ROTARACT DISTRICT 7020
DISTRICT MANUAL VERSION 2014
INTRODUCTION ............................................................................................................................................. 3 HISTORY ......................................................................................................................................................... 4 ORGANIZATIONAL STRUCTURE ..................................................................................................................... 5 ROLES ............................................................................................................................................................ 6 District Rotaract Chair ............................................................................................................................... 6 Area Rotaract Chair ................................................................................................................................... 6 District Rotaract Representative ............................................................................................................... 6 District Rotaract Committee ..................................................................................................................... 6 District Trainer........................................................................................................................................... 7 THE DISTRICT ROTARACT REPRESENTATIVE ................................................................................................. 8 THE DISTRICT ROTARACT REPRESENTATIVE ELECTION PROCESS ................................................................. 9 DISTRICT APPOINTMENTS ........................................................................................................................... 10 DISRICT BOARD MEETINGS ......................................................................................................................... 17 DISTRICT FINANCE ....................................................................................................................................... 18 Functions of the District Treasurer ......................................................................................................... 18 DISTRICT DUES ............................................................................................................................................ 19 DISTRICT MEETINGS .................................................................................................................................... 20 DISTRICT LEADERSHIP TRAINING (DLT) ....................................................................................................... 21 PRESIDENTS ELECT TRAINING SEMINAR (PETS) .......................................................................................... 22 DISTRICT CONFERENCE ............................................................................................................................... 23 Planning a District Conference ................................................................................................................ 23 Programme .............................................................................................................................................. 24 Expenses .................................................................................................................................................. 24 District Conference Committee .............................................................................................................. 24 DISTRICT AWARDS.................................. ................. ................................... ................................... ................................... ................................... .................................. ............................... .............. 26 AMENDMENTS ............................................................................................................................................ 27
Appendices 1 – Listing of Clubs by Regions and ADRRs 2 – Past District Rotaract Representatives Representative s and Past District Rotaract Chairpersons Chairperso ns 3 – Example of Award Criteria (Rotaractor (Rotaracto r of the Year) 4 – Club Contact Information 5 – Planning Guide for Effective Rotaract Clubs (from Rotaract Handbook) 6 – District Rotaract Representative Representati ve Guide for Club Excellence (Example) 7 – District Rotaract Representative Representati ve Nominee Form 8 – District Rotaract Representative Representati ve Announcement Form 9 – Rotary/Rotaract Rotary/Rotara ct Abbreviations
27 29 30 31 32 35 41 42 43 Page | 2
This Manual is intended to be a comprehensive guide to the procedures for the effective governance of Rotaract District 7020. In no way should any recommendation in this Manual contradict or supersede the Rotary International Manual of Procedure Procedure or Code of Policies. The rules of Rotary International must always always apply and beadhered to by the leadership. Therefore, this Manual is consistent consistent with the Manual of Procedure but provides more detail in some cases and applies the rules to the unique aspects of the District.
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Out of 529 districts around the world, District 7020 consists of 10 countries speaking three languages with 51 clubs, approximately 750* Rotaractors and counting. These countries include Anguilla, Bahamas, British Virgin Islands, Cayman Islands, Haiti, Jamaica, St. Maarten, St. Martin, Turks and Caicos and the US Virgin Islands.
The first chartered club in District 7020 is the Rotaract Club of Kingston which was chartered in June 1969, one year after Rotaract was introduced globally. Since then Rotaract has experienced phenomenal growth throughout the world.
The concept of a district structure was introduced to Rotaract by Rotarian Paul Brown in 1998 when he saw that the young professional arm of Rotary was growing.
Statistics as at September 2014
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Rotary International
District Governor
District Rotaract Chairperson
AREA Rotaract Chairs (OPTIONAL)
District Rotaract Representative
District Secretary
District Treasurer
District Finance Committee
Assistant District
District Committee
District Rotaract
Rotaract Representatives
Chairs
Representative Elect
Club Presidents
Incoming District Board
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The District Rotaract Chair administers the Rotaract program and assists Rotary clubs that sponsor Rotaract clubs. Each Rotary year, the District Rotaract Chair receives materials from Rotary International to help strengthen the Rotaract program in his or her area. District Rotaract Chairs help RI maintain an accurate record of Rotaract clubs. They regularly reconcile their D istrict’s list of Rotaract clubs with RI’s records and follow up with Rotaract club presidents in their district to
ensure that club contact and membership information is updated with RI every six months.
The Area Rotaract Chairs are optional positions that can be selected by the District Rotaract Chair for assistance in representation to the particular areas. These chairs would be Rotarians from the respective territories and they would work with the Rotaract Clubs in their areas in providing the District with deliverables, as well as disseminating any information on behalf of the District Rotaract Chair.
A District Rotaract Representative should be elected from among the membership of all Rotaract clubs within the District to serve as co-chair of the District Rotaract Committee and as a representative of the Rotaract program in the District. Under the supervision of the District Governor, this representative works to improve communication among Rotaract clubs and to help them coordinate activities and projects with one another and with their sponsor Rotary clubs.
The District Rotaract committee, co-chaired by the District Rotaract Chair and District Rotaract Representative, is composed of Rotaractors & Rotarians. The committee sponsors Rotaract District meetings and provides leadership training for Rotaract club officers. It also helps to publicize Rotaract throughout the District, promotes the organization of new Rotaract clubs, plans district wide projects and activities, and recommends resources to strengthenclubs and increase their effectiveness.
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A District Trainer would be appointed by the Rotaract District Board to conduct and execute all training activities for the year. This would also include the Presidents Elect Training Seminar that is held at the Annual District Conference. The District Trainer would be a Rotarian with experience within the Rotaract community, and would also select a senior Rotaractor to assist with planning and conducting the Training activities.
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1. Shall meet all the qualifications for the position as outlined in the Manual of Procedure. The District Rotaract Representative must have served as a Rotaract club functional President for a complete administrative year, and on the District Board for a minimum of one (1) year. Or, the individual must be outstanding in their efforts and have served on the District Board for a minimum of 3 years. The District Rotaract Representative shall not be allowed to serve as President in the same year that they serve as District Rotaract Representative as that may provide a conflict of interest. 2. Is nominated by their respective Rotaract clubs, and signed off by the President of their sponsoring Rotary Club 3. Shall begin his/her term of office on July first of the year for which he/she was elected. 4. Shall participate in all training designed for incoming District Rotaract Representatives by the Rotary District Governor 5. Shall administer the District in an organized and efficient manner. 6. Shall assist in training future District Rotaract Representatives. 7. Shall involve the incoming Assistant District Rotaract Representatives in all District meetings and keep them informed of activities within the District. 8. Shall be knowledgeable of the rules outlined in the District Manual. 9. Must ensure that a report is made to the District Conference on the current finances, the last audit* (with Rotary’s assistance) and the budget for the upcoming year.
10. Shall organize a hand-over the administration of the District (possibly at the District Conference) in order to turn the District officially over to the incoming District Rotaract Representative. However, this is at the discretion of both District Rotaract Representatives who will take into consideration the cost of the event as well as the need to support the club hand overs at the end of the year. 11. Should consider utilizing the official logo of the District that includes a hibiscus. This logo should be used appropriately without detracting from the Rotaract International logo. The District Rotaract Representative may also design his/her own logo for the year if he/she so chooses, but cannot detract from the Rotaract International logo. Page | 8
The current District Rotaract Representative will install the Incoming District Rotaract Representative at District Conference of that year. At the Conference, the District Rotaract Representative Elect will be announced.
Clubs will send in their nomination and resume of District Rotaract Representative Nominee to the District Secretary by October 30. Each club may only send one nominee. If there is more than one eligible person, the Club Board will decide on the final candidate to be submitted.
By November 5, all names and resumes of candidates should be sent to the District Secretary, who will compile and submit all candidates to the Nominating Committee, which will consist of the sitting District Rotaract Representative, The District Rotaract Representative Elect, the District Governor, and the District Governor Elect.
Interviews of the respective candidates will be conducted throughout the month of November (physically or electronically) and the District Rotaract Representative will then send out to all clubs, the candidate selected for the position by December 10.
Clubs will then have 4 weeks to make any objections to the selection. If no objections are received, the candidate will then be announced January 15.
If there are valid objections received, further investigations will be carried out, and the decision process then determined by the Nominating Committee.
Every effort will be made by the District to rotate the office of District Rotaract Representative around the countries and islands of the District. It is important for Rotaract in the District to continue to seek qualified District Rotaract Representatives from each island. However, the overriding consideration must at all times be to select and elect the candidate best qualified for the position.
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The District Rotaract Representative must announce his/her appointments to the District as early as possible, but no later than the District training for the year. In order to serve on the District Board, members must be in good standing with their clubs and meet all necessary membership requirements (age, attendance, etc). When selecting members for District positions, those individuals that will serve in key positions on their club boards, must be deliberated before selection, so as to not stipulate a workload too intense or a conflict of interest. Guidance should also be sought from the sitting board on the performance of current board members, since continuity is highly encouraged. Ideally,the incoming board should be in place and begin shadowing the current board by January (if not before) before the July year begins. The following positions must be appointed at a minimum along with any further requirements District Secretary – This Rotaractor may be a Past President who has a good understanding of the
District Manual and the workings of the District. He/she must be readily accessible to the District Rotaract Representative. The District Secretary will assist the District Rotaract Representative with all secretarial aspects of the administration of the District, including correspondence and reporting requirements. He/she will oversee the club attendance reporting to ensure that the District and Rotary International receive necessary reports from 100% of the clubs prior to the deadlines provided. This position is appointed on an annual basis. This person shall prior to taking office, arrange to obtain the appropriate regalia (The English medal) for the soon to be Immediate Past District Rotaract Representative. This would include updating the badges on the neck chains for the District Rotaract Representative of that year.
District Treasurer – This Rotaractor may also be a Past President who has a good understanding of
the rules of Rotaract and the workings of the District. He/she must ensure that the financial position of the District Rotaract Representative is properly recorded and all reporting is provided on a timely basis. He/she also must ensure that each club remits their dues to the District prior to the deadlines provided. All records need to be submitted for an audit at the completion of the year. Page | 10
He/she will report to the District Conference prior to the year, the budget of the District and will report to the District Conference after the year the updated statements of the District. The District Treasurer will work with the Finance Committee to ensure that the rules of handling money in the District are followed and that the clubs pay the appropriate dues on time.
Working with the Finance Committee he/she will also see that the distributionof funds is in accordance with the District rules and the rules of Rotary International. This position is appointed on an annual basis.
It is important that the District Treasurer notify his/her successor prior to June 30, at the end of the year, of any unpaid district dues. This information will allow the new Treasurer to follow up on outstanding dues. All accounts payable should be settled within sixty days of the year-end including any surplus that is sent to his/her successor. The budget that is handed over should reflect all of the above information.
Committee Chairs – The District Rotaract Representative will appoint a number of individuals to chair
certain District Committees to oversee and develop specific areas of Club or District administration. These Chairs are responsible for the specific area appointed by the District Rotaract Representative and report to the District Rotaract Representative with their activities and proposed projects. Examples would be Conference, Publications, Web-site, and aspects of the four avenues of service. These positions are appointed on an annual basis.
The committees should only be appointed to be effective working committees and allowing for the involvement of as many Rotaractors as needed in the affairs of the District, not just for the sake of having a committee. The District Rotaract Representative should provide each Committee with theexpectations and goals for that year. The District Rotaract Representative may appoint other committees from time to time in order to achieve the goals and objectives of the District and Rotary International. Every effort will be made to make these functional and effective committees existing for a specific purpose.
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Assistant District Rotaract Representatives – The Assistant District Rotaract Representatives are
crucial to the efficient administration of the District and are appointed by the District Rotaract Representative.
Each Assistant District Rotaract Representative is responsible for a number of clubs with which he/she works to assist them in developing the club, reporting on a timely basis and providing all the programs as required by the District and Rotary International.
The Assistant District Rotaract Representative is responsible for assisting the District Rotaract Representative in the execution of tasks and duties; for acting as a liaison between clubs and the District Rotaract Representative; for interacting with other Assistant District Rotaract Representatives, committee members, and other District leaders; and for helping to promote the District, Rotary International and Rotary Foundation activities and all programs within the District.
Club Presidents should receive the Assistant District Rotaract Representative with the dignity deserved as the District Officer responsible for those clubs. Assistant District Rotaract Representatives shall not be allowed to serve in this capacity during their year as President as it may be a conflict of interest between Club and District.
Clubs should submit their recommendations for Assistant District Rotaract Representatives by September 30. The District Rotaract Representative Elect, along with the incoming board, and guidance from the sitting board, will review the candidates and make a final decision, which will be announced to the District by October 20. Minimum requirements for the Assistant District Rotaract Representative include:
1. Service as a Club President for a full term of office and performed in an effective manner 2. Membership in good standing in a club. 3. Willingness and ability to accept the responsibilities of Assistant District Rotaract Representative. 4. Demonstrated outstanding performance at the Club and/or District level 5. Has the potential for future leadership in the District. 6. It is recommended that they be certified Rotary Leadership Institute participants. Page | 12
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The Assistant District Rotaract Representative:
1. Shall meet with and assist the incoming club presidents in his/her assigned area prior to the beginning of the Rotary year to discuss club goals and to review the Planning Guide for Effective Rotaract Clubs. They must ensure that the Planning Guide is completed on time. 2. Reports to the District Rotaract Representative 3. Schedules and plans for the official visit to the area of the District Rotaract Representative, whose primary purpose should be to advance Rotaract in the District. The District Rotaract Representative issues final schedule approval. 4. Should monitor club activities as an important part of the job and should include: •
Club budgets, focusing on timely budget preparation, separation of charitable and club expenditures, and specific allocations for proposed service projects.
•
All reporting requirements to theDistrict.
•
Payment of dues to the District.
•
Each club’s performance with respect to service projects.
5. Updates the District Rotaract Representative on progress within the assigned clubs, including attendance at local and District meetings, local net growth, and financial status. 6. Assists the District Rotaract Representative in organizing and strengthening new clubs, and carrying out District plans for the year. 7. Participates in meetings with District leaders. 8. Encourages clubs to follow through on requests and recommendations of the District Rotaract Representative, which may vary from year to year depending on the needs of the District Rotaract Representative. 9. Should provide a report for his/her successor at the end of the Rotary year 10. Must attend and participate in •
The District Leadership Training
•
The President Elect Training Seminar
•
The District Conference.
11. Must visit each assigned club in his/her area regularly with a minimum of one visit each quarter of the Rotary year.
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12. Holds regularly scheduled meetings (preferably monthly and no less than quarterly) with club presidents to discuss the business of the clubs and resources available to them, along with goals, programs, and objectives of the District and Rotary International. 13. Promotes cordial relationships among the clubs, between the clubs and the District, and between the clubs and Rotary International. 14. Apprises (formally and informally) the District Rotaract Representative and other District leaders of clubs’ progress and concerns.
15. Identifies outstanding Rotaractors and/or club projects to be recognized by the District Rotaract Representative. 16. Works with the District Rotaract Representative and other District leaders to develop and achieve District goals. 17. Advises the incoming District Rotaract Representative (when asked) on selections for District committees. 18. Suggests ways to advance Rotaract and to address organizational concerns. 19. Promotes attendance at PETS, the District Conference and other District meetings. 20. Identifies potential District officers and encourages them to participate in District activities. 21. Supports decisions made by consensus among District leaders. 22. Attends and participates in club meetings as requested by the District Rotaract Representative for a specific purpose. This involvement may be in addition to the routine meetings attended by the Assistant District Rotaract Representative. 23. Attends and participates in Club Assemblies, if so invited by the Club President. 24. Assists in the maintenance of all Rotaract standards and values, as well as in the motivation, inspiration, and education of all Rotaractors in the District. Also assists in the promotion of all Rotaract activities and programs, and in the explanation of the Rotary International and District Themes for the year. 25. The Assistant District Rotaract Representative should strongly promote to Presidents Elect, that they complete the Rotary Leadership Institute training prior to taking office.
The District Rotaract Representative appoints the Assistant District Rotaract Representatives because of their reputation as good motivators, organizers and leaders. They are expected to do an excellent Page | 15
job for the District and Rotary International. If, for some reason, the Assistant District Rotaract Representative is not effective in his/her role, The District Rotaract Representative is obligated to replace him/her. The Assistant District Rotaract Representative must be appointed annually. However, it is suggested that they hold office for a maximum of three consecutive terms if they are effective in the role. The District Rotaract Representative has the discretion to change the Assistant District Rotaract Representative.
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The District Board should meet with the District Rotaract Representative at a minimum of once every quarter, to provide updates on the progress of the clubs in their area. Meetings can take place via online media since the countries in the district are so widely spread. Communication is very important and the District Rotaract Representative must be kept aware of any issues or challenges that are being faced by clubs within the District. If members of the District Board are unable to attend the meeting at the scheduled time, a report on his/her particular area must be submitted 24 hours prior to the meeting, and apologies sent in.
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The District must follow all the recommended rules of Rotary International as spelled out in the Manual of Procedure. The District Treasurer must work closely with the Finance Committee to ensure accountability and efficiency.
1. Budget – The District Treasurer must report the budget for his year at the District Conference immediately preceding his year of office. 2. Current Finances – The District Treasurer must report the status of current finances of the District at the District Conference during his year in office. 3. Audit – The District Treasurer must report the audited financial statements to the District Conference immediately after his year of office. (must be completed within ninety days after year end) 4. District dues – The District Treasurer must ensure that every club pays their District dues. If not, recommendation should be made to the District Governor to report it to the sponsoring club and the necessary action taken. The District Treasurer must work with the Finance Committee in respect to the collection of dues. 5. Accounts - The District Treasurer must ensure that complete and accurate accounts are kept as related to all District Dues and monies received by the District for use by the District Rotaract Representative. He/she will maintain the operational funds for the District Rotaract Representative and forward information to the Finance Committee. 6. Donations in kind – The District Treasurer should ensure that donations in kind are accounted for on a cost basis to ensure that the true cost of the activities of the District Rotaract Representative is documented. 7. Successor – It is important that the District Treasurer inform the incoming District Treasurer of any outstanding District dues in order that the dues collection process continues with new District Treasurer. Also, the statement of accounts (income, expenditures and variance analyses) for the year should be handed over to the new District Treasurer to allow for succession planning. (within sixty days of yearend) 8. Accounts Payable - All accounts payable should be paid within sixty days of the year-end, including any surplus paid over to the incoming Treasurer. Page | 18
The District Dues are determined and agreed at the annual District Conference and currently are US$15 per community based club member per year and US$10 per school based club member per year. Dues are to be to be paid semi -annually. The calculation is based on the number of members on July 1 of each year and payable in full onSeptember 30 of that year, or in two equal installments (September and January). The form below is a guide to eligible expenses and is the primary resource in completing the expense allocation reports for the administrative year. If any queries arise concerning reimbursable expenses, the District Board, along with the District Rotaract Chair will hold the authority to make the final decision on the disbursement of funds based on the requests/reports received. Printing and Copying
District Rotaract Representative business cards, letterheads, envelopes with District theme
Handouts and promotional materials for District Team training and Presidents Elect Training Seminar (PETS)
Travel Expenses
Planning and attending the District Leadership Training for the Incoming District Rotaract Representative
Registration Fees of District Conference where Installation will take place
Lodging and meal expenses, and necessary airfare for official club visits
Planning and conducting of District Conference at the end of the administrative year
Official Duties
Theme Pins, Banners, Gifts
** In the event that dues revenue in any year is insufficient to cover eligible expenditure, the shortfall is the responsibility of the District Rotaract Representative.
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District 7020 is spread out over a large geographical area and it is, therefore, only practical for the District to come together once per year. For this reason most of our training sessions and the District Conference are organized for a consecutive time period. This time honored tradition allows the District and Rotaractors to minimize their costs and maximize attendance and participation. As most of the meetings are all together, the District strives to minimize duplication in the presentations in order to allow for an overall interesting and diverse program. These meetings will generally be held in the country of the District Rotaract Representative in order to ensure his/her ability to be closely involved with the organization of the event. Circumstances may be considered to move the meetings to another location, such as a centralized venue, cost, etc. Each of the sessions must abide by all the rules for that session as spelled out by the Manual of Procedure and Rotary International.
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This training seminar is planned and organized by the District Rotaract Representative Elect, as it is primarily an opportunity for him/her to discuss the plans and objectives for the upcoming year, as well as provide training to his/her board. It is aimed directly at the incoming Assistant District Rotaract Representatives, Committee Chairs and other District Officers to ensure that they are well prepared for their job for the District. It is mandatory that the leadership all attend. The District Rotaract Representative Elect should seek input from the District Governor Elect, and all training material should be vetted and approved by the District Trainer at least 90 days before the training takes place. All District Officers and Committee Chairs are strongly urged to attend. Their roles will also be discussed in order to ensure that the entire team has a good understanding of the District organization as well as the plans for the year. The goal is to provide each Leader with motivation, inspiration and training to allow an excellent job to be done for the District and Rotary International. The Leadership Team Training will take place in February or early March or as soon after the International Assembly as reasonable. Rotaract DLT can and is encouraged to take place alongside Rotary DLT, for easy facilitation of idea exchange and the availability of training resources. However, this is at the discretion of the District Rotaract Representative Elect. The logistics, planning and budget for the training should be prepared by the District Rotaract Representative Elect, and submitted at least 90 days before the event, so that any changes can be made to accommodate maximum attendance. The planning of the Training should begin at least 9 months before the year of office begins, in order to ensure that board selection, training, adequate material, financial resources as well as all other factors are considered.
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All Presidents Elect and Secretaries Elect must attend the PETS. If for some inescapable reason a President Elect is unable to attend the PETS and cannot send a representative, the appropriate Assistant District Rotaract Representative will organize a special training session prior to the President Elect taking office. According to the Manual of Procedure a Rotaractor cannot take the office of the President of a Rotaract Club unless they have had the appropriate training. All Club Treasurers are strongly encouraged to attend PETS. The PETS is designed to provide training, motivation and inspiration to the Presidents Elect and the Secretaries Elect. They must be prepared to administer their clubs in the best possible manner following the guidelines of District 7020 and Rotary International. Other District Officers are welcome to attend as well as other club officers. The Incoming District Rotaract Representative organizes this training seminar with the assistance of the District Committee. Sessions will be held during PETS for the Club Treasurer, and all other Club Officers.
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All Rotaractors are invited to the District Conference. The District Conference can be 3-4 nights, with the Opening Ceremony taking place on the first evening. The District Conference should update the District on the status and programs of the District and of Rotary International. The meeting should be motivational and inspirational as well as informative. The current District Rotaract Representative organizes the District Conference with assistance from the District Conference Committee and the District Board. There will be a business section of the District Conference to allow for any District business. The financial reports, nomination process, and any resolutions may be brought forward at that time. The delegates must submit any substantive resolutions to the District Secretary prior to the Saturday of the meeting in order to ensure appropriate time for review and consideration. Voting will be according to the rules outlined in the Manual of Procedure therefore it is important to be financially current as a club and to bring to the District Conference the appropriate voting credentials.
A District Conference or District Meeting focused on fellowship promotes community service projects, increases international understanding, and enhances professional development in a context of friendship and camaraderie. It is an excellent opportunity to highlight the R otary International and District theme for the year and relate it to local activities. The District Rotaract Representative is the primary coordinator for this meeting; however, a District Conference Chairperson is selected to plan and execute the event. Typically, all Rotaractors in the district are invited to attend the district conference, as well as the District Rotaract committee, sponsoring Rotary clubs’ Rotaract committees, Rotaract club advisers,
and the District Governor. The District Governor-Elect and Assistant Governors may also be invited, as
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appropriate. The Rotaract District Conference can be held at the beginning of the Rotary year (July, August, September) as a kickoff or at the end of the year (April, May, June) to celebrate the year’s
achievements. The event should be at a central location that offers easy and economical access for Rotaractors throughout the District.
The content of the District Conference program should be based on the interests of the Districts ’ Rotaractors. The program that is planned should be one that motivates the participants and promotes the formation of friendships within the District. Discussion group topics can include, but are not limited to, service project workshops featuring panels of specialists, idea exchange forums, and group discussions on specific district concerns.
In general, all District Rotaract activities are financed by the Rotaract clubs in the District. The costs of the District Conference should be minimal and within the financial means of those participating. Rotaractors usually pay a registration fee to cover meeting expenses including meals, accommodations and all other related expenses.
This Committee is responsible for organizing all the events for the duration of the Conference. They must arrange for the hotel, expedite travel and visas where necessary, registration, funding, entertainment, organize the rooms appropriate for the sessions, etc. The Chair and the Committee should be appointed as soon as possible in order to ensure sufficient planning time. It is recommended that he/she has been a Past President. The Committee can organize an evening of Home Hospitality. If the Conference Committee achieves excess funds, it is recommended that they hand over the funds to the Incoming District Committee as a startup fund towards the New Year. The Committee will ensure that professional translators provide excellent English-French simultaneous translation for all sessions. Those who speak French must be able to obtain the same
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information, training, motivation and inspiration as those who speak English. All speakers who provide handouts should be asked to provide them in both English and French. The Committee should at least plan to provide accommodations for the District Governor the incoming District Governor and the District Rotaract Representative Elect. Usually, the hotel provides gratis rooms that could accommodate these individuals.
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The District Rotaract Representative should reward productive and successful clubs and Rotaractors during the District Conference through the awards process. The District Rotaract Representative, along with the District Committee should determine the criteria for the awards to be given out, and state this early in the year. The District should also have an awards program that recognizes both the clubs and individuals for outstanding work. These awards should be related to the goals and objectives as set by the District Rotaract Representative prior to the start of his/her year in order that everyone clearly understands what the goals and objectives of the District are and what one needs to do to be recognized for accomplishment. These awards have included at least attendance, vocational service, community service, international service and donations to the Rotary Foundation. The District Rotaract Representative should make every attempt to align the awards with the goals of Rotary International and the District in order that the entire District is working in the right direction.
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This manual may only be amended at a District Conference by a poll in which the amendment receives the affirmative vote of at least seventy-five per cent (75%) of the electors present and voting in person or by permitted proxy. All clubs will be notified of the voting and those clubs not represented will have 30 days in which to reply if they have any significant objections.
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APPENDIX 1 LISTING OF CLUBS BY ASSISTANT DISTRICT ROTARACT REPRESENTATIVES Country (Area)
Name of Rotaract Club
Category
Netherland Antilles
St. Maarten St. Martin Nord
Community Based Community Based
Bahamas
East Nassau Eleuthera College of the Bahamas South East Nassau Centennial Abaco Nassau Sunset
Community Based Community Based School Based Community Based Community Based Community Based
British Virgin Islands &
Tortola University of the Virgin Islands St. Thomas II Virgin Gorda
Community Based School Based Community Based Community Based
Cayman Islands
Grand Cayman Rotaract Blue
Community Based Community Based
Haiti - North & Central
Mirebalais Cap-Haitien
Community Based Community Based
Haiti - South & West
Port au Prince Cayes Delmas Petion-Ville Port au Prince Champs de Mars Lumiere
Community Based Community Based Community Based Community Based Community Based Community Based
Jamaica - East (SB)
University of the West Indies University of Technology Caribbean Maritime Institute Edna Manley College MICO Teachers College
School Based School Based School Based School Based School Based
Jamaica - East (CB)
Kingston New Kingston St. Andrew Liguanea Plains St. Thomas
Community Based Community Based Community Based Community Based Community Based
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Jamaica - Central & Southwest
Mandeville Christiana Northern Caribbean Univeristy Bethlehem Moravian College Montego Bay Community College - Frome Savanna-La-Mar May Pen Church Teachers College Santa Cruz
Community Based Community Based School Based School Based School Based Community Based Community Based School Based Community Based
Jamaica - West
Montego Bay Montego Bay Community College Falmouth Lucea University of the West Indies - WJC Moneague Utech Western Campus Negril
Community Based School Based Community Based Community Based School Based Community Based School Based Community Based
Turks & Caicos
Providenciales Grand Turk
Community Based Community Based
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APPENDIX 2 PAST DISTRICT ROTARACT REPREPRESENTATIVES & PAST DISTRICT ROTARACT CHAIRS Year
DRR
Club
DRC
2000-2001 Albert Dawkins Portmore Paul Brown 2001-2002 Shelly Ann Bowen NCU Paul Brown 2002-2003 Shawana Wright Kingston Leo Nesbeth 2003-2004 Shawana Wright Kingston Homer Brodie 2004-2005 Ariel Hudson/Herve Dorvil Kingston/St. Martin Homer Brodie 2005-2006 Herve Dorvil St. Martin Andre Hylton 2006-2007 Edson Boyea Tortola Andre Hylton 2007-2008 Michalea McLean Kingston Andre Hylton 2008-2009 Olivia Lake St. Maarten Kameika Fullerton-Delisser 2009-2010 Randolph Burgess Kingston Kameika Fullerton-Delisser 2010-2011 Sabrina Palmer Providenciales Mary Finley Jones/Charles Crane 2011-2012 Keitho Nembhard Mandeville Michael Levitt 2012-2013 Adrean Russell Grand Cayman Michael Levitt/Charles Crane 2013-2014 Julie Ramchandani New Kingston Audley Knight 2014-2015 Elisia Lake St. Maarten Sunrise Audley Knight
Club
Spanish Town Spanish Town Kingston Mandeville Mandeville Kingston Kingston Kingston St. Andrew North St. Andrew North Road Town Cayman Sunrise Cayman Sunrise Montego Bay East Montego Bay East
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APPENDIX 3 EXAMPLE OF DISTRICT AWARD CRITERIA
ROTARACTOR OF THE YEAR - AWARD CRITERIA
Rotaractors from across the District will have the opportunity to be recognized for outstanding efforts and contributions to their club. This will be done by way of nomination by Club members of said nominee, and the following criteria met: - The nominee must have participated in at least 60% of regular club meetings - The nominee must be up to date with payment of dues - The nominee must have initiated or actively participated in clubs’ projects - The nominee must be an enrolled member for a minimum of one administrative year - The nominee must have contributed and adequately influenced the development of the club and its projects - The nominee must have displayed significant efforts towards the growth of the club Please describe in detail the nominee’s participation in the club in relation to the club’s criteria: _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________
Signature of Club President: _____________________________________________________________ NOMINATION FORMS MUST BE SUBMITTED BY APRIL 15, 2014 Team of Judges:
District Rotaract Representative District Rotaract Chair District Rotaract Secretary District Rotaract Representative Elect
The recipient of the award will be announced at District Conference 2014.
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APPENDIX 4 CLUB CONTACT INFORMATION – To be obtained at the beginning of the Rotaract Year
2013 - 2014 CLUB CONTACT INFORMATION Name of Club : Name of Sponsoring Rotary Club : Country : Meeting Day (and specified week number) : Meeting Time: Meeting Venue: Club Website: Club Email: Club Twitter Name : Club Facebook Page : Position: EXECUTIVE BOARD
Name:
Email:
Phone:
President Vice President/President Elect Secretary Treasurer Sergeant at Arms
DIRECTORS & OFFICERS Community Service Club Service Fundraising International Service Professional Development Public Relations
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APPENDIX 5 PLANNING GUIDE FOR EFFECTIVE ROTARACT CLUBS
Planning Guide for Effective Rotaract Clubs The Planning Guide for Effective Rotaract Clubs is a tool to help clubs establish goals for the coming year. It can be used to help track general club trends in membership and club administration. The planning guide is based on the elements of an effective Rotary club, including sustaining and increasing the membership base and implementing successful projects that address the needs of the community and communities in other countries. The options listed under each section reflect common ways Rotaract clubs might choose to pursue goals. It is recognized that there are alternative ways clubs can achieve their goals that may not be listed. Please type or print legibly.
ROTARACT CLUB OF Name of president _________________________________________________________________________________________ Rotaract year of office
Mailing addr ess
______________________________________________________________________________________________________
Telephone
Fax
E-mail
DEMOGRAPHIC INFORMATION (AS OF 30 JUNE) Current number of members
_________
Number of members as of 30 June last year _________
Number of members five years ago _________
Number of male members _________
Number of female members
_________
Average age of members _________ Number of Rotaractors who have been members for Less than 1 year _________
3-5years
_________
1-3years
5-10years
_________
_________
Number of members who hav e proposed a new member in the previous two years
MEMBERSHIP GROWTH (NEW MEMBERS AND RETENTION OF CURRENT MEMBERS) Our club will strive to have _________ (number)
members by 30 June __________. (year)
We have identified the following sources of potential members within the community: How does the club plan on achieving its membership goals? (check all that apply)
Through a retention plan that focuses on maintaining high levels o f enthusiasm through participation in interesting programs, projects, and fellowship activities
By appointing a committee of club members who have been trained in effe ctive recruitment techniques
42
Rotaract Handbook
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Through a recruitment plan that focuses on a true representation of the business and professional leadership in
the community
Through a recruitment plan that clearly explains the expectations of membership to potential Rotaractors
Through an orientation program for new members to support their successful assimilation into the club
Through a brochure that provides general information about Rotaract as well as specific information about our
club
By assigning an experienced Rotaract mentor for every n ew club member
By recognizing Rotaractors who sponsor new members
Through a public awareness program targeted at the business and professional community (or university) to
increase awareness about what Rotaract is and what it does
Other (please describe):
What makes this a good club to attract new members?
What negative aspects of this club could pose a barrier to attracting new members?
Points of specific action:
EFFECTIVE SERVICE PROJECTS Our club has established the following service goals for the upcoming Rotaract year: For our local community:
For communities in other countries (international service):
How does the club plan on achieving its service goals? (check all that apply)
By appointing a committee of club members who have been trained in how to plan and conduct a successful
service project
By reviewing the club’s current and ongoing service projects to determine whether they are relevant, needed,
and of interest to club members
By assessing the club’s fundraising activities to determine if they meet the club’s project funding needs
By involving each member of the club in some way in the club’s service projects
By conducting or obtaining a needs assessment of o ur community or communities in other countries
Rotaract Handbook
43
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By recognizing club members who participate in and provide leadership to the club’s service projects
By identifying a partner club with which to carry out an international service project
By using the resources of The Rotary Foundation to support a project identified by the club
By conducting projects regarding career development, employer-employee relations, employment training, or
vocational recognition
Other club service project plans (please describe): Points of specific action:
GENERAL ADMINISTRATION Our club would like assistance from our sponsoring Rotary club with the following:
Establishing club goals
Orientation of new members
The Rotary Foundation
Other (please describe):
Club President
Date
Rotary Year
Sponso ring Rotary Club President
Date
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APPENDIX 6 DRR GUIDE FOR CLUB EXCELLENCE - EXAMPLE
ADMINISTRATION
POINTS
Did your Club conduct elections by March 1st in accordance with the Rotaract Handbook for next Rotaract year and report new officers to District by April 15th? Did your Club hold at least one (1) Club Forum to assess areas of strengths, weaknesses, opportunities and threats with ideas on how to capitalise on and combat such, and provided a report on same to your ADRR? Did communication media include social media?
10
Did your Club complete and submit its Planning Guide for Effective Rotaract Clubs form to your ADRR by 31 July (for community-based clubs) and 30 September (for university-based clubs)? Did your Club hold a training session on Rotaract Policies (Handbook, Constitution, Protocol, etc)?
10
10
5
5
Did your Club complete and submit the Club contact and info sheet to your ADRR by 31 July (for community-based clubs) and 30 September (for university-based clubs)? Did your Club launch a Club website/social media page, or update its website/social media page at least once per quarter?
5
Is the Rotary/Rotaract Grace and Four Way Test recited at each Club meeting?
5
Do all existing Club members own a hard or soft copy of the Rotaract Handbook?
5
DISTRICT SUPPORT & WORLD ROTARACT WEEK
5
POINTS
Were district dues paid by 30 September?
5
Were district dues paid by 31 March for members inducted after the above date?
5
Did your Club submit all Quarterly Club Reports by the 15th of the month following the quarter end to the District via your ADRR? Was the Club’s ADRR included in all deliverables submitted to the District?
10 5
Did your Club register 10% of it s members including Club officers to attend District PETS, and District Conference?
5
Did your Club celebrate World Rotaract Week (WRW) 9 March to 16 March?
5
Did your Club submit a report on i ts World Rotaract Week activities to the District for review and submission to the DRC (District Rotaract Chair) by 31 March?
10
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Did your Club submit a World Rotaract Week article to the District by 31 March for consideration to be published on the District Website and/or in the Rotary District Newsletter? Did your Club plan and execute a service project during World Rotaract Week fulfilling the District theme of "Building Our Future with Vision"?
MEMBERSHIP
Has the membership in your Club grown by net two (2) members since 1 July?
5
10
POINTS
10
Did your Club increase the diversity of your Club’s membership by recrui ting at least two (2) members who belong to a demographic group (profession, age, religion, ethnicity, etc) that was previously underrepresented in the Club? Did your Club maintain an average of 75% membership attendance?
5
Did your Club achieve 75% membership retention?
5
Has at least 80% of the Club’s membership been i nvolved in a social network group organised by District 7020?
5
Are all new Club members presented with a hard or soft copy of the Rotaract handbook when they are inducted?
5
Did your Club acknowledge significant events of your membership such as birthdays, anniversaries, graduations, loss of loved ones, etc?
5
Did your Club reward /give special recognition to Rotaractors who recruited the most new members?
5
Did your Club establish a membership engagement and extension system?
5
Has 50% of membership participated in 80% of all Club projects and activities?
NEW GENERATIONS & THE ROTARY FAMILY
5
10
POINTS
Did your Club involve Interact or Earlyact in at least 2 Club activities (project and/or fellowship) for the year?
10
Did your Club sponsor or participate in a service project with an Earlyact or Interact Club?
5
Did your Club sponsor or participate in a service project with a Rotary Club?
5
Did your Club support or participate in a fundraiser with an Earlyact or Interact Club?
5
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Did your Club support or participate in a fundraiser with a Rotary Club?
5
Did your Club recognise publicly a young person or persons (not in Rotaract) who exemplify Service Above Self , shows leadership qualities, or excels at conflict resolution? Did your Club hold a "Celebrate the Family of Rotary" event at any of your meetings?
5
5
Did your Club hold a joint networking event for Rotarians and Rotaractors, Interactors or Earlyactors?
5
Did members of your Club attend the meeting of your sponsoring Rotary Club at least once per quarter?
5
Did your Club invite Rotarians, Interactors or Earlyactors to your Club’s meetings and activities on a regular basis?
5
Did members of your Club attend th e meeting of an Earlyact or Interact Club at l east once per quarter?
5
Did your Club have an Earlyactor or Interactor as a guest speaker to your Club's meeting to speak about their Club’s progress and activities?
5
Did your Club have at least 25% of Club members participate in at l east one service project of your sponsoring Rotary Club?
5
Did your Club have at least 25% of Club members participate in at least one service project of an Earlyact or Interact Club?
5
PUBLIC RELATIONS/IMAGE
POINTS
Did a media representative attend at least two (2) of your Club’s meetings/events and did your Club appear in the media at least three (3) times?
10
Did your Club distribute The 4-Way Test material to students or local businesses?
5
Did your Club post The 4-Way Test on a prominent billboard(s) in your community?
5
Did your Club use social media or RI Brand to promote its activities?
5
Did your Club submit for consideration at least two (2) arti cles to the Rotary District Newsletter and/or District website for the period August to April? Did your Club affix your Club logo to be prominently displayed at your Club meeting venue letting the public know where you meet?
10
Did your Club issue/produce a Club Brochure?
5
Did your Club members go on a local television or radio program to talk about what your Club is doing in your community?
5
Were your Club members branded at projects and were projects affixed with the Rotaract brand?
5
10
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ROTARACT PARTNERSHIP
Did your Club hold one (1) meeting at either a higher institute of learning or another professional/public meeting venue other than your normal meeti ng venue to further your community's exposure to Rotaract? Did your Club establish a twining relationship with a Club outside of your District and execute at least one project by 31 March?
POINTS
5
10
Did your Club collaborate with/support projects and activities of other Clubs in the district?
5
Did at least 10% of your Club's membership attend a meeting or fellowship of another Rotaract Club?
5
Did your Club partner and/or establish relationships with a Club in District 7000 or 7030?
5
Did your Club participate in an international service project which involved collaboration of at least three (3) District 7020 Rotaract Clubs, all from different regions? Did your Club partner with other NGOs, churches, or government agencies/ministries on a major project?
SERVICE & EMPHASIS
10
10
POINTS
Did your Club plan at least one major project in each of the areas of service (Community, International, Vocational, and Club)?
10
Did your Club recognise Rotary's efforts to eradicate Polio by holding an event that also incorporates healthy living?
10
Did your Club conduct a fundraising effort to go towards the Haiti assistance?
10
Did your club complete a project that b rought awareness to the environmental issues in your community?
5
Has your Club implemented a mentoring program where Club members go to the local schools and read to the children?
5
Did your Club sponsor or complete a peace and conflict prevention/resolution project or awareness campaign?
5
Did your Club sponsor or complete a disease prevention and treatment project or awareness campaign?
5
Did your Club sponsor or complete a water and sanitation project or awareness campaign??
5
Did your Club sponsor or complete a maternal and child health project or awareness campaign?
5
Did your Club sponsor or complete a basic education and literacy project or awareness campaign?
5
Did your Club sponsor or complete an economic and community development project or awareness campaign?
5
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Did your Club promote and celebrate World Literacy Day on September 8th and Rotary International's involvement with Lit eracy?
5
THE ROTARY FOUNDATION & ROTARY INTERNATIONAL
POINTS
Did your Club plan and execute a f undraiser for and make the contribution to PolioPlus?
10
Did your Club have the Foundation Chair from your sponsoring Rotary Club be a guest speaker about The Rotary Foundation and Rotaract’s role?
5
Did your Club subscribe to RI’s New Generations eNewsl etter?
5
Is the Club’s contact information up to date with Rotary International?
5
Did your Club submit for the Rotaract Outstanding Projects Recognition via the RI Website by 1 February and forward a copy of the submission respones email to your ADRR? Did your Club apply for the RI Presidential Citation by 24 March 2013 to the District Secretary for submission to the DRC and DG?
10
Does your Club have a representative attending Rotaract Pre-Convention?
5
VOCATIONAL SERVICE
Did your Club participate in a Vocation/Careers Fair?
10
POINTS
10
Did your Club organise a discussion or group workshop on maintaining high ethical standards in the workplace and invite non-Rotarian local business leaders to attend?
5
Did your Club organise at least one professional networking event in which Club members met other local professionals and introduced them to Rotaract?
5
Did your Club invite a speaker to di scuss how health issues affect business productivity and identify strategies to address those issues?
5
Did your Club conduct a program or host a speaker focused on vocations during Vocational Service Month?
5
Did your Club invite a speaker to address the members on peace and conflict resolution?
5
Did your Club have members register and attend the Rotary L eadership Institute (RLI)?
5
Did your Club plan an activity geared towards helping Rotaractors improve their professional skills or personal finances?
5
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Did your Club invite a speaker to address the members on environmental issues?
5
Did your Club officers attend a PETS training session?
5
Does your Club have a Rotaract Minute feature at its regular meetings?
5
Total Points
0
Club Name:
POINT STANDING GUIDE PLATINUM
501 - 550
GOLD
376 - 500
SILVER
251 - 375
BRONZE
126 - 250
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APPENDIX 7
DISTRICT ROTARACT REPRESENTATIVE NOMINEE FORM
To:
Nominating Committee for District Rotaract Representative District 7020
As agreed by the members of the Rotaract Club of __________________________________________ we are pleased to recommend Rotaractor _________________________________________________ for the position of District Rotaract Representative of District 7020 for the year ___________________
Candidate Information Date of Birth:
_______________________________________________________________
Current Position in Club:
_______________________________________________________________
Positions Held and Years:
_______________________________________________________________ _______________________________________________________________ _______________________________________________________________ _______________________________________________________________
Year(s) served as President and/or on District Board: Length of Membership in Rotaract:
___________________________________________
________________________________________________________
Please submit a photograph and a resume of the candidate describing their professional qualifications, and their Rotaract history. _______________________________
________________________________
President (Name)
Secretary (Name)
_______________________________
________________________________
Date
Date
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APPENDIX 8 DISTRICT ROTARACT REPRESENTATIVE NOMINEE ANNOUNCEMENT FROM:
DISTRICT ROTARACT REPRESENTATIVE
TO:
CLUB PRESIDENTS
DEADLINE:
JANUARY 15, 2014
In accordance with the Rotary International By-Laws, I advise that Past President _______________________________________________________________________ of the Rotaract Club of _______________________________ is the Nominee for District 7020 Rotaract Representative (2014-2015)
by a majority vote of the Nominating Committee. In accordance with our District Manual the Nominating Committee comprises of the following four (4) persons: 1.
District Rotaract Representative
2.
District Rotaract Representative Elect
3.
District Governor
4.
District Governor Elect
The Clubs of District 7020 were invited by my letter dated____________________, to submit nominations along with a photograph and resume. There were _____ nominees as follows:
1.
Name
RC of _____________________
2.
Name
RC of _____________________
3.
Name
RC of _____________________
4.
Name
RC of _____________________
Clubs wishing to file resolutions proposing a challenging candidate should do so by January 15, 2014.
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