Transcript - Rotaract District 3142

Secretariat Session
2013-14
Purpose
Expectation Setting
Who is a Secretary?
• Backbone of the Club as well as President
• One who keeps processes and systems in place
• One who ensures the smooth functioning of club and it’s
various tiers
• Face of the Club
What is the broad classification of a
Secretaries role and responsibilities
•
•
•
•
•
•
•
•
•
•
•
•
•
Maintaining Records
Working / Coordinating with Different People
Communication
Ambassadorial Relations
Reporting
Club Installation
Official Club’s Visit
Logistics
Filling the Gap/ Loose ends
Hold the Club Together
Face of the Club
Looking at the larger picture - District 3140
Miscellaneous Roles and Responsibilities
Working/Coordinating with Different
people
•
•
•
•
•
•
•
•
•
•
•
•
•
•
President
Vice President
IPP
S.A.A.
Treasurer
Board of Directors
P.I.S. (Rotary, Interact, Senior citizens)
General Body - Members
Teacher Coordinator – other College authorities
Other clubs from the district
District – Secretariat team
Zonal Clubs
Sponsors
Liason Officer
Installation Ceremony
•
•
•
•
It is a ceremony of the incoming President and the team
Confirm the date with the District Secretariat team
Send the Pre Installation Report ten days in advance
Keeping Rotaract Constitution and protocols in
consideration
Installation Ceremony Agenda
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Points to be kept in mind while preparing an Installation Ceremony
Calling Dignitaries to the Dias
Collaring of the Presiding Officer by SAA / Rotaract Committee Chairman
National Anthem
Welcome Address
Secretarial Report
New Member induction if any
Release of annual bulletin / souvenir
Awards ceremony, as planned by the outgoing President
Farewell Address
Introduction of new president by outgoing President
Installing new President Hand over Collar, Lapel Pin, Charter, Gavel & Gong,
District Bye Laws any other artifact held by the President
Acceptance speech by New President
Release of Theme if applicable
Pinning of the Immediate Past President by the President / Presiding officer
Introduction of new team of office bearers
Seating Change
Release of Club Bulletin, if published
Introduction of Guest of Honour
Address by Guest of Honour
Introduction of Chief Guest
Address by Chief Guest
Felicitations and Announcements
Vote of Thanks
Secretarial Announcements
Other Club Announcements
Adjournment of Meeting by the Installed President
Official Club’s Visit
• Interaction with the club members
• Assessing a club’s progress
• Suggesting practical solutions to problems challenging the
club
• New Innovations for club
• It’s not an inspection
• Opportunity for the clubs to interact with District team
Critical Aspects of OCV
• Confirm the date with the District Secretariat team, well in
advance
• Submit the Pre – OCV report, 2 weeks in advance
• Ensure all records are maintained and presented
• Plan in advance, execute better
• If possible, prepare a questionnaire regarding specific or
generic doubts or issues that you would want to discuss
with the District Team
Why do we Maintain Records?
Maintaining Records
• Minutes / Agenda (make sure that you draft minutes
REGULARLY and submit it to the Rotary and mail it on the
club groups. Agenda to be prepared minimum 2 days in
advance and mailed to members and B.O.D.s)
• Attendance (follow the attendance pattern given by the
District and keep hard copies with you at all times)
• Database (Membership File, Inducted and Probationary
Members, Alumni Roster, Inducted Member Roster –
Matches with the Sec Report and District Dues Paid List)
• Correspondence File (Permission letters, marketing letters,
MOUs etc.)
• Summary of Projects (To be Submitted to Rotary, College,
Inner wheel)
Maintaining Records
• Secretariat file /Book
• Pictures of Club Projects (Folders in your PC / CDs)
• Others (Sample of Invites, Poster, Banner Design, Press
Release, Bulletins etc)
• Make sure that the Editorial file, Public relations file are
maintained by respective people.
Content of the Secretarial Book
Club Projects Avenue wise - Synopsis
GBM – Date & Attendance
BOD – Date & Attendance
District Projects – Name, Date, Time, Venue, Attendance &
Hosted (Yes or No)
• Joint Projects
• PIS Projects
• Ambassadorial – Outside Clubs & PIS
•
•
•
•
Content of the Correspondence File
•
•
•
•
•
•
•
•
•
Synopsis/Summary of all activities
Copy of Reports
All the Club merchandise
Last year’s project synopsis
Vision & Structure
Marketing Proposals
Press-Releases
Coverage (Newspaper, Radio, TV, Magazine, etc)
Club Records - Individual Nominations
- Awards
- Achievements
What is Effective Communication?
• Knowing what, how and when of passing information
• Filtering Information before passing
• Use of clear and concise language while passing information
within or outside of the clubs
• Always having a professional approach towards the way of
passing
Effective Communication
• Invite List (Club, P.I.S., District, Outside Club, College)
• Mailer (Pre and Post Projects) – Formal Mailer (Pre and Post
Projects) – Formal and well formatted (NO SMS Language)
• Short Message Service (SMS)/ Whatsapp (Make Groups for
convenience)
• Call Chains
• Communication to Club Members and B.O.D.s(Club Project,
Other Projects, BOD Meets, G.B.M. etc)
• In ADVANCE (At least 2 days)
• Create Club Group (Mail across the G.B.M. Minutes as well)
Effective Communication
• Ensure Club Participation Everywhere
• Outside Club Participation(Projects / G.B.M.’s /
Installations)
• Partners In Service(Projects / G.B.M.’s / Installation /
OCV’s)
• District Projects
• College
-Try not keeping your club project on the same day, when
you know some other club projects are happening which
will benefit your club members
-Improves Relations
Communication Plan
•
•
•
•
•
Responsibility for communication
Frequency of communication
Content of communication
Methods of communication
*Web Meetings
Reporting
•
•
•
•
Club Projects
Ambassadorial
G.B.M.’s and B.O.D.’s
Secretariat Report
(Match with the District Dues Paid List)







Ensure All Members and Alumni's are registered
Teach Reporting to Members
You don’t make the reports, ask the OCP
Give deadline to the OCP’s (Immediately after the project)
You ensure timely reporting
Go through the report and submit it
Give your feedback to the OCP’s
The Larger Picture
•
•
•
•
•
•
•
•
•
•
•
Club Installations
Club OCV
Reporting- Pranali
District Projects
Responsible President’s Citation
R.I. Presidential Citation R.I. Presidential Citation
R.I. Outstanding Project Nomination
World Rotaract Week
Rotary Service Week
Regular Updates
Attend DRR and Pres – Sec Meetings
Effective Secretary- Mantra
• Be formal in communication
• Prioritize
• Be Approachable
• Be meticulous
• Don’t give up
• Be active throughout
• Walk the Talk
• Time Management (To – Do List, Check List, Time Chart)
• Crisis Management (Case Studies)
• Train Successor (To ensure Continuity)
And ENJOY, because this is going to be the best ever.
Utilize
•
•
•
•
Tool kit
Directory
Synopsis
Website
District Calendar
District Project
President Elect training
Session(PETS)
Directors Training
Session
District Assembly
2013-14
Model Indian
Parliamentary Session
Model United Nations
Assembly
Rotaract Entertainment
Destination
World Responsible
Youth Day
45th Rotaract District
Conference
District Assembly
2014-2015
Month
Date
Day
May
10th,11th and 12th
Fri,Sat,Sun
June
16th
Sunday
June
23rd
Sunday
October
2nd
Wednesday
October
20th
Sunday
November
Yet to be decided
January
4th,5th
Sat,Sunday
January
25th and 26th
Sat,Sunday
June
22nd
Sunday
DRR Pressec
Month
Date
Day
Meet I
July
7th
Sunday
Meet II
September
29th
Sunday
Meet III
January
26th
Sunday
Meet IV
May
4th
May
Important Dates*
•
•
•
•
•
•
R.I. Presidential Citation – by 30 September
R.I. Outstanding Project Nomination – By February
World Rotaract Week – during the week of 13th March
World Interact Week – during the week of 5th November
Website update – by 30 September
Reporting Deadline – 10th of every month
*Incase of any intimation of change of dates by Rotary
International, the club will be informed well in advance.
Secretaries Day Out!
End
For any queries/suggestions revert back to the
District Secretariat Team :Rtr. Aseem Nagar
District Secretary
+91 992-019-0957
Rtr. Hemalatha Chivukala
District Joint Secretary
+91-976-940-1631
Rtr. Hardik Nagar
District Joint Secretary
+91-961-958-1076