1. Secretariat Session 2013-14

2. Purpose

3. Expectation Setting

4. Who is a Secretary? Backbone of the Club as well as President One who keeps processes and systems in place One who ensures the smooth functioning of club and it’s various tiers Face of the Club

5. What is the broad classification of a Secretaries role and responsibilities Maintaining Records Working / Coordinating with Different People Communication Ambassadorial Relations Reporting Club Installation Official Club’s Visit Logistics Filling the Gap/ Loose ends Hold the Club Together Face of the Club Looking at the larger picture - District 3140 Miscellaneous Roles and Responsibilities

6. Working/Coordinating with Different people President Vice President IPP S.A.A. Treasurer Board of Directors P.I.S. (Rotary, Interact, Senior citizens) General Body - Members Teacher Coordinator – other College authorities Other clubs from the district District – Secretariat team Zonal Clubs Sponsors Liason Officer

7. Installation Ceremony It is a ceremony of the incoming President and the team Confirm the date with the District Secretariat team Send the Pre Installation Report ten days in advance Keeping Rotaract Constitution and protocols in consideration

8. Installation Ceremony Agenda Points to be kept in mind while preparing an Installation Ceremony Calling Dignitaries to the Dias Collaring of the Presiding Officer by SAA / Rotaract Committee Chairman National Anthem Welcome Address Secretarial Report New Member induction if any Release of annual bulletin / souvenir Awards ceremony, as planned by the outgoing President Farewell Address Introduction of new president by outgoing President Installing new President Hand over Collar, Lapel Pin, Charter, Gavel & Gong, District Bye Laws any other artifact held by the President Acceptance speech by New President Release of Theme if applicable Pinning of the Immediate Past President by the President / Presiding officer Introduction of new team of office bearers Seating Change Release of Club Bulletin, if published Introduction of Guest of Honour Address by Guest of Honour Introduction of Chief Guest Address by Chief Guest Felicitations and Announcements Vote of Thanks Secretarial Announcements Other Club Announcements Adjournment of Meeting by the Installed President

9. Official Club’s Visit Interaction with the club members Assessing a club’s progress Suggesting practical solutions to problems challenging the club New Innovations for club It’s not an inspection Opportunity for the clubs to interact with District team

10. Critical Aspects of OCV Confirm the date with the District Secretariat team, well in advance Submit the Pre – OCV report, 2 weeks in advance Ensure all records are maintained and presented Plan in advance, execute better If possible, prepare a questionnaire regarding specific or generic doubts or issues that you would want to discuss with the District Team

11. Why do we Maintain Records?

12. Maintaining Records Minutes / Agenda (make sure that you draft minutes REGULARLY and submit it to the Rotary and mail it on the club groups. Agenda to be prepared minimum 2 days in advance and mailed to members and B.O.D.s) Attendance (follow the attendance pattern given by the District and keep hard copies with you at all times) Database (Membership File, Inducted and Probationary Members, Alumni Roster, Inducted Member Roster – Matches with the Sec Report and District Dues Paid List) Correspondence File (Permission letters, marketing letters, MOUs etc.) Summary of Projects (To be Submitted to Rotary, College, Inner wheel)

13. Maintaining Records Secretariat file /Book Pictures of Club Projects (Folders in your PC / CDs) Others (Sample of Invites, Poster, Banner Design, Press Release, Bulletins etc) Make sure that the Editorial file, Public relations file are maintained by respective people.

14. Content of the Secretarial Book Club Projects Avenue wise - Synopsis GBM – Date & Attendance BOD – Date & Attendance District Projects – Name, Date, Time, Venue, Attendance & Hosted (Yes or No) Joint Projects PIS Projects Ambassadorial – Outside Clubs & PIS

15. Content of the Correspondence File Synopsis/Summary of all activities Copy of Reports All the Club merchandise Last year’s project synopsis Vision & Structure Marketing Proposals Press-Releases Coverage (Newspaper, Radio, TV, Magazine, etc) Club Records - Individual Nominations - Awards - Achievements

16. What is Effective Communication? Knowing what, how and when of passing information Filtering Information before passing Use of clear and concise language while passing information within or outside of the clubs Always having a professional approach towards the way of passing

17. Effective Communication Invite List (Club, P.I.S., District, Outside Club, College) Mailer (Pre and Post Projects) – Formal Mailer (Pre and Post Projects) – Formal and well formatted (NO SMS Language) Short Message Service (SMS)/ Whatsapp (Make Groups for convenience) Call Chains Communication to Club Members and B.O.D.s(Club Project, Other Projects, BOD Meets, G.B.M. etc) In ADVANCE (At least 2 days) Create Club Group (Mail across the G.B.M. Minutes as well)

18. Effective Communication Ensure Club Participation Everywhere Outside Club Participation(Projects / G.B.M.’s / Installations) Partners In Service(Projects / G.B.M.’s / Installation / OCV’s) District Projects College -Try not keeping your club project on the same day, when you know some other club projects are happening which will benefit your club members -Improves Relations

19. Communication Plan Responsibility for communication Frequency of communication Content of communication Methods of communication *Web Meetings

20. Reporting Club Projects Ambassadorial G.B.M.’s and B.O.D.’s Secretariat Report (Match with the District Dues Paid List) Ensure All Members and Alumni's are registered Teach Reporting to Members You don’t make the reports, ask the OCP Give deadline to the OCP’s (Immediately after the project) You ensure timely reporting Go through the report and submit it Give your feedback to the OCP’s

21. The Larger Picture Club Installations Club OCV Reporting- Pranali District Projects Responsible President’s Citation R.I. Presidential Citation R.I. Presidential Citation R.I. Outstanding Project Nomination World Rotaract Week Rotary Service Week Regular Updates Attend DRR and Pres – Sec Meetings

22. Effective Secretary- Mantra Be formal in communication Prioritize Be Approachable Be meticulous Don’t give up Be active throughout Walk the Talk Time Management (To – Do List, Check List, Time Chart) Crisis Management (Case Studies) Train Successor (To ensure Continuity) And ENJOY, because this is going to be the best ever.

23. Utilize Tool kit Directory Synopsis Website

24. District Calendar District ProjectMonthDateDay President Elect training Session(PETS) May10 th,11 th and 12 th Fri,Sat,Sun Directors Training Session June16 th Sunday District Assembly 2013-14 June23 rd Sunday Model Indian Parliamentary Session October2 nd Wednesday Model United Nations Assembly October20 th Sunday Rotaract Entertainment Destination NovemberYet to be decided World Responsible Youth Day January4 th,5 th Sat,Sunday 45th Rotaract District Conference January25 th and 26 th Sat,Sunday District Assembly 2014-2015 June22 nd Sunday DRR PressecMonthDateDay Meet IJuly7 th Sunday Meet IISeptember29 th Sunday Meet IIIJanuary26 th Sunday Meet IVMay4 th May

25. Important Dates* R.I. Presidential Citation – by 30 September R.I. Outstanding Project Nomination – By February World Rotaract Week – during the week of 13th March World Interact Week – during the week of 5th November Website update – by 30 September Reporting Deadline – 10th of every month *Incase of any intimation of change of dates by Rotary International, the club will be informed well in advance.

26. Secretaries Day Out!

27. End For any queries/suggestions revert back to the District Secretariat Team :- Rtr. Aseem Nagar District Secretary +91 992-019-0957 Rtr. Hemalatha Chivukala District Joint Secretary +91-976-940-1631 Rtr. Hardik Nagar District Joint Secretary +91-961-958-1076