August, 2011
- Have you booked a date for your Governor’s Official visit?
- Have you planned and started your projects in line with Citation goals?
- Have you planned or done your part to encourage and participate in the District Club Cluster program?
- Have you embarked on achieving the minimum requirements to receive the “Effective Rotarian Recognition “ of your club this year?
June, 2011
- - Participate at the District Assembly scheduled for 5th June with your Board.
- - Register 3 members including the Membership Chair for the
District membership development Seminar scheduled for 12th June in Kurunegala
- - Invite your Asst Governor for a weekly meeting
- - Discuss and finalize the “Planning Guide for Effective Rotary Clubs”
- - Assume the Presidency of your club on the 1st July.
- - Mobilize your Board members and Committee Chairs to achieve the set targets
for the new Rotary year
May, 2011
- Register your board for the District assembly
- Finalize the Annual Goals and Club Committee Plans
- Prepare Strategic Plan and Long Range Goals
- Commence completing the Planning Guide for Effective Rotary Clubs
- Plan and reserve dates for your installation and Governor’s visit
- prepare the team of 3 who will attend the membership Seminar on the 12th June
April, 2011
- Prepare to attend PETS/SETS on the 9th & 10th April at Pegasus Reef, Wattala
- Discuss RI/District Citation with your Committee Chairs and finalize the Annual Goals.
- Discuss and prepare “Planning Guide for effective Rotary Clubs”
- Please report your Directory information to PP Hiran of RC capital City immediately.
- Register your Board members for the upcoming District Assembly on the 5th June,
- Prepare and forward your Matching Grant Project proposals to me at your earliest.
March, 2011
February, 2011
- Contact your Asst. Governor and collect a copy of your RI Citation Goals for
2011/12
- Register for your PETS/SETS without further delay
- Complete and send in your District Directory information to PP Hiran of RC
- Attend the “Building Bridges” – District Conference
January, 2011
- Meet with your 2011/12 team and hand over the Committee
Manuals to them. Explain the focus areas and request them to
commence planning.
- Early Bird Registration for PETS/SETS will be valid till 31st Jan.
Please register with RC Colombo East along with your Secretary Elect
before the due date.
- Contact your Asst. Governor and discuss and understand the Planning Guide
for Effective Rotary Clubs.
- Register for the District Conference scheduled for 11/12th February.
-
December,2010
- Register for the Pre PETS Seminar immediately.
- Finalize your Board of Directors for 2011/12
- Prepare to introduce them to the General Membership at the AGM.
- Commence planning your activities for the year.
- Actively support your President to strengthen the Rotary
- Register for the Pre PETS Seminar immediately.
- Finalize your Board of Directors for 2011/12
- Prepare to introduce them to the General Membership at the AGM.
- Commence planning your activities for the year.
- Actively support your President to strengthen the Rotary
family during this month.
- Down load a copy of the 2010 Manual of Procedure from
- Down load a copy of the 2010 Manual of Procedure from
the RI Website and try to familiarize your self with the
important changes.
- Plan your installation and Governor's Official Visit early.
- Plan your installation and Governor's Official Visit early.
15th November, 2010
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Subject: Reporting 2011-12 Rotary Club Officers
Dear Rotary Club Presidents and Secretaries:
Greetings from Rotary International!
It is now time to update your Rotary club officers for the incoming 2011-12 year. According to your Rotary Club Bylaws, elections of club officers are to be held each year by 31 December and reported to Rotary International as soon as results are known.
This year, all Rotary club officers are expected to report their incoming officers online using Member Access on the Rotary Website. Therefore, paper forms (known as Official Directory Data Forms) will no longer be sent to individual Rotary clubs. Information submitted through Member Access is automatically added to Rotary International database, and no additional follow up by postal mail or e-mail to Rotary Headquarters is necessary. Having this information on file at Rotary International is important to all Rotary clubs because data is used to update the upcoming Official Directory, and also for Semi-Annual Reports, invoices, and all other Rotary club mailings.
With online reporting you will be able to enter and maintain:
- Current and incoming club officers (name and contact details)
- Club permanent mailing address
- Club phone, fax, e-mail, and website
- Club meeting details
- Select format that you want to receive the Official Directory (print, CD, online)
Please note that if your district or country maintains a separate data base with club officer information, the same data is not automatically transferred to the Rotary International’s data base.
Ready to get started? Log into Member Access
Need to register for Member Access? Sign up here
Need more information? Read the FAQ
Need Assistance with online reporting? Click here for assistance
Club Reports.
- Please register for PETS/SETS today if you have not done so already.
Please contact Pres. Chrishantha of RC Colombo East for all the information
you need in this connection. (Mobile
- Discuss your annual plan/goals with your board members elect and Assistant
Governor Elect.
- Inform your office bearers to keep 5th June, 2011 free for the District Assembly.
It is mandatory for your entire board to attend the District Assembly.
- Visit your Rotaract/Interact Club meetings and events and get to know them.
- Check with your current President/Treasurer to see whether your Semi Annual
Dues and District Dues have been paid for the current period to avoid
termination by RI.
- Visit http://www.rotary.org/ to educate your self with rotary knowledge.
- Book a date for your Installation and Governor's Official Visit
Each club shall certify to the board the number of its members on 1 July and on 1 January in each year. This certificate shall be signed by the club president and secretary and shall be transmitted to the general secretary.
The follow up required with individual clubs (upon receipt of these incomplete SARs) causes unnecessary delay and other related problems in their administrative processing.
November 2010
1. Are you ready with your team 2011/12?
2. Have you kept the 18th December free to attend PRE PETS Seminar in Colombo ?
3. Have you booked a date for your Installation in 2011 (and Governor's Official Visit)?
October 2010
- Le us celebrate the month of October dedicated to "Vocational Service" in a
meaningful manner.
- Actively support your President and the Vocational Service Director to carry out
a worthy project
- Please be a part of your club's "Vocational Service Excellence Awards" program,
an effective way to say thank you to all those wonderful people who work tirelessly
to make the community we live in a better place and to make our lives that
much easier.
- The "Four Way Test" of Rotary has stood the test of time and remains to date as
the core values on which Rotary exists. Please do your best to propagate Rotary's
4 way test in your club, in your work place in your community. Try to be a shinning
example for the "Four way Test"
Governor Imthiaz has already circulated the proposed Strategic Plan for clubs as recommended by Asst. Zonal Coordinator PDG Thariq to all Club Presidents.
I am copying same below for your information. Please discuss the relevant areas
with the Board members when you discuss their appointments.
Objective:
1) To develop a Strategic plan for every district on the lines of RI
Strategic plan
2) To transfer the concept to the club level and encourage clubs to
develop a ‘vision document’
I) Under the first priority - Support and Strengthen the clubs
* No Rotary club fewer than 20 members.
* No Rotary club fewer than 20 members.
*Each club to add I new member and to have 100% retention.
*Each and every club to have at least 10% of the membership as
women in three years. To achieve 1st year: 5%, 2nd year: 8% and 3rd
year: 10% and to continue and improve on that.
*Each club to conduct every year one leadership development
*Each club to conduct every year one leadership development
seminar/meeting.
*Every club to come up with Strategic Plan/Vision plan or statement of
*Every club to come up with Strategic Plan/Vision plan or statement of
their own in three years. To achieve 1st year: 50%,of the clubs, 2nd
year:75% and by 3rd year: 100%
*To make sure at least one Rotarian from each club is in the district
*To make sure at least one Rotarian from each club is in the district
cabinet ( to develop leaders, such that district leadership recognizes)
*To convert x number of TRF alumni to Rotarians.
*To convert x number of TRF alumni to Rotarians.
II) Under 2nd Priority - Focus and Increase Humanitarian service.
*Each club to participate in contributing/fund rising towards Bill Gates
*Each club to participate in contributing/fund rising towards Bill Gates
Challenge.
*To have district RYLAs with 100% club participation.
*To have district RYLAs with 100% club participation.
To achieve 1st year: 50%, 2nd year: 75% and 3rd year: 100%
*District level New Generation Activity (Interact & Rotaract)
*To convert X number of former interactors to Rotaractors and former
*District level New Generation Activity (Interact & Rotaract)
*To convert X number of former interactors to Rotaractors and former
Rotaractors to Rotarians.
*To implement at least 10 service projects per year with World Fund.
*To implement at least one project per year with corporate alliance
*To implement at least 10 service projects per year with World Fund.
*To implement at least one project per year with corporate alliance
/participation
III) Under 3rd Priority - Enhance Public Image and Awareness.
* Minimum one publicity campaign at district level every year
*Focused publicity campaign, like selecting a week and all the clubs
* Minimum one publicity campaign at district level every year
*Focused publicity campaign, like selecting a week and all the clubs
participating in the same
*PR exercise with celebrity/corporate participation.
*Promote vocational excellence.
*PR exercise with celebrity/corporate participation.
*Promote vocational excellence.
New Generations Month
* Visit your Rotaract & Interact Clubs, Get to know the Members and their activities.
* Think / plan as to what more you could do to make them strong and effective.
* Discuss with your New generations Chair Elect What you could plan for next year.
* Think of the opportunities you have to extend new Rotaract / Interact Clubs.
RI Awards and Citations
September
Submission of Nomination forms for the ‘RI Service Above Self Award’
Submit to the District Governor by 01st September
October
Submission of Video for Rotary International's first official ‘Interact video contest.’
Submit to the District Rotaract Representative (DRR) by 01st October.
November
Submission of Nomination forms for the ‘International Service Award for a Polio-Free World.’
Submit to the District Governor by 01st November.
Submission of Nomination forms for “Club Builder Award”
Submit to the District Governor by 01st November.
Submission of Nomination forms for ‘The Rotary Foundation Distinguished Service Award’ Submit to the District Governor by 15th November.
December
Submission of zone Nominations to the Foundation for ‘The Rotary Foundation Global Alumni Service to Humanity Award’
Submit to the District Governor by 31st December.
April
Submission of Nominations for the ‘External Relations Best Cooperative Projects Award’
By District Governor to RI by 15th April.
Submission of Nomination forms for the ‘Presidential Citation award’
By District Governor to RI by 15th April.
Submission of Nomination forms the RI ‘Recognition of Membership Development Initiatives - MDI award’
Submit to District Governor by 15th April.
May
District Governors may begin to submit recognition forms for the ‘RI Membership Development and Extension Award - MDEA’ by 15th May.
District Governors to submit submission forms for the ‘RI Recognition of Membership Development Initiatives - MDI’ by 15th May.
Submit of nomination forms for the ‘RI Public Relations Award’
District Governor to RI by 15th May.
Submission of Nomination forms for ‘The Rotary Foundation Citation for Meritorious Service.’ District Governor to RI by 15th May.
June
Submission of recognition forms for the “Recognition of Smaller Club Membership Growth.’
Submit to District Governor by 30th June. .
The Rotary Foundation District Service Award
Nominators: District Governors
Date of submission: Ongoing
Because so many Rotarians serve humanity through Foundation programs.
The Rotary Foundation created the ‘District Service Award’ to recognize their efforts.
Each recipient is given a certificate, awarded at the District level.
District Governors may obtain up to 20 blank certificates at no cost to their District.
After the awards have been presented, Districts are to record the names of the recipients in their own database.
District officers should contact RI staff for historical records of District Service Award recipients.
ROTARY’S CONVERSATIONAL INFORMALITY AND FRIENDLINESS
1. Writing R in Rotarian should be capital (and not small in rotarian).
2. Writing A in Ann should also be capital (and not small in ann or anne).
3. Do not write as Anne with e ending.
4. A lady Rotarian is always addressed a Rotarian, not Ann or Mrs / Ms / Miss.
5. Write S in Spouse be a capital here in Rotary parlour. Not strictly really.
6. Husband of a Lady Rotarian be titled Mr (so & so) and not Spouse (so and so).
7. Wife of a Gent Rotarian be titled Ann and not Mrs / Ms / Miss / Madam.
8. Address Rotary meetings (at the openings) as Rotarians, Anns and Guests. or just Friends (preferably second time onwards)
9. Avoid addressing Ladies and Gentlemen to Rotarians and Anns.
10. Popularly Rotarians address fellows by first name or nickname not by surname.
11. Avoid addressing by calling Sir, Madam, Mr, Mrs etc to Rotarians / Anns.
August 2010
Membership and Extension Month
Revisit your Classification Roster, check whether all the important classifications in your area and whom your club needs are well represented. Familiarize your self with the 3 key areas of Membership Development Recruitment, Retention and New Club Extension. Work closely with the Membership Development Chairman of your club during this month. Hands on experience worth thousand times than what you read from a book.
- Did you have the Governor's Official Visit to your club already? Were you an active part of the discussions? Have you made a note of all important areas that needs your immediate attention? If the Governor's Visit is still due, are you taking part in the preparations? Knowledge is wealth, please make the maximum use of the opportunity.
Please Book the dates for the Installation and Governor's visit 2011/12 at your earliest.
July, 2010
* Discuss with the incumbent President "The Planning Guide for Effective Clubs" submitted by him for 2010/11 and support all his initiatives. Follow the progress of each area and make notes that would help your planning for next year.
* Please check whether your Club is completing the Semi Annual Report and paying RI Dues this month.
* Please check whether your club is paying District Dues this month.
* Please attend Sub Committee meetings to familiarize your self with Club's Annual Program.
* Commence making notes on members who are suitable to serve on your board next year.
