1. RUNNING YOUR CLUB MEETINGS
PDG Shyamashree Sen
RC Calcutta Metro City
R.I. District 3291

2. Your Leadership is Vital
In appointing & meeting the Club Administration Committee;
In planning engaging & ‘fun” meetings;
Planning Board of Directors’/ Club Officers’ Meetings;
Planning Club Assemblies;
Preparing for visits of district leaders – AG & DG;
Overseeing club finances/reporting requirements, especially updating membership requirements.

3. Create an Engaging Club Experience
Keep members connected & involved;
Assess your club;
Use Rotary Club Health Check & Member Satisfaction Survey;
Make your club more flexible.

4. How to be Flexible? Meet twice a month;
Try a different meeting day & time;
Use service projects & social events as meetings;
Offer alternative membership types such as associate, corporate or family as long as they are active members paying RI membership dues;
Offer dual membership to Rotaractors who meet the qualifications.

5. At Regular Meetings Give members time to share ideas.
Use meeting time to plan activities & projects.
Let members speak about themselves.
Give each meeting a different theme.
Rotate meeting locations.
Make meals optional.
Discuss Rotary business for the 1st half of the meeting & use the 2nd half for fun activities.
Invite prospective members to speak on topics related to your projects.

6. Social Events
Hold an annual retreat with your club to have fun & reflect on the work done in the past year.
Meet once a month at a restaurant or other venue to socialize.
Plan events & outings that include family members & Rotaractors.
Celebrate personal milestones & other special occasions in your members’ lives.

7. Networking & Training Events
Hold a networking meeting to build relationships & rapport with one another.
Conduct a networking event with business professionals in the community to increase visibility of your club, bring in new members, and form potential partnerships.
Plan a training event to enhance members’ leadership skills or teach them a new skill that will help them carry out a project.

8. Service Projects
Partner with other organizations to expand your outreach.
Ensure members are involved in activities that genuinely interest them.
Create regular opportunities to volunteer in the community & discuss the experience in a subsequent meeting.
Ask newer or younger members to propose and lead service projects, with an experienced member to guide them.

9. Board Meetings/Club Officers’ Meetings
Board meetings are held each month.
Special meetings of the board are called with reasonable notice by the president or upon the request of two directors.
(Article 5 Section 3 of the Recommended Rotary Club Bylaws)

10. Club Assemblies
1st one immediately after District Training Assembly; (Share plans developed at DTA)
2nd one after 1st of July;(Discuss year’s goals)
2 weeks prior to DG visit; (To prepare for it)
During DG’s official visit; (Club’s status with DG)
January/ February (Review progress towards club goals)
April/May Ideas to complete the projects & activities)

11. Governor’s Visit DG has to visit all clubs in the district;
It would be nice to coincide it with some important event;
Identify projects the club would like to take ;
Make a report of the club’s committee plans, activities and accomplishments.
The DG’s office would send a check list of items to be shown to the DG on the official visit.

12. Annual Meeting
The Annual Meeting of a Rotary club is held no later than 31 December, attended by all qualified members to:
Elect the officers and directors who will serve for the next Rotary year;
Pass the accounts of the previous Rotary year;
To appoint (re appoint) the Auditor for the current Rotary year.

13. So go ahead and plan great meetings for the whole year … remember, as Aristotle said, “Well begun, is half done…”!