PRESIDENT'S OBJECTIVES

DIRECTOR’S AND MEMBER’S MANUAL

 2008 - 09

ROTARY THEME AND OBJECTIVES

Club Mission

To promote the objectives and ideals of Rotary within our club and our community

Club Objectives

Our focus this year includes:

·           Enjoy Rotary

·           Retain members and promote membership growth – net gain in 2007 – 2008 of 2 members

·           Mentor and train new members in all aspects of Rotary and promote involvement

·           Complete PP Andrew Rodger’s Cattle Project

·           Target several small achievable community projects allowing members regular hands on involvement

·           Invite quality guest speakers to our weekly meetings to stimulate meetings and maintain level of interest

·           Involvement of family and partners through a varied social program

·           Raise funds commensurate with our level of activity and to provide a significant contribution to our selected recipients consistent with past practice

·           Promote active involvement at committee level

 Purpose

·           To continue an active, vibrant and friendly Club where members are involved with the aim to encourage all to join in a spirit of service and fellowship

·           Promote the Rotary Club of Brisbane Centenary and Rotary in our community

Action plan

·           Develop clear objectives for each director in the new structure

·           Focus on involvement of members in committees to achieve objectives

·           Concentrate on a small number of successful projects

Where do we want to be in July 2009

·           Active membership of 23

·           Have delivered on our quality identified projects       

·           Enjoyed a varied range of social activities involving the families of Rotary

ROLE OF THE BOARD AND DIRECTORS:

1.         ENJOY IT

2.         Develop a realistic club budget that provides sufficient funds for nominated Club activities

3.         Recruit suitable members

4.         Review the program and policies of the Club to ensure they are being implemented properly

5.         Promote Rotary and the Rotary Club of Brisbane Centenary

6.         Promote membership participation in all projects

7.         Grant some autonomy within committees, provided they act within the general guidelines of Rotary activities within the given budget

8.         Use board meetings to report progress of committee activities.  Be prepared before attending board meetings and use the meeting for direction or agreement on policy or other important issues

9.         Endeavour to organise visits to outside activities, preferably in conjunction with local Rotary clubs, in lieu of normal breakfast meetings

10.     Be prepared at weekly meetings to deliver a short report on your committee activities and projects    

THE BOARD

PRESIDENT                                                       

John Cridland

Accountable to:

  District Governor / assistant Governor

  Board

  Members of Brisbane Centenary Rotary Club Inc

DUTIES:

1.         Set Club goals for the year

2.         Provide leadership and direction to the board and members

3.         Attend PET training and District Assembly

4.         Oversee & assist in the preparation of the Club budget

5.         Ensure each Board portfolio has clear objectives and accountability

6.         Schedule at least 4 Club assemblies in liaison with the Club Administration Director

7.         Prepare for the visits of the District Governor and the Assistant District Governor

8.         Preside over the meetings of the club

9.         Plan monthly Board meetings ensuring decisions and action plans are communicated to members

10.     Continually liaise with the President-elect to ensure a smooth change in leadership

11.     Ensure Club is represented at district seminars and major functions

12.     Have a half yearly assessment on progress and implement any needed changes

13.     Encourage members to attend both the District and International conferences

14.     Arrange a joint meeting with the incoming 2007 - 2008 Board to ensure a smooth transition

IMMEDIATE PAST PRESIDENT                                 

Adrian Weber

Accountable to

President

Board

DUTIES

1.         Ensure a smooth transition to the new board

2.         Be prepared to chair meetings in the absence of the President

3.         Be available to Counsel board members as needed

4.         Be the Club’s historian and progress documentation of our history

5.         Be the Club’s bulletin editor preparing an informative readable bulletin, made available to members before meeting electronically.

PRESIDENT ELECT       

Graham Osterfield

Accountable to:

President

Board

DUTIES:

1.         Act as ‘On To Conference’ Chairman and maximise attendance at the Conference in 2007

2.         Be prepared to chair Club and board meetings in the absence of the President or as requested

3.         Provide an alternative viewpoint

4.         Assist the President as required in the area of special projects   

5.         Liaise with the President throughout the year to ensure a smooth transition in July 2007

6.         Attend PETS seminars

7.         Encourage all incoming Board members to attend 2007 District Assembly

8.         Set goals and budgets for Rotary year 2007/2008

9.         Prepare for and organise Change Over

SECRETARY                                                      

Kevin McCullough

Accountable to:

President

Board

DUTIES:

1.        Help the President Elect

2.        Ensure the mailbox is cleared at least twice weekly and that mail is promptly distributed to appropriate office holders  

3.        Ensure all correspondence is answered in a timely manner. Follow up with other Directors if they require assistance

4.        Coordinate with the Bulletin Editor for the timely production of the weekly Bulletin ensuring absent members and District receive copies  

5.        Record and preserve Minutes of meetings. Email minutes to members for information and action  

6.        Send out notices of meetings of the Club, Board and committees especially the Annual general Meeting  

7.        Make required reports to District and RI

8.        Report new members, terminations and other changes to District and RI

9.        Co-sign cheques as required by the President or Treasurer

 TREASURER                                                            

Graeme Stratford

Accountable to:

President

Board

DUTIES:

1.         Maintain all financial records of the Club

2.        Assist and advise on the preparation of the Club’s budget

3.        Ensure all disbursements are made promptly and approved by the board monthly

4.        Prepare and submit a monthly report to the Board on the current financial situation and monthly transaction summary

5.        Have the Club’s accounts audited and prepared for the AGM

6.        Ensure all statutory compliance regulations required by the Dept of Fair Trading etc. are complied with and returns are forwarded in a timely manner

CLUB ADMINISTRATION DIRECTOR                         

Neville Blomeley

Accountable to:

President

Board

DUTIES:

1.        Board meetings are scheduled on a regular basis

2.        Club assemblies are scheduled

3.        Club elections are held no later than the end of November

4.        Organise for our club to send delegates to the district conference

5.        Appoint a club bulletin editor and assist to develop interesting and relevant club programs

6.        Appoint club members to plan a variety of fellowship events

EFFECTIVE SERVICES DIRECTOR

Andrew Rodgers

Accountable to:

President

Board

DUTIES:

1.        Establish the following service goals:

a.      LOCAL COMMUNITY: Y. West Shelter; Shade Shelter in Mt. Ommaney Park; Zoe’s Place; water tank; tree planting activity; New Sinnamon Health Care Respite Centre; garden seats

b.     COMMUNITIES IN OTHER COUNTRIES: Send our members on visits – at least 2 international make ups; create opportunities for international service projects.

2.        Appoint a committee of club members how to plan and conduct a successful service project

3.        Review the club’s current and ongoing service projects to determine whether they are relevant, needed and of interest to club members

4.        Assess the club’s fundraising activities to determine if they meet the club’s project funding needs

5.        Involve each member of the club in some way in the club’s service projects

6.        Conduct a needs assessment of our community or communities in other countries

7.        Recognise club members who participate in and provide leadership to the club’s service projects

8.        Use the resources of The Rotary Foundation to support a project identified by the club

9.        Conduct vocational service activities for local businesses, schools, government agencies, or other organisations

ROTARY FOUNDATION DIRECTOR

Adrian Weber

Accountable to:

President

Board

DUTIES:

1.        Participate in Rotary Foundations by:

a.      Fundraising for specific Rotary Foundation projects

b.     Water projects organised by District

c.      Sinnamon Park Respite Centre for younger MS sufferers

2.        Appoint a committee of club members to assist with Rotary Foundation projects

3.        Inform members about the Rotary Foundation through club presentations

4.        Send a representative to attend the district Rotary Foundation seminar

5.        Help club members understand the relationship between Foundation giving and Foundation programs

6.        Use the resources of the Rotary Foundation to support our club’s international projects

7.        Recognise club member’s financial contributions to the Rotary Foundation and their participation in Foundation programs

8.        Invite Foundation program participants and alumni to participate in club programs and activities

9.        Participate in:

10.    Group study exchange

11.    Matching grants

MEMBERSHIP DIRECTOR

Bill Roberts-Thomson                                   

Accountable to:

President

Board

DUTIES:

1.        Have a retention plan that focuses on maintaining high levels of enthusiasm through participation in interesting programs, projects, and fellowship activities

2.        Gave an orientation program for new members to support their successful assimilation into the club

3.        Have a brochure that provides general information about Rotary as well as specific information about the club

4.        Assign an experienced Rotarian mentor for every new club member

5.        Recognise those Rotarians who sponsor new members

6.        Have a public awareness program targeted at the business and professional community to increase awareness about what Rotary is and what it does

7.        Attract new members by:

a.      Fellowship and a friendly club

b.     Diversify (ie include all races and creeds; more women; target members in their 40’s)

c.      Flexibility (if people cannot attend all meetings, but are available for projects)

8.        Appoint a committee of club members to assist with membership

PUBLIC RELATIONS DIRECTOR

Geoff Williams                                   

Accountable to:

President

Board

DUTIES:

1.        Provide the public with information about Rotary

2.        Promote the club’s service projects and activities

3.        Appoint a committee of club members to assist with public relations

4.        Act as Publicity Officer identifying opportunities to promote the Club publicly:

a.      Arrange for photos of club activities

b.     Ensure banners and Club information is displayed at external function

c.      Coordinate our area’s regular newspaper article and any other newspaper publicity deemed appropriate

d.      Investigate car stickers

BOARD AGENDA

1.                 Apologies

2.                 Confirmation of the previous minutes

3.                 Business arising from the minutes

4.                 Secretary’s report (including correspondence)

5.                 Treasurer’s report

6.                 Director’s reports

7.                 Other business

8.                 Next meeting

CLUB BOARD STRUCTURE

MEMBERS RESPONSIBILITIES

ROTARY CALENDAR