A PART OF THE CLUB OFFICERS` KIT

A PART OF THE CLUB OFFICERS` KIT
Club
Administration
Committee
Manual
A part of the Club Officers’ Kit
226A-EN—(512)
Contents
Introduction
1 Committee Role and Responsibilities
...............................................................................
3
Club Programs................................................................................................................................................................................ 4
Communicating with Rotarians....................................................................................................................... 5
Fellowship............................................................................................................................................................................................... 6
Attendance............................................................................................................................................................................................. 7
2 Club Administration Committee Chair
............................................................................
8
Your Committee........................................................................................................................................................................... 9
Goal Setting.......................................................................................................................................................................................... 9
Budget........................................................................................................................................................................................................ 10
Communication.......................................................................................................................................................................... 10
3 Resources
.................................................................................................................................................................................................
12
District Assembly Discussion Questions
..................................................................................
15
District Assembly Worksheets
............................................................................................................................
16
This is the 2012 edition of the Club Administration Committee Manual. It is intended for use by
2013-14, 2014-15, and 2015-16 club committees. The information in this publication is based on the
Standard Rotary Club Constitution, the Recommended Rotary Club Bylaws, the Constitution of
Rotary International, the Bylaws of Rotary International, and the Rotary Code of Policies. Please
refer to those resources for exact guidelines. Changes to these documents, by the Council on
Legislation or the RI Board, override policy as stated in this publication.
Photos: Alyce Henson and Monika Lozinska-Lee
Introduction
The Club Administration Committee Manual was developed to help
Rotary club administration committees establish goals and understand
their responsibilities related to increasing club effectiveness. Because
committee responsibilities vary according to area laws, cultural
practices, and established club procedures, you should adapt the
suggestions in this publication to fit your club’s needs.
This publication includes three chapters. The first describes the
major responsibilities of your committee. The second describes
responsibilities specific to you as the chair of the committee. The
third contains resources that may be useful for you and committee
members. Following the third chapter are discussion questions to be
completed before the district assembly and worksheets that will be
used there, so be sure to bring this manual with you.
Each committee has a manual that provides an overview of the
committee and its responsibilities (club administration, membership,
public relations, service projects, and The Rotary Foundation).
Additional copies of this manual can be downloaded at no charge at
www.rotary.org. This manual is part of the Club Officers’ Kit (225).
However, each manual can be purchased separately at shop.rotary.org.
Share chapter 1
with committee
members so they
are fully aware of
the committee’s
responsibilities.
As you prepare to help lead your club, remember that it is a member
of Rotary International. Through this membership, it is linked to
more than 34,000 Rotary clubs worldwide and granted access to the
organization’s services and resources, including publications in nine
languages, information at www.rotary.org, grants from The Rotary
Foundation, and staff support at world headquarters and the
international offices.
Club administration committee Manual 1 INTRODUCTION
Comments?
Direct questions or comments about this manual or any of RI’s
training resources to:
Leadership Education and Training Division
Rotary International
One Rotary Center
1560 Sherman Avenue
Evanston, IL 60201-3698
USA
Email: [email protected]
Phone: +1-847-866-3000
Fax: +1-847-866-9446
Club administration committee Manual 2 INTRODUCTION
Committee Role and
Responsibilities
1
The club
president serves
as an ex officio
member of all
club committees.
The role of the club administration committee is to conduct activities
associated with the effective operation of the club. It is only through
efficient club operations that a Rotary club can provide service to its
community, retain members, and develop leaders for the club, district,
and Rotary International.
The responsibilities of the club administration committee, summarized
below, are explained more fully in this chapter:
• Develop committee goals to help achieve the club’s annual goals.
• Organize regular and special programs.
The club
administration
committee’s
work involves
activities to
address the Club
and Vocational
Avenues of
Service.
• Manage club member communications and maintain the club
website and social media sites.
• Promote fellowship among club members.
• Help the club secretary track club attendance.
• Conduct any other activities associated with the effective operation
of the club.
As you read more about these responsibilities, think about your
committee goals, what your action plan will be, and what resources
you will need for your year.
Club administration committee Manual 3 committee Role and Responsibilities
Subcommittees
can be created
to manage the
committee’s
various
responsibilities,
especially if you
have a large club.
This manual also applies to Rotary e-clubs. If you are a member
of an e-club, note the separate sections for each type of club in the
Standard Rotary Club Constitution. For more information, refer to
What You Need to Know about Rotary E-Clubs or contact your Club
and District Support representative.
Club Programs
The club administration committee is responsible for developing the
program for club meetings. These programs provide club members
with the information and motivation necessary to increase their
participation in activities that serve the club, the community, and the
world. To plan effective programs:
• Schedule programs in advance.
• Relate programs to members’ interests, current club projects,
activities, and community concerns.
Plan programs
to coincide
with special
observances
on the Rotary
calendar.
• Rotate the responsibility of arranging programs among committee
members.
• Observe special dates, weeks, and months.
• Prepare contingency plans, such as having members speak about
their Rotary experience or showing a segment from a Rotary Video
Magazine collection, in case scheduled programs are canceled.
Depending on your club, the meetings may be an hour or longer. Adapt
either of the sample agendas below to the needs of your club.
90-minute meeting
60-minute meeting
Activity
Duration
Activity
Duration
Meeting call to order
  5 min
Meeting call to order
  5 min
Meal and fellowship period
30 min
Meal and fellowship period
30 min
President’s remarks
20 min
President’s remarks
Introduction of visiting
Rotarians/guests
Introduction of visiting
Rotarians/guests
Correspondence and
announcements
Correspondence and
announcements
Committee reports
Committee reports
Club business
Club business
30 min
Program
Program
Introduction of speaker
Introduction of speaker
Speaker’s presentation
Speaker’s presentation
Closing remarks by
president and adjournment
  5 min
Closing remarks by
president and adjournment
Club administration committee Manual 4 committee Role and Responsibilities
20 min
  5 min
Club assemblies. In addition to planning club programs, the club
administration committee is responsible for planning club assemblies
under the direction of the president and secretary.
A club assembly is an opportunity for all club members to discuss club
meetings and activities. Most clubs hold four to six assemblies per
year. New members should be encouraged to attend. Assemblies allow
members to
• Brainstorm ideas for projects and activities
• Review the club’s strengths, opportunities, and weaknesses
• Set goals and develop action plans
• Coordinate committee activities
• Learn more about Rotary
Before planning assemblies, seek input from members to ensure that
the meetings address interests and concerns. Ask questions such as:
• What do you like about our club?
• What new ideas do you have to make our club more dynamic?
• What are ways we can keep members engaged in club activities?
Time Frame
Purpose
Immediately following the
district assembly (before
1 July)
To describe, review, and discuss plans developed at the district
assembly (president-elect presides)
After 1 July
To discuss and adopt a strategic plan for the year
Two weeks before the
official visit
To prepare for the visit
During the official visit
To discuss the club’s status with the district governor
Midpoint of Rotary year
(January/February)
To review the club’s progress toward goals and determine its
plan for the rest of the year
April or May
To provide an opportunity for open discussion
Communicating with Rotarians
For information
about using
Rotary Marks
in your club
newsletter or
on its website,
see the RI Visual
Identity Guide.
Another important responsibility of the club administration committee
is to communicate with members through the club newsletter, website,
and social media. This is fundamental to keeping members informed
of Rotary news that may not be covered during club meetings. These
forms of communication can be used to
• Announce club meetings
• Provide a schedule of upcoming club activities
• Discuss club goals, plans, and projects
• Report highlights of club and district meetings
• Foster fellowship by highlighting special events in members’ lives
• Address critical issues facing the club and Rotary International
• Promote club service projects and member participation
Club administration committee Manual 5 committee Role and Responsibilities
To enhance club websites, blogs, and newsletters, RI provides
promotional tools on www.rotary.org, including:
• RSS feed: Current Rotary news regularly sent to registered users’
websites
• Rotary Images: Photo library covering Rotary projects, programs,
and Rotarians around the world
• Web ads: Online ads that promote Rotary events and resources —
available for download in a variety of sizes
• Internet PSAs: Animated Humanity in Motion banner ads that can
be provided to online newspapers or magazines for free placement
Communicating with club members on a social networking site
can facilitate collaboration on projects and activities. Visit Rotary
International’s official networking pages (Facebook, LinkedIn, Flickr,
and YouTube) to help share Rotary images, videos, and stories.
Protect member identity by using password-protected areas for
personal information. If the club website domain name includes
“Rotary,” make sure it includes language that identifies the club
(e.g., www.anycityrotaryclub.org). For more information on the
proper use of Rotary trademarks and service marks, see the RI
Visual Identity Guide.
Fellowship
Search for a
Rotary club with
RI’s free mobile
app. In the
Apple app store
and Android
market, it’s
called the Rotary
Club Locator
from Rotary
International.
The camaraderie that Rotary clubs foster is often what keeps members active in club activities and projects. The club administration
committee should include opportunities for socializing and networking
among members. This can be enhanced in the following ways:
• Schedule social and networking activities.
• Appoint a different member each week to greet and introduce new
members, visitors, and speakers.
• Foster relationships with other Rotary clubs in the district, in the
region, and around the world.
• Include spouses and families in club fellowship and service
activities.
• Wear name badges at meetings to make introductions easier.
• Rotate seating arrangements to ensure that members get to know
one another.
Family of Rotary. The family of Rotary includes Rotaract, Interact,
Rotary alumni, Youth Exchange students, Inner Wheel, and family
members of Rotarians. To care for Rotarians and members of Rotary’s
extended family:
• Remember birthdays and anniversaries.
• Assist when they are sick, or having personal issues.
• Share their grief after a death in the family.
• Celebrate births, weddings, and graduations.
Club administration committee Manual 6 committee Role and Responsibilities
Attendance
For details
on making up
absences, see
the Standard
Rotary Club
Constitution,
Article 9.
The administration committee can help the club secretary ensure that
all club members attend club meetings and understand how they can
make up a missed meeting. Promote regular attendance by
• Ensuring that club meetings are relevant and interesting
• Assigning members to a committee or giving them specific duties
to fill
• Encouraging members to make up missed meetings
• Asking members why they fail to attend club meetings
• Recognizing members with exemplary attendance records
Termination of membership. A Rotarian’s membership is subject to
termination for one or more of the following reasons, unless the club
board makes an exception:
• Failure to pay dues within 30 days
• Failure to attend at least 50 percent of regular meetings (including
make-ups) in each half of the Rotary year
• Failure to attend at least 30 percent of regular meetings in each half
of the Rotary year
• Missing and failing to make up four consecutive regular club
meetings, without the consent of the club’s board
Attendance reports. Work with your club secretary to forward
monthly attendance reports to your governor within 15 days of the
last meeting of each month. (Clubs that aren’t districted must forward
attendance reports to Rotary International.)
Any member whose absences are excused because he/she is 65 or
older and the aggregate of the member’s age and years in Rotary
totals 85 years or more, or because the member holds an RI officer
position, should not be included in the membership figures used to
compute the club’s attendance.
Club administration committee Manual 7 committee Role and Responsibilities
Club Administration
Committee Chair
2
To prepare for your term as committee chair, learn what will be
expected of you and your committee by the club’s board of directors
and members, your district, and Rotary International. There are
several things you should do before you take office to prepare for your
role. In addition to attending training sessions at the district assembly,
you should
• Meet with the outgoing committee chair
• Review your club’s bylaws to become familiar with your club’s
procedures and regulations
• Review your club’s strategic plan and develop annual goals to
support it
Answer the
discussion
questions at
the end of
this manual to
prepare for the
district assembly.
• Select and prepare your committee members with the presidentelect
• Create subcommittees as needed (programming, club newsletter
and website, fellowship, and attendance)
• Develop a communication plan for the year
• Determine what additional responsibilities or duties your club has
for your committee
Club administration committee Manual 8 Club Administration Committee Chair
The club
secretary and
treasurer should
be members
of the club
administration
committee. The
club president
serves as an ex
officio member
of all club
committees.
Good preparation will lead to a productive year. Once you take office,
you will have the following major responsibilities:
• Manage your committee’s budget.
• Work with other committees in your club and with your district
committee on multiclub activities or initiatives.
• Plan and conduct regular committee meetings and activities.
• Monitor progress toward your committee goals, and report
committee activities and progress to the club president, board of
directors, and the full club.
Your Committee
Work with the president-elect to select committee members to fill
vacancies and conduct planning meetings before the start of the
year. For continuity, committee members should be appointed for
three years. When selecting new members, consider the following
characteristics:
• Organizational skills
• Knowledge of Rotary policies
• Communication and writing skills
• Design or publishing experience
• Computer and Internet skills
Once your committee is formed, it is your responsibility to prepare
members for the coming Rotary year. Determine how to use the skills
and interests of your members, and delegate tasks accordingly. You
can prepare committee members by
• Informing them of the committee’s ongoing activities and plans
related to the club’s strategic plan
• Pairing new committee members with more experienced ones
• Encouraging communication with counterparts in other clubs
• Sharing the resources available to your committee
• Giving members a list of district activities and meetings
Goal Setting
Various planning
tools are
available to
clubs, including
Be a Vibrant
Club: Your Club
Leadership Plan
and the Strategic
Planning Guide.
As the chair of your committee, you are responsible for ensuring that
it sets and achieves its annual goals to support the club’s strategic
plan. You’ll have an opportunity to work on goal setting with your
president-elect and other incoming club leaders at the district
assembly. RI is developing an online tool to help clubs submit their
goals via Member Access.
Effective goals. Be sure that the annual goals reflect committee
capabilities and club interests. Goals should be shared, measurable,
challenging, achievable, and time specific.
Club administration committee Manual 9 Club Administration Committee Chair
Action plan. Work with club leaders and committee members to
develop an action plan that outlines the steps needed to achieve each
goal. The following steps can help:
• Establish a time frame for each step.
• Determine who is responsible for implementing each step.
• Establish the criteria for measuring progress and success for each
step.
• Consider the resources available and needed from your club,
district, and RI to support the goal.
• Decide how you will evaluate success in attaining your goals, and
whether baseline data is needed.
Regularly assess your goals to ensure that steady progress is being
made toward achieving them, and adjust if necessary.
Motivation. Part of your responsibility is keeping your committee
members motivated. Common motivators include:
• Assurance that the goal will be beneficial
• Belief that the goal is achievable and will be successful
• Opportunities for fellowship and networking
• Assignments that use each member’s expertise
• Recognition of efforts and time spent working toward committee
goals
Using these motivating factors can help maintain member
commitment to Rotary and encourage continued participation in club
activities.
Budget
Before 1 July, work with the outgoing committee chair and the club
treasurer to determine what funds your committee will need and that
these funds are included in the club’s budget. Be sure to include any
planned fundraising activities.
Provide oversight of committee funds, transactions, and reports, and
be aware of the financial condition of your committee’s budget at all
times. By meeting regularly with your club’s treasurer, you can take
action if issues arise.
Communication
Think about how you will communicate with the following club
leaders:
• Committee members. Committees should meet regularly and
identify available resources, discuss ongoing projects and new
initiatives, and develop strategies to achieve committee and club
goals.
Club administration committee Manual 10 Club Administration Committee Chair
• Your club. Report your committee’s activities, including action
plans and progress toward goals, to your club’s president, board,
and all club members.
• Other committees. The work of one committee affects the work
of another. Your committee should work with the following club
committees:
−− Membership committee (to welcome new members, to ensure
that they know the club’s policies and procedures, and to help
them become involved)
−− Service projects and Rotary Foundation committees (to make
club programs and the club communications relevant to
upcoming service activities)
−− Public relations committee (to ensure that members know what
publicity the club receives in the community and how they can
help)
• Your district. If your committee needs guidance or information,
contact your district counterpart or your assistant governor.
• Your region. Your Club and District Support (CDS) representative
is available to help your club with its administrative questions. Find
the CDS representative in your region at www.rotary.org.
Club administration committee Manual 11 Club Administration Committee Chair
3
Resources
Many resources are available to help your committee fulfill its role.
Download resources at www.rotary.org, or order them at shop.rotary
.org, by email at [email protected], or from your international
office.
• www.rotary.org — RI website, aimed at helping club leaders gather
information about effective club operations, providing links to club
administration, membership, public relations, service projects, and
Rotary Foundation information and to club-level resource pages
• Club Secretary’s Manual (229) — Component of the Club Officers’ Kit
(225) that explains the responsibilities of the club secretary
• Club Treasurer’s Manual (220) — Component of the Club Officers’
Kit (225) that explains the responsibilities of the club treasurer
• Be a Vibrant Club: Your Club Leadership Plan (245) — Publication
that encourages clubs to evaluate current practices and try new
ideas
• Manual of Procedure (035) — Policies and procedures of Rotary
International and its Foundation established by legislative
action, the RI Board of Directors, and the Trustees of The Rotary
Foundation, issued every three years following the Council on
Legislation; contains RI constitutional documents
Club administration committee Manual 12 Resources
• Official Directory (007) — Contact information for RI and
Foundation officers, committees, resource groups, and Secretariat
staff; worldwide listing of districts and governors; alphabetical
listing of clubs within districts, including contact information
(available in Member Access)
• Recommended Rotary Club Bylaws and Standard Rotary Club
Constitution — Current versions available in the Manual of
Procedure and at www.rotary.org.
• Rotary Leader — A bimonthly online newsletter for Rotary club and
district leaders
• The Rotarian (or Rotary regional magazine) — RI’s official
monthly magazine, which reports on club and district projects, RI
Board decisions, and RI meetings; in addition, 30 Rotary regional
magazines in 25 languages serve Rotarians around the world.
• RI Visual Identity Guide (547) — Guidelines for the design of
publications at all levels of Rotary and for the proper use of Rotary
Marks
• Strategic Planning Guide — Online tool for clubs to create a vision
with supporting long-range and annual goals
• Rotary Code of Policies and Rotary Foundation Code of Policies —
Policies and procedures established by the RI Board of Directors
and the Trustees of The Rotary Foundation in support of the RI
Constitution and Bylaws, revised following each Board or Trustees
meeting
Human Resources
Find contact information in the Official Directory, at www.rotary.org,
or from your district governor.
• District governor — RI officer responsible for advising on
strategies to make your club more effective
• Assistant governor — Rotarian appointed to assist the governor with
the administration of designated clubs. Your assistant governor will
visit your club quarterly (or more often) and is available to answer
questions or provide advice.
• Other club committee chairs in your district — Leaders who
can serve as a resource to help support your club’s projects and
initiatives
• Past club committee chairs and leaders — Knowledgeable Rotarians
who can advise you as you plan your year and who can be assigned
to lead committee activities
• Rotary coordinators — Rotarians appointed by the RI president to
serve as a resource within a specific region
• RI Club and District Support representatives — Staff members
at RI World Headquarters or international offices available to
answer administrative questions and direct other inquiries to
appropriate RI and Foundation staff. Find your representative at
www.rotary.org/cds.
Club administration committee Manual 13 Resources
• Contact Center — A team available to answer questions; can be
reached at [email protected] or toll-free (within U.S. and
Canada) at 866-9-ROTARY (866-976-8279). Rotarians outside North
America should continue to contact their international office.
Club administration committee Manual 14 Resources
For District Assembly
District Assembly Discussion Questions
When considering these questions, talk to outgoing and incoming club leaders to compare
ideas.
What are the responsibilities of the club administration committee, and what are your
responsibilities as chair?
How will your committee support the club’s strategic plan?
What type of activities will you plan to foster fellowship among club members?
How can you keep club programs interesting and relevant?
What is your plan for communicating with club members? What type of media will work best
for your club?
How can you help committee members do their job?
Club administration committee Manual 15
For District Assembly
Worksheet 1:
Notes
Club administration committee Manual 16
For District Assembly
Worksheet 2: Goals
Use this worksheet to draft a long-range goal and annual goals for three years to reach the
long-range goal. Ensure that your goals are:
Shared. Those who participate in setting a goal and developing strategies to achieve that
goal are committed to implementing it.
Measurable. A goal should provide a tangible point to pursue.
Challenging. A goal should be ambitious enough to go beyond what your club has
accomplished in the past.
Achievable. Rotarians should be able to accomplish the goal with the resources available.
Time specific. A goal should have a deadline or timeline.
Long-range goal (goal for your club three years from now)
Year 1 annual goal
Year 2 annual goal
Year 3 annual goal
Club administration committee Manual 17
For District Assembly
Worksheet 3: Action Plan
In the space below, write one annual goal from your goals worksheet. Then determine the
action steps that need to be taken to meet this goal.
Annual goal
Action step
Who will be
responsible?
How long will this How will progress What resources
step take?
be measured?
are available?
1.
2.
3.
4.
5.
Resources needed
Club administration committee Manual 18
For District Assembly
Worksheet 4: Club Administration Committee
Case Studies
Read the case study below and answer the questions. Create a plan using the case study action
plan on page 21.
Case Study 1
The Rotary Club of Willabee has 45 active members. Recently, attendance at weekly
meetings has dropped significantly. You’ve heard several members complain that the
weekly programs are boring. As chair of the club administration committee, you are
concerned.
What do you do to make the weekly meetings more interesting and engaging for your club
members?
Case Study 2
Your club conducted a survey recently and learned that members do not feel they know
what to expect at each weekly meeting. They are also confused about current club projects.
How can you work to communicate more effectively to club members?
Club administration committee Manual 19
For District Assembly
Case Study 3
Your committee members have conflicting opinions about your club’s weekly meeting
programs.
As chair, how can you demonstrate leadership and bring committee members together to
find a solution?
Case Study 4
You have noticed cliques forming in your club. You want your club to be welcoming to new
members and guests.
What are some ways to promote fellowship among members?
Club administration committee Manual 20
For District Assembly
Case Study Action Plan
Action step
Who will be
responsible?
How long will this How will progress What resources
step take?
be measured?
are available?
1.
2.
3.
4.
5.
What did you learn that you can apply to your club?
Resources needed
Club administration committee Manual 21
For District Assembly
Worksheet 5: Problem-Solving Guide
Use the Planning Guide for Effective Rotary Clubs and the goals worksheet from session 2 to
develop your problem-solving guide. Analyze your club’s goals, and think about potential
challenges to achieving them. Then, offer solutions to these challenges.
Goal
Potential Challenge
Administration
Membership
Public Relations
Service Projects
Rotary Foundation
Other
Club administration committee Manual 22
What resources are
available?
Just a Click Away!
Log on to Member Access to
• Take courses to learn more about Rotary
• Update club information and download reports
• View your club’s semiannual report (SAR) and
pay dues
• Enter your club’s annual goals and track your
achievements
Enter Member Access by clicking on the link in the top
right corner of Rotary’s home page. It’s your one‑stop
shop for all your Rotary business.
www.rotary.org/memberaccess
One Rotary Center
1560 Sherman Avenue
Evanston, IL 60201-3698 USA
www.rotary.org
226A-EN—(512)
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