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. Rotaract Executive TrainingRotaract Executive Training Seminar (RETS)Seminar (RETS) Rotaract District 7030Rotaract District 7030
- 2. What is Rotaract?What is Rotaract? Rotaract is an international service organization developed byRotaract is an international service organization developed by Rotary international to provide young men and womenRotary international to provide young men and women between the ages of 18-30 an opportunity to enhance thebetween 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 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 through a network of friendship and service.a network of friendship and service.
- 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 each individualindividual • To recognize the dignity and value of all usefulTo recognize the dignity and value of all useful occupation as opportunities to serveoccupation as opportunities to serve
- 4. Objectives of Rotaract (cont’d)Objectives of Rotaract (cont’d) • To recognize, practice and promote ethicalTo recognize, practice and promote ethical standards as leadership qualities and vocationalstandards as leadership qualities and vocational responsibilitiesresponsibilities • To develop knowledge and understanding of theTo develop knowledge and understanding of the needs, problems, and opportunities in the communityneeds, problems, and opportunities in the community and worldwideand worldwide • To provide opportunities for personal and groupTo provide opportunities for personal and group activities to serve the community and promoteactivities to serve the community and promote international understanding and goodwill toward allinternational understanding and goodwill toward all people.people.
- 5. Rotaract & RotaryRotaract & Rotary Significance of Rotary sponsorshipSignificance of Rotary sponsorship • Provides an opportunity for Rotarians toProvides an opportunity for Rotarians to mentor dynamic young men and womenmentor dynamic young men and women in providing servicein providing service • Rotarians serve as resource persons forRotarians serve as resource persons for Rotaract projectsRotaract projects • Establishment of Rotaract clubs givesEstablishment of Rotaract clubs gives young people can opportunity to developyoung people can opportunity to develop life long skills thus becoming betterlife long skills thus becoming better citizens of the worldcitizens of the world
- 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 needs of 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 the club levelclub level
- 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. Types of meetingsTypes of meetings • ExecutiveExecutive • BusinessBusiness • FormalFormal • InformalInformal • CommitteeCommittee
- 10. Article VArticle V of theof the Standard RotaractStandard Rotaract ConstitutionConstitution andand Article 11 of theArticle 11 of the Standard Rotaract BylawsStandard Rotaract Bylaws stipulate that thestipulate that the governing body of a Rotaract Club shallgoverning 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.
- 11. Understanding the Role of theUnderstanding the Role of the Club’s ExecutiveClub’s Executive The executive is the governing body forThe 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 clubIt is important to note that most of the club business should be transacted duringbusiness should be transacted during board 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 on the progress of club’s projects/activitiesthe progress of club’s projects/activities
- 12. • The executive ensures that the club willThe executive ensures that the club will not undertake activities that will risk itsnot undertake activities that will risk its financial solvency.financial solvency. • It ensures that administrativeIt ensures that administrative responsibility, membership recruitmentresponsibility, membership recruitment and fundraising are balanced withand fundraising are balanced with program activities to keep clubs active andprogram activities to keep clubs active and strongstrong • The Club executive plays an importantThe Club executive plays an important monitoring role in implementation of clubmonitoring role in implementation of club projectsprojects
- 13. Some general responsibilitiesSome general responsibilities include:include: • Build a club that reflects the needs of the community andBuild a club that reflects the needs of the community and club membersclub members • Identify the skills and resources needed to achieve orIdentify 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 ensureReview the program and policies of the club to ensure that they are being implemented effectivelythat they are being implemented effectively • Ensure the administrative efficiency of the club.Ensure the administrative efficiency of the club.
- 15. As theAs the club leaderclub leader, the president helps, the president helps members develop as leaders and works tomembers develop as leaders and works to ensure that the club’s professional andensure that the club’s professional and leadership development activities andleadership development activities and community and international servicecommunity and international service projects are successfully promoted andprojects are successfully promoted and completedcompleted
- 16. • Be knowledgeable with the administrativeBe knowledgeable with the administrative policies and procedures that serve as apolicies and procedures that serve as a framework for operation of a Rotaract Clubframework for operation of a Rotaract Club and the District . This includes:and the District . This includes: • Standard Rotaract Club Constitution and StandardStandard Rotaract Club Constitution and Standard Rotaract BylawsRotaract Bylaws provide a model framework forprovide a model framework for the functioning of a Rotaract Club.the functioning of a Rotaract Club. • Club BylawsClub Bylaws includes additional provisions for theincludes additional provisions for the governing of the club.governing of the club. • Rotaract Statement of PolicyRotaract Statement of Policy andand District BylawsDistrict Bylaws provide a framework for the administration of theprovide a framework for the administration of the DistrictDistrict
- 18. • Maintain club operations, delegatingMaintain club operations, delegating responsibilities and establishing meetingresponsibilities and establishing meeting schedulesschedules • Develop a plan for the year as early asDevelop a plan for the year as early as possible (Club Planning Guide)possible (Club Planning Guide) • Identify members’ skills and interests andIdentify members’ skills and interests and puts them to work in club projectsputs them to work in club projects
- 19. • Presides over all meetings of the club and itsPresides over all meetings of the club and its board 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 the help of thehelp of the Vice PresidentVice President.. • Maintain regular communication with sponsoringMaintain regular communication with sponsoring Rotary club through joint activities and meetingsRotary club through joint activities and meetings
- 20. • Continually evaluate club goalsContinually evaluate club goals • Communicate important information to clubCommunicate important information to club membersmembers • Work closely with club committee leaders,Work closely with club committee leaders, ensuring that each committee has definitiveensuring that each committee has definitive objectives.objectives. • Formulates, approves and monitors all committeeFormulates, approves and monitors all committee activities and goals as well as the club budgetactivities and goals as well as the club budget
- 21. • Understand the role of the DistrictUnderstand the role of the District Rotaract Representative (DRR) andRotaract Representative (DRR) and District Leaders in supporting theDistrict Leaders in supporting the club to help meet club and districtclub to help meet club and district goalsgoals • Encourage participation at club andEncourage participation at club and district meetingsdistrict meetings • Confer with your successor before leaving office toConfer with your successor before leaving office to ensure a smooth transitionensure a smooth transition • Arrange a joint meeting of the incoming board withArrange a joint meeting of the incoming board with the retiring of directors to assure continuitythe retiring of directors to assure continuity
- 22. • Fulfill administrative requirements toFulfill administrative requirements to Rotary 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 in reports can be used to assess important clubreports can be used to assess important club trendstrends • Work closely with the club secretary to ensure thatWork closely with the club secretary to ensure that required reports and forms are filed with RI and therequired reports and forms are filed with RI and the district in a timely mannerdistrict in a timely manner Other ResponsibilitiesOther Responsibilities
- 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) and District ConferenceDistrict Conference • Guide the club in developing and supporting goalsGuide the club in developing and supporting goals that increase effectiveness of the four servicethat increase effectiveness of the four service areasareas
- 24. 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
- 25. Preparing for OfficePreparing for Office • Assess Club MembershipAssess Club Membership • Identify ways to increase support of sponsorIdentify ways to increase support of sponsor Rotary ClubRotary Club • Appoint Committee Directors as soon asAppoint Committee Directors as soon as possiblepossible • Prepare for and ensure participation ofPrepare for and ensure participation of incoming officers and committee directorsincoming officers and committee directors • Organize Club Programs for the incomingOrganize Club Programs for the incoming yearyear • Work with others to create club goalsWork with others to create club goals
- 26. Importance of Goal SettingImportance of Goal Setting • Helps measure progress and createHelps measure progress and create effective practiceseffective practices • Motivates MembersMotivates Members • Creates a sense of ownership andCreates a sense of ownership and generates interestgenerates interest
- 27. Characteristics of an EffectiveCharacteristics of an Effective GoalGoal • 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 meet it, 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 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
- 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 and district levels and Rotarydistrict levels and Rotary • Evaluate progress to learn fromEvaluate progress to learn from experienceexperience
- 31. • The vice president can serve moreThe vice president can serve more effectively by understanding the year’seffectively by understanding the year’s goals, projects, and activities, and being wellgoals, projects, and activities, and being well versed 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 vice president work together as a teampresident work together as a team
- 32. • The vice president presides at all meetingsThe vice president presides at all meetings when the president is absent and serves onwhen the president is absent and serves on the board of directors and as an ex-officiothe board of directors and as an ex-officio member of all committeesmember of all committees • The vice president also acts as the “officerThe vice president also acts as the “officer at large,” responsible for all assignmentsat large,” responsible for all assignments that are designated by the presidentthat are designated by the president
- 33. • A well-organized and responsible viceA well-organized and responsible vice president is often the key to a successfulpresident is often the key to a successful Rotaract year. The vice president canRotaract year. The vice president can reduce the administrative load, allowingreduce the administrative load, allowing time for the president to develop new andtime for the president to develop new and exciting club projects and activities.exciting club projects and activities.
- 34. Working with club leadersWorking with club leaders • Build a club organization that reflects theBuild a club organization that reflects the needs and goals of the clubneeds and goals of the club • Identify the skills needed to service asIdentify the skills needed to service as effective club leaderseffective club leaders • Prepare the club’s leadership team for thePrepare the club’s leadership team for the coming yearcoming year
- 35. Working with the Club SecretaryWorking with the Club Secretary • Meet with Secretary to plan the club’sMeet with Secretary to plan the club’s weekly meeting agendaweekly meeting agenda • Guide membership towards achieving clubGuide membership towards achieving club goalsgoals • Needs to keep up to date with data andNeeds to keep up to date with data and trends that the Secretary is tracking on atrends that the Secretary is tracking on a regular basisregular basis
- 36. Working with the Club TreasurerWorking with the Club Treasurer • Healthy club finances play an importantHealthy 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 theThe 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 takeMeet with the Treasurer regularly to take early corrective measures to ensure thatearly corrective measures to ensure that the club remains financially viablethe club remains financially viable
- 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 running smoothlysmoothly • 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 detract from 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 the meetingmeeting
- 38. Working with Club CommitteesWorking with Club Committees • Club committees plan, promote and implementClub committees plan, promote and implement activities and projects that sustain the clubactivities and projects that sustain the club • Effective committees ensure that the clubEffective committees ensure that the club reaches set goalsreaches set goals • The President is expected to counsel and guideThe 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 ofClosely monitor the activities and progress of each committee and provide motivation andeach committee and provide motivation and leadership to the committee where necessaryleadership to the committee where necessary
- 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 add committees as neededcommittees as needed • Appoint committee members based on theirAppoint committee members based on their professional abilities, personal interest andprofessional abilities, personal interest and talentstalents • Limit committee size to the actual number ofLimit committee size to the actual number of persons required to fulfill the committee’spersons required to fulfill the committee’s purposepurpose
- 40. Working with club committees:Working with club committees: Effective CommitteesEffective Committees • Encourage committees to keep records orEncourage committees to keep records or meetings, plans, decisions and resultsmeetings, plans, decisions and results • Participate in committee meetings whenParticipate in committee meetings when requested or when the situation requiresrequested or when the situation requires • Encourage proper reporting of committeeEncourage proper reporting of committee activities and progress to generalactivities and progress to general membershipmembership
- 41. Working with club committees:Working with club committees: Monitoring ProgressMonitoring Progress • To sustain club committees, maximize theirTo sustain club committees, maximize their potential and encourage their continuingpotential and encourage their continuing effectivenesseffectiveness – 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 is different from what you might choose so long at isdifferent from what you might choose so long at is sound and reasonablesound and reasonable – Congratulate and thank committee members andCongratulate and thank committee members and Directors when they complete tasksDirectors when they complete tasks
- 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. Roles of the SecretaryRoles of the Secretary • Primary role is to keep club informed soPrimary role is to keep club informed so that it functions effectivelythat it functions effectively • Aware of all club activities to identifyAware of all club activities to identify weaknesses and strengths andweaknesses and strengths and communicate to club leaders for furthercommunicate to club leaders for further action. Think critically about how theaction. Think critically about how the information can be used to benefit the clubinformation can be used to benefit the club
- 45. Roles of the SecretaryRoles of the Secretary • Analyzes trends reflected in reports andAnalyzes trends reflected in reports and shares the information with appropriateshares the information with appropriate club members in order to make the clubclub members in order to make the club more effectivemore effective
- 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 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 andprepares certificate, id cards etc, receives and informs on any objections to a proposedinforms on any objections to a proposed membermember
- 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 club and board meetingsand board meetings • Submits club reports to Rotary and DistrictSubmits club reports to Rotary and District teamteam
- 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 usually pertains to the office of the secretarypertains to the office of the secretary
- 49. Preparing for the term in officePreparing for the term in office • Become familiar with the Constitution, ByBecome familiar with the Constitution, By laws, Handbook and other guides tolaws, Handbook and other guides to effective club administrationeffective club administration • Meet with past secretary to shareMeet with past secretary to share knowledge and experience and toknowledge and experience and to understand the operations of the clubunderstand the operations of the club
- 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 a mutual understanding of club operationsmutual understanding of club operations • Work with incoming president to arrange aWork with incoming president to arrange a meeting with outgoing officers to assessmeeting with outgoing officers to assess the state of the club and the status ofthe state of the club and the status of ongoing projectsongoing projects
- 51. Beginning the term in officeBeginning the term in office • Meet with predecessor to receive theMeet with predecessor to receive the complete records of club records includingcomplete records of club records including files, letterheads, gavel, badges, bannersfiles, letterheads, gavel, badges, banners etcetc • Review current club practices forReview current club practices for administrative procedures such asadministrative procedures such as attendance, payment of dues andattendance, payment of dues and membership proposalmembership proposal
- 52. Beginning the term in officeBeginning the term in office • Carefully review the club audit whichCarefully review the club audit which should be prepared by the outgoing boardshould be prepared by the outgoing board to determineto determine – If any bills or district dues are outstandingIf any bills or district dues are outstanding
- 53. Working with Club PresidentWorking with Club President • Collaboration begins the moment of yourCollaboration begins the moment of your election and continues through out yourelection and continues through out your entire term of officeentire term of office • Roles are closely intertwined. Develop aRoles are closely intertwined. Develop a mutual understanding of club operationsmutual understanding of club operations particularly how various functions areparticularly how various functions are divided between positionsdivided between positions
- 54. Working with the PresidentWorking with the President • Provide support in preparing agendas andProvide support in preparing agendas and programs of the clubprograms of the club • Monitors the progress of the club andMonitors the progress of the club and inform the president accordinglyinform the president accordingly
- 55. Working with committeesWorking with committees • Pass all relevant information toPass all relevant information to club/committee membersclub/committee members • Provide administrative support toProvide administrative support to committeescommittees • Work as a link between committees, theWork as a link between committees, the president and the boardpresident and the board
- 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. Communicating with the District teamCommunicating with the District team • Work with club liaison officers to updateWork with club liaison officers to update on 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 of the district teamthe district team
- 58. 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
- 59. Ending Term in OfficeEnding Term in Office • Ensure club records are updated andEnsure club records are updated and materials are orderly so that yourmaterials are orderly so that your successor will receive records andsuccessor will receive records and equipment in a usable formequipment in a usable form • Take an inventory of responsibilities andTake an inventory of responsibilities and ensure that all tasks have been completedensure that all tasks have been completed
- 60. Ending Term in OfficeEnding Term in Office • Meet with successor so he/she will beMeet with successor so he/she will be prepared to assume office by the start ofprepared to assume office by the start of the new yearthe new year • Turn over all files and records toTurn over all files and records to successorsuccessor
- 62. Duties of TreasurerDuties of Treasurer • As the collector and disburser of clubAs the collector and disburser of club funds, the treasurer is responsible for thefunds, the treasurer is responsible for the club’s solvency and financial stability.club’s solvency and financial stability. • In preparing for this assignment, theIn preparing for this assignment, the treasurer should meet with the previoustreasurer should meet with the previous treasurer and consult the sponsoringtreasurer and consult the sponsoring Rotary club treasurer and a certifiedRotary club treasurer and a certified accountant.accountant.
- 63. Responsibilities of TreasurerResponsibilities of Treasurer • Works with the board of directors to develop theWorks with the board of directors to develop the budgetbudget • 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 club expensesexpenses • Reports the club’s financial status at eachReports the club’s financial status at each meetingmeeting • Has the books audited at the end of the fiscalHas the books audited at the end of the fiscal yearyear
- 64. Assistant Secretary / TreasurerAssistant Secretary / Treasurer • This position is optional and as such may either beThis position is optional and as such may either be appointed by the President with the approval of theappointed by the President with the approval of the board, or be elected from among the members in goodboard, or be elected from among the members in good standing.standing. • Furthermore the President may choose to split theseFurthermore the President may choose to split these roles and have a separate Assistant Secretary, androles and have a separate Assistant Secretary, and Assistant Treasurer. In any event the holder of this roleAssistant Treasurer. In any event the holder of this role acts an assistant to the Secretary and Treasurer fulfillingacts an assistant to the Secretary and Treasurer fulfilling their 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 and Treasurer work closely with their assistant and keepTreasurer work closely with their assistant and keep them abreast of all developments regarding their role.them abreast of all developments regarding their role.
- 66. Duties of the P.R.O.Duties of the P.R.O. • The function of the Public RelationsThe function of the Public Relations Officer is to inform the public aboutOfficer is to inform the public about Rotaract and the various programs andRotaract and the various programs and activities the club undertakes.activities the club undertakes.
- 67. Responsibilities of the P.R.O.Responsibilities of the P.R.O. • increase the public's awareness of Rotaractincrease the public's awareness of Rotaract • inform the public, through the media or other forms, ofinform the public, through the media or other forms, of the 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 its projectsprojects • prepares press releases and appears on television andprepares press releases and appears on television and radio talk shows promoting the club's activitiesradio talk shows promoting the club's activities • produces promotional material used by the clubproduces promotional material used by the club • together with the club Secretary liaises with the club'stogether with the club Secretary liaises with the club's website developer to maintain the club's websitewebsite developer to maintain the club's website
- 69. Responsibilities of DirectorsResponsibilities of Directors • coordinating all activities and project undertaken bycoordinating all activities and project undertaken by his/her committeehis/her committee • present the board with plans and objectives of allpresent the board with plans and objectives of all committee 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 the boardboard • provide regular reports of all projects to the Presidentprovide regular reports of all projects to the President and Secretaryand Secretary • provide the Treasurer with receipts of all expensesprovide the Treasurer with receipts of all expenses incurred during a projectincurred during a project • act as a liaison between the President, and by extensionact as a liaison between the President, and by extension the board, and the members of his/her committeethe board, and the members of his/her committee
- 71. Community ServiceCommunity Service • The Community Service Committee under theThe Community Service Committee under the leadership of the Committee Director (and inleadership of the Committee Director (and in consultation with the President and Board ofconsultation with the President and Board of Directors) is tasked with:Directors) is tasked with: • Reviewing suggestions and developing plans forReviewing suggestions and developing plans for the club's community service projects, andthe club's community service projects, and • taking a leadership role in organising andtaking a leadership role in organising and facilitating these projects.facilitating these projects.
- 72. Purpose of ProjectsPurpose of Projects • promoting literacypromoting literacy • assisting the elderly, disabled orassisting the elderly, disabled or underprivilegedunderprivileged • sensitising the community to the ills ofsensitising the community to the ills of societysociety • beautifying the communitybeautifying the community • or providing opportunities for the youth,or providing opportunities for the youth, among others.among others.
- 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 club assembliesassemblies • facilitate the induction of new members and providefacilitate the induction of new members and provide them with the tools and information required to bethem with the tools and information required to be effective members of the clubeffective members of the club • facilitate the nominations and elections of the next Boardfacilitate the nominations and elections of the next Board of Directorsof Directors • organise and facilitate the clubs handing over ceremonyorganise and facilitate the clubs handing over ceremony (Investiture)(Investiture)
- 74. Club Service ActivitiesClub Service Activities • celebration of the club's charter anniversarycelebration of the club's charter anniversary • celebration of World Rotaract Week (week ofcelebration of World Rotaract Week (week of March 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 and recruitment drivesrecruitment drives
- 75. Professional ServiceProfessional Service • Geared towards the building of leadership qualities ofGeared towards the building of leadership qualities of club members this committee organises and facilitatesclub members this committee organises and facilitates training sessions and seminars that give club memberstraining sessions and seminars that give club members skills: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 among membersmembers • that prepare members for membership in Rotary afterthat prepare members for membership in Rotary after the age of 30the age of 30
- 76. Professional Service ProjectsProfessional Service Projects • educating new and existing members on Rotaract'seducating new and existing members on Rotaract's organisational 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, conflict resolution, 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, emergency preparation and response, food and water safety andpreparation and response, food and water safety and sanitisationsanitisation • photography, culinary skills, learning a foreign or nativephotography, culinary skills, learning a foreign or native language, learning a cultural dancelanguage, learning a cultural dance • tailoring, electrical wiring, and carpentry, etc.tailoring, electrical wiring, and carpentry, etc.
- 77. 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,enhancing the club's knowledge of global needs, problems, and opportunitiesproblems, and opportunities • develop programs and activities that promotedevelop programs and activities that promote international understanding and goodwill towards allinternational understanding and goodwill towards all peoplepeople • expose club members and the community at large to theexpose club members and the community at large to the cultures of other countries and the practices of the clubscultures of other countries and the practices of the clubs in those countriesin those countries • exchanging ideas and seeking common solutions toexchanging ideas and seeking common solutions to challenges with other clubschallenges with other clubs • liaising with the International Service Committees ofliaising with the International Service Committees of other 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 clubs in the district, and in-turn informing the district of thein the district, and in-turn informing the district of the activities of the clubactivities of the club
- 78. International Service ProjectsInternational Service Projects • Establish a pen pal/e-mail network to correspond withEstablish a pen pal/e-mail network to correspond with twin club Rotaractorstwin club Rotaractors • Undertake a small joint international or communityUndertake a small joint international or community service projectservice project • Participate in a friendship exchange by arrangingParticipate in a friendship exchange by arranging Rotaractor visitsRotaractor visits • Observe a mutual day or weekend to celebrate a twiningObserve a mutual day or weekend to celebrate a twining partnershippartnership • 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. Finance CommitteeFinance Committee • The wide range of projects and activities a club mayThe wide range of projects and activities a club may undertake require funds to execute. It is the function ofundertake require funds to execute. It is the function of the Finance Committee is obtain these funds. Thethe Finance Committee is obtain these funds. The collection of these funds is two fold as every club iscollection of these funds is two fold as every club is required to maintain at least two separate bank accountsrequired to maintain at least two separate bank accounts since:since: • monies collected from the public or private sectormonies collected from the public or private sector through fund raising activities or sponsorship must bethrough fund raising activities or sponsorship must be used to fund the various community service projects theused to fund the various community service projects the club undertakesclub undertakes • the administrative cost of the club including the cost ofthe administrative cost of the club including the cost of Club Service, and Professional Service activities shall beClub Service, and Professional Service activities shall be meet by the payment of membership fees, dues, fines, ormeet by the payment of membership fees, dues, fines, or other contributions from club members.other contributions from club members.
- 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 cook books, poetry books, or books containing informationbooks, poetry books, or books containing information gathered from other clubs / countries.gathered from other clubs / countries.