Roles, Responsibilities, Budget Nora Beamish-Lannon (RC Specialist) 15-Feb-2018

Your Role

In your role as an ARC you will serve as: As an assistant Rotary coordinator, you are part of a team dedicated to supporting and creating strong, dynamic, and effective clubs and districts. In your role as an ARC you will serve as: Trainers Motivators Consultants Bullet 1 Talking Points: As an ARC you are working right along with the Rotary coordinators to support the districts in your region to identify and address membership challenges and build stronger, more vibrant clubs. Your role is going to be critical in building those strong connections and direct contact with the districts with whom you work. You allow the RC to extend his or her reach. Bullet 2 Talking Points: Your districts are your clients and throughout your term, you will be called upon to serve them as trainers at their seminars and events, motivators - championing their success and keeping them focused through their challenges, and consultants – developing specific strategies they can use with their clubs. Remember that information flows both ways – a key part of your role will be sharing questions and concerns you are hearing from the districts with your RC and with RI.

Regional Leader Goals: Development The Regional Leader Goals are designed to foster alignment between: Rotary Annual Goals Rotary Citation The RC Goals align with the Priority 1 of Rotary’s Strategic Plan (Support and Strengthen Clubs) Bullet 1 The regional leader goals are developed to align with RI’s organizational goals on one hand and the Rotary Citation on the other. This reflects your role as a key link between RI and the clubs and districts whom you serve Bullet 2 The RC goals align most closely with those goals in each the Annual Goals and the Citation designated to promote priority 1 of RI’s strategic plan: Support and Strengthen Clubs.

Support and Strengthen Clubs Rotary Annual Goals Rotary Coordinator Goals Retain current members. Increase current club membership. Start new clubs. Increase the number of female members, members under 40, and Rotaractors joining Rotary. Collaborate with district leaders to develop and implement strategies to engage members and strengthen clubs. Encourage district leaders to identify viable areas for new clubs, including communities with active Rotaract clubs. Support district leaders in helping clubs attract qualified Rotaractors, alumni, and women. Strengthen your district membership chairs’ effectiveness by offering training at regional membership seminars and throughout the year. So as you can see, the work you are doing directly impacts our ability to meet the organizational goals of retaining current members, increasing club membership, starting new clubs, and improving our organization’s diversity particularly in reaching out to younger and female members with a special emphasis on having Rotaractors become a part of Rotary.

Support and Strengthen Clubs Rotary Citation Rotary Coordinator Goals Achieve a net gain of 1 member Maintain or improve your club’s retention of current and new members Achieve a net gain in female members Have at least 60 percent of club members report their birth dates through My Rotary Sponsor or co-sponsor a new Rotary club Conduct a classification study of your members’ occupations, and work to align your membership with the mix of businesses and professions in your community Collaborate with district leaders to develop and implement strategies to engage members and strengthen clubs. Encourage district leaders to identify viable areas for new clubs, including communities with active Rotaract clubs. Support district leaders in helping clubs attract qualified Rotaractors, alumni, and women. Strengthen your district membership chairs’ effectiveness by offering training at regional membership seminars and throughout the year. You should be able to see the alignment with the grassroots actions clubs are being asked to take in 2018-19. Again, we are looking at improving retention and attraction in our clubs, starting new clubs, and improving diversity while reaching some key markets. Think about the Citation measures when working with your districts. This is a powerful way to show them how you can help furnish districts with strategies to be supporting their clubs in achieving these goals.

You have many resources designed to help you succeed in your role: Assistant Coordinators Manual Regional Leaders Workgroup Communiqué Additional online resources and membership resources will be covered later in the training. Bullet Point 1 The Assistant Coordinators lays out your responsibilities, available resources, and ways to engage district leaders. It also has travel and expense guidelines. The regional leaders workgroup is a file sharing site with resources for the regional leaders such as best practices, reports not available on My Rotary, your manuals and the RL Directory to name a few. You can access the workgroup through your profile on My Rotary. The Communiqué is the regional leaders newsletter. It features important updates and successful work being done by regional leaders around the globe. Bullet Point 2 I know many of you are already familiar with some of the other resources RI has to offer, be they online tools or membership resources, and we will be covering those in more depth later. Your relationships are going to be one of the most important resources you have! I know Bob, Carolyn, and Bill will be leading lots of discussion on that as the training goes on. Next we will talk about another resource; your budget.

Budget, Travel, and Expenses

Regional Leader Budget Budget guidelines are found in the Assistant Coordinators Manuals and the RI policy is found on the Travel and Expenses page of Rotary.org. Assistants’ expenses are approved by their coordinator and covered by the coordinator’s budget. Your team is responsible for using your budget within Rotary’s guidelines, tracking available funds, and choosing in which events and activities to participate. Bullet 1 Talking Points: Proposed budgets will be reviewed and approved by the Trustees and Board. You will receive your 2018-19 Budget at the start of the Rotary year. Your 2018-19 budget will be available for use 1 July. Unused funds from one year may not be rolled over. Bullet 2 Talking Points: Assistants should always get their coordinator’s approval prior to requesting travel or attending an event for which they will require reimbursement. Bullet 4 Talking Points: Because funding is limited, you may need to make difficult decisions about where you will travel and which invitations you will accept. You can always contact your staff specialist for a budget update and advice on how best to utilize your funds.

You must copy your RC on all travel requests and expense reports. Travel and Expenses Email RITS requests for flights and ground transport over $350 USD to RITS@rotary.org and rc@rotary.org as soon as your event is confirmed. Email all expense reports and supporting documentation to ExpenseReports@rotary.org within 60 days of the event. You must copy your RC on all travel requests and expense reports. All expenses greater than $75 USD and any hotel stay require receipts. Bullet 1 Talking Points: You must use RITS for all air travel and any driving (or other ground transport) whose reimbursement will exceed $350USD. Bullet 3 Talking Points: To ensure the fastest service time, please copy your coordinator. If your coordinator is not copied we will need to get in touch with them to receive their approval causing a delay in booking your itinerary. Please ask in advance if you are unsure if an expense is eligible.

Important Email Address RC@rotary.org : All RC inquires (Nora Beamish-Lannon) ExpenseReports@rotary.org : All expense reports and supporting documentation RITS@rotary.org: RITS travel requests (please also copy your program mailbox) Vendors@rotary.org : Your Rotarian Payee forms* *please never copy your program mailbox or staff specialist on your Rotarian Payee forms

Questions?