District Assembly Opening Plenary Session

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District AssemblyOpening Plenary Session
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RI Theme

• Insert RI theme for the upcoming year.

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District Goals

• List district goals for the upcoming year.

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(No Transcript)
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Club Leadership Plan

• Recommended administrative structure for Rotary
  clubs
• Collection of best practices of successful Rotary
  clubs

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Object of Rotary

• The Object of Rotary is to encourage and foster
  the ideal of service as a basis of worthy
  enterprise and, in particular, to encourage and
  foster
• FIRST. The development of acquaintance as an
  opportunity for service
• SECOND. High ethical standards in business and
  professions, the recognition of the worthiness of
  all useful occupations, and the dignifying of
  each Rotarians occupation as an opportunity to
  serve society
• THIRD. The application of the ideal of service in
  each Rotarians personal, business, and community
  life
• FOURTH. The advancement of international
  understanding, goodwill, and peace through a
  world fellowship of business and professional
  persons united in the ideal of service.

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Session 1Public Speaking

• Club Presidents-elect

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Learning Objectives

• Understand basic public speaking skills.
• Identify ways to improve public speaking skills
  through practice.

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Public Speaking Tips

• Use stories to illustrate key points.
• Stay within your allotted time.
• Use your notes only as a reference
• Establish eye contact and maintain good posture.
• Speak slowly and clearly, and vary the tone of
  your voice.
• Be relaxed and confident.

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Session 2Leadership

• Club Presidents-elect

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Learning Objectives

• Identify key roles of leaders.
• Apply leadership skills to being club president.

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Session 3Case Study Exercise

• Club Presidents-elect

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Learning Objective

• Identify challenges and solve problems that your
  club may face.

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Session 1Role and Responsibilities

• Club Secretaries

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Learning Objectives

• Identify the role of the club secretary.
• Identify ways to work with your club as secretary.

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Club Secretary Responsibilities

• Maintain membership records.
• Record attendance and send monthly attendance
  report to the district governor.
• Send out notices of meetings.
• Record and maintain minutes.
• Make required reports to RI.
• Collect membership dues and submit subscriptions.

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Member Access

• Update and review membership data.
• Pay club dues.
• Update club data.
• Report new club officer information.
• View the clubs Rotary Foundation contribution
  reports.

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RI Club Administration Software

• Manage contacts.
• Manage club information.
• Assign club officers and board members.
• Track club events.
• Send e-mails to contacts in the database.

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Reports

• Semiannual report
• Monthly attendance reports
• Membership Data Form
• Visiting Rotarian attendance reports
• Rotarian Relocation Form
• Changes to club data
• Official Directory Data Form

Can be reported through Member Access.
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Resources

• Club constitution and bylaws
• Manual of Procedure
• RI Catalog
• The Rotarian or Rotary regional magazines
• Club Secretarys Manual

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Session 3Case Study Exercise

• Club Secretaries

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Learning Objective

• Identify challenges and solve problems that your
  club may face.

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Session 1Role and Responsibilities

• Club Treasurers

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Learning Objectives

• Identify the role of the club treasurer.
• Identify ways to work with your club as treasurer.

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Responsibilities

• Maintain all club funds.
• Keep accurate records of all club expenditures
  and income.
• Carefully manage all club finances.

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Session 3Case Study Exercise

• Club Treasurers

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Learning Objective

• Identify challenges and solve problems that your
  club may face.

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Session 1Role and Responsibilities

• Club Administration Committee

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Learning Objectives

• Identify the role of the club administration
  committee.
• Select appropriate committee members.

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Role

• Conduct activities associated with the effective
  operation of the club.

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Responsibilities

• Organize weekly and special programs.
• Track club attendance.
• Promote fellowship among club members.
• Produce the club bulletin.
• Conduct any other activities associated with the
  effective operation of the club.

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Promoting Attendance

• Make weekly programs relevant and interesting.
• Make club meetings enjoyable.
• Stress the importance of regular attendance.
• Ensure all members are actively involved.
• Encourage members to make up missed meetings.

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Club Bulletin

• Provides news of the club, its members, and
  Rotary
• Announces upcoming programs
• Reports highlights of club board and committee
  meetings
• Promotes club activities and shares information
  about members

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Committee Members

• Attention to detail
• Knowledge of Rotary policies
• Organizational skills
• Communication and writing skills
• Design or publishing experience
• Computer skills

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Session 2Developing Goals

• Club Administration Committee

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Learning Objectives

• Develop long-range and annual goals.
• Identify resources that will support these goals.

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Effective Goals

• Shared
• Measurable
• Challenging
• Achievable
• Time specific

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Long-Range and Annual Goals

• Set both for your committee.
• Long-range goals should represent what you want
  in three to five years.
• Annual goals will be the steps to achieving your
  long-range goals.
• As your Rotary club evolves, so should your goals.

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Session 3Case Study Exercise

• Club Administration Committee

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Learning Objective

• Identify challenges and solve problems that your
  committee may face.

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Session 1Role and Responsibilities

• Membership Committee

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Learning Objectives

• Identify the role of the membership committee.
• Select appropriate committee members.

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Role

• Develop a comprehensive plan for identification,
  recruitment, and retention of members.

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Responsibilities

• Achieve club membership goals for the coming
  year.
• Educate and train club members about the
  importance of recruitment and retention of
  qualified, diverse members.
• Conduct classification surveys.
• Conduct club assessments to ensure membership
  development efforts are effective.

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Recruitment

• Help members identify potential Rotarians.
• Ensure the clubs membership reflects the
  diversity of the communitys professional and
  business population.
• Propose new members to the club.
• Understand the classification system.

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Classification

• A members classification is his or her business
  or profession.
• The number of members holding a particular
  classification is limited according to the size
  of the club.
• It ensures that each clubs membership reflects
  its business and professional community.

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Electing New Members

• An active member submits the name of the proposed
  member to the board through the club secretary.
• The board reviews the proposed member and
  notifies the secretary of its decision.
• The club is notified of the new members name and
  classification.
• The new member pays the admission fee and becomes
  a Rotarian.

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Retention Strategies

• Use surveys to identify whats important to
  members, and act on their suggestions.
• Ask resigning members to complete a questionnaire
  to identify challenges.
• Review club projects to ensure that all are still
  relevant to club members.
• Conduct continuing education sessions.
• Hold regular club assemblies to discuss club
  activities.

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Committee Members

• Professional experience in recruiting, hiring, or
  sales
• Strong connections to a cross-section of the
  community
• Thorough knowledge of Rotary
• Outgoing and sociable personality

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Session 2Developing Goals

• Membership Committee

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Learning Objectives

• Develop long-range and annual goals.
• Identify resources that will support these goals.

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Effective Goals

• Shared
• Measurable
• Challenging
• Achievable
• Time specific

53
Long-Range and Annual Goals

• Set both for your committee.
• Long-range goals should represent what you want
  in three to five years.
• Annual goals will be the steps to achieving your
  long-range goals.
• As your Rotary club evolves, so should your goals.

54
Session 3Case Study Exercise

• Membership Committee

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Learning Objective

• Identify challenges and solve problems that your
  committee may face.

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Session 1Role and Responsibilities

• Public Relations Committee

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Learning Objectives

• Identify the role of the public relations
  committee.
• Select appropriate committee members.

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Role

• Develop plans to inform the public about Rotary
  and promote the clubs service projects and
  activities.

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Responsibilities

• Achieve club public relations goals for the
  coming year.
• Create awareness of club activities for club
  members, media, and the general public.
• Enhance projects and activities to make them more
  appealing to the media.
• Help create a public image conducive to
  membership development.
• Know the resources available from RI.

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Promoting Positive Public Relations

• Stay up-to-date on RI public relations resources
  and initiatives for clubs on www.rotary.org.
• Create contact lists of media in your community.
• Keep the clubs Web site up-to-date and
  interesting to the general public.
• Encourage members to wear their lapel pin.
• Encourage members to talk about the clubs
  projects and activities.

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Working with the Media

• Know the facts of the story you wish to promote.
• Designate your spokespeople.
• Prepare fact sheets.
• Write a news release.

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Committee Members

• Prominent community members
• Professional media experience or relationships
• Thorough knowledge of Rotary International and
  your club
• Strong speaking, writing, or photography skills
• Web site development experience

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Session 2Developing Goals

• Public Relations Committee

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Learning Objectives

• Develop long-range and annual goals.
• Identify resources that will support these goals.

65
Effective Goals

• Shared
• Measurable
• Challenging
• Achievable
• Time specific

66
Long-Range and Annual Goals

• Set both for your committee.
• Long-range goals should represent what you want
  in three to five years.
• Annual goals will be the steps to achieving your
  long-range goals.
• As your Rotary club evolves, so should your goals.

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Session 3Case Study Exercise

• Public Relations Committee

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Learning Objective

• Identify challenges and solve problems that your
  committee may face.

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Session 1Role and Responsibilities

• Service Projects Committee

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Learning Objectives

• Identify the role of the service projects
  committee.
• Select appropriate committee members.

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Role

• Develop and implement service projects that help
  your community and communities in other
  countries.

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Responsibilities

• Achieve club service project goals for the coming
  year.
• Conduct a needs assessment.
• Plan service projects that meet a need and use
  resources.
• Promote service projects.
• Implement service projects.
• Evaluate service projects.

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Service Project Guidelines

• Plan a project in each Avenue of Service.
• Address a genuine need.
• Keep service projects relevant.
• Involve all club members.
• Cooperate and share ideas with other clubs.
• Use RI resources.
• Practice good financial stewardship.

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RI and Rotary Foundation Programs

• Interact
• Rotaract
• Rotary Community Corps (RCC)
• Rotary Friendship Exchange
• Rotary Volunteers
• Rotary Youth Exchange
• Rotary Youth Leadership Awards (RYLA)

• World Community Service (WCS)
• Global Networking Groups
• Humanitarian Grants Program
• Educational Programs
• PolioPlus and PolioPlus Partners

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Evaluation

• Did the project meet the communitys needs as
  planned?
• Were all club members involved?
• Was there a balance between financial and
  hands-on assistance?
• Was the project promoted?
• Was your club able to meet the financial demands
  of the project?

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Committee Members

• Knowledge of the local community
• Profession related to service
• International study or travel experience
• Community volunteer experience

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Session 2Developing Goals

• Service Projects Committee

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Learning Objectives

• Develop long-range and annual goals.
• Identify resources that will support these goals.

79
Effective Goals

• Shared
• Measurable
• Challenging
• Achievable
• Time specific

80
Long-Range and Annual Goals

• Set both for your committee.
• Long-range goals should represent what you want
  in three to five years.
• Annual goals will be the steps to achieving your
  long-range goals.
• As your Rotary club evolves, so should your goals.

81
Session 3Case Study Exercise

• Service Projects Committee

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Learning Objective

• Identify challenges and solve problems that your
  committee may face.

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Session 1Role and Responsibilities

• Rotary Foundation Committee

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Learning Objectives

• Identify the role of the clubs Rotary Foundation
  committee.
• Select appropriate committee members.

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Role

• Develop and implement plans to support The
  Rotary Foundation through programs and financial
  contributions.

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Responsibilities

• Achieve club Foundation goals for the coming
  year.
• Educate and train club members about the
  Foundation.
• Encourage club members to participate in
  Foundation programs and support the Foundation
  financially.
• Communicate the Foundation goals of the district
  and the Trustees to club members.

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Foundation Programs

• Humanitarian Grants Program
• District Simplified Grants
• Volunteer Service Grants
• Matching Grants
• Health, Hunger and Humanity (3-H) Grants
• PolioPlus and PolioPlus Partners

• Educational Programs
• Ambassadorial Scholarships
• Rotary Centers for International Studies in peace
  and conflict resolution
• Rotary Grants for University Teachers
• Group Study Exchange (GSE)
• Rotary Peace and Conflict Studies

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Stewardship

• Ensure oversight of the project.
• Conduct all financial transactions in a
  business-like manner.
• Report any improper use of funds immediately.
• Implement projects as they were approved.
• Submit complete reports on the projects program
  and financial activities.

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Every Rotarian, Every Year

• Encourage every Rotarian to contribute to the
  Foundations Annual Programs Fund every year.
• Express appreciation to Rotarians who contribute
  to The Rotary Foundation.
• Ask contributors to share their reasons for
  contributing.

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Committee Members

• International experience
• Volunteer experience
• Professions related to service or fundraising

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Session 2Developing Goals

• Rotary Foundation Committee

92
Learning Objectives

• Develop long-range and annual goals.
• Identify resources that will support these goals.

93
Effective Goals

• Shared
• Measurable
• Challenging
• Achievable
• Time specific

94
Long-Range and Annual Goals

• Set both for your committee.
• Long-range goals should represent what you want
  in three to five years.
• Annual goals will be the steps to achieving your
  long-range goals.
• As your Rotary club evolves, so should your goals.

95
Session 3Case Study Exercise

• Rotary Foundation Committee

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Learning Objective

• Identify challenges and solve problems that your
  committee may face.

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Session 4Team-building Exercise

• Club Teams

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Learning Objectives

• Refine club goals for the upcoming year.
• Identify challenges your club may face when
  working toward goals.
• Identify strategies to address those challenges.

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District AssemblyClosing Plenary Session
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RI Theme

• Insert RI theme for the upcoming year.