Each month club secretaries will receive a Membership Audit and Invoice report from the National Office that lists all current club members and their status (i.e. youth, honorary, associate etc.) Club secretaries may mark up that report with address changes and status changes as well as dropped and added members. The report may then be sent back to the National Office (in the yellow envelopes provided in the club kit). However, secretaries may also communicate their member changes on one of the Member Change Forms included in the front of the Secretary’s Handbook. If the club secretary would rather use a document that can be filled out on the computer and sent my email that document can be accessed here.

This is a fillable Microsoft Word document. The shaded areas “unlocked” and will accept typed information (The rest of the document is locked and cannot be edited.) The gray areas will expand to take as many characters as you need them to take. Hitting TAB after each field will take you directly to the next piece of information needed. Once you have completed this form please save it with a new name – a unique name (i.e. Home Town Club Report May 2008) – so you can e-mail it to the Ruritan National Office as an attachment. E-mail the report to office@ruritan.org and you will receive a confirmation of receipt by return email.

Club Secretaries and the MMS

If you are a club secretary who has access to a computer and the internet, you can now manage almost all of your club data on line and turn a once time-consuming task into a virtually paperless process. All club secretaries have access to Ruritan’s new Member Management System (MMS) and can change member addresses and phone numbers, add and drop members, change member status, and even record meeting attendance and projects on this web-based application. See the first page of this book (following the table of contents) for details and instructions on using this new system.

Using the on-line MMS makes many of the forms in this handbook unnecessary – however, club secretaries who do not use the new system may still use the forms in this book. The Ruritan National office staff will process and update your club information as they always have.

Monthly, the Ruritan National staff produces membership Audit and Invoicereports and sends them to each club secretary. Review these carefully and either make any needed changes on-line in the MMS or use the yellow envelopes (provided in your club kit) to send marked-up copies of the report. Any money owed on that membership Audit and Invoicereport may be sent in the same yellow envelope. Your national dues owed will be based on the number and types of members listed on those audit reports.

On a quarterly basis, please complete and send in the Activities and Attendance reports in this book or update information on the MMS. The reports included are provided with carbonless copies so you can also send them to your governor, lt. governor, and zone governor. Retain one for your files. You will also need to complete Ruritan of the Year; Youth Member of the Year; and Community Service Reports if your club wishes to participate in these awards programs.

Also, please update your new club officers in the MMS after your elections in October or mail in the new officer report in this book. A carbonless set of forms is included for that as well. 

First Quarter Activities and Attendance Report

Second Quarter Activities and Attendance Report

Third Quarter Activities and Attendance Report

Fourth Quarter Activities and Attendance Report

Address Change Form

Associate Member Application Form

Ruritan Forever Application Form

Membership Application

Blue Ribbon Award

Outstanding President

Dues Rebate Request

Earn Your F*R*A*N pin

Get Your Golden Key to the Future