PRATHAM PETS – 6th March 2016 Rtn. Dilip Mulay/Rtn. Virendra Widge CLUB ADMINISTRATION PRATHAM PETS – 6th March 2016 Rtn. Dilip Mulay/Rtn. Virendra Widge

Club Administration Who are responsible for Club Administration? The Club Administration is to ensure efficient operation of the Rotary Club and is essential for the smooth functioning of every Club – to make it Effective & Vibrant. Only through efficient club operations can a Rotary Club provide service to its community, retain members, and develop leaders for the Club, District, and Rotary International. Club Administration is the first of the five standing committees of recommended CLP, that provides administrative frame work of an effective Rotary Club. Who are responsible for Club Administration? Club Board of Directors and Officers & Club Administration Committee.

Responsibilities THE RESPONSIBILITIES OF THE CLUB ADMINISTRATION COMMITTEE Develop committee goals to achieve club’s annual goals. Organize weekly and special programs. Produce the club bulletin and maintain the club Web site. Help the club secretary track club attendance. Promote fellowship among club members. Reporting & maintaining records. (Rotary Club Central) Conduct any other activities associated with the effective operation of the club.

Programs Attendance Bulletin & Website Fellowship Sub Committees Programs Attendance Bulletin & Website Fellowship

Programs - Meetings Organize meetings that feature interesting, relevant programs that will help improve Attendance, reinforce the value of continued membership, enhance member’s Rotary knowledge, and make members aware of local and world community needs.

Programs - Meetings Weekly Meetings : Develop an agenda for regular weekly meetings Schedule programs in advance. Relate programs to members’ interests, current club projects, activities, and community concerns. Rotate the responsibility of arranging programs among committee members. Observe special dates, weeks, and months. Prepare contingency plans, such as having members speak about their Rotary experience or showing a segment from a Rotary Video Magazine collection, in case scheduled programs are cancelled. Meeting duration

Assistant Governor to be invited for Club Assemblies. Important Meetings Club Assemblies: A Club Assembly is a meeting that all members attend to discuss club programs and activities. New members should be encouraged to attend. Objective: Brainstorm ideas for projects and activities Review Club’s strengths & Weaknesses Set goals, develop action plans and review execution Coordinate committee activities Learn more about Rotary Assistant Governor to be invited for Club Assemblies.

Club Assemblies Time Frame: Immediately following the district training assembly (before 1 July) After 1 July – to finalize and adopt a strategic plan for the year Two weeks before the OCV to prepare for DG’s visit During the OCV - to discuss the club’s status with the district governor Mid Rotary year (January/February) April or May - for review

Important Meetings Annual Meeting: Board Meetings: To elect Board of Directors (BOD)& office bearers. This meeting should be held before 31st December. Board Meetings: Club BOD is the governing body and is responsible for all committee & club decisions. BOD meetings shall be held once a month. Its members are typically the President, Vice President, President elect, Secretary, Treasurer, IPP & Directors, as specified in Club Bylaws.

Club Bulletin & Website Purpose: Report highlights of club & district meetings Promote & publish club projects Provide schedule of club activities Publish articles on Rotary information & other subjects of interest to members Discuss club plans & projects.

Fellowship Motivate Club members to attend District Programs. Keeps members involved in Club activities and projects. Schedule social and networking activities. (including Celebrations & Picnics) Appoint a different member each week to greet and introduce new members, visitors, and speakers. Foster relationships with other Rotary Clubs Include spouses and families in club fellowship and service activities. Wear name badges at meetings to make introductions easier. Rotate seating arrangements to ensure that members get to know one another. Motivate Club members to attend District Programs.

Fellowship ROTAL FESTIVALS (District Level) Dandiya Christmas Lohri Makar Sankranti / Kite Flying Holi Baisakhi Iftar Party etc. ROTAL

Family of Rotary Rotaract, Interact, Rotary alumni, Youth Exchange students, Inner Wheel and family members of Rotarians. How you show you care: -Remember birthdays and anniversaries. - Assist when they are sick, or having personal issues. - Share their grief after a death in the family. - Celebrate births, weddings, and achievements. Meet & greet them on Festive days - like Diwali, Eid, Christmas, Parsee New Year etc…

Attendance How can you promote? Making members aware on attendance and make up rules. (Club Constitution – Article 9) Making Weekly Meetings relevant and interesting Organizing speakers on varied subjects Communicating Club programs well in advance Recognizing members with exemplary attendance record Giving specific duties to members during meetings Rotating responsibility among Rotarians for welcoming of guests Inviting club members also as speakers, and for Vocational talks. Devise a Questionnaire to determine why members fail to attend weekly meetings. Help club secretary to forward monthly attendance reports to District within 7 days of the last meeting of each month.

Club Constitution & Bylaws - Key Documents (MOP 2013) 1. Standard Rotary Club Constitution (Articles 2 & 3 – Name & Locality) 2. Recommended Rotary Club Bylaws (should reflect the current practices of your Club, in line with RI Constitution & Bylaws, Standard Rotary Club Constitution, and the Rotary Code of Policies. 12 Mandatory Articles.) Council on Legislation - 2016

Key Resources: Club President, Secretary & Treasurer Manual. Club Administration Committee Manual Manual of Procedures (MOP) Official RI Directory & District Directory Planning Guide for Effective Rotary Clubs R.I. Website: www.rotary.org Assistant Governor & Assistant Trainer District Team R.I. South East Asia Office at New Delhi

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