A: Effective Clubs enjoy themselves. They sustain and/or grow their membership base. They implement successful projects that address the needs of their communities and communities in other countries. They support The Rotary Foundation through both programme participation and financial contributions. They develop leaders capable of serving in Rotary beyond Club level.

Q: Keeping the five elements of an effective Club in mind, what preparations can I make before I take office?
A: Assess Club membership. Review classifications and evaluate membership development and retention efforts. Discuss service objectives for the coming year. Identify ways to improve support for The Rotary Foundation. Ensure incoming officers and committee chairs are well prepared by ensuring they attend LETS. Organise Club programmes for the coming year.

Q: How do we find out important dates, like the conference, LETS and training weekends, so that our own events do not conflict with them?
A: Consult the District Governor’s monthly newsletter or the ‘District Timetable’ menu button on the District website. Alternatively, call your Assistant Governor.

Q: What are some of my duties? (Check the Manual of Procedure)
A: Communicate important information to Club members. Ensure continuity by working closely with both past and incoming Club leaders. Formulate and approve the Club budget and work with the Club treasurer to monitor the Club’s finances. Work with District leadership to help meet Club and District goals. Prepare for and encourage participation at Club and District meetings. Make use of appropriate information and resources from the RI Secretariat and its web site www.rotary.org, www.rotary.org.nz, and www.rotary9940.org.nz.

Q: How do my duties relate to the leadership responsibilities of a Club President?
A: The duties of a Club President provide a framework that enables the Club President to carry out key responsibilities associated with leading Club activities effectively.

Q: What are the characteristics of an effective Club President?
A: Motivates Rotarians to act in the service of their Club, community and the world. Maintains and increases the number of dedicated Rotarians. Ensures that Rotary maintains its relevance to its members and the community by soliciting feedback and suggesting improvements. Provides direction and guidance to help members conduct Club projects and activities. Leads by example with honesty and integrity.

Q: Who will I work with to maximize the effectiveness of my Club?
A: Club Board of Directors, Club committee chairs and members, AG, DG, District committee chairs and members, community leaders.

Q: What are some leadership principles to follow that will help make my year as President successful?
A: Select your leadership team wisely. Promote the spirit of teamwork and collaboration among Club members. Share responsibility and recognition with other Club leaders and members. Reconcile any differences among Club members and prevent the formation of cliques and factions. Build on prior success. Evaluate the Club’s programmes and determine what changes need to be made. Be accessible to members by promoting direct and honest communication. Embody the fundamental principles and values of Rotary, encourage others to do the same. Effective leadership depends upon management skills, team building, enthusiasm and integrity. To lead successfully, Club Presidents must work with a large variety of Rotarians, from the members of their Clubs and communities to the District leaders.

FAQs about Selecting and Preparing Club Leaders

Q: Why is it important for Clubs to establish goals?
A: The goal setting process can create buy-in and stimulate interest in Club activities. Goals can motivate members to increase their involvement in the Club. Setting goals and devising strategies to meet them can help Clubs measure progress and establish effective Club practices.

Q: What are the characteristics of an effective goal?
A: Goal setting is applicable to all aspects of Club operations. Goals should be SMART:

• Specific and Shared - the people who are working towards their completion should participate in setting the goal and formulating specific strategies to meet it.
• Measurable – a goal expressed in this way provides a tangible and unambiguous point for Club members to pursue.
• Achievable – setting goals that Club members can reach.
• Realistic – and challenging enough to require wide participation and teamwork.
• Time bound – have a ‘by when’ they will be completed.

Q: What are some ways to ensure that a goal is realistic?
A: Compare it to previous goals that have been achieved. Consult with other experienced Club members and/or District leadership. Consult appropriate District leaders for their insight.

Q: How can I evaluate progress towards a goal?
A: Formulate a goal that has measurable criteria. Set a time line in order to determine progress over time.

Q: How can I determine what type of goals to set?
A: Brainstorm with Club members and past and current Club leaders. Speak with various members of the community. Contact District leadership for guidance. Assess the Club’s current conditions. Contact leaders in other Clubs.

Q: How can the five elements of an effective Club help in establishing goals?
A: Consider the five elements of an effective Club. In which areas does the Club perform well? In which areas does it need improvement? The Five Elements of an Effective Club provide functional guideposts for the continual improvement of Clubs. Careful planning is an essential step in helping Clubs to become more effective. Without proper follow-through, even the most well defined goals cannot be achieved.

Q: What are some methods that our Club can use to ensure that a goal can be achieved?
A: Break a goal into its basic parts and determine step-by-step actions that must occur for a goal to be achieved. Delegate responsibility for different aspects of the goal; give specific tasks to committees or individual Club members. Establish a deadline for each step. Determine specific criteria to measure progress towards the completion of the goal. Identify obstacles to gain a better understanding of what needs to be achieved. Find available tools and resources that will aid in reaching the goal.

Q: What resources does our Club have to help us achieve our goals?
A: Club Resources – members of the community, committees, members, spouses and family members. District Resources – DG’s, AG’s, committees, other Clubs. RI Resources – RI Committees and/or Task Forces, RI publications, www.rotary.org, Secretariat staff, Rotary Foundation grants.

Q: Who might I select to make up our Club’s leadership team?
A: President, Secretary, Treasurer, Directors, Committee chairs and members, Vice President, Immediate Past President, President-elect. The make-up of the club’s leadership team will depend on whether the club leadership plan has been instigated in full or in part.

Q: What are some considerations that I should make when determining the Club committee structure?
A: A Club’s board of directors is considered its governing body. It is ultimately responsible for all committee and Club decisions. A Club’s board of directors is made up of the President, President-elect, and one or more Vice Presidents. The Secretary, Treasurer and Sergeant-at-arms may also be members of the board if provided for in the by-laws of the Club. The board of directors can work closely with the President to implement plans and achieve Club goals. Review the Club’s by-laws to determine whether the current Club committee structure will meet the goals for the coming year. Amend the Club by-laws to accurately reflect the Club’s organisation if necessary.

What are your Club’s plans for the coming year and who will you need in your team if you are to achieve those plans?

• How can you involve new members?
• How can you involve inactive members?
• Which programmes, projects and activities are being carried over?
• How can you coordinate committees that have overlapping activities e.g. Vocational and Youth (a reading programme in schools) or Youth and International (International Exchange students)?
• What committees will be needed to achieve your membership goals?
• What committees will be needed to achieve your service goals?
• What committees will be needed to achieve Rotary Foundation goals?
• How will committees cooperate to develop future leaders?

Consider selecting one member for your board who has been a member of your Club for one year or less.

Q: How do I determine if our Club’s current organisation meets the needs and goals of the Club?
A: Review the Club’s by-laws to determine whether the current Club committee structure will meet the goals for the coming year. If necessary, amend the Club by-laws to reflect the Club’s organisation accurately, if necessary.

Q: As Club President, how can I make Club committees more effective?
A: Participate in committee meetings when requested or when the situation requires. Club committees can be more effective if their responsibilities are clearly delineated. Presidents can motivate Club leaders by maintaining clear and open lines of communication, thereby creating a sense of ownership of Club plans. Define the purpose of each committee. Consolidate, eliminate, expand or add committees as necessary. Appoint committee members based on their personal interests and talents. Establish a concrete assignment for each committee. Limit membership to the actual number of people required to fulfil the committee’s purpose. Encourage committees to record meetings, plans, decisions and results.

Q: What are some of the qualities I might consider when appointing committee chairmen?
A: Good judgement, imagination, leadership ability, interest in the work of the committee, knowledge of the job, knowledge of Rotary, those who will work well with you and each other, and a good blend of experience and enthusiasm.

Q: How will I prepare my leadership team?
A: Ensure all incoming Club leaders attend LETS. Work with the current Club leadership team to prepare future Club leaders and ensure a smooth transition into the new Rotary year.

Q: Each week a different Club member presents a piece of Rotary information at our Club meeting. Where could we find such information?
A: "The Rotarian", "Rotary Downunder", "This Rotary World", "Rotary Newsbasket", at www.rotary.org, www.rotary.org.nz, and www.rotary9940.org.nz.