Who can you think of in your Club who can fill each of these roles? As you read through the duties, you may get some ideas that will help you to complete the Planning Guide for Effective Rotary Clubs.

When you select your own Board and officers, tell them how important it is that they are well informed, and that attending LETS is a prerequisite of their acceptance.

President

The President’s role is to design a membership development plan; supervise the preparation of the Club budget; review fund-raising plans and develop goals for contributing to the Rotary Foundation; review the status of current Club projects and develop strategies for the year; incorporate the RI theme for the year; help define objectives for each committee and check on progress; hold regular assemblies (forums); prepare for the DG’s Official Visit and support her plan of action; preside at all Club meetings; prepare for and preside over all board meetings; ensure that all directors perform their essential roles; create and maintain a close relationship with Inner Wheel (if appropriate); liaise with the outgoing President to ensure continuity; liaise with the Board, the Club committees, the AG, the DG, the District Committees and community leaders. In particular:

1. Be available to every member of the Club at all times.
2. Maintain a flexible approach within the requirements of the role.
3. Encourage members to create and champion projects and consider adopting the role of Project Manager for their choice of project.
4. Respond to the day-to-day needs of the Club.
5. Keep the periscope up to be on the look out for ways of collaborating with Inner Wheel, other Clubs, organisations and the community.

Immediate Past President

This role is to step into the role of President in the President’s absence; to chair the Rotary Club’s Charitable Trust (if any); to ensure a smooth transition at the end of his/her year in office; to act as a buddy and mentor for new members and arrange regular Rotary information sessions for them. In particular:

1. Chair monthly meetings of the Charitable Trust (if any).
2. Liaise with the incoming President to ensure a smooth hand over.
3. Liaise with the Membership Director to buddy and mentor new members and provide them with information about Rotary and the Club.

Club Service Director and President-Elect

This role is to assume responsibility for all Club Service activities and to supervise and coordinate the work of the committee appointed for particular aspects of Club Service; ensure the smooth and effective running of the Club. In particular:

1. Run good quality meetings every week and ensure the good health and operation of the Club by working individually with the Club’s officers (listed below).
2. Work closely with the President to ensure a smooth transition at changeover.

Rotary Foundation (Champion) Promotion

This role is to keep the Club aware of the District’s responsibility to provide funds for Rotary Foundation; finding ways to stimulate interest within the Club in the global perspective. In particular:

1. Create greater awareness of The Rotary Foundation at every opportunity.
2. Liaise with Directors, particularly the International Director and the Treasurer, to increase net donations in dollars and/or donations in kind to The Rotary Foundation.
3. Participate in at least one Rotary Foundation activity - GSE, Polio Eradication, utilizing Matching, or Helping Grants for an international project, or Community Assistance Grants, hosting or sponsoring an Ambassadorial Scholar.
4. Work with the Programme Officer to use Scholars or Foundation Alumni as participants in Club programmes and activities.

Bulletin Editor

This role is to contribute to the Rotary education of all members by providing information about Rotary, its history, object, scope and activities; inform members of developments in the administrative operation of RI using the Rotary News Basket and www.rotary.org, www.rotary.org.nz, www.rotary9940.org.nz ; incorporate unique ‘creations’ into the Bulletin (such as “Did you know…about this and that bit of Rotary information”); create interest in the Rotarian or RDU; stimulate interest in the Club’s activities; publish Inner Wheel activities (if appropriate) to ensure that members have a chance to participate; publish a weekly roster of duties (including a roster for the top table). In particular:

1. Work with the Programme Officer to promote Rotary Awareness Month (January) in the Club Calendar.
2. Announce details of future meetings.
3. Relate highlights of the previous meeting.
4. Report news of the Club, its members and the worldwide Rotary programme.
5. Stimulate interest in The Rotarian or RDU and arrange for reviews of their contents.
6. Incorporate information about the monthly theme when there is one.

Programme Officer

This role is prepare and arrange a varied and informative programme for regular and special Club meetings, including the Club’s anniversary; design and balance these programmes to illustrate the four Avenues of Service in keeping with the mission and principles of Rotary; invite and engage speakers and inform them on the subject matter and length of speech and question time; write a friendly reminder sending a copy of the Bulletin in which they are promoted; send letters of appreciation; ensure a backup programme for emergencies; liaise closely with Inner Wheel (if appropriate) to investigate opportunities to work together; create opportunities for mutually beneficial collaboration and partnership with other organisations. In particular:

1. Work with the Club’s officers to integrate the focus of specific months into the Club programme.
2. Work with the Fellowship Director to ensure that there is plenty of scope within the programme for networking and fun.
3. Create a varied programme that stimulates interest in the Club’s activities and promotes attendance.
4. Complete the programme, invite and engage speakers and give them the time guidelines for speaking at the Club.

Public Relations Officer

This role is to work with a variety of audiences, including civic dignitaries, to inform the community about the Club, Rotary, its history, goals and accomplishments throughout the Rotary year. To work with the media to secure proper publicity and sharing news about the Club’s service initiatives so as to improve Rotarians’ ability to provide service. Concentrate on stories that have a strong human-interest element and are pertinent to the larger community such as helping a scholar, the elderly, disadvantaged youth, etc. Keep RI and the DG informed about newsworthy Club projects and photo opportunities. Ensure that the PRO involves members and their families, potential new members, candidates for Rotary, programme sponsors, and supporters for Club projects. Invite the media to come with their cameras to any Club project. In particular:

1. Work with the Programme Officer to promote Magazine Month (April) in the Club Calendar.
2. Send news and action photographs of Club projects to the editor of The Rotarian or RDU and the DG.
3. Keep the media informed of important Club events.
4. Communicate with key organisations and leaders within the community.
5. Chivvy all officers to obtain information that could be used for publicity.

Membership Officer

This role is assist the President in developing a membership plan for the Club that looks at the needs of the community and does due diligence about the future membership needs of the Club to serve those needs. Review the roster of filled and unfilled classifications and use it to stimulate ideas among the members. Follow up candidates who have been involved with student exchange, GSE, RYLA and Pride in Workmanship Awards; encourage all members to propose prospective members; assist the Board in investigating the character and general eligibility of prospective members; present a programme on membership development. Oversee the orientation of new members during their first year in company with the Immediate Past President. Liaise with the President of Inner Wheel (if appropriate) to ensure that new members’ wives and partners are given the opportunity to join Inner Wheel. In particular:

1. Work with the Programme Director to promote Membership and Extension Month (August) in the Club Calendar.
2. Work with the District Membership Task Force to find out how to attract younger members (“Generation X” as set out in Bill Boyd’s article in RDU of March 2000 (pages 18 and 19).
3. Identify a potential new member, check classification, check suitability, submit the card to the Board, publish the name to members, approach the potential member and, if successful, process, including collecting together information for the President to hand to the new member.
4. Support members who propose potential new members to process their applications in accordance with Rotary guidelines.
5. Propose a programme for the welcome and development of new members including orientation during their first year, liaising with the Immediate Past President to buddy and mentor new members.
6. Involve the Inner Wheel President (if appropriate) when new members are being approached and inducted.

Sergeant-at-arms

This role is allow the President to concentrate on conducting the weekly meeting by ensuring that all duties are fulfilled and the meeting is conducted smoothly and in a timely way. In particular:

1. Motivate Club members with a quality session.
2. Help maintain orderly and effective weekly meetings and work to prevent any occurrence that might detract from the dignity or prestige of the Club.
3. Run a tight Sergeant’s session that serves a dual purpose of educating Club members and takes account of the need not to “exclude” visitors.
4. Ensure that, so far as possible, speakers know in advance the length of time they are expected to speak and take questions.
5. Liaise with the Programme Officer to ensure that visiting speakers are clear about the “way we do things at our Club”.
6. Ensure that members who have duties published in Bulletin are present on the night or improvise where necessary.

Attendance Officer

This role is encourage and promote good attendance by all Club members at all Rotary meetings, including District and regional conferences, RI Conventions and intercity meetings. To urge members to be involved in the Club’s progress and projects and seek advance consent from the Board that such projects can count for make-ups. To record attendance at meetings, report membership and attendance data monthly to the DG; liaise with the President to create and maintain an attendance sheet for him/her to use each week. In particular:

1. Provide accurate and timely reports to District, the President and the DG.
2. Monitor attendance that may give cause for concern and suggest solutions to the President.
3. Seek Board consent for counting designated projects as make-ups.

Vocational Service Director

This role is to initiate or support apprenticeship programmes that help unskilled or disabled workers acquire marketable skills, including interviewing skills; promote NZ business week. Consider career-planning programmes in schools (including mock interviews) and promotion for international student exchange (in hand with the Youth Director); retrain adults whose skills have been replaced by technology or who are returning to the workforce; generate new jobs within the community; help retirees remain productive (assist/mentor newly set up businesses). Address problems of illiteracy, drug abuse and alcohol abuse in the workplace; encourage the practice and promotion of high ethical standards throughout the business community. Nominate and obtain a grant for a teacher to go to a third world country; consider recipients for pride of workmanship awards. In particular:

1. Work with the Programme Officer to plan Club activities for Vocational Service Month (October).
2. Choose Committee members who can research the real opportunities for vocational service.
3. Develop projects and programmes that increase Club members’ knowledge and appreciation of various occupations and emphasise their worthiness to society.
4. Develop ways of recognising those who achieve vocational excellence and practise high ethical standards in their vocations.
5. Encourage members to create and champion projects for vocational service and adopt the role of Project Manager for their choice.
6. Work with the Board to plan fundraising activities for vocational service.
7. Respond to the day-to-day needs of providing vocational service.
8. Keep the periscope up to be on the look out for ways of collaborating with other committees.

Community Service Director

This role is to promote the welfare of all human beings in the community (crime prevention, the disabled, drug abuse, the elderly, health education, parenting or marriage education, adult literacy, hunger, poverty, etc). To deal with issues relating to the physical state of the community (community centres, health facilities, infrastructure improvement, parks and recreational facilities, schools, etc); look at threats to the environment (beautification, energy resource protection/promotion, soil conservation, etc). In particular:

1. Work with the Programme Officer to promote Literacy Month (July) in the Club Calendar.
2. Choose Committee members who can research the real needs of the community.
3. Encourage members to create and champion community service projects and adopt the role of Project Manager for their choice.
4. Work with the Board to plan fundraising activities for community service.
5. Respond to the day-to-day needs of the community.
6. Keep the periscope up to be on the look out for ways of collaborating with other committees.

International Service Director

This role is promote The Rotary Foundation, welcome Rotary-sponsored young people from other countries into our community; send local young people overseas to broaden their outlook. To work to increase understanding and goodwill among people of different nations with a view to improving the quality of their life. To liaise with District for selection of GSE outward and hosting of GSE inward exchange teams. To consider taking on one of the international humanitarian projects proposed by the DG with the grants available. To advertise projects on the Rotary web site to attract additional funds from overseas Clubs, particularly those in the US and Japan. To promote the welfare of all human beings in our international community; identify international opportunities for the Club to be of service and form World Community Service partnerships with Clubs in other countries. In particular:

1. Work with the Programme Officer to plan Club activities for Rotary Foundation Month (November) arranging for current or past Foundation participants to make presentations, and promote World Understanding Month (February).
2. Work with the Bulletin Editor to observe World Understanding and Peace Day on 23 February by reviewing the Club’s International Service history and agenda.
3. Work with the Board to plan fundraising activities for contributions to Yhe Rotary Foundation and international service.
4. Promote the benefits of Rotary Youth Exchange within the community and actively seek local young people for outward exchanges.
5. Choose Committee members who can research the real needs of the international community.
6. Recommend qualified applicants for Ambassadorial Scholarships, Grants for University Teachers, and Group Study Exchange Teams.
7. Plan projects that qualify for grants.
8. Encourage members to create and champion international service projects and adopt the role of Project Manager for their choice.
9. Respond to the day-to-day needs of the international community.
10. Keep the periscope up to be on the look out for ways of collaborating with other committees.

Youth Director

This role is to organise Rotary International Youth programmes (RYLA, RYPEN, and Australian Matched Twin Exchange). To seek candidates for science summer school initiatives; initiate projects concerning youth (Life Education Trust, DARE to be different). To address problems of illiteracy (reading assistance programmes), drug abuse and alcohol abuse, and help young people to find jobs; deal with issues concerning child care, immunisation; look at ways to help young people in the community make their choices and live with the consequences. To provide leadership training to Rotary sponsored groups such as Rotaract, Interact and Rotary Community Corps. In particular:

1. Work with the Programme Officer to promote New Generations Month (September) in the Club Calendar.
2. Choose Committee members who can research the real needs of youth within the community.
3. Develop projects that use members’ experience to help young people find jobs.
4. Encourage members to create and champion community service projects and adopt the role of Project Manager for their choice.
5. Work with the Board to plan fundraising activities for youth service.
6. Respond to the day-to-day needs of youth.
7. Keep the periscope up to be on the look out for ways of collaborating with other committees.

Fellowship Director

This role is to promote fun, acquaintance and friendship among the members on the basis that Rotary members want to enjoy their Rotary experience and are ‘there because they want to be’; plan special events and activities (wine trails, theatre visits, etc); promote participation by members and any visiting Rotarians in Rotary Service projects and in the Club’s recreational and social activities, such as picnics, sporting and cultural events; welcome visiting Rotarians and guests; prepare the Club environment for each meeting, including special meetings; work towards achieving the goals of the Club, as outlined by the President; Liaise with the District Friendship Committee to keep fully informed; broaden contacts with other Rotary Clubs; promote Rotary friendship exchanges, Club to Club, District to District or country to country. In particular:

1. Work with the Programme Officer to bring fun and friendship into the Club Calendar.
2. Choose Committee members who are keen to present the Club as a welcoming and friendly place.
3. Encourage members to create and champion projects that will enhance Club friendship, and take on the role of Project Manager for their choice.
4. Respond to the day-to-day needs of the members at large.
5. Keep the periscope up to be on the look out for ways of collaborating with other committees.

Secretary

This role is to keep records of membership and report changes to RI, collect and disseminate incoming mail in a timely manner, send out notices of meetings of the Club, board and committees, record and preserve minutes. To report and pay dues to RI, and remit subscriptions to Rotary magazines. In particular:

1. Work with the President and the President-Elect to ensure the smooth running of Board and Committee meetings.
2. Liaise with every member of the Club, wherever possible, to share information.
3. Pay all dues to RI on time on 1 January and 1 July.
4. Order paraphernalia as required, pins, hats, ties, certificates, etc.
5. Arrange for the President’s chain to be engraved.
6. Work closely with the Treasurer to ensure that all the Club’s statutory obligations are fulfilled.
7. Ensure that the Club is run in accordance with its Bylaws.

Treasurer

This role is to be involved in planning the budget, managing the Club’s financial affairs and keeping financial records. The Treasurer has custody of all Club funds and accounts monthly to the Board and to the Club at the end of the year. In particular:

1. Work with the President and the Board to ensure that proper accounts are kept and report monthly.
2. Advise the Board monthly on progress against budget.
3. Arrange for audited accounts to be available at year-end.
4. Ensure that the Club is run in accordance with its Bylaws.

Conference Coordinator

This role is carried out by an identified club member, often the President Elect. In particular:

1. Be aware of the Conference date and encourage members to attend.
2. Present information to the club as it becomes available.
3. Keep the President informed on likely club members attending the Conference
4. Identify possibly subsidizing projects to raise funds to assist members’ attendance at Conference, if applicable.