14th May 2011


                                                Document:         Page Number:
        1.                                 Role Summaries               1
        2.                                 Year Plan                    3
        3.                                 Hints for Increasing         4
        4.                                 Calvert                     5
        5.                                 RYLA                        6
        6.                                 Rotaract Oversees           8
        7.                                 Fundraiser Officer‟s        10
                                           Training Pack

Community/Fundraising Officers Training Pack                                     0
                                               Role Summaries


The president takes overall responsibility for the club. They make good use of the skills of
the members of the club, and promote development of skills as well as ensuring that all
members know what going on in the club and what is expected of them. They also
develop a plan for the year, and preside over all meetings of the club and its board of
directors. The President must (with the help of the Vice President) oversee all of the club
Officers and ensure that they are making the best of all opportunities. Regular contact
must be kept with the sponsoring Rotary Clubs, the District Rotaract representative and
Rotary International.

Vice President

The vice president assists the president by chairing any meetings that the president
cannot attend, and takes on any tasks delegated by the president. They work very closely
with the president and use the time in office to 'learn the ropes' so that they can become
president for the following term. This helps with the continuity of the club.


The secretary of the club must be a highly organised individual as they are required to
prepare agendas and minutes for each meeting, and ensure that they are distributed to all
members and the sponsoring Rotary clubs.

They handle all communication on behalf of the club with the public, members and other

They also maintain the club records including attendance records and member details.
The Secretary must report on absence records at every meeting.


The treasurer is responsible for the funds of the club and ensuring that it is financially
stable. They collect all dues and funds raised by the club, and pay any bills and
reimbursements for club expenses. They must ensure that the books are kept in good
order, report on the financial status of the club at each meeting, and have the books
audited at the end of the fiscal year. As part of their responsibilities, they would be
required to develop a budget for the year with the rest of the board to include a budget for
subsidising member‟s attendances at Rotaract events.


Deals with joining members. Notifies the Treasurer of subs due and provides new member
pack including pin badge, membership card and official clothing. Deals with any
attendance issues. Provides a pathway for leaving members. Retains members and keeps
a birthday list and organises card/gift. Devises and runs a membership campaign for the
year. Looks after potential members during the trial period and discusses the prospect of
them joining when trial is up.

Community/Fundraising Officers Training Pack                                               1

Overseas the distributions of all club publicity. Keeps the website up to date. Produces and
distributes the fortnightly newsletter, which is also to be posted onto the website. Oversees
club image. Arranges press attendance at events etc.


Each fundraising event will have a committee to organise it, but the fundraising officer will
be responsible for overseeing these committees and ensure they are on target. Deals with
all requests for funding of events and projects and keeps records of the same (letters to be
sent in a format to be agreed by the Publicity). Selects charities to benefit. Deals with
raising of club funds. To oversee for community and one for international projects.

Community/Fundraising Officers Training Pack                                                2
                               Rotaract and Rotary District Year Plan

    Month               Date               District          Rotary               Venue
July          2                     Bingo and handover                     Bedford
July - August 30th –                RYLA                                   Graham Water
August        28th –                District Camping                       TBC
September/Oct 23rd –                                     District          Southport
              2nd                                        Conference
October       22nd                  Ball                                   Huntingdon
April         TBC                                        Calvert           Keswick, Lake District
May           TBC                                        Assembly
              TBC                   Assembly

   N.B: Club events scheduled for the year should be circulated to each club in order that
   they may attend and show support.

   Community/Fundraising Officers Training Pack                                              3
                                Hints for Increasing Membership
Here are some top tips to get you on your way:

    1. Extend invites to events and meetings to family members of Rotarians;

    2. Contact those students who attended RYLA and invite them to your club;

    3. Publicise Rotaract at work;

    4. Use Rotary to pass out Rotaract information at their events e.g. youth events were
       teachers may be interested in joining Rotaract, as well as contestants;

    5. Update your website with news and events to attract new members;

    6. Hold open evenings at least once a month;

    7. Keep in touch with people you meet at your events and interest meetings and make
       sure they are on a mailing list for future events;

    8. Make contact with local organisations such as Scouts, Guides and Young Farmers;

    9. Hold community events to publicise yourselves to new members;

    10. Visit local Interact clubs to talk about Rotaract;

    11. Advertise your events in the local media – use Rotary connections to help with this;

    12. Update local Rotary clubs on Rotaract. You‟ll be surprised how many Rotarians do
        not know what Rotaract is!

Community/Fundraising Officers Training Pack                                                   4

Calvert Trust was founded in 1978; it was the inspiration of John Fryer-Spedding, whose
vision was to enable people with disabilities to benefit from outdoor activities in the
countryside. It is a charity which provides outdoor activity courses and holidays for people
with disabilities.

Raisley Calvert had grown up with William Wordsworth, the famous poet and writer, and
this childhood friendship continued into adulthood.

It was Raisley Calvert‟s desire that his friend was able to continue his writing and
encouraged him all he could. However, by the age of 21 Raisley had developed
tuberculosis and was dying. As he faced death, he wanted Wordsworth to fulfil his writing
potential and a legacy was arranged to allow Wordsworth to continue with his poetry full
time. The Old Windebrow cottage was also given rent-free to Wordsworth and his sister,
just as many years later John Fryer-Spedding gave the same cottage to the Trust to allow
others to fulfil their potential.

As we all know, Wordsworth went on to fulfil his own potential and leave his own literary
legacy - he even wrote a poem dedicated to his friend Raisley Calvert.

There are now three centres. Keswick in the Lake District, Kielder Water in
Northumberland and Exmoor. We always use The Lake District Calvert Trust which is
situated by Lake Bassenthwaite just 4 miles outside Keswick and usually go the last week
in April. The Centre only takes disabled people and the participants we take have a range
of disabilities.

Rotary and Rotaract D1070 have been going to Calvert since about 1995 and this is a
great joint project between Rotary & Rotaract. The project would not be possible without
the involvement of both parties.

The week involves walking, climbing, abseiling which can be inside or outside, canoeing,
sailing on Derwent Water and Lake Bassenthwaite, riding, biking, orienteering and
archery. There are usually up to 30 participants, 10 Rotarians and 15 Rotaractors. The
group is split into 4 smaller groups each with an instructor from Calvert.

The responsibility of the participants is down to the Rotarians but the Rotaractors play an
important part in helping out with the groups - towing the wheelchairs and also the evening

The Rotaractors stay in the Coach House which is a self contained unit down at the riding
stables about 1 mile from the centre and get all their meals provided apart from the
evening meal which they cook themselves.

A typical day would start at 8.30am with full English breakfast at the centre followed by a
morning of activities which could be on centre in the sports hall or off centre on Lake
Bassenthwaite or at Whinlatter. Lunch is a cob, crisps, cake and fruit and then after an
afternoon of actitives you return to the centre and after an evening meal there are the
evening entertainments which could be volleyball in the sports hall or painting & drawing.
One evening is a magician and the last night is disco night.

Community/Fundraising Officers Training Pack                                               5
The RYLA week has been designed for young adults aged between 18 and 26 years of
age who are involved or potentially involved with youth organisations as voluntary helpers
and who show a capacity for leadership in their occupation and personal lives.

The course is held at Grafham Water Centre, Chichester Way, Perry, Huntingdon,
Cambs. (Sat Nav: PE28 0BX)

The 45 young people awarded places will face a programme of water sports and practical
initiative tests; learn inter-personal skills, camping, map reading and problem solving
techniques. There will be a computer based business game, lectures on various attributes
of management and specific exercises to put their learning into practice. Following the
course, each Awardee will be expected to make a presentation to his/her sponsoring
Rotary club at a Club meeting.

Specification Of Aims, Objectives And Processes

This is an action packed week that will challenge the participants mentally and physically.
By the end of the week, they will have:

                Developed personal leadership skills and time management
                Understood team dynamics
                Participated in business simulations
                Taken part in an exercise to demonstrate their skills
                Participated in physical and water sports

The purpose of the course is:

To provide and to present an opportunity for young people to experience, discover,
identify, discuss and consider the patterns of leadership current in society.
To observe and recognise the qualities of leadership in other people and in themselves
through the media of activities, personal contact and experience which will be challenging
physically, intellectually and socially.

To gain skills, awareness, understanding and self-confidence, which will enable
candidates to return to their own business/profession/community and be able to contribute
in a leadership capacity.

Course content:

       Interaction and group dynamics
       Simulation exercises which will include computer-based simulations and role play
        which will further self-discovery
       Physical activities offering new experiences and the learning of skills both in
        didactic and collaborative sessions and with opportunities for experimental self
        managed learning
       An overnight expedition presenting challenge, adventure and opportunity for
Community/Fundraising Officers Training Pack                                              6
       Talks and discussions on the pattern of leadership.
       Opportunities to act as leaders
       Preparation and delivery of a short presentation
       Opportunities for contact between individuals of differing backgrounds and
       Group tutorials to identify needs and provide support
       Social occasions involving hospitality and protocol

Community/Fundraising Officers Training Pack                                     7

The Rotaract Overseas Projects is just one way in which Rotaractors from Great Britain &
Ireland can help those less fortunate than ourselves abroad. Since 1995 we have been to
Romania, Tanzania, Ghana, Bulgaria, Malawi, Uganda and Benin, in each case doing a
similar sort of task: decoration, refurbishment, construction. The team endeavours to keep
close ties with all the recipients in these countries so that they can feed back to their
supporters, both financial and otherwise, how their work continues to be appreciated. The
aim of the projects is to promote teamwork and foster good working relationships between
Rotarians and Rotaractors by carrying out a worthwhile overseas task satisfying the Rotary
ideal                  of                  service                above                self.

Rotaract Overseas Projects was a Rotary International in Britain and Ireland (RIBI)
Preferred Project in 2003/04, and has been included in the RIBI Opportunities to Serve
book                 each               year                since                 then.

The Rotaract Overseas Projects was a Rotary International Outstanding Projects winner in

What is the Rotaract Overseas Project?

The first Rotaract Overseas Project (ROP) took place in 1995 and since then teams have
travelled to Bulgaria, Romania, Ghana, Tanzania, Malawi, Uganda, and Benin in each
case doing a similar sort of job: decoration, refurbishment, construction. The team
endeavours to keep close ties with all the recipients in these countries so that they can
feed back to their supporters, both financial and otherwise, how their work continues to be
appreciated. The aim of the projects is to promote teamwork and foster good working
relationships between Rotarians and Rotaractors by carrying out a worthwhile overseas
task      satisfying    the      Rotary        ideal    of     service      above      self.

What are the tasks?

Importantly the task for the team is to construct what the local people want, i.e. a valuable
resource to the community either by way of education (classrooms), health (medical/health
clinic)             or                culture             (community                  centre).

Project planning

The team leader, or the local Rotary club if available, ensures that the basics are in place
for the team to hit the ground running so that the project can be completed in the allotted
two weeks. All materials are purchased locally. This helps the local economy and ensures
that any repairs or improvements needed can be completed using locally produced


The team always employs local craftsmen, labourers and cooks. This provides individuals
with work and, more importantly, means that the team is not taking a potential source of
employment           away          from           the         local          population.


Community/Fundraising Officers Training Pack                                                 8
The team live as villagers in whatever conditions are available – with the addition of their
own           sleeping            bags,            mosquito            nets,            etc.

The team

In the main, each team comprises one or two Rotarians and around ten Rotaractors from
all walks of life and of varying practical aptitudes, but all possessing enthusiasm and a
keen sense of humour. Everyone must be capable of surviving for two weeks on the
contents of their rucksack (the majority of the contents are left in the village on the team‟s


Each team member has to pay around £900, this includes everything except personal
expenses. In addition, each team member is expected to help with the fund raising
towards each project – in the region off £12,000 - £19,000 per project. Additional monies
raised can be used to buy books, school equipment, medicines, etc.

Past projects

From Eastern Europe to deepest Africa, the Rotaract Overseas Projects teams have
fearlessly ventured to help those less fortunate than themselves. For more information on
any of our projects, follow the links.

Community/Fundraising Officers Training Pack                                                 9
                                             Rotaract in
                                        Great Britain & Ireland

                          Club Fundraiser Officer’s Training Pack

                                               July 2006

1. Introduction

This guide has been produced by Rotaract in Great Britain & Ireland (RGBI) to provide
advice on being a Rotaract Club Community/Fundraising Officer.

This pack is not a definitive guide to being a Club Community/Fundraising Officer and you
should always work closely with your predecessor.

If at any point during your year as Community/Fundraising Officer you have problems,
speak to your Club President and they will be able to advise you who is best to speak to.

2. Rotaract involvement with Community and Fundraising Projects

Rotaract Clubs were initiated by Rotary International primarily as a community service
project. The name “Rotaract” originates from the words “ROTARY in ACTION”.

Community service should play an important part in the life of a Rotaract Club and it‟s

3. Why do Community and Fundraising?

    Provides a sense of achievement, reward and satisfaction to individuals and
    encourages team work
    A chance to make a difference to the community we live in and the lives of the people
    in that community
    An opportunity to involve new members in Club activities
    An opportunity to meet new people and take part in local events
    To gain publicity for your Club, and ultimately new members.

Remember: Community & Fundraising = Publicity = New Members!

4. The Beginning, Middle and End of the Rotaract Year

Ask the members of your Club which charity(ies) or projects they would like to support for
the coming year when you take over as Community Officer. It is a good idea to choose a
local organisation who will appreciate “hands on” community service as well as

You could invite a representative of the charity to your club meeting to give a presentation
about their work so that everyone feels involved from the outset.

Liaise with the Social Officer when organising events to ensure they do not clash with
social events. Remember that a pub lunch goes down well after a hard mornings work!
Community/Fundraising Officers Training Pack                                              10
Inform the club well in advance of any Community/Fundraising dates to ensure good

Publicise your achievements in the local press through your Publicity Officer. Local
papers often provide extensive coverage of events supporting the Mayor‟s chosen
charities, so getting involved with one of those charities is advantageous.

Record your achievements in photographic and text format as a “diary of the year” for your

Donate the proceeds of your efforts to the chosen organisation as soon as possible so
that others can benefit straight away. At the end of the Rotaract year any money
remaining in Charity accounts from fundraising efforts should be paid out to that years
chosen charities.

Remember Community and Fundraising projects should be fun! Small projects such as
gardening for an elderly person can be just as rewarding as a much larger one-off event.

5. Ideas for Events

There are many different community and fundraising events your club can get involved
with, for example:

     Community                                    Fundraising
       Christmas Hamper collections                  Discos
       Pond Clearing                                 Barn dances
       Gardening/Grass Cutting                       Quiz Nights
       OAP Party                                     Car wash
       Children‟s Party                              Duck Race
       Visit to a home for disabled or               Tin shakes
       Decorating Projects                            Sponsored events
       Providing transport to a needy                 Blind/Silent Auctions
       Reading to the blind                           Slave Auction
       Tree planting/conservation work                Race Nights
       Creating a nature garden for a                 Car boot sales
       Helping at village Fetes                       Treasure Hunt

There are all sorts of organisations you can approach who would be more than willing to
provide you with some projects to be getting on with e.g.

        Citizens Advice Bureau                          Local Schools
        Local Council                                   Age Concern
        Local churches                                  Disabled people‟s organisations
        Rotary                                          Local Radio

It may be useful to set yourself a target at the beginning of the year so you have
something to strive towards. Also, find out if your charity has a specific piece of equipment
they would like you to purchase for them. You could have a small plaque attached to the
equipment, thus publicising Rotaract to all future users!

Community/Fundraising Officers Training Pack                                               11
Remember Be seen as much as possible. If you have Rotaract T-shirts and sweatshirts

6. Project library

This resource is designed as a way for clubs across Great Britain & Ireland to store details
of successful projects, in order for other clubs in Great Britain & Ireland, and
internationally, to use as a base for their own project ideas. These project details are fresh
- each project gets reviewed annually on its anniversary and projects which are no longer
relevant are removed.

To view the Project Library visit

7. Fundraising things to think about

This manual has been put together to give some general information when your Club is
organising fundraising projects. These are just general tips and things you should think
about before you start your fundraising projects. It can be downloaded from the RGBI

8. Child & Vulnerable Adult Protection Policy

The Rotary Family – Rotary, Rotaract, Inner Wheel, Probus, Interact – is the „number one‟
service organisation in Great Britain and Ireland. As such it must take the lead in the
important matter of child and vulnerable adult protection. We recognise that there is a
moral and legal responsibility to safeguard children and vulnerable adults, and that there is
a need to demonstrate that an organisation such as Rotaract is doing everything possible
to         protect           those          with          whom            we           work.

Where Rotaract clubs provide a service to children and vulnerable adults, it is important
that Rotaractors plan and provide service to the community in such a manner that the
reputation and interests of Rotaract or of individual Rotaractors cannot be brought into

This is the first time that RGBI has had a protection policy and we are following the lead of
Rotary International in Great Britain and Ireland. An aspect of any new arrangements for
the protection of children and vulnerable adults is the establishment of a process to meet
the requirement to carry out criminal record checks. This would apply to some Rotaract
activities and projects providing service to children and vulnerable adults.

Before running an event, consider whether you will be working with children or vulnerable
adults e.g. Children‟s party. If you will be then you need to consider what safeguards are
needed. This does not necessarily mean you will not be able to run an event without
criminal     records     checks      but     you     do    need     to    consider    this.

For the copyright reasons the policy is currently not available electronically. However, if
you think your Club needs to adopt a policy please contact the RGBI Protection Officer for
more information and copies of the Policy Documents.

9. Guidance on Temporary Event Notice Applications

Community/Fundraising Officers Training Pack                                                12
As I am sure most of you are aware, the way in which bar and entertainment licenses are
applied      for      and      approved       has       changed       (Jan       2006).

In order to provide some help on what can be at times a confusing subject RGBI have
produced some guidance notes on how to go about ensuring you get your event licensed,
which you can download from the RGBI website           

The process itself has actually been simplified but the main point to note is that venues
who do not have a premise license will only be granted 12 temporary licenses in a year,
therefore when you book an event, reserve one of their temporary notices at the same
time, before you go through the license application process. You can apply for temporary
notices months in advance of an event, so don't put it off, do this as soon as your venue is

10. World Rotaract Week

World Rotaract Day is 13th March, and during the course of the week in which this date
falls, a challenge is usually made on an RGBI level to help raise the awareness of
Rotaract. Challenges issued in the past have included have breakfast in an unusual place
or an unusual window display. So remember to keep this date free and start to plan how
you‟re going to recognise World Rotaract Week with the help of the International Officer.

11. Search for Service Awards

This competition is designed to find the best Community Service or Fundraising project
carried out by Rotaract Clubs and / or a Rotaract District within Great Britain & Ireland. Any
chartered Rotaract Club / District in GB&I can enter. There are two awards:

    The Ron Boyce Trophy is awarded for events / projects organised by a single Rotaract
    Club, in the period since the last RGBI Conference.

    The Arthur Bowden Trophy will be awarded for any events / projects organised by more
    than one Rotaract Club or Rotaract District, in the period since the last RGBI

Entries should be written on the official entry form detailing the project/event. You may
attach supporting evidence e.g. press articles, photographs, publicity material, letters, etc.

Examples of judging criteria:

    Benefit to the community and/or club
    Number of Rotaractors involved in
    Time to organise the project/event
    Materials required and cost
    Publicity gained for Rotaract
    Amount of money raised (if applicable)

Community/Fundraising Officers Training Pack                                                13
The deadline for entries is normally around mid-March each year and
presentations are sent to the committee organising the RGBI Conference. If
you are short listed you will be required to send a delegate along to the RGBI
Conference to make a final presentation.

There are usually only 4 or 5 entries throughout the whole of GB&I, so please
do not think that your project will not be worthy of entering.

12. Rotary International Outstanding Projects

Each year, hundreds of Rotaract clubs submit details about their exceptional
community or international service projects to Rotary International.

In the 2004-05 Rotary year, six clubs were selected from entries submitted to
RI World Headquarters to receive international and regional awards.        In
2005-06 RGBI won the International Award for the Rotaract Overseas
Projects to Benin.      For more information about this project visit

Every club in GB&I organises and takes part in great projects, why not get the
recognition                            you                          deserve?
To submit a project, download the Outstanding Projects form by visiting the
Rotary International website ( go the Rotaract page) and
submit to Rotary International by the deadline date for that year.

13. Rotary International Presidential Citations

Each year the Rotary International President encourages all Rotaract clubs to
strive for a Rotaract Presidential Citation.

To qualify for the citation, Rotaract clubs must complete at least three
activities, one of which must fall under community service and one under
international service. The sponsoring Rotary Club President and the Rotary
District Governor must sign the Rotaract Presidential Citation form. Visit the
Rotaract page on the RI website for full details –

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