi-annually.

ROTARY INTERNATIONAL “SEMI-ANNUAL REPORT” (SAR)

All of the billing for Rotary International and the Rotary District revolves around the “Semi-Annual Report” (SAR) and the number of active members you have on July 1, at the beginning of the Rotary year, or on January 1, the half way point of the Rotary year.

Semi-Annual Dues Invoice – Estimate:

Rotary International will send each club a “Semi-Annual Dues Invoice – Estimate” on or about July 1 (see item #1 and item #2) and January 1 (see item #3). These “estimated invoices” are exactly what they say they are – an estimate only. If nothing has changed with your membership since your last report, then the invoice will be accurate. But chances are most likely that you will have had some change in the number of members in your club.

Difference between the July and January “Semi-Annual Dues Invoice – Estimate”:
JULY:  On the July invoice you will see the billing estimate for:

  1. Council on Legislation: $1.00 per member - 10 member minimum.
  2. Club GL (General Liability) Insurance (FL): $4.50 per member

Again, the Council on Legislation and General Liability Insurance billings are only an estimate based on the number of members that RI has on their current records for your club. It does indicate the rate per member that you will use to determine your final billing.

January:  On the January invoice you will see the billing estimate for:
1.  Director & Officer / Employee Practices Liability (D&O/EPL) insurance:  $1.15 per member.
The D&O/EPL billing is only an estimate based on the number of members that RI has on their current records for your club.  It does indicate the rate pre member that you will use to determine your final billing.

Other invoice billing that you will see on the estimated invoice will normally include:

  1. Miscellaneous billing (MIS) as seen on July item #2 ($4.00). This is often for pro-rated Rotarian Magazine subscriptions, corrected liability insurance fees, corrected Council On Legislation Levies, or other miscellaneous RI costs during the previous six month cycle.
  2. Pro-Rata Dues as seen on January item #3 (2 members @ $11.75 each = $23.50). This is pro-rated dues for new members that you have inducted and reported to RI during the previous six month cycle.

Current Membership:

The Secretary is normally expected to update the current membership data for their club and report this information to Rotary International when the SAR report is filed.

Current Membership List:
You will also receive a “Current Membership List” (see item #6) for the members in your clubs. When you receive the list, it will obviously not have the “X” on any of the members as shown in the example. This list is a two sided report, so be sure to look on both sides of the page. This list shows “ALL ACTIVE” Rotarians that Rotary International currently has in their data base for your club on either July 1 or January 1. The total of these Rotarians is the number used on the “Semi-Annual Dues Invoice – Estimate”.

You need to update this list for Rotary International and delete any members who have resigned from your club. To do this, simply draw an “X” through the person’s listing as shown on the sample; try not to obliterate the person’s name or number.

New Member Form:     
You will also receive a blank “New Member Form” (see item #7) to add new members that have joined your club but are not on the membership list. The form is self explanatory and just needs to be filled out. There is one thing you need to be cautious of, and you will see it on the example. You may have already reported a member to RI, but it was after they had run the Current Membership List. If this is the case, your new member will already have a Rotary International member number. In reporting this new member on the New Member Form, you need to indicate, as shown on the sample, that the new member has already been reported and indicate their Rotary member number. If you do not do this, you will end up with two listings for the same member. No, RI will not ask if you have duplicated the name. I am sure there is more than one club out there with two Tom Smiths.

Filling Out The “Semi-Annual Report Form”

The Secretary is normally responsible for filling out the “Semi-Annual Report Form” (SAR) (see item #4 for the July report and item #5 for the January report). Again, the difference between the two reports is that you pay for the “Council on Legislation Levy” and “General Liability Insurance” only on the July report and you pay the D&O/EPL insurance only on the January report.

Calculating Current Membership on the Semi-Annual Report Form (SAR):
Once you have updated your “Current Membership List” and filled out the “New Member Form” you are now ready to establish your current number of active members.
In going down the line items on the SAR (refer to item #4):

  1. Number of active members on membership list received from Rotary International. This is the number of members you had on the Current Membership List prior to your making any deletions. It is also the number that appears on the Semi-Annual Dues Invoice – Estimate.
  2. Number of members on the membership list that were terminated. This is the number of members you put an “X” through.
  3. Sub-total (line 1 minus line 2). Easy enough.
  4. Number of members admitted before July 1, which were not on the membership list. This is the number of new members you reported on the New Member Form.
  5. Total number of active members for July 1. Line 3 plus Line 4. This is your current number of active members. This number will be used to calculate RI dues, RI Rotarian Magazine subscriptions, RI Council on Legislation Levy, RI General Liability Insurance, and Rotary District 6960 Dues.
  6. Number of The Rotarian subscriptions. All Rotarians in your club will receive The Rotarian magazine. This is NOT an option. Enter the number from Line 5.

Number of The Rotarian honorary/special subscriptions. If you send The Rotarian to an honorary member, local library, school, etc, you need to enter the total number of these subscriptions on this line.
Then enter the total of member subscriptions and honorary/special subscriptions next to “TR”

  1. Number of Revista Rotaria subscriptions. Special language subscriptions; if needed.
  2. Number of Official Regional Magazine subscriptions. Disregard in filing the SAR; these subscriptions are paid directly to the Regional Magazine office.

Calculating Rotary International Semi-Annual Dues Invoice:
Now that you have established your current active Rotary membership, you are ready to calculate your current invoice for the Rotary International “Semi-Annual Report”. In a perfect situation, you would have all the information determined on July 1 (or January 1) and the money would be due at that time. Obviously, since the reports are not received until after July 1, (or January 1) this will not happen. But you are expected to expedite the report promptly and forward your money to Rotary International by the end of July (or January).

To calculate the amount you owe Rotary International, you go to the second half of the “Semi-Annual Report” (item#4) below where it begins: “We, the President and Secretary……..”

July Semi-Annual Report: You will have the following:

  1. Total number of active members for the reporting period. This is the number you calculated on line #5 above and it should be entered in the right hand column.
  2. Semi-Annual Dues (currently $25.00/member) for the above number of members. Multiply the number of active members x $25.00 and enter the amount in the right hand column. Please note: there is a 10 member minimum of $250.00.
  3. Amount due for Pro-Rata Dues. You will find this amount on your “Semi-Annual Dues Invoice Estimate” page #1 (see item #3). Enter this amount in the right hand column.
  4. Amount due for the annual Council On Legislation Levy (ONLY BILLED IN JULY). Currently this levy is $1.00. Multiply the number of active members x $1.00. Enter this amount in the right hand column. Please note: there is a 10 member minimum of $10.00 semi-annually.
  5. Amount due for annual general liability insurance (ONLY BILLED IN JULY). To find the amount you owe for each active member, refer to your “Semi-Annual Dues Invoice Estimate”, page 1 (see item #1) where you will see the line item for:

Club GL Insurance – FL $4.50 per member for the Rotary year 2009-2010
Then take the number of active members x $4.50 and enter this amount in the right hand column.

  1. Amount due for The Rotarian subscriptions. Multiply the number you entered on line #6 (active members plus any honorary/special subscriptions) x $6.00. Enter this amount in the right hand column.
  2. If you have any subscriptions to Revista Rotaria, multiply that number x $9.50 and enter this amount in the right hand column.
  3. Other miscellaneous unpaid items. The is the amount you owe Rotary International for any of a variety of items: magazine subscriptions, corrected liability insurance fees, corrected Council On Legislations Levies, or other miscellaneous RI costs during the previous six month cycle. The amount due is found on page 2 of the “Semi-Annual Dues Invoice – Estimate”, (see item #2), the line item shown as “MIS-0000185133”. Enter this amount in the right hand column.
  4. Total amount due to Rotary International. Add up the amounts on lines 2, 3, 4, 5, 6, 7, and 8. This is the amount that your club owes Rotary International.

January Semi-Annual Report: You will have the following:

  1. Total number of active members:  Same as July.
  2. Semi-Annual Dues:  Same as July.
  3. Amount due for Pro-Rata Dues:  Same as July.
  4. Amount due for D&O/EPL insurance (ONLY BILLED IN JANUARY).  To find out the amount you owe for each active member, refer to your “Semi-Annual Dues Invoice Estimate” where you will see the line item for:

        D&O/EPL Insurance and the rate of $1.15 per member.
Then take the number of active members x $1.15 and enter this amount in the right hand column.
5.    Amount due for Rotarian Magazine:  Same as July
6.    Revista Roitaria:  Same as July.
7.   Other miscellaneous unpaid items:  Same as July.
8.    Total amount due to Rotary International.  Add up the amounts on lines 2, 3, 4, 5, 6, and 7.  This is the
amount that your club owes Rotary International.

Rotary International is encouraging clubs to pay their dues on-line. The club Treasurer can do this via Member Access on the RI website. You must still mail the Semi-Annual Report to RI. If you choose to pay by check, send the completed Semi-Annual Report, along with a check for the amount due, to:

Rotary International
14255 Collections Center Dr.
Chicago, IL 60693

By the end of July (or January).

 

 

ROTARY DISTRICT 6960 DUES - REPORTING AND PAYMENT:

Every Rotary District is responsible for coordinating the efforts of clubs in their district. District Conferences, P.E.T.S. Training sessions, District Assemblies, TRF Seminars, Membership Workshops, Leadership Training Sessions, etc. must all take place. In order to help make this happen, each Rotary District collects dues from the Rotarians in their District.

A proposed District budget is presented to all clubs at least 30 days prior to the District Assembly. Discussion is held at the District Assembly and a vote is taken to approve the budget for the coming Rotary year. Part of the budget process is to establish the Rotary Member District Dues for the coming year.

For the Rotary Year 2010-2011, the Rotary District Dues are $45/member/year, payable at $22.50 semi-annually. Please note: there is a 10 member minimum of $225.00 semi-annually.

As stated earlier, Rotary District 6960 DOES NOT INVOICE each club for their Rotary Member District Dues. There is one very simple reason for the District not invoicing the clubs. The District would have no idea of how much to invoice each club. This is because, almost all clubs will have an adjustment to their total current membership as determined when they file their “Semi-Annual Report” with Rotary International. To send out an invoice that will most likely be incorrect, makes no sense, would only add confusion to the billing process, and would be a waste of time and money.

Rotary District dues are to be paid at the same time Rotary International dues and fees are paid; semi-annually and by the end of July (or January).

Calculate Your Rotary District Dues:
To calculate your Rotary District 6960 dues you take the number of active Rotarians, the number that you calculated on line 5 of the SAR report, x $22.50. This equals your semi-annual Rotary District Dues payment. Please note: there is a 10 member minimum of $225.00 semi-annually.

Our Rotary District 6960 requires each club to send a copy of your SAR report (item #4 or item #5, depending on whether it is July or January) along with your Rotary District Dues payment. Please note: we only need a copy of the SAR report, we do not need or want a copy of your “semi-annual dues invoice – estimate”, your “membership list”, or your “new member form”.

To pay your Rotary District dues, please make a check out to and send the check along with the copy of your SAR report to:

Rotary District 6960
4141 Orange Grove Blvd.
N. Ft. Myers, FL 33903

Please remember: Send your Rotary International dues to Rotary International – Not to the Rotary District. Likewise: Send your Rotary District Dues to Rotary District 6960 – Not to Rotary International. And please send them by the end of July or January, depending on which SAR report you are filing.

Any questions, please do not hesitate to contact me.
Dwight Sedgwick, Treasurer
Rotary District 6960
239-850-6764
drsedgwick@comcast.net

Revised: 04/01/2010