Rotaract Executive TrainingRotaract Executive TrainingSeminar (RETS)Seminar (RETS)Rotaract District 7030Rotaract District ...
What is Rotaract?What is Rotaract?Rotaract is an international service organization developed byRotaract is an internation...
Objectives of RotaractObjectives of Rotaract• To develop professional and leadership skillsTo develop professional and lea...
Objectives of Rotaract (cont’d)Objectives of Rotaract (cont’d)• To recognize, practice and promote ethicalTo recognize, pr...
Rotaract & RotaryRotaract & RotarySignificance of Rotary sponsorshipSignificance of Rotary sponsorship• Provides an opport...
An Effective ClubAn Effective Club• Sustain and or increase its membership baseSustain and or increase its membership base...
Governing PoliciesGoverning Policies• Rotaract Statement of PolicyRotaract Statement of Policy• Standard Rotaract Club Con...
Types of meetingsTypes of meetings• ExecutiveExecutive• BusinessBusiness• FormalFormal• InformalInformal• CommitteeCommittee
ROTARACT CLUBROTARACT CLUBADMINISTRATIONADMINISTRATION
Article VArticle V of theof the Standard RotaractStandard RotaractConstitutionConstitution andand Article 11 of theArticle...
Understanding the Role of theUnderstanding the Role of theClub’s ExecutiveClub’s ExecutiveThe executive is the governing b...
• The executive ensures that the club willThe executive ensures that the club willnot undertake activities that will risk ...
Some general responsibilitiesSome general responsibilitiesinclude:include:• Build a club that reflects the needs of the co...
CLUBCLUBPRESIDENTPRESIDENT
As theAs the club leaderclub leader, the president helps, the president helpsmembers develop as leaders and works tomember...
• Be knowledgeable with the administrativeBe knowledgeable with the administrativepolicies and procedures that serve as ap...
DutiesDutiesandandResponsibilitiesResponsibilities
• Maintain club operations, delegatingMaintain club operations, delegatingresponsibilities and establishing meetingrespons...
• Presides over all meetings of the club and itsPresides over all meetings of the club and itsboard of directorsboard of d...
• Continually evaluate club goalsContinually evaluate club goals• Communicate important information to clubCommunicate imp...
• Understand the role of the DistrictUnderstand the role of the DistrictRotaract Representative (DRR) andRotaract Represen...
• Fulfill administrative requirements toFulfill administrative requirements toRotary International and the DistrictRotary ...
Other ResponsibilitiesOther Responsibilities• Prepare for important EventsPrepare for important Events• Weekly/Monthly Clu...
Club PresidentLeadership NetworkClub Leadership•Board of Directors•Club CommitteesOther ClubsCommunity LeadersDistrict Lea...
Preparing for OfficePreparing for Office• Assess Club MembershipAssess Club Membership• Identify ways to increase support ...
Importance of Goal SettingImportance of Goal Setting• Helps measure progress and createHelps measure progress and createef...
Characteristics of an EffectiveCharacteristics of an EffectiveGoalGoal• SharedShared• club members should work together to...
Strategies for Achieving GoalsStrategies for Achieving Goals• Develop Action StepsDevelop Action Steps• Define who is resp...
ViceVicePRESIDENTPRESIDENT
DutiesDutiesandandResponsibilitiesResponsibilities
• The vice president can serve moreThe vice president can serve moreeffectively by understanding the year’seffectively by ...
• The vice president presides at all meetingsThe vice president presides at all meetingswhen the president is absent and s...
• A well-organized and responsible viceA well-organized and responsible vicepresident is often the key to a successfulpres...
Working with club leadersWorking with club leaders• Build a club organization that reflects theBuild a club organization t...
Working with the Club SecretaryWorking with the Club Secretary• Meet with Secretary to plan the club’sMeet with Secretary ...
Working with the Club TreasurerWorking with the Club Treasurer• Healthy club finances play an importantHealthy club financ...
Working With the S.A.AWorking With the S.A.A• Rely on the SAA to keep meetings runningRely on the SAA to keep meetings run...
Working with Club CommitteesWorking with Club Committees• Club committees plan, promote and implementClub committees plan,...
Working with club committees:Working with club committees:Effective CommitteesEffective Committees• Define the purpose of ...
Working with club committees:Working with club committees:Effective CommitteesEffective Committees• Encourage committees t...
Working with club committees:Working with club committees:Monitoring ProgressMonitoring Progress• To sustain club committe...
ClubClubSecretarySecretary
Qualities of a good SecretaryQualities of a good Secretary• Detail orientedDetail oriented• OrganizedOrganized• Has good c...
Roles of the SecretaryRoles of the Secretary• Primary role is to keep club informed soPrimary role is to keep club informe...
Roles of the SecretaryRoles of the Secretary• Analyzes trends reflected in reports andAnalyzes trends reflected in reports...
Duties of the Club SecretaryDuties of the Club Secretary• Help with the development of meeting agendaHelp with the develop...
Responsibilities of the SecretaryResponsibilities of the Secretary• Maintains membership recordsMaintains membership recor...
Responsibilities of the SecretaryResponsibilities of the Secretary• Provides support to the President,Provides support to ...
Preparing for the term in officePreparing for the term in office• Become familiar with the Constitution, ByBecome familiar...
Preparing for the term in officePreparing for the term in office• Meet with incoming president to arrive at aMeet with inc...
Beginning the term in officeBeginning the term in office• Meet with predecessor to receive theMeet with predecessor to rec...
Beginning the term in officeBeginning the term in office• Carefully review the club audit whichCarefully review the club a...
Working with Club PresidentWorking with Club President• Collaboration begins the moment of yourCollaboration begins the mo...
Working with the PresidentWorking with the President• Provide support in preparing agendas andProvide support in preparing...
Working with committeesWorking with committees• Pass all relevant information toPass all relevant information toclub/commi...
Dealing with MembershipDealing with Membership• Calculating attendanceCalculating attendance• Dealing with delinquent memb...
Communicating with the District teamCommunicating with the District team• Work with club liaison officers to updateWork wi...
Communication TreeCommunication TreeRotaract ClubRotaract Club Rotaract Club PresidentRotaract Club President Rotaract Dis...
Ending Term in OfficeEnding Term in Office• Ensure club records are updated andEnsure club records are updated andmaterial...
Ending Term in OfficeEnding Term in Office• Meet with successor so he/she will beMeet with successor so he/she will beprep...
TreasurerTreasurer
Duties of TreasurerDuties of Treasurer• As the collector and disburser of clubAs the collector and disburser of clubfunds,...
Responsibilities of TreasurerResponsibilities of Treasurer• Works with the board of directors to develop theWorks with the...
Assistant Secretary / TreasurerAssistant Secretary / Treasurer• This position is optional and as such may either beThis po...
PublicPublicRelationsRelationsOfficerOfficer
Duties of the P.R.O.Duties of the P.R.O.• The function of the Public RelationsThe function of the Public RelationsOfficer ...
Responsibilities of the P.R.O.Responsibilities of the P.R.O.• increase the publics awareness of Rotaractincrease the publi...
CommitteeCommitteeDirectorsDirectors
Responsibilities of DirectorsResponsibilities of Directors• coordinating all activities and project undertaken bycoordinat...
CommitteeCommitteeDirectorsDirectors
Community ServiceCommunity Service• The Community Service Committee under theThe Community Service Committee under thelead...
Purpose of ProjectsPurpose of Projects• promoting literacypromoting literacy• assisting the elderly, disabled orassisting ...
Club ServiceClub Service• develops strategies for membership development,develops strategies for membership development,re...
Club Service ActivitiesClub Service Activities• celebration of the clubs charter anniversarycelebration of the clubs chart...
Professional ServiceProfessional Service• Geared towards the building of leadership qualities ofGeared towards the buildin...
Professional Service ProjectsProfessional Service Projects• educating new and existing members on Rotaractseducating new a...
International ServiceInternational Service• The International Service Committee is responsible for:The International Servi...
International Service ProjectsInternational Service Projects• Establish a pen pal/e-mail network to correspond withEstabli...
Finance CommitteeFinance Committee• The wide range of projects and activities a club mayThe wide range of projects and act...
Finance ProjectsFinance Projects• a bar-b-que, cake / cookie sale, food eating competition,a bar-b-que, cake / cookie sale...
DistrictDistrictStructureStructure
R.E.T.S. Board Member Responsibilities
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Rotaract Executive Training Seminar (R.E.T.S.) Board Member Roles and Responsibilities

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R.E.T.S. Board Member Responsibilities

  1. 1. Rotaract Executive TrainingRotaract Executive TrainingSeminar (RETS)Seminar (RETS)Rotaract District 7030Rotaract District 7030
  2. 2. What is Rotaract?What is Rotaract?Rotaract is an international service organization developed byRotaract is an international service organization developed byRotary international to provide young men and womenRotary international to provide young men and womenbetween the ages of 18-30 an opportunity to enhance thebetween the ages of 18-30 an opportunity to enhance theknowledge and skillsknowledge and skills– that will assist in personal developmentthat will assist in personal development– address the social and physical needs of their communitiesaddress the social and physical needs of their communities– to promote better relations between all people worldwide throughto promote better relations between all people worldwide througha network of friendship and service.a network of friendship and service.
  3. 3. Objectives of RotaractObjectives of Rotaract• To develop professional and leadership skillsTo develop professional and leadership skills• ToTo emphasize respect for the rights of othersemphasize respect for the rights of others,,based onbased on recognition of the worth of eachrecognition of the worth of eachindividualindividual• To recognize the dignity and value of all usefulTo recognize the dignity and value of all usefuloccupation as opportunities to serveoccupation as opportunities to serve
  4. 4. Objectives of Rotaract (cont’d)Objectives of Rotaract (cont’d)• To recognize, practice and promote ethicalTo recognize, practice and promote ethicalstandards as leadership qualities and vocationalstandards as leadership qualities and vocationalresponsibilitiesresponsibilities• To develop knowledge and understanding of theTo develop knowledge and understanding of theneeds, problems, and opportunities in the communityneeds, problems, and opportunities in the communityand worldwideand worldwide• To provide opportunities for personal and groupTo provide opportunities for personal and groupactivities to serve the community and promoteactivities to serve the community and promoteinternational understanding and goodwill toward allinternational understanding and goodwill toward allpeople.people.
  5. 5. Rotaract & RotaryRotaract & RotarySignificance of Rotary sponsorshipSignificance of Rotary sponsorship• Provides an opportunity for Rotarians toProvides an opportunity for Rotarians tomentor dynamic young men and womenmentor dynamic young men and womenin providing servicein providing service• Rotarians serve as resource persons forRotarians serve as resource persons forRotaract projectsRotaract projects• Establishment of Rotaract clubs givesEstablishment of Rotaract clubs givesyoung people can opportunity to developyoung people can opportunity to developlife long skills thus becoming betterlife long skills thus becoming bettercitizens of the worldcitizens of the world
  6. 6. An Effective ClubAn Effective Club• Sustain and or increase its membership baseSustain and or increase its membership base• Implement successful projects that addresses the needsImplement successful projects that addresses the needsof its community and communities in other countriesof its community and communities in other countries• 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 theDevelop leaders capable of serving Rotaract beyond theclub levelclub level
  7. 7. Governing PoliciesGoverning Policies• Rotaract Statement of PolicyRotaract Statement of Policy• Standard Rotaract Club ConstitutionStandard Rotaract Club Constitution• Standard Rotaract Club BylawsStandard Rotaract Club Bylaws• Rotaract HandbookRotaract Handbook
  8. 8. Types of meetingsTypes of meetings• ExecutiveExecutive• BusinessBusiness• FormalFormal• InformalInformal• CommitteeCommittee
  9. 9. ROTARACT CLUBROTARACT CLUBADMINISTRATIONADMINISTRATION
  10. 10. Article VArticle V of theof the Standard RotaractStandard RotaractConstitutionConstitution andand Article 11 of theArticle 11 of theStandard Rotaract BylawsStandard Rotaract Bylaws stipulate that thestipulate that thegoverning body of a Rotaract Club shallgoverning body of a Rotaract Club shallcomprise of a President, Vice President,comprise of a President, Vice President,Secretary, Treasurer and additional officers.Secretary, Treasurer and additional officers.
  11. 11. Understanding the Role of theUnderstanding the Role of theClub’s ExecutiveClub’s ExecutiveThe executive is the governing body forThe executive is the governing body forthe 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 clubIt is important to note that most of the clubbusiness should be transacted duringbusiness should be transacted duringboard meetings rather than club meetings.board meetings rather than club meetings.Club meetings should be used to report onClub meetings should be used to report onthe progress of club’s projects/activitiesthe progress of club’s projects/activities
  12. 12. • The executive ensures that the club willThe executive ensures that the club willnot undertake activities that will risk itsnot undertake activities that will risk itsfinancial solvency.financial solvency.• It ensures that administrativeIt ensures that administrativeresponsibility, membership recruitmentresponsibility, membership recruitmentand fundraising are balanced withand fundraising are balanced withprogram activities to keep clubs active andprogram activities to keep clubs active andstrongstrong• The Club executive plays an importantThe Club executive plays an importantmonitoring role in implementation of clubmonitoring role in implementation of clubprojectsprojects
  13. 13. Some general responsibilitiesSome general responsibilitiesinclude:include:• Build a club that reflects the needs of the community andBuild a club that reflects the needs of the community andclub membersclub members• Identify the skills and resources needed to achieve orIdentify the skills and resources needed to achieve orexceed 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 ensureReview the program and policies of the club to ensurethat they are being implemented effectivelythat they are being implemented effectively• Ensure the administrative efficiency of the club.Ensure the administrative efficiency of the club.
  14. 14. CLUBCLUBPRESIDENTPRESIDENT
  15. 15. As theAs the club leaderclub leader, the president helps, the president helpsmembers develop as leaders and works tomembers develop as leaders and works toensure that the club’s professional andensure that the club’s professional andleadership development activities andleadership development activities andcommunity and international servicecommunity and international serviceprojects are successfully promoted andprojects are successfully promoted andcompletedcompleted
  16. 16. • Be knowledgeable with the administrativeBe knowledgeable with the administrativepolicies and procedures that serve as apolicies and procedures that serve as aframework for operation of a Rotaract Clubframework for operation of a Rotaract Cluband the District . This includes:and the District . This includes:• Standard Rotaract Club Constitution and StandardStandard Rotaract Club Constitution and StandardRotaract BylawsRotaract Bylaws provide a model framework forprovide a model framework forthe functioning of a Rotaract Club.the functioning of a Rotaract Club.• Club BylawsClub Bylaws includes additional provisions for theincludes additional provisions for thegoverning of the club.governing of the club.• Rotaract Statement of PolicyRotaract Statement of Policy andand District BylawsDistrict Bylawsprovide a framework for the administration of theprovide a framework for the administration of theDistrictDistrict
  17. 17. DutiesDutiesandandResponsibilitiesResponsibilities
  18. 18. • Maintain club operations, delegatingMaintain club operations, delegatingresponsibilities and establishing meetingresponsibilities and establishing meetingschedulesschedules• Develop a plan for the year as early asDevelop a plan for the year as early aspossible (Club Planning Guide)possible (Club Planning Guide)• Identify members’ skills and interests andIdentify members’ skills and interests andputs them to work in club projectsputs them to work in club projects
  19. 19. • Presides over all meetings of the club and itsPresides over all meetings of the club and itsboard of directorsboard of directors• Appoint special committees, with board approval,Appoint special committees, with board approval,and follows up on committee progress with theand follows up on committee progress with thehelp of thehelp of the Vice PresidentVice President..• Maintain regular communication with sponsoringMaintain regular communication with sponsoringRotary club through joint activities and meetingsRotary club through joint activities and meetings
  20. 20. • Continually evaluate club goalsContinually evaluate club goals• Communicate important information to clubCommunicate important information to clubmembersmembers• Work closely with club committee leaders,Work closely with club committee leaders,ensuring that each committee has definitiveensuring that each committee has definitiveobjectives.objectives.• Formulates, approves and monitors all committeeFormulates, approves and monitors all committeeactivities and goals as well as the club budgetactivities and goals as well as the club budget
  21. 21. • Understand the role of the DistrictUnderstand the role of the DistrictRotaract Representative (DRR) andRotaract Representative (DRR) andDistrict Leaders in supporting theDistrict Leaders in supporting theclub to help meet club and districtclub to help meet club and districtgoalsgoals• Encourage participation at club andEncourage participation at club anddistrict meetingsdistrict meetings• Confer with your successor before leaving office toConfer with your successor before leaving office toensure a smooth transitionensure a smooth transition• Arrange a joint meeting of the incoming board withArrange a joint meeting of the incoming board withthe retiring of directors to assure continuitythe retiring of directors to assure continuity
  22. 22. • Fulfill administrative requirements toFulfill administrative requirements toRotary International and the DistrictRotary International and the District• Know the reports for which the club is responsibleKnow the reports for which the club is responsible• Understand how the information contained inUnderstand how the information contained inreports can be used to assess important clubreports can be used to assess important clubtrendstrends• Work closely with the club secretary to ensure thatWork closely with the club secretary to ensure thatrequired reports and forms are filed with RI and therequired reports and forms are filed with RI and thedistrict in a timely mannerdistrict in a timely mannerOther ResponsibilitiesOther Responsibilities
  23. 23. 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) andRotaract Executive Training Seminar (RETS) andDistrict ConferenceDistrict Conference• Guide the club in developing and supporting goalsGuide the club in developing and supporting goalsthat increase effectiveness of the four servicethat increase effectiveness of the four serviceareasareas
  24. 24. Club PresidentLeadership NetworkClub Leadership•Board of Directors•Club CommitteesOther ClubsCommunity LeadersDistrict Leadership Team•District Rotaract Representative•District TeamCLUBPRESIDENT
  25. 25. Preparing for OfficePreparing for Office• Assess Club MembershipAssess Club Membership• Identify ways to increase support of sponsorIdentify ways to increase support of sponsorRotary ClubRotary Club• Appoint Committee Directors as soon asAppoint Committee Directors as soon aspossiblepossible• Prepare for and ensure participation ofPrepare for and ensure participation ofincoming officers and committee directorsincoming officers and committee directors• Organize Club Programs for the incomingOrganize Club Programs for the incomingyearyear• Work with others to create club goalsWork with others to create club goals
  26. 26. Importance of Goal SettingImportance of Goal Setting• Helps measure progress and createHelps measure progress and createeffective practiceseffective practices• Motivates MembersMotivates Members• Creates a sense of ownership andCreates a sense of ownership andgenerates interestgenerates interest
  27. 27. Characteristics of an EffectiveCharacteristics of an EffectiveGoalGoal• SharedShared• club members should work together to set a goal, develop strategies to meetclub members should work together to set a goal, develop strategies to meetit, and to achieve itit, and to achieve it• MeasurableMeasurable• A goal should provide a tangible and unambiguous point for clubs to pursueA goal should provide a tangible and unambiguous point for clubs to pursue• ChallengingChallenging• A goal should be ambitious enough to go beyond what the club hasA goal should be ambitious enough to go beyond what the club hasaccomplished 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
  28. 28. Strategies for Achieving GoalsStrategies for Achieving Goals• 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 progressDetermine criteria for measuring progress• Use resources and tools from club andUse resources and tools from club anddistrict levels and Rotarydistrict levels and Rotary• Evaluate progress to learn fromEvaluate progress to learn fromexperienceexperience
  29. 29. ViceVicePRESIDENTPRESIDENT
  30. 30. DutiesDutiesandandResponsibilitiesResponsibilities
  31. 31. • The vice president can serve moreThe vice president can serve moreeffectively by understanding the year’seffectively by understanding the year’sgoals, projects, and activities, and being wellgoals, projects, and activities, and being wellversed in community and Rotary resourcesversed in community and Rotary resources• it is important that theit is important that the club president and viceclub president and vicepresident work together as a teampresident work together as a team
  32. 32. • The vice president presides at all meetingsThe vice president presides at all meetingswhen the president is absent and serves onwhen the president is absent and serves onthe board of directors and as an ex-officiothe board of directors and as an ex-officiomember of all committeesmember of all committees• The vice president also acts as the “officerThe vice president also acts as the “officerat large,” responsible for all assignmentsat large,” responsible for all assignmentsthat are designated by the presidentthat are designated by the president
  33. 33. • A well-organized and responsible viceA well-organized and responsible vicepresident is often the key to a successfulpresident is often the key to a successfulRotaract year. The vice president canRotaract year. The vice president canreduce the administrative load, allowingreduce the administrative load, allowingtime for the president to develop new andtime for the president to develop new andexciting club projects and activities.exciting club projects and activities.
  34. 34. Working with club leadersWorking with club leaders• Build a club organization that reflects theBuild a club organization that reflects theneeds and goals of the clubneeds and goals of the club• Identify the skills needed to service asIdentify the skills needed to service aseffective club leaderseffective club leaders• Prepare the club’s leadership team for thePrepare the club’s leadership team for thecoming yearcoming year
  35. 35. Working with the Club SecretaryWorking with the Club Secretary• Meet with Secretary to plan the club’sMeet with Secretary to plan the club’sweekly meeting agendaweekly meeting agenda• Guide membership towards achieving clubGuide membership towards achieving clubgoalsgoals• Needs to keep up to date with data andNeeds to keep up to date with data andtrends that the Secretary is tracking on atrends that the Secretary is tracking on aregular basisregular basis
  36. 36. Working with the Club TreasurerWorking with the Club Treasurer• Healthy club finances play an importantHealthy club finances play an importantrole in the success of every clubrole in the success of every club• The President needs to be aware of theThe President needs to be aware of thefinancial condition of the club at all timesfinancial condition of the club at all times• Meet with the Treasurer regularly to takeMeet with the Treasurer regularly to takeearly corrective measures to ensure thatearly corrective measures to ensure thatthe club remains financially viablethe club remains financially viable
  37. 37. Working With the S.A.AWorking With the S.A.A• Rely on the SAA to keep meetings runningRely on the SAA to keep meetings runningsmoothlysmoothly• The SAA has the following dutiesThe SAA has the following duties– Help to maintain orderly and effective meetingsHelp to maintain orderly and effective meetings– Work to prevent any occurrences that might detractWork to prevent any occurrences that might detractfrom the dignity or prestige of the clubfrom the dignity or prestige of the club– Ensure that the meeting venue is adequate for theEnsure that the meeting venue is adequate for themeetingmeeting
  38. 38. Working with Club CommitteesWorking with Club Committees• Club committees plan, promote and implementClub committees plan, promote and implementactivities and projects that sustain the clubactivities and projects that sustain the club• Effective committees ensure that the clubEffective committees ensure that the clubreaches set goalsreaches set goals• The President is expected to counsel and guideThe President is expected to counsel and guideeach committee so that they reach set goalseach committee so that they reach set goals• Closely monitor the activities and progress ofClosely monitor the activities and progress ofeach committee and provide motivation andeach committee and provide motivation andleadership to the committee where necessaryleadership to the committee where necessary
  39. 39. 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 addConsolidate, eliminate, expand or addcommittees as neededcommittees as needed• Appoint committee members based on theirAppoint committee members based on theirprofessional abilities, personal interest andprofessional abilities, personal interest andtalentstalents• Limit committee size to the actual number ofLimit committee size to the actual number ofpersons required to fulfill the committee’spersons required to fulfill the committee’spurposepurpose
  40. 40. Working with club committees:Working with club committees:Effective CommitteesEffective Committees• Encourage committees to keep records orEncourage committees to keep records ormeetings, plans, decisions and resultsmeetings, plans, decisions and results• Participate in committee meetings whenParticipate in committee meetings whenrequested or when the situation requiresrequested or when the situation requires• Encourage proper reporting of committeeEncourage proper reporting of committeeactivities and progress to generalactivities and progress to generalmembershipmembership
  41. 41. Working with club committees:Working with club committees:Monitoring ProgressMonitoring Progress• To sustain club committees, maximize theirTo sustain club committees, maximize theirpotential and encourage their continuingpotential and encourage their continuingeffectivenesseffectiveness– Review the status of each committee regularlyReview the status of each committee regularly– Motivate committees to take on new challengesMotivate committees to take on new challenges– Respect the direction of a committee when it isRespect the direction of a committee when it isdifferent from what you might choose so long at isdifferent from what you might choose so long at issound and reasonablesound and reasonable– Congratulate and thank committee members andCongratulate and thank committee members andDirectors when they complete tasksDirectors when they complete tasks
  42. 42. ClubClubSecretarySecretary
  43. 43. Qualities of a good SecretaryQualities of a good Secretary• Detail orientedDetail oriented• OrganizedOrganized• Has good communication skillsHas good communication skills• A team playerA team player• Multi taskMulti task
  44. 44. Roles of the SecretaryRoles of the Secretary• Primary role is to keep club informed soPrimary role is to keep club informed sothat it functions effectivelythat it functions effectively• Aware of all club activities to identifyAware of all club activities to identifyweaknesses and strengths andweaknesses and strengths andcommunicate to club leaders for furthercommunicate to club leaders for furtheraction. Think critically about how theaction. Think critically about how theinformation can be used to benefit the clubinformation can be used to benefit the club
  45. 45. Roles of the SecretaryRoles of the Secretary• Analyzes trends reflected in reports andAnalyzes trends reflected in reports andshares the information with appropriateshares the information with appropriateclub members in order to make the clubclub members in order to make the clubmore effectivemore effective
  46. 46. Duties of the Club SecretaryDuties of the Club Secretary• Help with the development of meeting agendaHelp with the development of meeting agenda• Assists in the collection of dues and clubAssists in the collection of dues and clubpaymentspayments• 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 andprepares certificate, id cards etc, receives andinforms on any objections to a proposedinforms on any objections to a proposedmembermember
  47. 47. Responsibilities of the SecretaryResponsibilities of the Secretary• 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 clubRecords and preserves minutes of cluband board meetingsand board meetings• Submits club reports to Rotary and DistrictSubmits club reports to Rotary and Districtteamteam
  48. 48. Responsibilities of the SecretaryResponsibilities of the Secretary• Provides support to the President,Provides support to the President,Treasurer and other club leadersTreasurer and other club leaders• Performs such other duties that usuallyPerforms such other duties that usuallypertains to the office of the secretarypertains to the office of the secretary
  49. 49. Preparing for the term in officePreparing for the term in office• Become familiar with the Constitution, ByBecome familiar with the Constitution, Bylaws, Handbook and other guides tolaws, Handbook and other guides toeffective club administrationeffective club administration• Meet with past secretary to shareMeet with past secretary to shareknowledge and experience and toknowledge and experience and tounderstand the operations of the clubunderstand the operations of the club
  50. 50. Preparing for the term in officePreparing for the term in office• Meet with incoming president to arrive at aMeet with incoming president to arrive at amutual understanding of club operationsmutual understanding of club operations• Work with incoming president to arrange aWork with incoming president to arrange ameeting with outgoing officers to assessmeeting with outgoing officers to assessthe state of the club and the status ofthe state of the club and the status ofongoing projectsongoing projects
  51. 51. Beginning the term in officeBeginning the term in office• Meet with predecessor to receive theMeet with predecessor to receive thecomplete records of club records includingcomplete records of club records includingfiles, letterheads, gavel, badges, bannersfiles, letterheads, gavel, badges, bannersetcetc• Review current club practices forReview current club practices foradministrative procedures such asadministrative procedures such asattendance, payment of dues andattendance, payment of dues andmembership proposalmembership proposal
  52. 52. Beginning the term in officeBeginning the term in office• Carefully review the club audit whichCarefully review the club audit whichshould be prepared by the outgoing boardshould be prepared by the outgoing boardto determineto determine– If any bills or district dues are outstandingIf any bills or district dues are outstanding
  53. 53. Working with Club PresidentWorking with Club President• Collaboration begins the moment of yourCollaboration begins the moment of yourelection and continues through out yourelection and continues through out yourentire term of officeentire term of office• Roles are closely intertwined. Develop aRoles are closely intertwined. Develop amutual understanding of club operationsmutual understanding of club operationsparticularly how various functions areparticularly how various functions aredivided between positionsdivided between positions
  54. 54. Working with the PresidentWorking with the President• Provide support in preparing agendas andProvide support in preparing agendas andprograms of the clubprograms of the club• Monitors the progress of the club andMonitors the progress of the club andinform the president accordinglyinform the president accordingly
  55. 55. Working with committeesWorking with committees• Pass all relevant information toPass all relevant information toclub/committee membersclub/committee members• Provide administrative support toProvide administrative support tocommitteescommittees• Work as a link between committees, theWork as a link between committees, thepresident and the boardpresident and the board
  56. 56. Dealing with MembershipDealing with Membership• Calculating attendanceCalculating attendance• Dealing with delinquent membersDealing with delinquent members• Sending out notices on poor attendanceSending out notices on poor attendance
  57. 57. Communicating with the District teamCommunicating with the District team• Work with club liaison officers to updateWork with club liaison officers to updateon club activitieson club activities• Provide reports in a timely mannerProvide reports in a timely manner• Inform club members of the activities ofInform club members of the activities ofthe district teamthe district team
  58. 58. Communication TreeCommunication TreeRotaract ClubRotaract Club Rotaract Club PresidentRotaract Club President Rotaract District TeamRotaract District TeamRotaract Club ExecutiveRotaract Club ExecutiveSponsoring Rotary ClubSponsoring Rotary ClubDistrict Rotary RotaractCommitteeDistrict Rotary RotaractCommitteeDistrict GovernorDistrict GovernorRotary InternationalRotary International
  59. 59. Ending Term in OfficeEnding Term in Office• Ensure club records are updated andEnsure club records are updated andmaterials are orderly so that yourmaterials are orderly so that yoursuccessor will receive records andsuccessor will receive records andequipment in a usable formequipment in a usable form• Take an inventory of responsibilities andTake an inventory of responsibilities andensure that all tasks have been completedensure that all tasks have been completed
  60. 60. Ending Term in OfficeEnding Term in Office• Meet with successor so he/she will beMeet with successor so he/she will beprepared to assume office by the start ofprepared to assume office by the start ofthe new yearthe new year• Turn over all files and records toTurn over all files and records tosuccessorsuccessor
  61. 61. TreasurerTreasurer
  62. 62. Duties of TreasurerDuties of Treasurer• As the collector and disburser of clubAs the collector and disburser of clubfunds, the treasurer is responsible for thefunds, the treasurer is responsible for theclub’s solvency and financial stability.club’s solvency and financial stability.• In preparing for this assignment, theIn preparing for this assignment, thetreasurer should meet with the previoustreasurer should meet with the previoustreasurer and consult the sponsoringtreasurer and consult the sponsoringRotary club treasurer and a certifiedRotary club treasurer and a certifiedaccountant.accountant.
  63. 63. Responsibilities of TreasurerResponsibilities of Treasurer• Works with the board of directors to develop theWorks with the board of directors to develop thebudgetbudget• Collects dues and all funds raised by the clubCollects dues and all funds raised by the club• Pays all club bills and reimbursements for clubPays all club bills and reimbursements for clubexpensesexpenses• Reports the club’s financial status at eachReports the club’s financial status at eachmeetingmeeting• Has the books audited at the end of the fiscalHas the books audited at the end of the fiscalyearyear
  64. 64. Assistant Secretary / TreasurerAssistant Secretary / Treasurer• This position is optional and as such may either beThis position is optional and as such may either beappointed by the President with the approval of theappointed by the President with the approval of theboard, or be elected from among the members in goodboard, or be elected from among the members in goodstanding.standing.• Furthermore the President may choose to split theseFurthermore the President may choose to split theseroles and have a separate Assistant Secretary, androles and have a separate Assistant Secretary, andAssistant Treasurer. In any event the holder of this roleAssistant Treasurer. In any event the holder of this roleacts an assistant to the Secretary and Treasurer fulfillingacts an assistant to the Secretary and Treasurer fulfillingtheir duties in their absence.their duties in their absence.• It is therefore recommended that both the Secretary andIt is therefore recommended that both the Secretary andTreasurer work closely with their assistant and keepTreasurer work closely with their assistant and keepthem abreast of all developments regarding their role.them abreast of all developments regarding their role.
  65. 65. PublicPublicRelationsRelationsOfficerOfficer
  66. 66. Duties of the P.R.O.Duties of the P.R.O.• The function of the Public RelationsThe function of the Public RelationsOfficer is to inform the public aboutOfficer is to inform the public aboutRotaract and the various programs andRotaract and the various programs andactivities the club undertakes.activities the club undertakes.
  67. 67. Responsibilities of the P.R.O.Responsibilities of the P.R.O.• increase the publics awareness of Rotaractincrease the publics awareness of Rotaract• inform the public, through the media or other forms, ofinform the public, through the media or other forms, ofthe community service projects the club undertakesthe community service projects the club undertakes• promote the ideals of Rotaractpromote the ideals of Rotaract• liaise with the media in promoting the club and itsliaise with the media in promoting the club and itsprojectsprojects• prepares press releases and appears on television andprepares press releases and appears on television andradio talk shows promoting the clubs activitiesradio talk shows promoting the clubs activities• produces promotional material used by the clubproduces promotional material used by the club• together with the club Secretary liaises with the clubstogether with the club Secretary liaises with the clubswebsite developer to maintain the clubs websitewebsite developer to maintain the clubs website
  68. 68. CommitteeCommitteeDirectorsDirectors
  69. 69. Responsibilities of DirectorsResponsibilities of Directors• coordinating all activities and project undertaken bycoordinating all activities and project undertaken byhis/her committeehis/her committee• present the board with plans and objectives of allpresent the board with plans and objectives of allcommittee projects for approvalcommittee projects for approval• preparing a budget for all projects to be presented to thepreparing a budget for all projects to be presented to theboardboard• provide regular reports of all projects to the Presidentprovide regular reports of all projects to the Presidentand Secretaryand Secretary• provide the Treasurer with receipts of all expensesprovide the Treasurer with receipts of all expensesincurred during a projectincurred during a project• act as a liaison between the President, and by extensionact as a liaison between the President, and by extensionthe board, and the members of his/her committeethe board, and the members of his/her committee
  70. 70. CommitteeCommitteeDirectorsDirectors
  71. 71. Community ServiceCommunity Service• The Community Service Committee under theThe Community Service Committee under theleadership of the Committee Director (and inleadership of the Committee Director (and inconsultation with the President and Board ofconsultation with the President and Board ofDirectors) is tasked with:Directors) is tasked with:• Reviewing suggestions and developing plans forReviewing suggestions and developing plans forthe clubs community service projects, andthe clubs community service projects, and• taking a leadership role in organising andtaking a leadership role in organising andfacilitating these projects.facilitating these projects.
  72. 72. Purpose of ProjectsPurpose of Projects• promoting literacypromoting literacy• assisting the elderly, disabled orassisting the elderly, disabled orunderprivilegedunderprivileged• sensitising the community to the ills ofsensitising the community to the ills ofsocietysociety• beautifying the communitybeautifying the community• or providing opportunities for the youth,or providing opportunities for the youth,among others.among others.
  73. 73. Club ServiceClub Service• develops strategies for membership development,develops strategies for membership development,recruitment and retentionrecruitment and retention• take meeting minutestake meeting minutes• write and distribute the club bulletinwrite and distribute the club bulletin• plan fellowship and social activities for the membershipplan fellowship and social activities for the membership• prepare the meeting venue for meetings and clubprepare the meeting venue for meetings and clubassembliesassemblies• facilitate the induction of new members and providefacilitate the induction of new members and providethem with the tools and information required to bethem with the tools and information required to beeffective members of the clubeffective members of the club• facilitate the nominations and elections of the next Boardfacilitate the nominations and elections of the next Boardof Directorsof Directors• organise and facilitate the clubs handing over ceremonyorganise and facilitate the clubs handing over ceremony(Investiture)(Investiture)
  74. 74. Club Service ActivitiesClub Service Activities• celebration of the clubs charter anniversarycelebration of the clubs charter anniversary• celebration of World Rotaract Week (week ofcelebration of World Rotaract Week (week ofMarch 13th)March 13th)• celebration of the birthdays of club memberscelebration of the birthdays of club members• plan club outings and social gatheringsplan club outings and social gatherings• host visiting Rotaractors and Rotaract clubshost visiting Rotaractors and Rotaract clubs• organise and facilitate open house sessions andorganise and facilitate open house sessions andrecruitment drivesrecruitment drives
  75. 75. Professional ServiceProfessional Service• Geared towards the building of leadership qualities ofGeared towards the building of leadership qualities ofclub members this committee organises and facilitatesclub members this committee organises and facilitatestraining sessions and seminars that give club memberstraining sessions and seminars that give club membersskills:skills:• needed to be effective leaders in Rotaractneeded to be effective leaders in Rotaract• that allow them to improve their professional careersthat allow them to improve their professional careers• that are useful in their personal livesthat are useful in their personal lives• that build a high ethical and moral standard amongthat build a high ethical and moral standard amongmembersmembers• that prepare members for membership in Rotary afterthat prepare members for membership in Rotary afterthe age of 30the age of 30
  76. 76. Professional Service ProjectsProfessional Service Projects• educating new and existing members on Rotaractseducating new and existing members on Rotaractsorganisational structure, practices, policies, constitution,organisational structure, practices, policies, constitution,and by-lawsand by-laws• training members in public speaking, project planning,training members in public speaking, project planning,report writing, budget and financial managementreport writing, budget and financial management• resource management, motivational speaking, conflictresource management, motivational speaking, conflictresolution, time managementresolution, time management• computer training, office etiquette, résumé writing,computer training, office etiquette, résumé writing,interview protocolinterview protocol• disaster planning, first aid and CPR, emergencydisaster planning, first aid and CPR, emergencypreparation and response, food and water safety andpreparation and response, food and water safety andsanitisationsanitisation• photography, culinary skills, learning a foreign or nativephotography, culinary skills, learning a foreign or nativelanguage, learning a cultural dancelanguage, learning a cultural dance• tailoring, electrical wiring, and carpentry, etc.tailoring, electrical wiring, and carpentry, etc.
  77. 77. International ServiceInternational Service• The International Service Committee is responsible for:The International Service Committee is responsible for:• enhancing the clubs knowledge of global needs,enhancing the clubs knowledge of global needs,problems, and opportunitiesproblems, and opportunities• develop programs and activities that promotedevelop programs and activities that promoteinternational understanding and goodwill towards allinternational understanding and goodwill towards allpeoplepeople• expose club members and the community at large to theexpose club members and the community at large to thecultures of other countries and the practices of the clubscultures of other countries and the practices of the clubsin those countriesin those countries• exchanging ideas and seeking common solutions toexchanging ideas and seeking common solutions tochallenges with other clubschallenges with other clubs• liaising with the International Service Committees ofliaising with the International Service Committees ofother clubs in the district and beyondother clubs in the district and beyond• keeping the club informed of the activities of other clubskeeping the club informed of the activities of other clubsin the district, and in-turn informing the district of thein the district, and in-turn informing the district of theactivities of the clubactivities of the club
  78. 78. International Service ProjectsInternational Service Projects• Establish a pen pal/e-mail network to correspond withEstablish a pen pal/e-mail network to correspond withtwin club Rotaractorstwin club Rotaractors• Undertake a small joint international or communityUndertake a small joint international or communityservice projectservice project• Participate in a friendship exchange by arrangingParticipate in a friendship exchange by arrangingRotaractor visitsRotaractor visits• Observe a mutual day or weekend to celebrate a twiningObserve a mutual day or weekend to celebrate a twiningpartnershippartnership• Exchange project or club program ideasExchange project or club program ideas• Hold a videoconference or web-based meetingHold a videoconference or web-based meeting• Exchange handicrafts and local productsExchange handicrafts and local products
  79. 79. Finance CommitteeFinance Committee• The wide range of projects and activities a club mayThe wide range of projects and activities a club mayundertake require funds to execute. It is the function ofundertake require funds to execute. It is the function ofthe Finance Committee is obtain these funds. Thethe Finance Committee is obtain these funds. Thecollection of these funds is two fold as every club iscollection of these funds is two fold as every club isrequired to maintain at least two separate bank accountsrequired to maintain at least two separate bank accountssince:since:• monies collected from the public or private sectormonies collected from the public or private sectorthrough fund raising activities or sponsorship must bethrough fund raising activities or sponsorship must beused to fund the various community service projects theused to fund the various community service projects theclub undertakesclub undertakes• the administrative cost of the club including the cost ofthe administrative cost of the club including the cost ofClub Service, and Professional Service activities shall beClub Service, and Professional Service activities shall bemeet by the payment of membership fees, dues, fines, ormeet by the payment of membership fees, dues, fines, orother contributions from club members.other contributions from club members.
  80. 80. Finance ProjectsFinance Projects• a bar-b-que, cake / cookie sale, food eating competition,a bar-b-que, cake / cookie sale, food eating competition,raffleraffle• dance, or social event open to the publicdance, or social event open to the public• pageant, concert, playpageant, concert, play• car wash, jumble / garage salecar wash, jumble / garage sale• sale of Rotaract memorabilia such as pens, cups, hats,sale of Rotaract memorabilia such as pens, cups, hats,jackets, wristbandsjackets, wristbands• sale of books compiled by Rotaractors such as cooksale of books compiled by Rotaractors such as cookbooks, poetry books, or books containing informationbooks, poetry books, or books containing informationgathered from other clubs / countries.gathered from other clubs / countries.
  81. 81. DistrictDistrictStructureStructure
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