Rotaract Executive Rotaract Executive

Training Seminar (RETS)Training Seminar (RETS)

Rotaract District 7030Rotaract District 7030

What is Rotaract?What is Rotaract?

Rotaract is an international service organization developed by Rotaract is an international service organization developed by

Rotary international to provide young men and women Rotary international to provide young men and women

between the ages of 18-30 an opportunity to enhance the between the ages of 18-30 an opportunity to enhance the

knowledge and skillsknowledge and skills

– that will assist in personal developmentthat will assist in personal development

– address the social and physical needs of their communities address the social and physical needs of their communities

– to promote better relations between all people worldwide through to promote better relations between all people worldwide through

a network of friendship and service. a network of friendship and service.

Objectives of RotaractObjectives of Rotaract

• To develop professional and leadership skillsTo develop professional and leadership skills

• To To emphasize respect for the rights of othersemphasize respect for the rights of others , ,

based on based on recognition of the worth of each recognition of the worth of each

individualindividual

• To recognize the dignity and value of all useful To recognize the dignity and value of all useful

occupation as opportunities to serveoccupation as opportunities to serve

Objectives of Rotaract Objectives of Rotaract (cont’d)(cont’d)

• To recognize, practice and promote ethical To recognize, practice and promote ethical standards as leadership qualities and vocational standards as leadership qualities and vocational responsibilitiesresponsibilities

• To develop knowledge and understanding of the To develop knowledge and understanding of the needs, problems, and opportunities in the community needs, problems, and opportunities in the community and worldwideand worldwide

• To provide opportunities for personal and group To provide opportunities for personal and group activities to serve the community and promote activities to serve the community and promote international understanding and goodwill toward all international understanding and goodwill toward all people.people.

Rotaract & RotaryRotaract & RotarySignificance of Rotary sponsorshipSignificance of Rotary sponsorship• Provides an opportunity for Rotarians Provides an opportunity for Rotarians

to mentor dynamic young men and to mentor dynamic young men and women in providing servicewomen in providing service

• Rotarians serve as resource persons Rotarians serve as resource persons for Rotaract projectsfor Rotaract projects

• Establishment of Rotaract clubs gives Establishment of Rotaract clubs gives young people can opportunity to young people can opportunity to develop life long skills thus becoming develop life long skills thus becoming better citizens of the worldbetter citizens of the world

An Effective ClubAn Effective Club

• Sustain and or increase its membership baseSustain and or increase its membership base

• Implement successful projects that addresses the Implement successful projects that addresses the

needs of its community and communities in other needs of its community and communities in other

countriescountries

• Promote the ideals and objectives of RotaractPromote the ideals and objectives of Rotaract

• Actively participate in the programs of the districtActively participate in the programs of the district

• Develop leaders capable of serving Rotaract beyond Develop leaders capable of serving Rotaract beyond

the club levelthe club level

Governing PoliciesGoverning Policies

• Rotaract Statement of PolicyRotaract Statement of Policy

• Standard Rotaract Club Constitution Standard Rotaract Club Constitution

• Standard Rotaract Club BylawsStandard Rotaract Club Bylaws

• Rotaract HandbookRotaract Handbook

Types of meetingsTypes of meetings

• ExecutiveExecutive

• BusinessBusiness

• FormalFormal

• InformalInformal

• CommitteeCommittee

ROTARACT CLUB ROTARACT CLUB

ADMINISTRATIOADMINISTRATIO

NN

Article VArticle V of the of the Standard Rotaract Standard Rotaract

ConstitutionConstitution and and Article 11 of the Article 11 of the

Standard Rotaract BylawsStandard Rotaract Bylaws stipulate that stipulate that

the governing body of a Rotaract Club shall the governing body of a Rotaract Club shall

comprise of a President, Vice President, comprise of a President, Vice President,

Secretary, Treasurer and additional officers. Secretary, Treasurer and additional officers.

Understanding the Role of the Understanding the Role of the Club’s ExecutiveClub’s Executive

The executive is the governing body for The executive is the governing body for

the club and meets at least once a month. the club and meets at least once a month.

It is important to note that most of the It is important to note that most of the

club business should be transacted during club business should be transacted during

board meetings rather than club meetings.board meetings rather than club meetings.

Club meetings should be used to report on Club meetings should be used to report on

the progress of club’s projects/activities the progress of club’s projects/activities

• The executive ensures that the club The executive ensures that the club will not undertake activities that will will not undertake activities that will risk its financial solvency. risk its financial solvency.

• It ensures that administrative It ensures that administrative responsibility, membership responsibility, membership recruitment and fundraising are recruitment and fundraising are balanced with program activities to balanced with program activities to keep clubs active and strong keep clubs active and strong

• The Club executive plays an The Club executive plays an important monitoring role in important monitoring role in implementation of club projectsimplementation of club projects

Some general responsibilities Some general responsibilities include:include:• Build a club that reflects the needs of the community Build a club that reflects the needs of the community

and club membersand club members

• Identify the skills and resources needed to achieve or Identify the skills and resources needed to achieve or

exceed set goals.exceed set goals.

• Ensure a realistic club budget is prepared for the yearEnsure a realistic club budget is prepared for the year

• Ensure that potential club members meet qualification.Ensure that potential club members meet qualification.

• Review the program and policies of the club to ensure Review the program and policies of the club to ensure

that they are being implemented effectively that they are being implemented effectively

• Ensure the administrative efficiency of the club.Ensure the administrative efficiency of the club.

CLUB CLUB

PRESIDENTPRESIDENT

As the As the club leaderclub leader, the president helps , the president helps

members develop as leaders and works members develop as leaders and works

to ensure that the club’s professional to ensure that the club’s professional

and leadership development activities and leadership development activities

and community and international and community and international

service projects are successfully service projects are successfully

promoted and completed promoted and completed

• Be knowledgeable with the Be knowledgeable with the

administrative policies and procedures administrative policies and procedures

that serve as a framework for operation that serve as a framework for operation

of a Rotaract Club and the District . This of a Rotaract Club and the District . This

includes:includes:•Standard Rotaract Club Constitution and Standard Standard Rotaract Club Constitution and Standard

Rotaract BylawsRotaract Bylaws provide a model framework for provide a model framework for

the functioning of a Rotaract Club.the functioning of a Rotaract Club.

•Club BylawsClub Bylaws includes additional provisions for the includes additional provisions for the

governing of the club.governing of the club.

•Rotaract Statement of PolicyRotaract Statement of Policy and and District BylawsDistrict Bylaws

provide a framework for the administration of the provide a framework for the administration of the

DistrictDistrict

Duties Duties

and and

ResponsibilitiesResponsibilities

• Maintain club operations, delegating Maintain club operations, delegating

responsibilities and establishing responsibilities and establishing

meeting schedulesmeeting schedules

• Develop a plan for the year as early as Develop a plan for the year as early as

possible (Club Planning Guide)possible (Club Planning Guide)

• Identify members’ skills and interests Identify members’ skills and interests

and puts them to work in club projectsand puts them to work in club projects

• Presides over all meetings of the club and its Presides over all meetings of the club and its

board of directors board of directors

• Appoint special committees, with board Appoint special committees, with board

approval, and follows up on committee approval, and follows up on committee

progress with the help of the progress with the help of the Vice PresidentVice President. .

• Maintain regular communication with Maintain regular communication with

sponsoring Rotary club through joint activities sponsoring Rotary club through joint activities

and meetingsand meetings

• Continually evaluate club goalsContinually evaluate club goals

• Communicate important information to club Communicate important information to club

membersmembers

• Work closely with club committee leaders, Work closely with club committee leaders,

ensuring that each committee has definitive ensuring that each committee has definitive

objectives.objectives.

• Formulates, approves and monitors all Formulates, approves and monitors all

committee activities and goals as well as the committee activities and goals as well as the

club budgetclub budget

• Understand the role of the District Understand the role of the District Rotaract Representative (DRR) and Rotaract Representative (DRR) and District Leaders in supporting the District Leaders in supporting the club to help meet club and district club to help meet club and district goals goals

• Encourage participation at club and Encourage participation at club and district meetingsdistrict meetings

• Confer with your successor before leaving office Confer with your successor before leaving office to ensure a smooth transitionto ensure a smooth transition

• Arrange a joint meeting of the incoming board Arrange a joint meeting of the incoming board with the retiring of directors to assure continuitywith the retiring of directors to assure continuity

• Fulfill administrative requirements to Fulfill administrative requirements to

Rotary International and the District Rotary International and the District •Know the reports for which the club is Know the reports for which the club is

responsibleresponsible

•Understand how the information contained in Understand how the information contained in

reports can be used to assess important club reports can be used to assess important club

trendstrends

•Work closely with the club secretary to ensure Work closely with the club secretary to ensure

that required reports and forms are filed with that required reports and forms are filed with

RI and the district in a timely mannerRI and the district in a timely manner

Other ResponsibilitiesOther Responsibilities

Other ResponsibilitiesOther Responsibilities

• Prepare for important EventsPrepare for important Events•Weekly/Monthly Club MeetingsWeekly/Monthly Club Meetings

•Club AssembliesClub Assemblies

•Meetings with Sponsor Rotary PresidentMeetings with Sponsor Rotary President

•Official Visit of the District Rotaract RepOfficial Visit of the District Rotaract Rep

•Official Visit of the District GovernorOfficial Visit of the District Governor

•Rotaract Executive Training Seminar (RETS) Rotaract Executive Training Seminar (RETS) and District Conferenceand District Conference

•Guide the club in developing and supporting Guide the club in developing and supporting goals that increase effectiveness of the four goals that increase effectiveness of the four service areasservice areas

Club President Leadership Network

Club Leadership•Board of Directors

•Club Committees

Other Clubs

Community Leaders

District Leadership Team•District Rotaract Representative

•District Team

CLUB PRESIDEN

T

Preparing for OfficePreparing for Office

• Assess Club MembershipAssess Club Membership• Identify ways to increase support of Identify ways to increase support of

sponsor Rotary Clubsponsor Rotary Club• Appoint Committee Directors as soon as Appoint Committee Directors as soon as

possiblepossible• Prepare for and ensure participation of Prepare for and ensure participation of

incoming officers and committee incoming officers and committee directorsdirectors

• Organize Club Programs for the Organize Club Programs for the incoming yearincoming year

• Work with others to create club goalsWork with others to create club goals

Importance of Goal SettingImportance of Goal Setting

• Helps measure progress and create Helps measure progress and create

effective practiceseffective practices

• Motivates MembersMotivates Members

• Creates a sense of ownership and Creates a sense of ownership and

generates interestgenerates interest

Characteristics of an Effective Characteristics of an Effective GoalGoal

• Shared Shared

• club members should work together to set a goal, develop strategies club members should work together to set a goal, develop strategies

to meet it, and to achieve itto meet it, and to achieve it

• MeasurableMeasurable

• A goal should provide a tangible and unambiguous point for clubs to A goal should provide a tangible and unambiguous point for clubs to

pursuepursue

• ChallengingChallenging

• A goal should be ambitious enough to go beyond what the club has A goal should be ambitious enough to go beyond what the club has

accomplished in the pastaccomplished in the past

• AchievableAchievable

• Setting overly ambitious goals can lead to frustrationSetting overly ambitious goals can lead to frustration

• Time SpecificTime Specific

• A goal should have a deadline or timelineA goal should have a deadline or timeline

Strategies for Achieving Strategies for Achieving GoalsGoals• Develop Action StepsDevelop Action Steps

• Define who is responsible for each stepDefine who is responsible for each step

• Establish a timeline for each stepEstablish a timeline for each step

• Determine criteria for measuring Determine criteria for measuring progressprogress

• Use resources and tools from club and Use resources and tools from club and district levels and Rotarydistrict levels and Rotary

• Evaluate progress to learn from Evaluate progress to learn from experienceexperience

Vice Vice

PRESIDENTPRESIDENT

Duties Duties

and and

ResponsibilitiesResponsibilities

• The vice president can serve more The vice president can serve more

effectively by understanding the year’s effectively by understanding the year’s

goals, projects, and activities, and being goals, projects, and activities, and being

well versed in community and Rotary well versed in community and Rotary

resourcesresources

• it is important that the it is important that the club president and club president and

vice president work together as a teamvice president work together as a team

• The vice president presides at all meetings The vice president presides at all meetings

when the president is absent and serves when the president is absent and serves

on the board of directors and as an ex-on the board of directors and as an ex-

officio member of all committees officio member of all committees

• The vice president also acts as the “officer The vice president also acts as the “officer

at large,” responsible for all assignments at large,” responsible for all assignments

that are designated by the president that are designated by the president

• A well-organized and responsible vice A well-organized and responsible vice

president is often the key to a president is often the key to a

successful Rotaract year. The vice successful Rotaract year. The vice

president can reduce the president can reduce the

administrative load, allowing time for administrative load, allowing time for

the president to develop new and the president to develop new and

exciting club projects and activities.exciting club projects and activities.

Working with club leadersWorking with club leaders

• Build a club organization that reflects Build a club organization that reflects the needs and goals of the clubthe needs and goals of the club

• Identify the skills needed to service Identify the skills needed to service as effective club leadersas effective club leaders

• Prepare the club’s leadership team Prepare the club’s leadership team for the coming yearfor the coming year

Working with the Club Working with the Club SecretarySecretary

• Meet with Secretary to plan the Meet with Secretary to plan the club’s weekly meeting agendaclub’s weekly meeting agenda

• Guide membership towards Guide membership towards achieving club goalsachieving club goals

• Needs to keep up to date with data Needs to keep up to date with data and trends that the Secretary is and trends that the Secretary is tracking on a regular basistracking on a regular basis

Working with the Club Working with the Club TreasurerTreasurer• Healthy club finances play an important Healthy club finances play an important

role in the success of every clubrole in the success of every club

• The President needs to be aware of the The President needs to be aware of the financial condition of the club at all timesfinancial condition of the club at all times

• Meet with the Treasurer regularly to take Meet with the Treasurer regularly to take early corrective measures to ensure that early corrective measures to ensure that the club remains financially viablethe club remains financially viable

Working With the S.A.AWorking With the S.A.A

• Rely on the SAA to keep meetings running Rely on the SAA to keep meetings running

smoothlysmoothly

• The SAA has the following dutiesThe SAA has the following duties– Help to maintain orderly and effective Help to maintain orderly and effective

meetingsmeetings– Work to prevent any occurrences that might Work to prevent any occurrences that might

detract from the dignity or prestige of the clubdetract from the dignity or prestige of the club– Ensure that the meeting venue is adequate for Ensure that the meeting venue is adequate for

the meetingthe meeting

Working with Club Working with Club CommitteesCommittees• Club committees plan, promote and implement Club committees plan, promote and implement

activities and projects that sustain the clubactivities and projects that sustain the club• Effective committees ensure that the club Effective committees ensure that the club

reaches set goalsreaches set goals• The President is expected to counsel and guide The President is expected to counsel and guide

each committee so that they reach set goalseach committee so that they reach set goals• Closely monitor the activities and progress of Closely monitor the activities and progress of

each committee and provide motivation and each committee and provide motivation and leadership to the committee where necessaryleadership to the committee where necessary

Working with club committees: Working with club committees: Effective CommitteesEffective Committees

• Define the purpose of each committeeDefine the purpose of each committee• Consolidate, eliminate, expand or add Consolidate, eliminate, expand or add

committees as neededcommittees as needed• Appoint committee members based on Appoint committee members based on

their professional abilities, personal their professional abilities, personal interest and talentsinterest and talents

• Limit committee size to the actual number Limit committee size to the actual number of persons required to fulfill the of persons required to fulfill the committee’s purposecommittee’s purpose

Working with club committees: Working with club committees: Effective CommitteesEffective Committees

• Encourage committees to keep records Encourage committees to keep records or meetings, plans, decisions and resultsor meetings, plans, decisions and results

• Participate in committee meetings when Participate in committee meetings when requested or when the situation requiresrequested or when the situation requires

• Encourage proper reporting of committee Encourage proper reporting of committee activities and progress to general activities and progress to general membershipmembership

Working with club committees: Working with club committees: Monitoring ProgressMonitoring Progress

• To sustain club committees, maximize To sustain club committees, maximize their potential and encourage their their potential and encourage their continuing effectivenesscontinuing effectiveness– Review the status of each committee regularlyReview the status of each committee regularly– Motivate committees to take on new Motivate committees to take on new

challengeschallenges– Respect the direction of a committee when it is Respect the direction of a committee when it is

different from what you might choose so long different from what you might choose so long at is sound and reasonableat is sound and reasonable

– Congratulate and thank committee members Congratulate and thank committee members and Directors when they complete tasksand Directors when they complete tasks

Club Club

SecretarySecretary

Qualities of a good Qualities of a good SecretarySecretary

• Detail orientedDetail oriented

• OrganizedOrganized

• Has good communication skillsHas good communication skills

• A team playerA team player

• Multi taskMulti task

Roles of the SecretaryRoles of the Secretary

• Primary role is to keep club informed Primary role is to keep club informed so that it functions effectivelyso that it functions effectively

• Aware of all club activities to identify Aware of all club activities to identify weaknesses and strengths and weaknesses and strengths and communicate to club leaders for communicate to club leaders for further action. Think critically about further action. Think critically about how the information can be used to how the information can be used to benefit the clubbenefit the club

Roles of the SecretaryRoles of the Secretary

• Analyzes trends reflected in reports Analyzes trends reflected in reports and shares the information with and shares the information with appropriate club members in order to appropriate club members in order to make the club more effectivemake the club more effective

Duties of the Club SecretaryDuties of the Club Secretary

• Help with the development of meeting Help with the development of meeting

agendaagenda

• Assists in the collection of dues and club Assists in the collection of dues and club

paymentspayments

• Prepares and responds to correspondencesPrepares and responds to correspondences

• Assist in the induction of new members – Assist in the induction of new members –

prepares certificate, id cards etc, receives prepares certificate, id cards etc, receives

and informs on any objections to a proposed and informs on any objections to a proposed

membermember

Responsibilities of the Responsibilities of the SecretarySecretary

• Maintains membership recordsMaintains membership records

• Records attendance at meetingsRecords attendance at meetings

• Sends out notices of meetingsSends out notices of meetings

• Records and preserves minutes of Records and preserves minutes of club and board meetingsclub and board meetings

• Submits club reports to Rotary and Submits club reports to Rotary and District teamDistrict team

Responsibilities of the Responsibilities of the SecretarySecretary

• Provides support to the President, Provides support to the President,

Treasurer and other club leadersTreasurer and other club leaders

• Performs such other duties that Performs such other duties that

usually pertains to the office of the usually pertains to the office of the

secretarysecretary

Preparing for the term in Preparing for the term in officeoffice• Become familiar with the Constitution, Become familiar with the Constitution,

By laws, Handbook and other guides By laws, Handbook and other guides

to effective club administrationto effective club administration

• Meet with past secretary to share Meet with past secretary to share

knowledge and experience and to knowledge and experience and to

understand the operations of the clubunderstand the operations of the club

Preparing for the term in Preparing for the term in officeoffice• Meet with incoming president to Meet with incoming president to

arrive at a mutual understanding of arrive at a mutual understanding of

club operationsclub operations

• Work with incoming president to Work with incoming president to

arrange a meeting with outgoing arrange a meeting with outgoing

officers to assess the state of the club officers to assess the state of the club

and the status of ongoing projectsand the status of ongoing projects

Beginning the term in officeBeginning the term in office

• Meet with predecessor to receive the Meet with predecessor to receive the

complete records of club records complete records of club records

including files, letterheads, gavel, including files, letterheads, gavel,

badges, banners etcbadges, banners etc

• Review current club practices for Review current club practices for

administrative procedures such as administrative procedures such as

attendance, payment of dues and attendance, payment of dues and

membership proposalmembership proposal

Beginning the term in officeBeginning the term in office

• Carefully review the club audit which Carefully review the club audit which should be prepared by the outgoing should be prepared by the outgoing board to determineboard to determine– If any bills or district dues are If any bills or district dues are

outstandingoutstanding

Working with Club PresidentWorking with Club President

• Collaboration begins the moment of Collaboration begins the moment of

your election and continues through your election and continues through

out your entire term of officeout your entire term of office

• Roles are closely intertwined. Develop Roles are closely intertwined. Develop

a mutual understanding of club a mutual understanding of club

operations particularly how various operations particularly how various

functions are divided between functions are divided between

positions positions

Working with the PresidentWorking with the President

• Provide support in preparing agendas Provide support in preparing agendas

and programs of the cluband programs of the club

• Monitors the progress of the club and Monitors the progress of the club and

inform the president accordinglyinform the president accordingly

Working with committeesWorking with committees

• Pass all relevant information to Pass all relevant information to

club/committee membersclub/committee members

• Provide administrative support to Provide administrative support to

committeescommittees

• Work as a link between committees, Work as a link between committees,

the president and the boardthe president and the board

Dealing with MembershipDealing with Membership

• Calculating attendanceCalculating attendance

• Dealing with delinquent membersDealing with delinquent members

• Sending out notices on poor Sending out notices on poor

attendanceattendance

Communicating with the District Communicating with the District teamteam

• Work with club liaison officers to Work with club liaison officers to

update on club activitiesupdate on club activities

• Provide reports in a timely mannerProvide reports in a timely manner

• Inform club members of the activities Inform club members of the activities

of the district teamof the district team

Communication TreeCommunication Tree

Rotaract ClubRotaract Club Rotaract Club PresidentRotaract Club President Rotaract District TeamRotaract District Team

Rotaract Club ExecutiveRotaract Club Executive

Sponsoring Rotary ClubSponsoring Rotary Club

District Rotary Rotaract Committee

District Rotary Rotaract Committee

District GovernorDistrict Governor

Rotary InternationalRotary International

Ending Term in OfficeEnding Term in Office

• Ensure club records are updated and Ensure club records are updated and materials are orderly so that your materials are orderly so that your successor will receive records and successor will receive records and equipment in a usable formequipment in a usable form

• Take an inventory of responsibilities Take an inventory of responsibilities and ensure that all tasks have been and ensure that all tasks have been completedcompleted

Ending Term in OfficeEnding Term in Office

• Meet with successor so he/she will be Meet with successor so he/she will be prepared to assume office by the prepared to assume office by the start of the new yearstart of the new year

• Turn over all files and records to Turn over all files and records to successorsuccessor

TreasurerTreasurer

Duties of TreasurerDuties of Treasurer

• As the collector and disburser of club As the collector and disburser of club funds, the treasurer is responsible for funds, the treasurer is responsible for the club’s solvency and financial the club’s solvency and financial stability. stability.

• In preparing for this assignment, the In preparing for this assignment, the treasurer should meet with the previous treasurer should meet with the previous treasurer and consult the sponsoring treasurer and consult the sponsoring Rotary club treasurer and a certified Rotary club treasurer and a certified accountant. accountant.

Responsibilities of TreasurerResponsibilities of Treasurer

• Works with the board of directors to Works with the board of directors to develop the budget develop the budget

• Collects dues and all funds raised by the Collects dues and all funds raised by the club club

• Pays all club bills and reimbursements for Pays all club bills and reimbursements for club expenses club expenses

• Reports the club’s financial status at each Reports the club’s financial status at each meeting meeting

• Has the books audited at the end of the Has the books audited at the end of the fiscal year fiscal year

Assistant Secretary / Assistant Secretary / TreasurerTreasurer• This position is optional and as such may either be This position is optional and as such may either be

appointed by the President with the approval of the appointed by the President with the approval of the board, or be elected from among the members in board, or be elected from among the members in good standing. good standing.

• Furthermore the President may choose to split Furthermore the President may choose to split these roles and have a separate Assistant these roles and have a separate Assistant Secretary, and Assistant Treasurer. In any event Secretary, and Assistant Treasurer. In any event the holder of this role acts an assistant to the the holder of this role acts an assistant to the Secretary and Treasurer fulfilling their duties in Secretary and Treasurer fulfilling their duties in their absence. their absence.

• It is therefore recommended that both the It is therefore recommended that both the Secretary and Treasurer work closely with their Secretary and Treasurer work closely with their assistant and keep them abreast of all assistant and keep them abreast of all developments regarding their role. developments regarding their role.

Public Public

Relations Relations

OfficerOfficer

Duties of the P.R.O.Duties of the P.R.O.

• The function of the Public Relations The function of the Public Relations Officer is to inform the public about Officer is to inform the public about Rotaract and the various programs Rotaract and the various programs and activities the club undertakes. and activities the club undertakes.

Responsibilities of the Responsibilities of the P.R.O.P.R.O.• increase the public's awareness of Rotaract increase the public's awareness of Rotaract • inform the public, through the media or other forms, inform the public, through the media or other forms,

of the community service projects the club of the community service projects the club undertakes undertakes

• promote the ideals of Rotaract promote the ideals of Rotaract • liaise with the media in promoting the club and its liaise with the media in promoting the club and its

projects projects • prepares press releases and appears on television prepares press releases and appears on television

and radio talk shows promoting the club's activities and radio talk shows promoting the club's activities • produces promotional material used by the club produces promotional material used by the club • together with the club Secretary liaises with the together with the club Secretary liaises with the

club's website developer to maintain the club's club's website developer to maintain the club's website website

Committee Committee

DirectorsDirectors

Responsibilities of DirectorsResponsibilities of Directors

• coordinating all activities and project undertaken coordinating all activities and project undertaken by his/her committee by his/her committee

• present the board with plans and objectives of all present the board with plans and objectives of all committee projects for approval committee projects for approval

• preparing a budget for all projects to be preparing a budget for all projects to be presented to the board presented to the board

• provide regular reports of all projects to the provide regular reports of all projects to the President and Secretary President and Secretary

• provide the Treasurer with receipts of all provide the Treasurer with receipts of all expenses incurred during a project expenses incurred during a project

• act as a liaison between the President, and by act as a liaison between the President, and by extension the board, and the members of his/her extension the board, and the members of his/her committeecommittee

Committee Committee

DirectorsDirectors

Community ServiceCommunity Service

• The Community Service Committee under The Community Service Committee under the leadership of the Committee Director the leadership of the Committee Director (and in consultation with the President and (and in consultation with the President and Board of Directors) is tasked with:Board of Directors) is tasked with:

• Reviewing suggestions and developing Reviewing suggestions and developing plans for the club's community service plans for the club's community service projects, and projects, and

• taking a leadership role in organising and taking a leadership role in organising and facilitating these projects.facilitating these projects.

Purpose of ProjectsPurpose of Projects

• promoting literacy promoting literacy • assisting the elderly, disabled or assisting the elderly, disabled or

underprivileged underprivileged • sensitising the community to the ills sensitising the community to the ills

of society of society • beautifying the community beautifying the community • or providing opportunities for the or providing opportunities for the

youth, among others.youth, among others.

Club ServiceClub Service

• develops strategies for membership development, develops strategies for membership development, recruitment and retention recruitment and retention

• take meeting minutes take meeting minutes • write and distribute the club bulletin write and distribute the club bulletin • plan fellowship and social activities for the membership plan fellowship and social activities for the membership • prepare the meeting venue for meetings and club prepare the meeting venue for meetings and club

assemblies assemblies • facilitate the induction of new members and provide facilitate the induction of new members and provide

them with the tools and information required to be them with the tools and information required to be effective members of the club effective members of the club

• facilitate the nominations and elections of the next facilitate the nominations and elections of the next Board of Directors Board of Directors

• organise and facilitate the clubs handing over organise and facilitate the clubs handing over ceremony (Investiture)ceremony (Investiture)

Club Service ActivitiesClub Service Activities

• celebration of the club's charter anniversary celebration of the club's charter anniversary

• celebration of World Rotaract Week (week of celebration of World Rotaract Week (week of March 13th) March 13th)

• celebration of the birthdays of club celebration of the birthdays of club members members

• plan club outings and social gatherings plan club outings and social gatherings

• host visiting Rotaractors and Rotaract clubs host visiting Rotaractors and Rotaract clubs

• organise and facilitate open house sessions organise and facilitate open house sessions and recruitment drivesand recruitment drives

Professional ServiceProfessional Service

• Geared towards the building of leadership qualities Geared towards the building of leadership qualities of club members this committee organises and of club members this committee organises and facilitates training sessions and seminars that give facilitates training sessions and seminars that give club members skills:club members skills:

• needed to be effective leaders in Rotaract needed to be effective leaders in Rotaract • that allow them to improve their professional that allow them to improve their professional

careers careers • that are useful in their personal lives that are useful in their personal lives • that build a high ethical and moral standard among that build a high ethical and moral standard among

members members • that prepare members for membership in Rotary that prepare members for membership in Rotary

after the age of 30after the age of 30

Professional Service ProjectsProfessional Service Projects

• educating new and existing members on Rotaract's educating new and existing members on Rotaract's organisational structure, practices, policies, constitution, organisational structure, practices, policies, constitution, and by-laws and by-laws

• training members in public speaking, project planning, training members in public speaking, project planning, report writing, budget and financial management report writing, budget and financial management

• resource management, motivational speaking, conflict resource management, motivational speaking, conflict resolution, time management resolution, time management

• computer training, office etiquette, résumé writing, computer training, office etiquette, résumé writing, interview protocol interview protocol

• disaster planning, first aid and CPR, emergency disaster planning, first aid and CPR, emergency preparation and response, food and water safety and preparation and response, food and water safety and sanitisation sanitisation

• photography, culinary skills, learning a foreign or native photography, culinary skills, learning a foreign or native language, learning a cultural dance language, learning a cultural dance

• tailoring, electrical wiring, and carpentry, etc.tailoring, electrical wiring, and carpentry, etc.

International ServiceInternational Service• The International Service Committee is responsible for:The International Service Committee is responsible for:• enhancing the club's knowledge of global needs, problems, enhancing the club's knowledge of global needs, problems,

and opportunities and opportunities • develop programs and activities that promote international develop programs and activities that promote international

understanding and goodwill towards all people understanding and goodwill towards all people • expose club members and the community at large to the expose club members and the community at large to the

cultures of other countries and the practices of the clubs in cultures of other countries and the practices of the clubs in those countries those countries

• exchanging ideas and seeking common solutions to exchanging ideas and seeking common solutions to challenges with other clubs challenges with other clubs

• liaising with the International Service Committees of other liaising with the International Service Committees of other clubs in the district and beyond clubs in the district and beyond

• keeping the club informed of the activities of other clubs in keeping the club informed of the activities of other clubs in the district, and in-turn informing the district of the activities the district, and in-turn informing the district of the activities of the clubof the club

International Service International Service ProjectsProjects• Establish a pen pal/e-mail network to correspond Establish a pen pal/e-mail network to correspond

with twin club Rotaractors with twin club Rotaractors • Undertake a small joint international or Undertake a small joint international or

community service project community service project • Participate in a friendship exchange by arranging Participate in a friendship exchange by arranging

Rotaractor visits Rotaractor visits • Observe a mutual day or weekend to celebrate a Observe a mutual day or weekend to celebrate a

twining partnership twining partnership • Exchange project or club program ideas Exchange project or club program ideas • Hold a videoconference or web-based meeting Hold a videoconference or web-based meeting • Exchange handicrafts and local productsExchange handicrafts and local products

Finance CommitteeFinance Committee

• The wide range of projects and activities a club may The wide range of projects and activities a club may undertake require funds to execute. It is the function undertake require funds to execute. It is the function of the Finance Committee is obtain these funds. The of the Finance Committee is obtain these funds. The collection of these funds is two fold as every club is collection of these funds is two fold as every club is required to maintain at least two separate bank required to maintain at least two separate bank accounts since:accounts since:

• monies collected from the public or private sector monies collected from the public or private sector through fund raising activities or sponsorship must be through fund raising activities or sponsorship must be used to fund the various community service projects used to fund the various community service projects the club undertakes the club undertakes

• the administrative cost of the club including the cost the administrative cost of the club including the cost of Club Service, and Professional Service activities of Club Service, and Professional Service activities shall be meet by the payment of membership fees, shall be meet by the payment of membership fees, dues, fines, or other contributions from club members.dues, fines, or other contributions from club members.

Finance ProjectsFinance Projects

• a bar-b-que, cake / cookie sale, food eating a bar-b-que, cake / cookie sale, food eating competition, raffle competition, raffle

• dance, or social event open to the public dance, or social event open to the public • pageant, concert, play pageant, concert, play • car wash, jumble / garage sale car wash, jumble / garage sale • sale of Rotaract memorabilia such as pens, cups, sale of Rotaract memorabilia such as pens, cups,

hats, jackets, wristbands hats, jackets, wristbands • sale of books compiled by Rotaractors such as sale of books compiled by Rotaractors such as

cook books, poetry books, or books containing cook books, poetry books, or books containing information gathered from other clubs / countries.information gathered from other clubs / countries.

District District

StructureStructure