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ROTARACT HAND BOOK

2017 - 18
ROTARACT PRAYER
O God! Our Almighty Father and ruler of the
universe. We thank thee for the inspiration you have
given us for the Rotaract Movement based upon
service to Mankind. We humbly beg you to continue
thy grace to enable us to do our service, to ourselves
and to our neighbours and to the honour and glory of
thy holy name.

ROTARACT OATH
OFFICE BEARERS
I do solemnly swear that, that I will sincerely execute, the office of
______________________ of the Rotaract club of_____________
__________________________________ and shall do my best to keep up
the decorum of our Rotaract movement, by upholding the constitution and
statement of policy of our organisation.

MEMBERS
I do solemnly promise that I will sincerely serve as a member of this
Rotaract Club of ____________________________________________
________________________ and shall at all time uphold the ideals and
principles of this organisation.

Golden Jubilee
Year District PST 1
100% EFFICIENCY CRITERIA FOR ROTARACT CLUBS

Q Clubs should conduct their Installation of new office bearers on or before


30th of August 2017.
Q Clubs have to pay their district dues in full and in time on or before 30th
of September 2017. (campus based – Min. 30, community based min.
15)
Q Clubs should submit their name and address list of members and office
bearers on or before 30th of September 2017.
Q Club should send their estimated budget statement for the year 2017-18
on or before 31st of August 2017.
Q Club should submit the World Rotaract Week Recognition Form on or
before 15th of April 2018 to Rotary International.
Q Club should submit the Form for R.I. Presidents Citation for Rotaract
Clubs on or before 15th of April 2018 to Rotary International.
Q Club should submit their Form for Outstanding projects Recognition on
or before 1st of Feb 2018 to Rotary International.
Q Club should submit their Rotaract Club Data Form on or before 1st of
May 2018 to Rotary International.
Q Clubs should conduct at least 1 Rotaract Orientation for its members by
Qualified Rotaract District Trainers approved by the District Rotaract
Cabinet on or before 30th of December 2017.
Q Clubs should submit their Scrap Book before 1st of June 2018.

Golden Jubilee
Year District PST 2
Q Clubs should sent their reports in the prescribed Monthly Reporting
Format to DRR, Dist. Sec. DRCC, Awards Chairman, ZRR and Parent
Rotary on nor before 10th of each successive month, along with Detailed
report and activity photographs.
Q Clubs should submit their half-yearly accounts along with their
December 2017 reports.
Q Clubs should submit their financial statement for the whole year along
with the Scrap Book on or before 1st of June 2017.
Q Clubs should hold their election and send the name and address of
President and Secretary Elects for the directory information by 30th
April 2017.
Q Clubs should confirm the dates of DRR’s Official visit on or before 30th
September 2017 and to complete it between 30th of October 2017 and
30th of April 2018.
Q Clubs should ensure at least 25% attendance and participation in all Dist
Events namely Assembly. Fellowship meets Trekking and Conference.
Q Clubs have to achieve a minimum growth in their membership strength
ie. Either 10% or 3 members growth whichever is higher.
Q Club should conduct a minimum of 10 Projects in all avenues of service
including District Projects.
Q Clubs should publish Newsletter/ Bulletins concerning their activities, at
least once in 3 months.
Q Clubs should complete at least 1 Project each, jointly with Rotary. Inner
wheel and Interact Clubs.

Golden Jubilee
Year District PST 3
ORGANISING AN INSTALLATION CEREMONY
Points to be kept in mind while preparing an Installation Ceremony
v Calling the Dignitaries to the dais.
v Adorn the Collar to the President by Sgt. At-Arms
v Meeting called to order
v Rotaract Prayer
v Welcome Address
v Secretary's Report
v New member induction if any
v Farewell address and introduction of new president by outgoing
president
v Installing new president and transfer of club authority through Collar
and Gavel Exchange.
v Acceptance speech by new president
v Oath taking by newly installed president
v Introduction of new team of office bearers.
v Oath taking by office bearers
v Exchange of charter from outgoing Secretary to incoming Secretary
v Exchange of Sgt-at-arms Band Staff,
v Release of club Bulletin, if published
v First Project/Project's implementation (if planned)
v Introduction of Guest of Honor
v Address by Guest of Honor
v Introduction of Chief Guest
v Address by Chief Guest

Golden Jubilee
Year District PST 4
v Felicitations and Announcements
v Pleasantries
v Vote of Thanks
v National Anthem
v Adjournment of Meeting

Golden Jubilee
Year District PST 5
AGENDA FOR A REGULAR MEETING

v Calling the Dignitaries to the dais.


v Adorn the Collar to the President by Sgt. At-Arms
v Meeting called to order
v Rotaract Prayer
v Welcome Address
v Secretary's Report
v Implementation of Meeting purpose
v Introduction of Guest of Honor
v Address by Guest of Honor
v Introduction of Chief Guest
v Address by Chief Guest
v Felicitations and Announcements
v Pleasantries
v Vote of Thanks
v National Anthem
v Adjournment of Meeting

Golden Jubilee
Year District PST 6
SAMPLE AGENDA FOR A BOARD MEETING

v Adorn the Collar to the President by Sgt. At-Arms


v Meeting called to order
v Rotaract Prayer
v Welcome Address
v Establishment of Quorum
v Adoption of Agenda
v Passing of the minutes of the Previous Board Meeting
v Business
v Vote of Thanks
v National Anthem
v Meeting Adjourned

Golden Jubilee
Year District PST 7
SAMPLE AGENDA FOR A GENERAL BODY MEETING

v Adorn the Collar to the President by Sgt. At-Arms


v Inviting the Dignitaries to the dais.
v Meeting called to order
v Rotaract Prayer
v Welcome Address
v Establishment of Quorum
v Passing of the minutes of the Previous General Body Meeting
v Secretary's Report
v Business
v Vote of Thanks
v National Anthem
v Meeting Adjourned

Golden Jubilee
Year District PST 8
DRR's OFFICIAL VISIT
MEETING AGENDA

GENERAL BODY MEETING AND BOARD MEETING SCHEDULE

1. BOARD MEETING
(Only Board Members and Cabinet Members to be invited) - 30 Min

AGENDA

v Adorning the Collar to the President by Sgt. At-Arms, and to DRR by


ZRR or any cabinet member.
v Meeting called to order
v Rotaract Prayer
v Welcome Address
v Reported by the Board of Directors
v Examination of Club Records and Properties by DRR
v Clarification by Board Members
v Vote of Thanks
v Meeting adjourned for General Body Meeting

Golden Jubilee
Year District PST 9
DRR's OFFICIAL VISIT
MEETING AGENDA

GENERAL BODY MEETING AND BOARD MEETING SCHEDULE

2. GENERAL BODY MEETING

(Only Club Members and Cabinet Members to be invited)-30 Min

v Inviting the Dignitaries to the dais.


v Adorning the Collar to the President by Sgt. At-Arms, and to DRR by
ZRR or any cabinet member.
v Meeting called to order
v Rotaract Prayer
v Welcome Address
v Self introduction of members
v Floor participation by members
v Remarks by the ZRR
v Remarks by the DRR
v Vote of Thanks
v Meeting adjourned for fellowship and thereafter for regular
Meetings

3. FELLOWSHIP -15 minutes

Golden Jubilee
Year District PST 10
DRR's OFFICIAL VISIT
MEETING AGENDA

4. GENERAL BODY MEETING


(All other Club Rotaractors invited) - 30 minutes
AGENDA
v Inviting the Dignitaries to the dais.
v Adorning the Collar to the President by Sgt. At-Arms, and to DRR by
ZRR or any cabinet member.
v Meeting called to order
v Rotaract Prayer
v Welcome Address
v Introduction of DRR
v Secretary's Report
v Address by the ZRR
v Address by the DRR
v Announcements by any club
v Presentation of Mementos
v Vote of Thanks
v National Anthem
v Meeting adjourned

Golden Jubilee
Year District PST 11
RECORDS TO BE MAINTAINED FOR
DRR's OFFICIAL VISIT

CLUB RECORD

v G.B.M. Attendance Book


v G.B.M. Minutes Book
v Board Meeting Attendance Book
v Board Meeting Minutes Book
v Membership Application form
v Members Bio-data File
v President's File: Incoming Outgoing
v Secretary's File: Incoming Outgoing
v Monthly Report - File Copies
v Bank Account - Pass Book
v Bank Account - Cheque Book
v Receipt Book
v Voucher Book
v Club accounts Book
v Club Action Photographs
v Public Relations File
v Club Bulletins
v Directors file (Board)

Golden Jubilee
Year District PST 12
RECORDS TO BE MAINTAINED FOR
DRR's OFFICIAL VISIT

CLUB PROPERTIES

v Club Charter / Organisation Certificate


v Applied for Charter
v Requisition Letter to R.I.
v Report Book
v President's Collar & President's Gavel
v Club Banner
v District Logo Mount
v Letter Head as Specified
v District Directory & Awards manual
v Member's Label Pins & Office Bearers Label Pins
v Reserve Label Pins
v Members ID Cards
v Meeting Intimation Cards
v Visiting Rotaractor Cards
v Members Copy of Rotaract Statement of Policy & District Bye Laws
v Last Year Scrap Book
v District Awards the club posses

Golden Jubilee
Year District PST 13
PROPERTIES OF A ROTARACT CLUB
I. To be maintained President
1. Collar
2. Charter
3. Rotaract/President Badge
4. District Directory
5. Club Letterhead
6. Correspondence –Incoming & Outgoing Files.

II. To be maintained Secretary


1. Report Book
2. Minutes Book
3. Incoming /Outgoing Correspondence Files
4. I.D. Card
5. Bio-data's of all members
6. District Directory
7. Guest attendance cards
8. Club Letterhead
9. Secretary badge

III.To be maintained Treasurer


1. Cheque Book
2. Bank Pass Book
3. Book of Accounts
a. Day/Cash Book
b. Ledger
c. Subscription Book
4. Receipt Book
5. Subscription reminders
6. Voucher Pads

Golden Jubilee
Year District PST 14
IV. To be maintained by Club Service Director
1. Attendance books – guest & Members
2. Club Banner(s)
3. Gavel, Gong
4. Meeting Intimation Cards
5. Leave Letter Application
6. Addresses of all members
7. District Directory
8. Birthday list of all members.

V. To be maintained by Community Service Director


1. Report of each Community Service projects
2. Extract from R.I. publication about the community Service projects
3. List of Committee members.

VI.To be maintained by Professional Service Director


1. Report of each Professional Service projects
2. Extract from R.I. publication about the Professional Service projects
3. List of Committee members.

VII.To be maintained by International Service Director


1. Report of each International Service projects
2. Extract from R.I. publication about the International Service projects
3. List of Committee members.

Note:
All the Directors should maintain a file that should contain every
letter, circular and notice about that project, thanking letter copies, invitation
copy of the project, and if the project was competitive nature, a list of all the
prize winners and donors.

Golden Jubilee
Year District PST 15
VIII. To be maintained by the Editor
1. District News Letter, Bulletins of other clubs, Sponsoring Rotary
club, Rotary International, Other District Rotaract clubs.
2. Articles from members and others for publication in their club
bulletin
3. Extract from R.I. publication about bulletins, different projects etc.,

X. Charter…? What's that?


v Your Charter is a piece of paper (later framed) issued by Rotary
International which authorises you to call your club a Rotaract Club.
v The club's charter represents the Rotary/Rotaract principles and
goals that brought the club into existence.
v It is the result of the hard work of some dedicated Rotaractors from a
neighboring club, who led a provisional group through the process of
petitioning a charter to become accepted by the International
organisation.
v The Framed club charter is given to the incoming president by his
predecessor at the installation function. It will hang in his office until
the next installation and so on.
v If the charter is lost, we can request a replacement from R.I. for a fee,
through your DRR & sponsoring Rotary club.

Note
The date of Charter of the Club may be printed in your club letter
heads.

Golden Jubilee
Year District PST 16
Golden Jubilee
Year District PST 17
LIST OF DISTRICT AWARDS 2017-18
A. DISTRICT AWARDS
a. Outstanding Club for Well Balanced Activities
b. Outstanding Club Service Performance
c. Outstanding Community Service Performance
d. Outstanding Professional Development Service Performance
e. Outstanding International Service Performance
f. Outstanding District Trainer
g. Outstanding Public Relations-Improving the Image of Rotaract
Among the Community at Large.
h. Outstanding Club Bulletin
i. Outstanding Club Website.
j. Outstanding World Rotaract Week Performance.
B. SPECIAL INDIVIDUAL AWARDS
a. Outstanding President
b. Outstanding Secretary
c. Outstanding Board Member
d. Outstanding Rotaractor
e. Outstanding New Rotaractor
C. DRR’S SPECIAL RECOGNITION
a. Best Implementation of District Project
b. Best Project Involving Rotary / Innerwheel / Interact
c. Outstanding Club for IDYE Project
d. Outstanding Membership Growth
e. Outstanding Campus Based Club
Golden Jubilee
Year District PST 18
f. Outstanding Community Based Club
g. Outstanding New Campus Based Club
h. Outstanding New Community Based Club
i. Navarathna Awards
j. Outstanding Academic Performance

D. SPECIAL RECOGNITION PROGRAMMES


a. 50 Best Projects of the Golden Jubilee Year
b. Active & Super Active Status of Clubs
c. Outstanding DRR’s Official Visit
d. Outstanding Scrap Book.

Golden Jubilee
Year District PST 19
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