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					                                   Partners in Service



                                  Rotary International District 9920




                                          Resource Manual
                                                For

                           Establishing a Rotaract Club




                                                                                                      Prepared by
                                                                                 Rotary International District 9920
                                                                                              Rotaract Committee


                                          Version 1.0 – Published September 2005
Rotary International District 9920 Resource Manual for Establishing a Rotaract Club
Version 1.0 – Published September 2005
                                                                                                                2

                                          CONTENTS OF MANUAL
                 DISTRICT 9920 ESTABLISHING A ROTARACT CLUB MANUAL

     Does your Rotary Club want to                                               Approach the District Rotaract Committee
     sponsor a new Rotaract Club?                              NO                 to arrange for a Rotaractor/Rotarian to
                                                                                   speak at one of your Club meetings.
                  YES

          Use the District
        Manual resource to                                                                 Present a proposal for the
        complete the steps                                                               establishment of a club to your
           listed below              SECTION ONE                                       Club President/Directors/Members
                                              YES

                              The Rotary Club Sponsor Responsibilities & Resources Required


                                                    Checking Viability & Sustainability


                                                       Finding Potential Rotaractors
    SECTION
      TWO
                                                   Running a Special Interest Meeting


                                                      Gaining Commitment to Charter



                                   Supporting the Building of the Foundations of the Rotaract
                                        Club & the Rotary/Rotaract Club Relationship


                    SECTION
                     THREE                      Supporting a Successful Charter Event


                               Supporting the Sustainability of the Rotaract Club & Maintaining
                                   an Integrated Ongoing Rotary/Rotaract Relationship



                         SECTION                                     Further
                          FOUR                                      Resources




Rotary International District 9920 Resource Manual for Establishing a Rotaract Club
Version 1.0 – Published September 2005
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                                   Partners in Service
                Rotary International District 9920 Rotaract Committee

ABOUT THIS MANUAL
The District 9920 ‘Establishing a Rotaract Club Manual’ is designed to be a guide for
Rotary Clubs wishing to sponsor a new Rotaract club. It is written for Rotarians with little
knowledge of Rotaract through to those with significant experience.

This manual is especially useful when used in conjunction with the District 9920 strategy
for starting new Rotaract clubs. The Manual is divided into sections that correlate with
the flow chart detailed on the page following this introduction.

All the ideas and templates in this manual are tried and tested. This manual is not a
simple recipe for success: starting a new Rotaract club requires hard work, a strong
focus, and investment of time.
The manual is very much a working document, and the continuous development of its
contents is intended to increase its lifespan. Most importantly it is a guide
and we would like to update it with your experiences, so that others can learn from you.

If you decide to embark on the exciting challenge of starting a new Rotaract club, please
do tell the District 9920 Rotaract Committee. We are there for advice and support. Your
District Rotaract Committee is made up of Rotarians and Rotaractors and we can provide
you with publicity material and point you in the direction of useful resources and contacts.
Our Committee Purpose and Focus for 2005 -2006 are:
Purpose
– To encourage and support the development of Rotaract
1. Rotary/Rotaract sponsor relationships
– To support the development and maintenance of the Rotary/Rotaract relationships.
2. Rotaract profile
– To support the profiling of Rotaract in Rotary and elsewhere.
3. Health Checks
– To monitor and plan support mechanisms that promote Rotaract clubs healthy &
sustainable self development.
4. New Clubs
– To solicit sponsor interest and commitment and resource the founding of new viable
clubs.
5. Fellowship
- To convey the spirit and values of Rotary through participation & backing of Rotaract
fun, social & community service events. Steward: Brett Murray
6. RI Programs
– To connect the youth from Rotary youth programs with the Rotaract opportunity.

We have made good use of the RGBI (Rotary of Great Britain & Ireland) Extension
Manual, and thank those Rotarians in Great Britain and Ireland who have led the way
with such a resource. We also thank the Rotaract Club of Auckland City and their
Rotary International District 9920 Resource Manual for Establishing a Rotaract Club
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sponsor Rotary Clubs of Auckland and Downtown, District 9920 who provided us with
and gave us permission to use documents included in this manual. Thank you, too, to the
Rotarians and Rotaractors who have reviewed drafts of the manual and provided
comments.

Please contact us if we can be of any help with the formation of your new Rotaract club,
and please send us your ideas, suggestions and comments on the manual, as well as
further templates or approaches you may develop in starting your Rotaract Club.

Rotary District Committee Rotaract Chair
District 9920 Rotaract Committee
Beryl Robinson
80 Panapa Drive,
Meadowbank
Auckland
Tel: +64 9 528 0132 (Hm)
Tel: +64 9 359 9961 (Wk)
E-mail: cs.bg.robinson@xtra.co.nz

District Rotaract Representative
Divya Dhar
Tel: +64 9 271 3329
Tel: +64 27 6323263 (Mob)
Email: divyadhar@clear.net.nz

Rotary International Rotaract Representative
Caroline Ord
Tel: +64 9 979 2203 (Wk)
Tel: +64 21 1360746 (Mob)
Email: c_ord@clear.net.nz

 Assistant District Rotaract Representative (Pacific Islands)
Ashwini Prabha
Tel: 3315533
Tel: 3592228
Tel: 9268016
Email: ashwiniprabha@yahoo.com




Rotary International District 9920 Resource Manual for Establishing a Rotaract Club
Version 1.0 – Published September 2005
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                 DISTRICT 9920 ESTABLISHING A ROTARACT CLUB MANUAL

     Does your Rotary Club want to                                               Approach the District Rotaract Committee
     sponsor a new Rotaract Club?                              NO                 to arrange for a Rotaractor/Rotarian to
                                                                                   speak at one of your Club meetings.
                  YES

          Use the District
        Manual resource to                                                                 Present a proposal for the
        complete the steps                                                               establishment of a club to your
           listed below              SECTION ONE                                       Club President/Directors/Members
                                              YES

                              The Rotary Club Sponsor Responsibilities & Resources Required


                                                    Checking Viability & Sustainability


                                                       Finding Potential Rotaractors
    SECTION
      TWO
                                                   Running a Special Interest Meeting


                                                      Gaining Commitment to Charter



                                    Supporting the Building the Foundations of the Rotaract
                                        Club & the Rotary/Rotaract Club Relationship


                    SECTION
                     THREE                      Supporting a Successful Charter Event


                               Supporting the Sustainability of the Rotaract Club & Maintaining
                                   an Integrated Ongoing Rotary/Rotaract Relationship



                         SECTION                                     Further
                          FOUR                                      Resources




Rotary International District 9920 Resource Manual for Establishing a Rotaract Club
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            SAMPLE                         O N L Y (Adapt to suit your needs)
                            INITIAL PROPOSAL FOR
                   THE ESTABLISHMENT OF A ROTARACT CLUB
                  BY THE ROTARY CLUB OF ____________________
                                                                                      Date:____________
MOTIVATION
Organising a Rotaract Club is one of the most rewarding activities a Rotary club can
undertake in its community. A Rotaract Club will:
   • Bring new energy to our Rotary club
   • Inspire fresh ideas for service
   • Provide people power for Rotary projects
   • Provide a source of future Rotarians
   • Provide the opportunity for Rotarians to mentor dynamic young men and women.

BACKGROUND - (Excerpts from the Rotaract Statement of Policy – Rotaract
Handbook)
  1. The Rotaract Programme was created by and is an activity of Rotary International,
     who holds authority for the establishment of constitutional provisions,
     organizational requirements, and standards of procedure, as well as the
     protection of the Rotaract name and emblem.
  2. The basis of organization shall be young men and women residing, employed or
     studying anywhere in the vicinity of the sponsoring Rotary Club.
  3. The sponsoring Rotary Club, through a committee of it’s Rotarians, the number of
     which shall be determined by the club, shall provide guidance and have
     supportive responsibility for the Rotaract Club. The continued well being of the
     club depends on the continued active personal participation of the sponsoring
     Rotary club.
  4. A Rotaract Club is a Rotary club-sponsored organization of young men and
     women between the ages of 18 and 30 whose purpose is to provide an opportunity
     for young men and women to enhance the knowledge and skills that will assist
     them in personal development, to address the physical and social needs of their
     communities, and to promote better relations between all people worldwide
     through a framework of friendship and service, and whose goals are:
         a. To develop professional and leadership skills
         b. To emphasise respect for the rights of others, based on recognition of the
            worth of each individual
         c. To provide opportunities for young people to address the needs and
            concerns of the community and our world
         d. To provide opportunities for working in cooperation with sponsoring Rotary
            Clubs
         e. To motivate young people for eventual membership in Rotary
  3. Rotaract Club programming shall consist of professional development, leadership
     development and service program development as outlined in the “Standard
     Rotaract Club Constitution”.

PROPOSED ROTARY CLUB, ROTARACT COMMITTEE MEMBERS

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    -    Under the leadership of current President ______________ and the sponsorship
         of President Elect ___________________
    -    In partnership with the Rotary Club of __________________
    -    Under the guidance of District 9920 Rotaract Committee]
    -    Within the leadership of the Youth & New Generations Committee

       Chair - ______________
       Rotary Membership Profile:
          • Director of Rotary Club of _______________ (Insert Years) with
             responsibility for the leadership of Youth & New Generations Committee and
             Community Services Committee,
          • Chair of Rotary Information and Public Relations Committees (Insert Years)
          • Senior Sergeant (Insert Years)
          • Club Quiz Team Member & District Winners (Insert Years)
          • Member of Bulletin & Reception Committees (Insert Years)
          • Attendance at Rotary Meetings in, London, Memphis, Houston, Hong
             Kong
       Rotary District 9920 Experience:
          • Member of District 9920 GSE Inbound Committee (Insert Years)
          • Presenter at District 9920, Club President Training (Insert Years)
          • Key note speaker at RYLA , Camp Parent at RYLA (Insert Years)
          • Rotary International Student Exchange Programme - Host to Inbound
             Students, (Insert Years)
          • Parent of Outbound Rotary International Exchange Student (Insert Years)
       Other Service Club Experience
          • Charter President, Soroptomist International Inner City Club
       Committee Members –
              ________________ – President Elect
              ________________ – Past President
              ________________ – Chair of District Inbound GSE Committee,
              ________________ - Past GSE Team Leader, Past Director
              ________________ – Past Director
              ________________ – Past Secretary
Each of these Committee Members, are well positioned to lead elements of the strategy
outlined below because of their Rotary experience, Rotary Classification, professional
networks and commitment to young leaders and community service.

GUIDING ASSUMPTIONS & RI REQUIREMENTS
  1. This is an 18month to 2 year committed project by the initial committee
  2. Sponsoring a Rotaract club is a long-term commitment and therefore requires the
     support of the whole Rotary club on an ongoing, year-on-year basis. Without
     constant and consistent strong Rotary support, a Rotaract club will not survive for
     long.
  3. The inner city community needs young service leaders


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    4. The sponsorship of the Presidents Current and incoming is vital for initial club
        profile and ongoing sustainability post charter.
    5. The proposed joint sponsorship of ______________&______________Rotary
        Clubs, as approved by the District Governor, in writing, ensures outstanding
        success of the project.
    6. Potential members are young inner city professionals and people who have been
        participants in Rotary International Programmes.
    7. Rotary needs to attract young professional people.
    8. Young people are looking for community service to commit to.
    9. Rotaract enables leadership development of young people within the context of
        service to the community.
    10. Rotaract members have the knowledge and skills to shape their own club and the
        relationship between a Rotary Club and a Rotaract Club is one of interdependence
    11. The relationship with the District Rotaract Committee is key in terms of resources
        and support
    12. A healthy number at charter is 22 active and committed young people. (RI
        recommends 15)

KEY FOCUSES
  1. STRUCTURE - Key Elements
  • Venue needs to be attractive, accessible and uplifting.
  • Meeting time needs to fit into the pattern of an inner city, young professional’s life.
     (See the Rotaract Club of Sydney City)
  • Meeting format according to the Rotary International Rotaract Handbook and
     Constitutional Documents
  • Encourage and assist in sourcing quality speakers – may be Rotarians or as a
     result of Rotarians networks
  • Encourage Rotaract Club Members to use a meeting format that is stimulating and
     varied to meet programme commitments and create a sense of satisfaction
  • The initial committee work out the “nuts and bolts” and feasibility of sponsoring a
     Rotaract club. The sponsoring Rotary Club is responsible for organizing the
     Rotaract club and providing it with guidance thereafter.

    2. RECRUITMENT - Key Elements
    • This would occur through a combination of personal networking, Rotary Member
       introductions, speaking opportunities and information circulation.
    • Rotary Members have already indicated nieces, nephews, grand children who
       they believe would be interested in an inner city Rotaract club
    • The following organizations could be targeted: Professional Partnerships,
       Corporates – including inner city organizations like the Ports of Auckland, Staff
       Members of Educational Institutions & Local Schools, Auckland City Council,
       including – Library, Art Gallery, Government Departments, Retail Businesses
       and the hospitality industry.
    • Past GSE Members, Student Exchange Participants and RYLA Graduates would
       be approached either for the opportunity of membership or references or
       opportunities to circulate information.

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    •    Rotaractors who are members of the University Rotaract Club could join this club
         post graduation.
    •    A recent GSE Team member has already confirmed her intention to join.
    •    There is no existing Rotaract Club in the inner city for young professionals.
    •    Obtain a commitment from each Rotary Club member to scout potential
         Rotaractors.
    •    Work with District Rotaractors and invite interested young people to an
         informational evening to find out more about Rotaract
    •    Contact potential Rotaractors through posting advertisments on community notice
                boards and in newspapers and distributing flyers

     3. ROTARY RELATIONSHIPS – Key Elements
    • Project Partnering with _____________ Club needs to meet RI requirements that
       a joint Rotaract committee be created with effective representation from each of
       the sponsoring Rotary Clubs and joint presidential sponsorship would also be a
       feature of the partnership.
    • Presentations to Rotary Meetings and to the Rotary Directors of involved clubs are
       key, to ensure feedback and reinforcement of members support
    • Let other 9920District Clubs know of the project and progress so that their
       networks and support can be accessed.
    • Regular attendance of Rotarians at Rotaract Meetings
    • Support and resources from the District Rotaract Committee
    • Interaction with other Rotaract Clubs, District 9920, National and International
    • Opportunities for attendance at Sponsor Club’s Fellowship & Networking or
       Speaker events be made available to Rotaract members
    • The Club Rotaract Committee excite, encourage and “sell” Rotaract to Rotary Club
       members

    4.    PROJECTS & ACTIVITIES – Key Elements
    •    Establishment of the club and organizing the Charter event
    •    Fund raising activities to build bonds and commitment
    •     Research and name a community cause they wish to form a relationship and
         identity with.
    •    Fellowship events
    •    Formulate a Rotary Club budget for the Charter year and subsequent years

    5. COMMITTEE RESPONSIBILITIES – Key Elements
    • Initial committee commit to 18month to 2 year continued involvement
    • Agree on performance outcomes, that can be used as progress measures,
       during and at the 18month point.
    • Acknowledge existing systems used
    • Document systems created during the project that may source other Rotary
       Committees to set up a Rotaract Club
    • Collectively develop the concepts and nuts and bolts of this initial proposal.
    • Use the resources from the District Rotaract Committee and form a relationship
       with Rotaract Leaders at the District level.
    • Manage a budget that meets Rotaract sponsorship needs.
Rotary International District 9920 Resource Manual for Establishing a Rotaract Club
Version 1.0 – Published September 2005
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                 DISTRICT 9920 ESTABLISHING A ROTARACT CLUB MANUAL

     Does your Rotary Club want to                                               Approach the District Rotaract Committee
     sponsor a new Rotaract Club?                              NO                 to arrange for a Rotaractor/Rotarian to
                                                                                   speak at one of your Club meetings.
                  YES

          Use the District
        Manual resource to                                                                 Present a proposal for the
        complete the steps                                                               establishment of a club to your
           listed below              SECTION ONE                                       Club President/Directors/Members
                                              YES

                              The Rotary Club Sponsor Responsibilities & Resources Required


                                                    Checking Viability & Sustainability


                                                       Finding Potential Rotaractors
    SECTION
      TWO
                                                   Running a Special Interest Meeting


                                                      Gaining Commitment to Charter



                                   Supporting the Building of the Foundations of the Rotaract
                                        Club & the Rotary/Rotaract Club Relationship


                    SECTION
                     THREE                      Supporting a Successful Charter Event


                               Supporting the Sustainability of the Rotaract Club & Maintaining
                                   an Integrated Ongoing Rotary/Rotaract Relationship



                         SECTION                                     Further
                          FOUR                                      Resources




Rotary International District 9920 Resource Manual for Establishing a Rotaract Club
Version 1.0 – Published September 2005
                                                                                           11

    THE ROTARY CLUB SPONSOR RESPONSIBILITIES & RESOURCES
One of the first questions frequently asked by a Rotary club interested in sponsoring a
Rotaract club is "How much will it cost, financially and in terms of Rotarian assistance?".

Rotaract, while a project of Rotary is also a "Partner in Service" with Rotary. While initial
funds are required to start up a Rotaract club, your Rotaract club should endeavour to
and pride itself on being as financially independent from its sponsoring club as possible.

A Rotaract Club is organised, sponsored and counselled by a Rotary Club or clubs and is
established following the endorsement of the district governor upon certification by Rotary
International. The existence of a Rotaract Club depends on the continued sponsorship of
its sponsoring Rotary Club and continued recognition by Rotary International. Within the
framework established by Rotary International, the sponsoring Rotary Club is responsible
for organising the Rotaract Club and providing it with guidance thereafter.

Below is a list of what Rotarian assistance is prescribed by the Standard Rotaract
Constitution and the additional costs that a Rotary club may wish to invest in their new
Rotaract club to ensure its success.


REQUIREMENTS AS SET OUT IN THE ROTARACT CONSTITUTION, BY-LAWS AND
STATEMENT OF POLICY (these documents can be found in the Rotaract
Handbook).
A sponsoring Rotary club shall:
• Pay a Rotary International Organisation fee equivalent to US$50 with their "Rotaract
   Club Organisation List" (Constitution: Article IX, clause 1) . This is a once-off fee – the
   annual fee prescribed in the Constitution has been abandoned.
•   Sponsoring Rotary Clubs shall pay for the attendance of their Rotaract Club Officers,
    directors, and committee chairpersons at district level leadership training meetings (or
    when circumstances dictate, these meetings shall be paid for through mutually agreed
    upon financial arrangements involving the sponsoring Rotary clubs, the Rotary District
    and the Rotaract participants.) (Statement of Policy: Clause 26(c)).
•   The sponsoring Rotary Club/s through a committee of its Rotarians, the number of
    which shall be determined by the club, shall provide guidance and have supportive
    responsibility for the Rotaract club. The continued well being of the club shall depend
    on the continued active personal participation of the sponsoring Rotary club.
    (Constitution: Article III, clause 1).
•   Designate one or more members of its club to attend the meeting(s) of its Rotaract
    club(s) at least once a month (Constitution: Article V, clause 3).
•   Be encouraged to invite Rotaractors on at least a quarterly basis to their regular
    scheduled meetings, project planning meetings and special events. The sponsoring
    Rotary club is also encouraged to review Rotary club membership potential within their
    Rotaract clubs on at least a quarterly basis (Statement of Policy: Clause 7).


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•   A Rotaract Club can be organized and sponsored jointly by more than one Rotary club
    under the following conditions:
                   •    The district governor gives approval in writing
                   •    The circumstances must be such that the organization of separate
                        Rotaract clubs, each sponsored by a single Rotary club, would create
                        an artificial division of what is essentially a single body of young adults
                        within the community or university.
                   •    A joint Rotaract committee is created with representation from each of
                        the sponsoring Rotary clubs.


RECOMMENDED COMMITMENT BY SPONSORING ROTARY CLUBS :
For a new Rotaract club to be launched successfully, it is helpful to plan and budget for :
•        Key people to form the required committee in your Rotary club to work out the
       “nuts and bolts” and feasibility of sponsoring a Rotaract club.
•        This first committee of Rotarians also include the current and incoming club
         Presidents to ensure ongoing commitment.
•        An initial 2 year initial commitment by this committee to ensure consistency and
         actions to support the establishment phases of the club.
•        The formation of a close relationship between District Rotaract Committee
         members and new emergent club.
•        Subsidisation of meeting venue. Often a Rotary Club Member has access to an
         appropriate venue that can be charged at a minimal cost.
•        A Charter ceremony/dinner to be attended by Charter Rotaractors, Rotarians of the
         sponsor club (and partners) and the District Governor, District Rotaract Chair and
         Committee and District Rotaract Representative, and invited local Civic Dignitaries.
         This is a grand occasion with a "Start as we mean to go on" atmosphere with the
         costs of the evening being paid or subsidised by the sponsoring Rotary club/s.
•        Equipment such as a Rotaract gong, President's chain, club officer badges, charter
         member pins and Induction certificates (all available through Rotary Down Under).
         Rotary clubs that have sponsored a Rotaract club in the past, which has since
         been dis-established, may be able to locate and donate old regalia.
•        Marketing materials, such as brochures and flyers may need to be either
         purchased from the Rotaract District Committee (if that Committee has instigated a
         marketing campaign by the time of Charter) or produced by the individual club. A
         sponsor club may have members in the marketing/ publishing industry who can
         assist with this.
•        The free use of the Rotary Club’s photocopying facilities or services and the postal
         mail box for their inwards correspondence.



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•        Subsidised meal costs for Rotaractors who attend Rotary Meetings and fully
         subsidised meal costs for Rotaractors when they are the Club’s guest speaker or
         do a presentation to the club.
•        Contacts / Members from the Rotary club who can:
            (a) help arrange appropriate guest speakers for Rotaract club meetings
            (Rotarians or otherwise). A sponsoring club can help their Rotaract club form
            a roster of speakers;
               (b) scout projects that your Rotaract club can conduct themselves or as a joint
               project with your Rotary club;
               (c) assistance with:
               (i) setting up a bank account established for club and community funds (with
                     a ledger to keep the two types of funds separate). Many banks require a
                     $500 minimum initial bank balance;
               (ii) the drafting of your Rotaract club's annual business plan including a
                     budget and fundraising goals;
               (iii) the auditing of your Rotaract clubs' accounts at the end of each financial
               year;
               (d) assistance with the setting up of a club website to link to
                   www.rotaract.org.nz;
               (e) sharing of projector facilities for presentations to the Rotaract club by guest
               speakers;
•        A buddy system to foster and coordinate the Rotaract/sponsoring Rotary club
relationship so that Rotaract club officers are paired up with the equivalent Rotarians after
initial training. This would be for the purposes of "lending a hand" to answer any queries
a Rotaractor may have at times about the "Rotary way" of doing things. This also
enables the sponsoring Rotary club to remain informed about the Rotaract club's activities
and to be aware of any problems that may arise before they escalate.


If you have any queries regarding the recommendations in this document, please contact
your District Rotaract Committee Chairperson or the Rotaract District Representative.




Rotary International District 9920 Resource Manual for Establishing a Rotaract Club
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                                                                                           14

                             CHECKING VIABILITY & SUSTAINABILITY

    Rotary clubs need to fully understand the Rotaract programme before considering
    sponsorship of a new Rotaract club.
    Potential Rotaract sponsors need to talk with other Rotarians and Rotaractors who are
    already involved in Rotaract to get a firsthand impression of the programme and to
    seek their opinion on the viability of a club in their area.
    The new club needs to be able to stand on its own, with minimal travel for members,
    have a good age range to ensure sustainability, a medium to low population
    transience, able to grow without encroaching on neighbouring Rotaract Clubs, and be
    able to access a pool of renewable members.
    Rotaract, like Rotary, is diverse and each club has its own unique qualities.

    POINTS TO CONSIDER
•        What is the likely membership pool?
•        What is the likely membership pool over time? 6 months time? 12 months time?
         24 months time?
•        Does the membership pool offer the potential for Rotaractors of different ages?
•        How long are these people likely to commit for?
•        What are their interests?
•        What is the population density?
•        Where are the current Rotaract Clubs?
•        Where are the current Interact Clubs in your area?
•        Who is on your list already?
•        How far spread are your potential members?
•        Do the Rotarians in your club have sons, daughters, nieces, nephews who are a
         source for potential members?
•        Have you consulted with the District Rotaract Committee?




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    FINDING POTENTIAL ROTARACTORS
Article IV of the Standard Rotaract Club Constitution (given in the Rotaract Handbook
and also separately downloadable from the RI website) says that membership is open
to “young men and women of good character and leadership potential between the
ages of 18 and 30* (*on 30 June of the Rotaract year in which a member becomes 30
years old his/her Rotaract membership ends)”.
Supply a contact email and phone number of a Rotarian from the Sponsoring Rotary
Club and a District Rotaractor or local Rotaractor on all documentation. It is also useful to
collect the emails of interested parties. People often feel easier about supplying an email
address in the first instance rather than a telephone number. Supply the ‘WHO, WHAT,
WHEN, HOW” document to fellow Rotarians so they can speak to potential members with
a degree of insight, about Rotaract.

    POTENTIAL SOURCES OF INTERESTED YOUNG PEOPLE
    •  Sons and daughters of Rotarians
    •  Friends of the sons and daughters of Rotarians
    •  Neices, nephews, grandchildren of Rotarians
    •  Neighbours of Rotarians
    •  Children and relatives of friends of Rotarians
    •  Employees
    •  Retired Guides/ Rangers
    •  Others in the community attracted by promotional information
    •  RYLA graduates
    •  Former Interact members
    •  Returned Rotary exchange students
    •  Returned Group Study Exchange Team members
    •  University students who have graduated
    •  University students for a University Rotaract Club
    •  Inner city young professionals
    The following organizations could be targeted:
•      Professional Partnerships,
•      Corporates
•      Local Harbour Industries
•      Staff Members of Educational Institutions & Local Schools,
•      City Council, including – Library, Art Gallery, Government Departments,
•      Retail Businesses
•      Hospitality industry.

A PERSONAL CHALLENGE TO ROTARIANS OF A SPONSOR CLUB
Once the Rotary Club is committed to sponsoring a new Rotaract Club each Rotarian
needs to identify and provide the names of at least 2 people aged 18-30 who they feel
would make good Rotaractors
          – Each Rotarian ensures that at least one of their named people becomes a
             member or they continue to provide names until one does.



Rotary International District 9920 Resource Manual for Establishing a Rotaract Club
Version 1.0 – Published September 2005
                                                                                                   16

                         FLYER FOR INVITING POTENTIAL ROTARACTORS




                             Develop your leadership, business and communication skills?
                             Make a difference in your local and international community?
          Spice up your social life - meet new people and increase networking opportunities?
                                      Listen to interesting and motivational speakers?
                Learn new skills – public speaking, financial planning, career development, wine
                                                             appreciation,
                                  cirroc dancing, car maintenance - anything goes!?
           Go places – business site visits, weekend escapes, national and international conferences?




                                  Come along to an interest meeting for the new

                 ROTARACT CLUB OF _________________
                 Proudly sponsored by the Rotary Club/s of _______________________

                                               Date:
                                               Time:
                                               Place:
                                                                RSVP to (email address)

                                                                 by ________________

                                 For more details about Rotaract visit www.rotaract.org.nz


                                         or contact : ______________________________
                                              __________________________
Rotary International District 9920 Resource Manual for Establishing a Rotaract Club
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                             FLYER FOR ROTARIANS OF SPONSORING CLUB




                              The Rotary Club of ___________________________-
                           Is delighted to announce the sponsorship of the new

                                 ROTARACT CLUB OF _____________________-

  All Rotarians are actively encouraged to approach their children, family friends, employees
    and young people within the ______________ area to join this exciting new Rotaract club.
                      We are seeking enthusiastic new members who are:

                     Mature young professionals (ideally in their mid to late 20s) working
                                     or living in the ___________ area
                       Interested in developing leadership, business and life skills
                   Keen to make a difference in their local and international community
                    Wanting to meet new people and increase networking opportunities

                  Meetings are the 2nd and 4th Tuesdays of the month at the
____________________________________________________________ at ----------- for a ----------- sta


                   Visit www.rotaract.org.nz for more information about Rotaract
                                  or contact Name:         Email:




          Rotary International District 9920 Resource Manual for Establishing a Rotaract Club
          Version 1.0 – Published September 2005
                                                                                            18

           INFORMATION SHEET FOR POTENTIAL ROTARACTORS &
                             ROTARIANS




               THE ROTARACT CLUB OF ____________________
                               Sponsored by        -Rotary Club/s of ____________________
                           “WHO? WHEN? WHERE? WHAT? HOW?”
Who we are looking for?
Young professionals in their mid to late 20s:
  Living or working in the (Insert your area here)
  Committed and enthusiastic about making a difference in their local and international
  community
  Wanting to meet new people and increase networking opportunities
  Interested in developing leadership, business and life skills
When?
    Fortnightly club meetings
    (Insert day of the week and time)
    Monthly committee meeting
Where?
         -----------------------------------------------
         Professional yet relaxed environment
What do we focus on?
    Community – local/international projects
    Professional & Leadership Development for ourselves
    Club services – Build our Administration, social and finance leadership skills
Community
Local
Aim: Identify and address the needs of the central Auckland community
      Develop a working relationship with community groups and government agencies
      eg. Auckland City Council
      Advocacy role – voice of mature youth
      Create community profile
      People-power for fundraising events
      Working on joint projects with Rotary
Possible Projects:
      City Mission/Youthtown/Salvation Army
      Official collectors eg. Cancer Society, Blind Foundation, Women’s Refuge
      Environmental projects
      o eg. Tree planting, clean-ups
      “Mucking In”/”Rotaract Angels”
      Charity Auction


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International
Aim: Identify and address the needs of the international community, promoting
international peace, understanding and goodwill
       Form relationships with overseas Rotaract clubs
       o eg. Sydney City, Suva, Louisiana
       Promote international & cross-cultural awareness
       o eg. International dinners, Rotaract exchange team
       Provision of overseas aid
       o eg. Emergency boxes, Books in Homes, Rotahomes, medical supplies
Professional & Leadership Development
Aim: Develop professional, business and life skills of members
     Guest speakers – Vocational skills focus
     Site visits
     o eg. Art Gallery, Police, TVNZ, Cadbury, Ports of Auckland, Coast Guard
     Vocational workshops/Ongoing courses
     o eg. Financial & time management, career planning, public speaking, defensive
         driving, wine appreciation, first aid, property investment, self-defence, ceroc
         dancing, cooking
     Sharing skills of members – ”Expertise”
Club Services
Administration
Aim: Effective club administration – operating a non-profit organisation
/incorporated society.
       Communication
       o eg. Membership egroup, monthly club bulletin
       Officer training and succession planning
       Strong membership development – recruitment and retention
       Marketing intiatives
Finance
    Devise ways and means of raising funds for club and community purposes
    Create sponsorship opportunities (community projects, membership benefits)
    Responsible financial management of all club activities and projects
How do we make it happen?
Social
Aim: HAVE FUN!!!! Meet new people, network
       Weekend/Out of town getaways
       Social Outings
       o eg. Parties, BBQs, Themed evenings, go-karting, ten pin bowling, rock
           climbing, indoor sports, film evenings, wine trails, camping & tramping, race
           meetings, quiz nights, golf tournaments, polo
       Inter-club events & competitions
       Team building activities
       Rotary/Rotaract competitions
       o eg. Mini-golf, debates, sporting teams, lawn bowls
       Appoint a “Whats Up” person
Charter of Club with Rotary International
   Insert Date Here - Civic Ceremony
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                          RUNNING A SPECIAL INTEREST MEETING
Aim to hold the interest meeting no more than two weeks after your Rotary Club Board
gives its approval and sponsorship commitment to the new Rotaract Club.
Work in partnership with District Rotaractors and use the Rotary District Rotaract
Committee for support.

The purpose of the Special Interest Meeting is to gather all interested prospective
members together, to learn more about the idea of Rotaract, get them excited and
obtain ‘buy-in’ on their part by having them agree to come to further meeting to start the
club.
The meeting is:
– Held at a well-known central community location that is attractive to young people, may
       be the proposed club meeting venue.
– Relaxed and social, with a structured part where the District Rotaractors, The sponsor
       club’s Rotaract Committee Members, current Rotaractors from neighbouring clubs
       and even members of the core sell the concept of Rotaract.

Below are some ideas for making the Special Interest Meeting happen.
1.    Set venue and date for interest meeting.
2.    Hold a meeting to assign responsibilities for interest meeting.
      This is an opportunity for the Rotary Rotaract Committee and the District Rotaract
      Representatives, supportive local Rotaractors, and strongly motivated potential
      members, to get to know each other and plan together the logistics of the interest
      meeting.
      – Make it Informal and social; normally held at someone’s home.
      – Needs to take place one week prior to the interest meeting.
      – Plan agenda for interest meeting and assign responsibilities for:
               •     Setting up the meeting venue. Welcome table, name tags etc.
               •     Snacks and drinks.
               •     Welcoming prospective members.
               •     Reminders to prospective members about the meeting.
               •     Preparation of information handouts.
               •     Collecting contact details of those who attend.
               •     Presentation of Rotaract, vision, current activities NZ & world wide,
                     invitation to next meeting to begin building of club.

                 This can be a good opportunity for the sponsoring Rotary Club/s to present
         a formal visitors book which can be signed by all in attendance and can begin to
         build the history of the developing club. A more detailed record is also required to
         ensure that potential members are not lost to ongoing contact.

3.    Create a website
      The internet is now a major source of communication world wide. Any Rotaract club
      that strives to be successful needs to have a website of some sort, be it a one-page
      poster, or a full blown interactive service. Ask for links to your club’s website from

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       other useful/relevant/interesting websites, and use keywords that will direct surfing
       traffic to the website.

4.    Print & Display posters
      Posters catch the eye of many people. There are, however, certain things to
      remember such as current contact names and numbers on posters. There is little
      worse than losing a potential member because the contact has changed their phone
      number or the website has been changed.
      Consider placing posters in the following areas:
           • Leisure centres and gyms
           • Dentists/doctors/medical centres
           • Libraries
           • Community centres and village
           • Halls
           • Universities
           • Takeaways
           • Shops and supermarkets
           • Adult education centres
           • Places of worship
           • Rotaractors’, members of Inner Wheel and Rotarians’ workplaces

5.    Print flyers, leaflets
      These can work, when used in the correct environment, but the rate of return from
      delivering door to door is usually low and can result in a lot of wastage. It is always
      hit and miss as to whether or not the area selected for a leaflet or flier drop, is of the
      appropriate age range.
      Pay for insertion in local free paper
      Hand out at rush hour in commuter town rail/bus stations
      Leave in various waiting rooms (doctors/dentists etc)
      Use in letters when writing to individuals
      Place them on the tables at the Sponsoring Rotary Club’s or other Rotary Clubs
      meetings.

6.    Invite names given by Rotarians to interest meeting

7.    Write to names from other sources
                  - former Interactors,
                  - RYLA graduates
                  - Ambassadorial Scholars,
                  - RI Exchange Students
                  - Group Study Exchange Team Members.

8.    Place adverts in local newspapers, radio, etc
      A good source of free advertising for your new Rotaract club. Hopefully the local
      press and radio stations will willingly run a piece about the formation of a new club
      as it is good, interesting news.
      Get your club listed in as many free publications as possible, they are out there and
      people do read them.
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       You can also pay to advertise, but try for reduced rates by highlighting the various
       causes that the club stands for.

9.    Send press release to local newspapers, radio, etc
      Local press could also be invited along to the interest meeting to find out more. One
      of the members recently recruited to a new Rotaract club was the local newspaper
      reporter who came along to cover the club’s interest evening! It is a good idea to
      take a good digital photo of the meeting and submit it along with a short article to
      your local newspaper.

10. Get neighbouring Rotaract clubs involved
    If there are Rotaract clubs nearby, visit them to stress that a new Rotaract club is
    not a threat, it raises Rotaract’s profile and will likely bring more members into
    neighbouring clubs. Get them involved, invite them to the interest meeting.
    Ask them to plan joint activities for the new club members to attend after the interest
    meeting.

11. Set a time and place for the next meeting, to be announced at the special interest
    meeting


The core and potential members recruited from the interest evening should now be left to
get the club’s activities underway.

TEMPLATES THAT CAN BE USED FOR THE SPECIAL INTEREST MEETING
FOLLOW




Rotary International District 9920 Resource Manual for Establishing a Rotaract Club
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     Present    Present       Surname          First Name               Email address   Mobile   Profession   Age   Where they heard about
      Initial      2nd                                                                  number                        meeting/new club
     Interest   Interest
     Meeting    Meeting
     ([Date])   ([Date])
 1
 2
 3
 4
 5
 6
 7
 8
 9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
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27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
48
49
50




Rotary International District 9920 Resource Manual for Establishing a Rotaract Club
Version 1.0 – Published September 2005
Follow Up Email Post Special Interest Meeting
Subject: Rotaract - Next Meeting – (Insert day and date)

Hi!

Thank you for coming to the Rotaract Club of ______________ Interest Meeting last _____________!

We were blown away with the turnout. Our final numbers were 38 interested/potential members, 18 Rotarians
and 4 Rotaract representatives from other clubs. (Insert relevant numbers)

We hope you went away full of "The Vision" and have come up with your own fantastic ideas to make this club
and its projects and events a reality.

At the Interest Meeting we proposed a follow up meeting for (Insert date).
The details are:

                                                          DATE
                                                          TIME
                                                 VENUE NAME
                                                       ADDRESS

This venue is a relaxed social venue for a more informal discussion about where we go from here. Beverages and
a light meal menu are available (Insert venue website if available). The idea is to get through the agenda and then
mix and mingle.

If you are UNABLE to make this meeting, please let us know so we can note your apology.

                                                PROPOSED AGENDA

1. General discussion and feedback on "The Vision" - What is it about this new venture that makes you want
to get involved?

2. Discuss:

- possible meeting time and place

- the name of our club.

- joining and membership fees

- who may be interested in doing/being what

- our first big social event –

- next meeting


Please bring your handout from the Interest Meeting, pad and pen, any brillant project/social ideas and contacts
you may have.

Please also feel free to bring along friends, colleagues etc who may also be interested in joining (we will have
additional handouts).

We look forward to seeing you all on Thursday!

Kind regards




Rotary International District 9920 Resource Manual for Establishing a Rotaract Club
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                         GAINING COMMITMENT TO CHARTER

THE POTENTIAL ROTARACTORS NEED TO:

    1. Decide on a regular meeting venue for the club.
The venue for meetings needs to be appropriate for the purpose of meeting (i.e. easy
to get to, quiet, parking, etc.) and also be attractive to young people.
Remember that first impressions count, if the venue is not appealing it is less likely
that potential members will return.
   2. Hold a meeting after the Special Interest Meeting
This is best conducted in informal surroundings so that people can relax and chat with
each other and build their acquaintance with each other.
This meeting is best left to the potential members themselves and the experienced
Rotaractors who are supporting the formation of the club.
Rotary sponsors need to keep in touch and find out how the meeting went, after the
event.
   3. Space meetings no longer than 2 weeks apart to maintain a high level of
enthusiasm in your core membership pool. There is no requirement for the number of
meetings to be held prior to Charter.
   4. Be sure to keep a record of names and contact details of those who attend so
you can invite them to future meetings.
  5. Encourage each other to invite friends to enhance the friendliness of the
meeting and to expand your charter membership base.
    6. Identify potential club leaders
    7. Start talking about what is required to sign up
It is important to create an awareness about this, at this stage, rather than a
requirement. The pace of sign up is set by the motivation of the group as a whole and
individual members in particular. Some members are motivated to commit early on.


KEY TO ROTARIAN SUPPORT IN THESE EARLY DAYS ARE:
1. Continued funnelling of new potential members into the meetings
2. Attendance of 2 of the 5 Rotary Rotaract Committee Members at each meeting.
3. Representatives of the forming club present at Rotary Rotaract Committee
   meetings.
4. Being available and accessible for questions that may arise for the organising
   Rotaractors.
5. Support with finding a venue
6. Support with finding appropriate guest speakers.
7. Providing the Rotary Club members with weekly updates on how things are going.




Rotary International District 9920 Resource Manual for Establishing a Rotaract Club
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ADMINISTRATION TASKS

    1. Apply for RI Certification
    2. Elect Rotaract Board
    3. Have Charter Members adopt the “Standard Rotarct Club Constitution
    4. Submit a “Rotaract Club Organisation List” to Rotary International. (Must be
       signed by the President of the sponsoring Rotary Club/s and District Governor.
    5. Obtain Rotary International Manuals and resources including the ‘Worldwide
       Rotaract Directory’
    6. Register the new Rotaract club on the ‘Global Rotaract Information Center”
       website. (www.rotaract.org)
    7. Obtain Charter certificate on acceptance of the sponsor from Rotary
       International




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                                      PROPOSED AGENDA
                       For first Meeting Following Special Interest Meeting



1. Welcome those who attended special interest meeting


2. Welcome guests


3. General discussion and feedback on "The Vision" - What is it about this new venture that
   makes you want to get involved?

4. Discuss:

- possible meeting time, day and place


- the name of our club.


- joining and membership fees


- who may be interested in doing/being what


- our first big social event –



- next meeting


5. Close Meeting




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                                                                                                29




                       ROTARACT CLUB OF (Insert Club Name)

                        CHARTER MEMBER QUESTIONNAIRE



   NAME:


                                               1.     Club Name

Please indicate your preference – “Rotaract Club of …”

Auckland CBD?
Auckland City?
Other?


                                          2.        Meeting Times

Indicate your availability/non-availability – General meetings and committee meetings
(i.e. tick suitable times/cross where a meeting would interfere with prior commitments. Feel
free to rank preferred times)

   Day/Time Monday                   Tuesday            Wednesday           Thursday   Friday
   Breakfast
   (7.15 for
   7.30-8.30)
   Lunch
   (12-1
   or 1-2)
   Evening
   (5.30-7
   Or 7-
   8.30)




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                                                 3.       Venue

    What sort of venue would you like to meet at? Do you have any suggestions/contacts for a
    possible venue?
    Considerations: capacity, presentation friendly, hire costs, catering (alcohol/food)

                Possible venue                                 Person to investigate/contact




                                         4.           Meal at Meeting

    Please indicate whether you are prepared to pay for a meal at the general meetings and if
    so, what price range you would be comfortable with.

    (Whether we decide on a breakfast, lunch or dinner meeting may affect your choice, so
    please complete for each option.)

                      Nil                     $5-10               $10-15              $15-20
Breakfast
Meeting
Lunch
Meeting

Dinner
Meeting


                                         5.       Time Expectation

    What are your expectations of the time commitment (hours per month) for involvement in
    the Club excluding social events? Please feel free to add comments.

  Approximate                                          Comments/Explanation
 Hours Per Month




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                                         6.       Areas of Interest

    Please indicate what areas/subjects you are interested in for guest speakers, vocational
    workshops or courses.




                                         7.       Possible Contacts


    Do you have any contacts (people or organisations) for the above or other Club projects?
    Please indicate whether the person/organisation would be a valuable contact as a guest
    speaker/professional development related/community/social.


       Name of Person/Organisation                                   Nature of Contact




                                8.       Suggested Community Projects

    We would be interested in any community projects you can suggest. What community
    projects would you be interested in being involved in?




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                                     9.       Suggested Social Events

    Please indicate what social events you would like the Club to organise.




                                    10.      Other Potential Members

    Please indicate the names of any friends or other young people who may be interested in
    joining the Club. If possible, please indicate their occupation/job description and contact
    details.

     Name of Potential                     Occupation/Job                        Contact Details
        Member                              Description




                     THANKS FOR COMPLETING THE QUESTIONNAIRE!


                                                                                                     (Insert Names)
                                                                Rotaract Club of --------------------- Co-ordinators
                                                                                                        (Insert Date)




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                               ROTARACT CLUB OF (insert Name of Club)
                                   MEMBERSHIP APPLICATION

                Full Name
              Date of birth
             Home Address
             Email Address
      Phone Number:              Home
                             Business

                                Mobile
                                     Fax
               Occupation
                 Employer

            Preferred Committee
            (rank in order of preference)    Community Service
                                             International Service
                                             Professional Development
                                             Club Service (includes Social and Finance)


     1. Will you take part in a minimum of 60% of the club’s meeting/social and
     service activities?
     2. Are you willing to pay member dues? (Currently $80 pa)
     3. Are you a child or grandchild of a Rotarian? (The Rotary Foundation offers
     opportunities to Rotaractors who are not children or grandchildren of Rotarians
     for study and travel abroad.)
     4. I agree to let my personal contact details be published in a club directory for
     club purposes and the benefit of club members only.
     5. If elected as an executive officer/director I agree to let my personal contact
     details be published in a district Rotaract directory for District Rotaract
     purposes only.

    DECLARATION:
    I understand and accept the principles of Rotaract as expressed in its purpose and
    objectives, and agree to comply with and be bound by the “Standard Rotaract Club
    Constitution”, “Rotaract Statement of Policy”, and by-laws of the club.

    Signature:

    Date:                                                                                 Club Use:
    Rotaract club secretary retains this form for club records.                           Membership Approved:   /   /20
                                                                                          Member ID:



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               DISTRICT 9920 ESTABLISHING A ROTARACT CLUB MANUAL

     Does your Rotary Club want to                                        Approach the District Rotaract Committee
     sponsor a new Rotaract Club?                         NO               to arrange for a Rotaractor/Rotarian to
                                                                            speak at one of your Club meetings.
                 YES

          Use the District
        Manual resource to                                                                Present a proposal for the
        complete the steps                                                              establishment of a club to your
           listed below           SECTION ONE                                         Club President/Directors/Members
                                          YES

                            The Rotary Club Sponsor Responsibilities & Resources Required


                                                Checking Viability & Sustainability


                                                   Finding Potential Rotaractors
    SECTION
      TWO
                                               Running a Special Interest Meeting


                                                 Gaining Commitment to Charter



                                Supporting the Building of the Foundations of the Rotaract
                                     Club & the Rotary/Rotaract Club Relationship


                  SECTION
                   THREE                    Supporting a Successful Charter Event


                            Supporting the Sustainability of the Rotaract Club & Maintaining
                                an Integrated Ongoing Rotary/Rotaract Relationship



                       SECTION                                 Further
                        FOUR                                  Resources




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     SUPPORTING THE BUILDING OF THE FOUNDATIONS OF THE
        ROTARACT CLUB & THE ROTARY/ROTARACT CLUB
                       RELATIONSHIP
When looking at the structure, function and leadership roles in a club, there is a lot of
Rotary and Rotaract Jargon that established members take for granted. This is
therefore a good place to start with the new members.
It is useful to begin with the agenda that will become the established protocol for the
club.
In the early days, it is also important to organise a social activity or adventure, as
experience doing things together builds bonds between members.
Now is also the time to start getting members to sign up and building towards your 15
-22 active membership base for your Charter.
It is advisable to set a Charter date as soon as possible, as this gives everyone a
focus and purpose.

ROTARY ROTARACT COMMITTEE MEMBERS
Rotarians from the sponsoring Rotary club(s). This committee is the main point of
liaison between the Rotaract club and sponsoring Rotary club(s) and attend Rotaract
meetings. RI requirements are one meeting per month. Where two clubs have
sponsored the Rotaract Club then it is easy for each club to take one meeting a
month, which means there is one or more Rotarians present at every meeting; Where
two clubs have sponsored a Rotaract Club, the Rotaract Committee is made up of
Rotary Members from both clubs.

CLUB MEETINGS
Meetings vary from club to club, but most meetings take the following form:
In the first half the president asks for reports from each director to establish the club’s
future activities. This includes future social, community and professional development
events and any other business.
The second half may be a speaker, project planning or simply a drink at the bar.
Meetings may also take the form of on site visits to see an industry, service or
manufacturing site of professional interest.

CLUB DIRECTORS
These are members of the club who have volunteered to be responsible for co-
ordinating a
certain element of Rotaract (e.g. social, community, professional development).
They are voted in by the club in March/April each year for the year 1 July to 30 June.
The directors may meet prior to each club meeting or at other times to discuss the
club activity in detail. This is not a closed shop, and does enable the club meetings to
remain as brief as possible. (See later descriptions of each position on board of
directors.)

CLUB DIRECTOR POSITIONS – What are they and what do they do?
PRESIDENT
Runs the club for a period of a year from 1 July to 30 June and ensures that the club
directors are working to achieve their aims for the benefit of the club and its members.
They coordinate the club’s activities. The President stimulates teamwork, good

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communication, enthusiasm and motivation, to encourage members to participate and
further their own personal development, help the local community, and have FUN!
VICE PRESIDENT
Plays a supportive role to the President. This position is generally regarded as a
valuable opportunity for someone to ‘learn the ropes’, prior to becoming President the
following year.
TREASURER
Keeps a close check on the club accounts and ensures accounting practices are
adhered to. Account balances are provided on a regular basis. They will also look
after the income and expenditure that relate to any event, and will probably be
responsible for getting floats. Each year the club accounts must be audited by a
chartered accountant. (Tip – ask within your Rotaract and sponsoring Rotary club(s) if
they have a chartered accountant amongst their members.)
SECRETARY
Plays a fundamental role in recording the club’s activity and all decisions made in
order to create minutes of each meeting. A copy of the minutes must go to the
sponsoring Rotary club(s).
COMMUNITY SERVICES DIRECTOR
This club member organises the club’s involvement with the community and is often
responsible for the club’s fund raising activities. This may involve organising the club
to do some gardening, running a garage sale, organising an Christmas dinner or
motivating the club to do a sponsored walk. Basically they co-ordinate the wishes of
club members when they relate to helping the local community.
SPORTS & SOCIAL DIRECTOR
Co-ordinator of the club’s entertainment diary, whether this is within the club or across
the district. The list of social events is endless and varied: from gala dinners and
discos to quiz nights and barn dances, not to mention mountaineering and tramping to
cinema trips and theatre visits. Not forgetting pub nights and day trips, scuba diving
and go karting.
PROFESSIONAL DEVELOPMENT/VOCATIONAL DIRECTOR
Principally the role focuses on Rotaractors individual development and provides
plenty of scope for interesting and thought provoking events to be arranged. They are
also responsible for finding speakers for club meetings on subjects of interest to club
members.
INTERNATIONAL DIRECTOR
As an international organisation it is essential that someone provides the club with a
broader look at our environment and the world in which we live. Whilst we strive to
establish links abroad, this role provides the opportunity to co-ordinate the club’s
involvement with international projects.
MEMBERSHIP & PUBLICITY DIRECTOR
Responsibilities involve the way in which the club communicates with individual
members, and how effective the club is at attracting new members to join. This has
become one of the most important roles in a Rotaract club. The role may include
responsibility for producing various promotional literature, maintaining the club
website or making a display board. They may also be responsible for getting the club
local media publicity.


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SERGEANT AT ARMS
Some clubs have a sergeant at arms: a designated member of the club who fines
people for their loose change. The fines can be anything from a slip of the tongue to
dish the dirt.

SUB-COMMITTEES
Some clubs have sub-committees, made up of the remaining members of the club to
give support to directors. This provides everyone with the opportunity to be involved.

SUBSCRIPTIONS
These are paid by each member of the club on an annual basis to cover the
administration of operating the club. Subscriptions tend to be $10 to $80/annum.

DISTRICT
This is a designated area that includes several clubs. Rotaract in New Zealand & athe
Pacific is made up of 6 Districts which parallel the 6 Rotary Districts of 9910, 9920,
30, 40, 70, and 80.
DISTRICT EXECUTIVE
This is made up of Rotaractors who fulfil the same role as the club directors but at a
district level. It is chaired by the Rotaract District Chair.
DISTRICT MEETINGS
Most districts hold a quarterly meeting. This is similar to a club meeting but for all
members of the district, and a chance for everyone to meet.
CONFERENCES (DISTRICT OR NATIONAL)
An opportunity to pull everything about Rotaract together. Usually takes the form of a
long weekend. A fantastic opportunity to find out all about Rotaract in one weekend,
with a selection of speakers, business sessions, professional development activities,
entertainment, discos and gala dinner. A weekend not to be missed.

ROTARY FAMILY
This is a term used to unite all the organisations involved within Rotary International.
They include Rotaract, Rotary, Interact (14–18 years), and Inner Wheel (female
relatives of Rotarians and female ex-Rotaractors).

CLUB REGALIA
A piece of jewellery that is worn by the President/Vice President and usually includes
the Rotaract logo. The President’s regalia will include name bars of all the past club
presidents,and thus regalia are the history of each club.

CLUB CHARTER
This is awarded to each new club and is confirmation that the club is part of the
Rotary International organisation.

‘SPONSORING’ ROTARY CLUB(S)
This is the Rotary club or clubs that have helped and supported the charter of the
Rotaract club and are responsible for overseeing the Rotaract club’s activities.




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INFORMATION SOURCES AND RECORDS
TEMPLATES FOR POTENTIAL MEMBERS
It is useful to have a permanent format you can update and send to potential
members and to your Sponsor Rotary Club/s providing information about the next
meeting or event. Continue to use the WHY, WHAT, WHERE, WHEN, document
from the previous section as an initial information tool that can be supplied to potential
new members.

ROTARACT WEBSITE AS A PR TOOL
The reason for a club website is Membership, membership, membership!
Register a web domain
Register a web domain for your club. This is a small price to pay for a great PR tool
 This can also give you personalised e-mail addresses which you can display on your
 website and on your leaflets and posters.
Essential content for your website!
A brief paragraph or two saying what Rotaract is
 An obvious title at the top of the page giving the name of the club
  Club meeting details
   A method of contacting the club, either e-mail, or via a feedback form
Provide Links to the following:
 o The district website, if there is one
 o All other Rotaract club sites in the same district
 o The Rotary District website at http://www.rotary.org.nz
 o Links to local town information websites, as this makes it more likely they’ll link back
Make sure your club website is linked from as many local sites as possible, e.g.
 council sites, other town sites. Type your town name into Google and get listed on the
 sites which are in the top 10
Other recommended website content
Photos of club events, preferably with write-ups
 Information on the type of events Rotaract does. This can be as a static list, rather
  than a calendar which can date quickly
    A pleasing appearance: make a good impression on the casual surfer
     Use fonts other than Times New Roman
Do not!
Don’t have content on your website which can date (e.g. diary) unless you update it
Regularly
Don’t steal content, graphics or photos from other sites without asking
 Don’t post photos of your members on the web without their permission
 Avoid mug shots of your members – do you want to put people off?
 Don’t list your members’ names – it invades privacy and if your club is small it looks
 Rubbish
 Don’t publish personal information or e-mail addresses of your members
  Don’t say things like “Rotaract is losing members”. Only say good things!




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GUIDELINES FOR ROTARACT MAILING LISTS
Why have a mailing list?
To improve communication between your members
 To improve and aid the publicity of forthcoming events
 So that only those people who want to be included are included, i.e. if someone
 leaves Rotaract, they can leave the list and not get unwanted e-mail messages
 Good for when a new member joins (if a list of addresses is relied upon, these people
  will typically be left out)
 What mailing lists should be used for
 Publicising forthcoming events and meetings
 News announcements from the exec/council
  Requesting information from members
   Keep your list membership restricted to your district (for a district mailing list) or your
club (for a club mailing list)
Place instructions to join on your website. Set the list properties so that you approve
 all applications




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   UPDATE TEMPLATE USEFUL FOR ROTARIANS WHEN INVITING
                  POTENTIAL MEMBERS




            THE ROTARACT CLUB OF _________________
                          Sponsor/s         -Rotary Club of _____________________

Next Meeting?
When:
Where: l
Cost:

Theme of the night: The international aspect of Rotary and Rotaract.
Our guest speaker will be _____________ who is a Past District Governor (Big Wig of
Rotary) and the current Chair of the World Community Service Committee. He will be
showing us a great powerpoint to illustrate the many projects Rotary undertakes but
primarily those Rotary projects closer to home in the Pacific Islands. He will also of
course be getting us to think about some possible projects we may like to be involved
in or plan and implement ourselves.

We also hope to have in attendance up to 4 international Rotaractors from
Zimbabwe, Fiji, Japan and Germany who will tell us a bit about their Rotaract clubs.

 Meetings will be held on ___________________________ of each month from now
on.
While this can be a bit confusing at first, we intend putting together a calendar to give
to
members and the sponsor committees the dates of each meeting.




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                                 TYPICAL MEETING AGENDA




                   Rotaract Club of __________________________


                                                Agenda
Date:
Committee:
Venue:

1       Members and Guests Present

2       Apologies

3       Minutes of the last meeting (Proposed/Seconded)

4       Matters arising

5       Secretary’s Report

6       Treasurer’s/ Finance/Sponsorship Report

7       Club Services Report

8       Community Services Report

9       International Services Report

10      Professional Development Report

11      Social Services Report

12      Marketing Report

13      President and Vice President Report

14      Sponsoring Rotary Club Report

15      District Report

16      Other Business

17      Date and Time of the Next Meeting



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                SUPPORTING A SUCCESSFUL CHARTER EVENT
A new Rotaract Club can be chartered once there are enough potential members (15
is the recommended minimum, although 22 members ensures sustainability in the
months following charter).

The charter night can be a formal function and is normally but not necessarily held at
the
regular meeting venue. It is sometimes a great opportunity to go for a venue that is a
little bit out of the ordinary as this makes for an interesting night. One Rotaract Club
Used a city church that was available for public functions, as their venue.
This is a grand occasion with a "Start as we mean to go on" atmosphere with the
costs of the evening being subsidised by the sponsoring Rotary club/s. A good MC
can make the meeting go like clock work and set the tone wanted by the Chartering
Club. There may well be a local personality who will do this for you or a Rotarian
from the sponsoring Rotary Club’s may well have experience.
All of the Charter Rotaractors are present and Invited Guests can include:
•       President/s of the sponsoring Rotary Clubs and their partners
•       Rotarians of the sponsor club (and partners)
•       The Rotary District Governor,
•       District Rotaract Chair and Committee
•       District Rotaract Representative,
•       Rotaract members from neighbouring clubs
•       Family and friends
•       Local Civic Dignitaries.
•       Members of the media.

SUGGESTED EVENING FORMAT
      1. Meet and greet
      2. Informal chatting
      3. Call to attention
      4. MC Welcomes everyone
      5. Introduces format of the evening
      6. 2 minute acknowledgement by Civic Dignitary
      7. 5 minute or less speech from District Rotaract Representative
      8. 5 minute or less speech from The Rotary District Governor
      9. Formal induction of the Rotaract members and presentation of their
          Rotaract pins; and "official" handover of the Charter by the Rotary
          District Governor and the Rotaract District Representative, together.
      10. President/s from the sponsoring Rotary Clubs present gifts to the
          Charter President and Charter Vice Presidents
      11. The Charter President of the new Rotaract Club speaks 5 – 7 minutes
      12. Official Group photographs.




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   FLYER SENT TO OTHER ROTARY CLUBS BY THE SPONSORING
                      ROTARY CLUB/S




   The Rotary Club of _______________ Inc. is delighted to
                           invite

             REPRESENTATIVES OF YOUR CLUB

          to attend the charter ceremony of their sponsored
   Rotaract Club of ______________
                          to be held at ______________
                       (Any specific location details here…………………)


                                        Day, Date, Time
 A complimentary glass of champagne and hors d'oeuvres will be provided on arrival
                          A cash bar will also be available


                              Semi-formal attire requested
                                   Tickets cost $__ each
                                  RSVP by ___________

   To register please contact _____________, Charter President, Rotaract Club of
                       ______________ (insert email address)
                     Cheques may be made out to the Rotaract Club of ___________

   Name tags will be delivered to your club prior to the ceremony and will serve as your ticket for the
                                                evening.




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              SAMPLE OF MC NOTES FROM A CHARTER EVENT
            CHARTER OF THE ROTARACT CLUB OF ___________________

CALL TO ORDER
        • Formal part of the evening to begin in 5 minutes
        • Time to bring your conversation to an end
        • Deposit your glass or bring it with you
        • Visit the rest rooms
        • Find yourself a seat

WELCOME
Welcome everyone to this historic occasion  -      the Charter of the Rotaract
Club of _____________. Tonite is an evening of acknowledgement, recognition and
celebration.
A Special welcome to our distinguished guests:
          1. District Governor ___________and _(partners’ name)_
          2. Mayor, ________________
          3. District Governor Elect __________ and ___(partners’ name)_
          4. Past District Governor ___________ and _(partners’ name)_
          5. Rotary President/s: _________ and __________
          6. District Rotaract Committee Chair, ________ and _(partners’ name)_
          7. District Rotaract Representative, _____________
          8. Visiting Rotarians from the _________ Club (sister Club to the Rotary
              Club of __________)
          9. Other Rotarians
          10. Rotaractors
          11. Family and Friends

Tonight …………………
      1. The Mayor will open the evening,
      2. We will hear from District Rotaract Representative, _________ and District
         Governor __________
      3. District Governor ________with assistance from District Rotaract
         Representative, ___________ will conduct the induction of the Charter
         Members,
      4. Presidents ________ and _________, from the sponsoring Rotary Clubs of
         __________ and __________ will make a presentation and then
      5. _________ the Charter President of the new Rotaract Club will speak to us
         and close the evening.
There is one special group of people I have not yet asked to stand. They are the
young people in whom we are all vitally interested…………..they are the young
people who are putting this new club and themselves on the map.
They are the group of young people whose interest, passion and commitment to fun
have brought us all here tonite. Please let us see you all   -      Ladies, and
gentlemen, The Charter Members of the Rotaract Club of ______________.




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I have a friend who said to me the other day: “What is this pre-occupation you seem
to have with working with young people? Everytime I turn around you are involved with
them one way or another. Are you sure you’re not trying to regain your youth?
And ladies and gentlemen, when I look at this young group of vibrant people my
answer is YES, OF COURSE.
I am __________ and as a Rotarian, I have been working for the past __ months
with a dedicated bunch of colleagues from my own Rotary Club of __________and
with
colleagues from the Rotary Club of ___________, in support of the young people you
will see inducted tonight.
So that you know what being a dedicated bunch looks like would the Rotary Rotaract
Committee from the two sponsoring clubs please stand. I thank you for your
collegiality and spirit of service.
I think the hardest job we actually had was to figure out how to spell
Rotaract…………. does it have an o or is it an a? And yes, we did have to tell
prospective new Rotaractors that we approached, that there was no secret
handshake involved.
Ladies and gentlemen, (Name town, city or locality) is indeed in good hands.
Already this Charter Club has made it’s presence felt with volunteering activities,
fund raising activities, outstripping existing Rotaract Clubs, I understand…………..site
visits, meetings
 BBQ’s, Tramping expeditions and of course visits to the pubs and bars.
These young people are committed to their own personal leadership development,
community service, networking and fun. They are prepared to let the community into
their lives, acknowledging that they can influence a wider world than their
immediate worlds of career, friends and family. As a group of supporting Rotarians
we say “Bravo”…………….. we are with you and we want to learn and be inspired
by you………we want you to succeed. We will always be here for you and look
forward to the novel ways our relationship may develop over time.

(Name your city, town or region) will benefit from having this new Rotaract Club in it’s
midst and in recognition of that I now invite ___________, Mayor, who is also a
fellow Rotarian to say a few words on behalf of (Name your city, town or region).

Ladies and gentlemen, _____________

MC introduces ______________ DISTRICT ROTARACT REPRESENTATIVE.
We have many young leaders in our midst tonite and one who is taller than
most……………in more ways than one ……………..is _____________.
__________ represents Rotaract at a District Level and has paid his/her dues by
holding a
number of Rotaract offices on the way. ___________ represents the existing
Rotaractors in our District and has contributed his support and energy to this new
Rotaract Club.

Ladies and gentlemen, District Rotaract Representative __________________

DISTRICT ROTARACT REPRESENTATIVE INTRODUCES ROTARY DISTRICT
GOVERNOR

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BOTH OF THE ABOVE CONDUCT THE INDUCTION CEREMONY

MC INVITES PRESIDENT/S OF SPONSORING ROTARY CLUB’S ____(insert
name)___________ TO PRESENT THE CHARTER GIFTS:

Today is the official birthday of the Rotaract Club of ___________. AND with
birthdays come presents.
The two Sponsor clubs: Rotary Club of ___________ and the Rotary Club of
__________ would like to commemorate this Charter by presenting the Rotaract Club
of _______________ with two special gifts.
President __________- of the Rotary Club of _________ will present Charter
President _______________ with the President’s Chain which will be worn by all
subsequent presidents from here on in.
AND
President _____________ of the Rotary Club of ____________ will present Vice
President ____________ with an engraved Club Bell.
Ladies and gentlemen, _____________, ___________, _________, ___________

MC INTRODUCES CHARTER PRESIDENT ________________

Charter President addresses the gathering and brings the formal segment to a close.




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               DISTRICT 9920 ESTABLISHING A ROTARACT CLUB MANUAL

     Does your Rotary Club want to                                        Approach the District Rotaract Committee
     sponsor a new Rotaract Club?                         NO               to arrange for a Rotaractor/Rotarian to
                                                                            speak at one of your Club meetings.
                 YES

          Use the District
        Manual resource to                                                                Present a proposal for the
        complete the steps                                                              establishment of a club to your
           listed below           SECTION ONE                                         Club President/Directors/Members
                                          YES

                            The Rotary Club Sponsor Responsibilities & Resources Required


                                                Checking Viability & Sustainability


                                                   Finding Potential Rotaractors
    SECTION
      TWO
                                               Running a Special Interest Meeting


                                                 Gaining Commitment to Charter



                                 Supporting the Building the Foundations of the Rotaract
                                     Club & the Rotary/Rotaract Club Relationship


                  SECTION
                   THREE                    Supporting a Successful Charter Event


                            Supporting the Sustainability of the Rotaract Club & Maintaining
                                an Integrated Ongoing Rotary/Rotaract Relationship



                       SECTION                                 Further
                        FOUR                                  Resources




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  SUPPORTING THE SUSTAINABILITY OF THE ROTARACT CLUB &
   MAINTAINING AN INTEGRATED ONGOING ROTARY/ROTARACT
                       RELATIONSHIP

TIPS FOR IMPROVING AND MAINTAINING ROTARY/ROTARACT
RELATIONSHIPS

This interdependent relationship is characterised by being Partners in Service within
the Rotary family and includes some of the following activities:

    1. Plan and maintain a budget to meet sponsor obligations: (excerpts from the
       Rotaract Statement of Policy)
          a. Pay for, (or where circumstances dictate, by a mutually agreed-upon
             financial arrangement involving the sponsoring Rotary Clubs, Rotary
             District, and the Rotaract participants), one to tow day leadership
             training seminar for all incoming Rotaract club officers.
          b. Pay for the attendance of Rotaract club officers, directors, and
             committee chairpersons at district level leadership training meetings,
             (Jor, where circumstances dictate, these meetings shall be paid through
             mutually agreed upon financial arrangements involving the sponsoring
             Rotary clubs, the Rotary District and the Rotaract participants.
          c. Rotaract clubs should not make general solicitations for financial
             assistance from Rotary clubs or from other Rotaract clubs.

    2. Attend each others club meetings and fellowship occasions to increase
       awareness of each other, build relationships, share insights on Rotary, and
       discover how the partnership can be active in service and fellowship. RI
       recommends that one or two members be designated to attend Rotaract
       meetings at least once a month and that Rotaractors be invited to Rotary
       meetings at least quarterly:
          a. Log your attendance at a Rotaract/Rotary meeting as a ‘make-up’
          b. Roster attendance by the Rotary Club Committees to match the Rotary
             month theme.
          c. Ask Rotary members who attend to be prepared to give a 2 minute
             overview of the purpose of the Rotary committee they belong to and the
             current activities.
          d. Set a Rotary Club Roster for attendance at Rotaract meetings, so that
             all Rotarians in the club have the opportunity to visit Rotaract. It is
             essential to establish close links between Rotaract and Rotary clubs.

    3. Keep each other aware of club activities and invite the other to participate
       where possible.
         a. Provide advice and support where needed
         b. Provide physical help for projects
         c. Carry out joint projects
         d. Fellowship committees from Rotaract & Rotary to invite club members to
             fellowship events.
         e. Rotary Interclub committee to build the Rotaract Club into their
             programme
         f. Publish each others annual calendars

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    3. Submit news items to each other’s bulletins
         a. Maintain a regular weekly slot to advertise coming meeting details and
             updates
         b. Provide articles about successful ventures
         c. Request assistance for planned projects
         d. Thank you s for assistance, resources, tips provided

    4. Active communication between Rotary and Rotaract counterparts.
          a. Link up Rotary President/Directors with Rotaract President/Directors
          b. Establish a working relationship with equivalent officers.
          c. Set up relevant working relationship between Rotaractors and Rotary
              members who may have the expertise they are looking for to work with
              current needs.
          d. It is key to the integration phase that the Rotary Rotaract Committe from
              the sponsor club/s, stipulated in the Rotaract Constitution, support and
              foster club wide relationships within the Rotary Club, rather than them
              themselves being the relationship.

    5. Rotarians volunteer to be guest speakers.
          a. Rotarians can be useful sources of knowledge and wisdom which is an
              important part of the Rotaract Professional Development Programme
          b. Rotaractors make good guest speakers for their own and for their
              sponsoring Rotary Club/s.

    6. Invite to and promote each other’s formal events.
           a. Club change overs
           b. Club birthdays
           c. District Conferences
           d. LETS/PETS
           e. District Changeover
           f. Special speakers
           g. DG visits to club meetings

    7. Share information with each other.
         a. Provide links to each others websites
         b. Circulate the bulletin to each other
         c. Share meeting agenda sample to stimulate interest in being at meetings
         d. Consider providing access to member names, classification and contact
             details.
         e. The Rotaract Secretary provides minutes of the meetings of the
             Rotaract Club and Directors to the chair of the Rotary club Rotaract
             Committee within two weeks after each meeting is held.

    8. Rotarians can assist with training and planning
          a. Club planning days or retreats
          b. Rotaract LETS/PETS




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    9. Propose new members to each other.
          a. RI encourages Rotary to review Rotary club membership potential within
             their Rotaract club on a periodic basis.
          b. Friends, acquaintances, colleagues, employers of Rotaractors who are
             nearly or over 30 years old.
          c. Employees, colleagues, friends and family, neighbours, Youth
             Exchange, Group Study Exchange members, Rotary scholarship
             recipients of Rotaract age.
          d. Get membership committee to organize one of the Rotary/Rotaract
             meetings as a “Bring a potential member” event where a Rotaractor
             attends a Rotary meeting with a prospective member to hear a speaker
             of good repute and Rotarians reciprocate by bringing a potential
             member to a similar Rotaract meeting.
          e. Rotary Rotaract Committee members can approach Rotary members
             one on one to either congratulate on referring potential members,
             having a referral become a member or to encourage and support them
             in putting a potential Rotaract member forward.

    10. Sponsor Rotaract Activities.
          a. Assist with travel costs for Rotaractors to attend their National
             Conference.
          b. Assist with travel costs for Rotaractors who are sponsored by a sister
             Pacific Island club
          c. Attend Rotaract fundraising events with a good heart and a prepared
             wallet.
          d. Sponsor items for Rotaract fundraisers.
          e. Provide discounted business services that may support a Rotaract
             fundraiser, project or venture.

    11. New Members.
          a. Asking potential new members to complete an application form is a
             good idea. This helps the club to collect data on how the person heard
             about Rotaract, and can also be used to help track down former
             members for the club’s future big anniversaries.
          b. Each time a new member joins, update the members list with relevant
             contact details and information.
          c. It is a good idea to supply the details of Rotaractors who are about to
             come of age, to the sponsoring Rotary Club’s Membership Committee
             so they can invite them to attend Rotary Meetings as a prospective
             member before their Rotaract membership expires.

 12. Media Opportunities
       a. It is important to continue to gain as much media coverage as possible.
           The local media can be your biggest ally and journalists are always keen
           to publish projects in action. Particularly where recipients of service are
           involved.
       b. Make most of the opportunity for joint Rotary/Rotaract publicity by being
           involved in each other’s projects or note worthy occasions.



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            c. It is advisable to research the following points before inundating the
               local papers with press releases:
                              1. The name of the person you need to contact at your local
                                 paper (e.g. features editor, community events editor, etc).
                              2. The type of articles (content, length and layout) that would
                                 interest the particular newspaper.
                              3. The deadlines (dates) by which articles must be received
                                 to ensure consideration/publication.
                              4. If possible, make personal contact with the papers by
                                 visiting their offices and introducing yourself and your club.
                              5. Invite the editor or a representative of the paper to speak
                                 at your club.
                              6. Send an events list press release regularly to your contact
                                 at the papers. On a slow news day, they might call you
                                 and ask for more information.
                              7. Always follow up the press release with a courtesy
                                 telephone call to the paper.
                              8. Take your own photographs of the event – especially if a
                                 newspaper photographer doesn’t show up.
            d. Before contacting a journalist, get clear about the answers to these
               questions:
                      i. Is this news?
                     ii. Is this a story?
                   iii. Why would a journalist be interested?
                   iv. Is this a news story in the sense that it says something new,
                          different or controversial?
                     v. Is it an informational piece and of interest as background?
                   vi. Is it a feature?
                  vii. Is there a famous or infamous person or group involved?
                 viii. Is it about children, animals or the elderly?
                   ix. Is it about a general mainstream issue or is it about a minority
                          issue which will have popular appeal?
          e. Another option is to compose a press release or write an article yourself
              and submit it with a photo from the occasion. When writing for the press,
              bear the following points in mind
                      i. Keep to less than two pages.
                     ii. Keep paragraphs together on the same sheet.
                    iii. Use punchy titles which describe what’s in the press release.
                   iv. Always date the press release.
                     v. Use quotes to give opinions and impressions and always attribute
                          them to a specific person.
                   vi. Only use adjectives such as ‘marvellous’, ‘exciting’ and ‘fantastic’
                          within a quote.
                   vii. Do not overuse the word ‘exclusive’ and remember that things
                          are rarely unique.
                  viii. A press release should be:
                              1. Typed.
                              2. On Rotaract headed paper.
                              3. On a single side (unless absolutely necessary).



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                              4. In a ‘sensible’ font, such as Arial, Times New Roman or
                                 Courier.
                              5. Set with wide margins and large white space between
                                 paragraphs.
                              6. Should you need to use a second page ensure you put:
                                     a. “…more” at the bottom of the first page.
                                     b. “– Ends –“ at the end of the release.
                                     c. Page numbers on each sheet.
                      ix. A press release should:
                              1. Give details of the 5 Ws: Who, What, Where, When,
                                 Why.
                              2. Be clearly written using short sentences and paragraphs.
                              3. Use easy language.
                              4. Be concise, specific and factual.
                              5. Be checked for grammar and spelling mistakes especially
                                 any names.
                      x. Whilst the main body of the press release will tell the story, the
                          provision of additional information can be very helpful to the
                          receiving journalist. Such additional information could include:
                              1. Details about each subject (position, age).
                              2. Background information on each subject (telephone
                                 number, occupation)
                              3. Outline address (i.e. regional area where events took
                                 place).
                              4. Rotaract club name.
                                 Caution:
                                 Check with your subjects to see if they mind their details
                                 being divulged, especially their telephone number.
                                 Remind your subjects that there may be a possibility for
                                 the press to want an interview.
                      xi. If you are supplying photos in electronic format, check with the
                          newspaper for the requirements e.g. format of files, resolution
                          (usually at least 300 dpi).
                              1. Avoid photos of cheque presentations; try action shots or
                                 shots that show the money being raised rather than simply
                                 handed over.




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                       ESTABLISHED CLUB AGENDA SAMPLE




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             SAMPLE ESTABLISHED CLUB ANNUAL CLUB PLAN




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                                       FURTHER RESOURCES

Several publications are available to assist your efforts to support Rotaract:

The Guide For District Rotaract Leaders (208) is a comprehensive guide to your role
and responsibilities. This is a web only publication available for download from the RI
Web site at: http://www.rotary.org/newsroom/downloadcenter/pdfs/208en.pdf (29
pages)

Also available are the Rotaract Handbook (562)
http://www.rotary.org/newsroom/downloadcenter/pdfs/562en.pdf (45 pages)

and Rotaract Brochure (663)
http://www.rotary.org/newsroom/downloadcenter/pdfs/663en.pdf (2 pages)

The brochure can be used to promote Rotaract to potential sponsoring Rotary clubs
or Rotaract members and the handbook serves as a guide to the program. These are
also available for download or order by contacting the RI Order Services Department
(tel. 1-847-866-4600), your RI Office, or via the Online Publications Catalog at
http://www.rotary.org.

Other Rotaract materials are available for download via
http://www.rotary.org/newsroom/downloadcenter/programs/rotaract.html

Please visit www.rotaract.org for the latest Rotaract news. You'll find information
about upcoming Rotaract Events, People Power (profiles of Rotaractors and
Rotarians involved with Rotaract), and news stories about Rotaract projects around
the world. This Web site also serves as your gateway to the RI Web site, where you
can find additional information on Rotary.




Rotary International District 9920 Resource Manual for Establishing a Rotaract Club
Version 1.0 – Published September 2005

				
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