Board Development
The management of a Rotary Club is the responsibility of the Board.
The Board should ensure that the club:
- Meets the requirements of Rotary International
- Is compliant with proper governance, including:
- An up-to-date Constitution and Bylaws
- Requirements to ensure members are covered by insurance when undertaking Rotary functions (including risk assessment)
- Meeting the requirements of Child Protection guidelines
- Conducts meetings and relays information to members.
Links to referenced documents are included on the Resources page.
As president you lead your club, engage, and inspire members, and promote Rotary in your community.
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Responsibilities
- Set goals for each committee. Encourage communication between club and district committees. Review activities, goals, and expenditures, and participate in decisions.
- Supervise the preparation of a club budget and proper accounting practices, including an annual financial review.
- Make sure club secretary and treasurer have an account on My Rotary to update membership and club data regularly.
- Collaborate with the district governor and assistant governor on club and district matters.
- Communicate important information from the governor and Rotary International to club members.
- Prepare for the district governor’s visit, if requested by the club.
- Follow Rotary’s youth protection policies and the “Statement of Conduct for Working with Youth” and implement the requirements for the Youth Exchange program.
- Plan and lead monthly board meetings.
- Plan and lead interesting and relevant club meetings, and activities.
- Ensure that comprehensive training is conducted for club members, as needed.
- Involve members in carrying out club goals, outlined in Rotary Club Central.
- Track club’s goals in Rotary Club Central.
- Encourage members to attend district meetings, and promote the Rotary Convention
- Attending the district conference.
- Submit an annual report to the club on the club’s status before leaving office.
- Work with successor before leaving office.
- Arrange for a joint meeting of the incoming board of directors with the outgoing board.
Adapted for Rotary International’s “Your Job as Club President”
Resources
Learning Center
Go to the Rotary International Learning center. Login using your My Rotary username and password and search for the following courses:
- Club president basics (there are 11 courses in this group).
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Responsibilities
- Confer regularly with your predecessor to ensure continuity of leadership
- Serve as a director of your club’s board, performing responsibilities prescribed by the president or the board.
- Review the Club President’s Manual and attend the President-Elect Training events provided by the District.
- Serve as a director of the club’s board, performing responsibilities prescribed by the president or the board.
- Review your club’s long-range strategic goals and ensure that the club’s strategic plan is reviewed or updated in readiness for your year – every committee should have its own comprehensive list of strategic goals.
- Hold one or more meetings with your President to review the provisions of your club’s constitution, bylaws, and rules to see if any need to be updated.
- Attend and actively participate in PETS (President-Elect Training Seminar) including Pre-PETS activities. Make yourself known to your assistant governor at these events.
- Review the Club President’s Manual in preparing for the President-Elect Training seminar.
- Encourage all club leaders to attend the District Assembly
- Appoint committee chairs and members to committees (ideally to the same committee for two or three years to maintain continuity)
- Arrange a joint meeting of the incoming board of directors with the retiring board either before or after the May or June Board meetings.
- Attend the District Conference
- Become familiar with the club’s By-Laws and Rules.
Learning Center
Go to the Rotary International Learning Center login using your My Rotary username and password and search for the following courses:
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Responsibilities
- Serve as a director of your club’s board, performing responsibilities prescribed by the president or the board.
- Attending the district training assembly and the district conference.
- Confer with your predecessor.
Learning Center
Learning Center
Go to the Rotary International Learning Center login using your My Rotary username and password and search for the following courses:
As club treasurer you play an important role in your club’s ability to carry out service projects, fundraise, and support The Rotary Foundation. As club treasurer you keep your club healthy through good financial management.
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Responsibilities
- Serve on the club board.
- Attending the district training assembly and the district conference.
- Maintain accurate club financial records.
- Collect dues and use them to pay fees.
- Keep historical financial records in accordance with local document retention laws.
- Manage club and project funds, including paying bills and other expenses and distributing grant and scholarship funds.
- Work with The Rotary Foundation to make contributions and manage grants.
- Make sure that the club follows its budget and develop a budget for next year.
- Give monthly reports to the club board.
- Provide regular financial updates during club and board meetings.
- Plan next year’s budget and get it approved by the last quarter of the Rotary year.
- Hand all records over to the incoming treasurer and help him or her transition into the role. Write and present a detailed annual report at the end of the Rotary year.
- Have the club’s financial activity reviewed at the end of the year by a qualified accountant who is not affiliated with your club. (Audit)
- File club’s taxes, if required to do so by tax authorities.
Resources
Job Description & My Rotary Resources
Learning Center
Go to the Rotary International Learning Center login using your My Rotary username and password and search for the following courses:
- Get Ready: Club Treasurer
- Managing Club Finances: Club Treasurer
As club secretary you help your club run smoothly and effectively. You also monitor club trends to help identify strengths and areas for improvement and share this information with club and district leaders.
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Responsibilities
- Attending the district training assembly and the district conference.
- Meet with the outgoing secretary and receive club records.
- Meet with the incoming club officers or board of directors to plan your year.
- Create a My Rotary account on Rotary.org, if you don’t have one.
- Update club’s records and member list on My Rotary, or through club’s management system.
- Make sure the club treasurer has the club invoices, due in January and July.
- Serve on the club board.
- Take minutes at club and board meetings and club assemblies as needed.
- Update club and officer information for the Official Directory and Rotary’s records.
- Manage club correspondence, including responding to emails and sending official notices and invitations.
- Keep promotional items, name badges, and other materials used at meetings and events.
- Preserve club’s historical records.
- Write an annual report for the club at the end of the Rotary year.
- Assist the club president, treasurer, and committees as needed.
- Meet with successor and hand over club records.
Resources
Club Secretary Manual (Coming Soon)
Learning Center
You need to first log into the Learning Center using your My Rotary username and password. Then search for the following courses:
- Get Ready: Club Secretary
- Club Administration: Club Secretary
Rotary clubs have different committee structures, however, in your constitution it lists that you should have the following committees:
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Responsibilities
- Oversees committee functions.
- Convenes regular committee meetings and activities.
- Supervises and coordinates the committee’s work.
- Reports activities to club board
Resources
Committee-Specific Responsibilities & Resources
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Club Administration
As chair of the club administration committee, you:
- Help the club secretary with meeting logistics and
- Help the club treasurer collect membership
- Organize interesting and fun club meetings and social events.
- Produce club communications, including your club’s
Possible sub committees:
- Club program
- Member communications
- Website
- Social events
Resources
Learning Center
Club administration: Committee basics
https://learn.rotary.org/members/learn/lp/9/Club%2520Administration%2520Committee%2520Basics
Membership
As the club membership committee chair, you create and follow an action plan to attract and engage members:
- Attend your district membership seminar.
- Use membership assessment tools to evaluate your club. Assemble a motivated and active committee of 5 to 15 Manage online membership leads on My Rotary.
- Offer new member
- Emphasize the importance of attracting and engaging members as part of your club’s strategic
- Use the diversity and classification assessments to analyze how well your club represents your community (including age, gender, and ethnicity). Track your progress toward club membership goals in Rotary Club Central.
- Work with the club board if you sponsor new clubs in the
Possible subcommittees
- Attraction Engagement
- New member orientation Diversity
Resources
Job description (Coming Soon)
Learning center
Public Image
- Your role as club public image committee chair is to create and implement a plan to tell Rotary’s story to the public, and to promote the club’s projects and activities:
- Attend your district public image
- Develop a public image plan, then set and achieve public image
- Promote club activities and projects among club members, local media outlets and members of your Use the resources in the Brand Centre to enhance Rotary’s public image.
- Make sure club communications follow Rotary’s guidelines for voice and visual
- Use the People of Action campaign materials to increase public understanding of Rotary and drive engagement in your Enhance projects and activities to make them more appealing to the media.
Possible subcommittees
- Media relations advertising and marketing web and social media
Resources
Learning center
Get ready: Club Public Image Committee
The Rotary Foundation
The mission of The Rotary Foundation is to enable Rotary members to advance world understanding, goodwill, and peace through the improvement of health, the support of education, and the alleviation of poverty. The Foundation is a not-for-profit corporation supported solely by voluntary contributions from Rotary members and friends of the Foundation who share its vision of a better world. This support is essential to make possible projects, funded with Foundation grants, that bring sustainable improvement to communities in need.
Rotary Foundation committee
The role of the Rotary Foundation Committee is to support the activities of the Rotary Foundation by:
- Ensuring the club contributes to the Rotary Foundation and communicates to members can participate in Foundation
- Ensure at least one club member attends the Grant Management Seminar each year (you must do this to qualify for a Foundation Grant-either District or Global). See link to the course under Learning Centre Courses.
- Ensure members who contribute to the Foundation are recognized at club meetings as appropriate.
- Access videos and images from the Rotary website to demonstrate the Foundation’s
Possible subcommittees
- Polio
- Fundraising for grants
- Grant writing and management
Resources
Rotary Foundation Reference Guide (Coming Soon)
Online Grant Management Seminar FAQ
Club qualification and memorandum of understanding (Coming Soon)
Service Projects
- Your role as club service projects chair is to help your club identify and meet real needs in your community and around the world by developing and implementing service projects.
- Plan, implement, and evaluate
- Identify opportunities for signature projects that will increase your club’s impact on the
- Work with other organizations, volunteers, and committee members to maximize the impact of your Lead efforts to fundraise for projects.
- Understand liability issues that could affect your club’s Work with the public image committee to promote projects.
- Collaborate with other clubs on projects. Highlight club projects in Rotary
Possible subcommittees
- International Community Vocational
- New generations and youth Fundraising (for club projects)
Resources
Learning center
Rotary Governance Documents:
Questions?
If you would like to know more about Board Development or the programs offered by Rotary District 5100, please contact us by using the link below.
Club Management
This resource has been developed to support your ongoing learning. The program uses the expertise of members of the District Leadership team, and the resources of MyRotary. The purpose of the resource is to provide you with information to support the management of a Rotary Club.