Beyond Fellowship and Charities… Making the District Rotaract Committee Responsive in serving Rotaractors and the Youth. A Breakout session module for District Officers of Rotaract District 3790 during the District Leadership Training (July 30,2016) at Newtown Plaza Hotel, Baguio City.

1. Beyond Fellowship and Charities…

2. Your facilitator:
PP/PDRR MARIA ELIZABETH
SALVADOR

3. Your facilitator:
PDRR OMAR N. DIMARUCOT
• Charter Director, RAC Tarlac Metro
• Charter President, RAC Midtown Tarlac
• Past District Secretary, RY 1994-95
• Past District Rotaract Representative (interim), RID 3770, RY
1996-97
• ADRR for Area 3, RY 2010-11 & RY 2011-12 (2 terms)
• ADRR-at-Large & District Secretary, RY 2012-13
• Recipient of International RYLA at Hong Kong, RID 3450, RY
1995-96
• Attended 2 Asia-Pacific Regional Rotaract Conferences
• Meritorious Service Awardee of RID 3790, RY 2013-14

5. The Game
I need a representative from
each Area to come in front…
State the first thing that pops
into your head when asked
what is …

9. “One of the greatest
immorality is to do a job
that you don’t know.”
~ Anonymous

10. BREAKOUT SESSION FLOW
 District Structure & Role of DRR
– 10 min
 The District Rotaract Committee
– 15 min
 Case Analysis into groups
– 25 min
 Plans and Activities for RY 2016-2017
– 10 min

12. Rotaract clubs
elect
District Governor
appoints
District Rotaract
Chair
District Rotaract Committee
(Rotarians and Rotaractors)
District Rotaract
Representative
Rotaract District Committee
(Rotaractors)
• Publicizes Rotaract program
• Promotes organization of new
Rotaract clubs
• Administers Rotaract program in
district.
• Heads the district Rotaract
committee and provides
guidance and leadership to
committee members
• plans district projects,
• recommends service ideas for
clubs
Number of members according
to district’s size and DRR’s year
plans
Work together to organize
new clubs and district training
sessions for incoming
Rotaract club officers.

13. DRR
Rotaract Clubs
District board
Rotary International
MDIO
District Committees
DRR assistants
Sponsor rotary clubs
DRR elect

14. District Governor
District committees
DRR District
Board
Rotaract Clubs
MDIO
Rotary International

15.  A District Rotaract Representative should be elected from
among the membership of all Rotaract clubs within the
District to serve as co-chair of the District Rotaract
Committee and as a representative of the Rotaract program
in the District.
 Under the supervision of the District Governor or his/her
appointee, this representative works to improve
communication among Rotaract clubs and to help them
coordinate activities and projects with one another and
with their sponsor Rotary clubs.

16. 1) NEWSLETTER: Communicate Regularly / District Newsletter
2) DISCON: Organize a district Rotaract conference
3) ROTARY DISCON: Get Rotaractors at Rotary District
conference
4) D-CHAIR: Work with District Rotaract Chair
5) RI: Report information to Rotary International
6) SERVICE: Plan district service events
7) ADVISE: Provide advice and support to clubs
8) BRIDGE: Help bridge gap between Rotaract & Rotary
9) PR: Promote Rotaract at district level
10)TRAINING: Train future Rotaract leaders

17. 1) Ensures the keeping of the district Handbook.
2) Ensures accurate club reporting through member access.
3) Encourages joint projects between district clubs.
4) Encourages introduction of new members and new clubs.
5) Secures continuity of district leadership.
6) Represents Rotaract at official and unofficial district events.
7) Presents the district actions to European and International
events.
8) Attends the Rotaract preconvention meeting and the Rotary
International Conference.
9) Plays an important role in the 5th Avenue of Service – New
Generations Service.

18. DRR’s Leadership activities will
have a Major Impact on…
 The strength of relations among Rotaract
clubs.
 Their joint activities in cooperation with
Rotary club sponsors.
 The efficacy of Rotaract activities related
to the annual RI theme.
 The district Rotaract committee’s activities
to promote and publicize the Rotaract
program.

19. HOW???
 Help Rotaract club leaders achieve their goals.
 Organize district meetings and provide training for incoming club
officers.
 Encourage the formation of new clubs.
 Encourage clubs pursue Professional development, Leadership skills,
Service projects and focus on Membership extention and development.
 Keep RI apprised of Rotaract activities in your district.
 Mobilize clubs to participate in World Rotaract Week, RI’s
Recognition of Outstanding Rotaract Projects, and the Presidential
Citation Program.
These activities help clubs set goals, focus efforts, and share
information with Rotary International and the Rotary world at large.

20. Keys to success
 Familiarization with District Structure
 Close cooperation with District Rotaract
Chair
 Continuity of district leadership

22. The District Rotaract Committee
 The District Rotaract committee, co-chaired by the District
Rotaract Chair and District Rotaract Representative, is composed
of Rotaractors & Rotarians.
 The committee sponsors Rotaract District meetings and
provides leadership training for Rotaract club officers.
 It also helps to publicize Rotaract throughout the District,
promotes the organization of new Rotaract clubs, plans district
wide projects and activities, and recommends resources to
strengthen clubs and increase their effectiveness.

23. District
Governor
District Youth
Service Chair
District
Chairman
District Rotaract
Representative
Vice DRR
District
Secretary
District
Treasurer
ADRRs (4)
Cluster Reps
(12)
ROTARACT
CLUBS
District
Committee
Chairs
Events
Public
Relations
Awards
Nomination &
Election
DRRE DRRN

24. The District Rotaract Chair
 The District Rotaract Chair administers the Rotaract program and
assists Rotary clubs that sponsor Rotaract clubs.
 Each Rotary year, the District Rotaract Chair receives materials
from Rotary International to help strengthen the Rotaract program
in his or her area.
 District Rotaract Chairs help RI maintain an accurate record of
Rotaract clubs.
 They regularly reconcile their District’s list of Rotaract clubs with
RI’s records and follow up with Rotaract club presidents in their
district to ensure that club contact and membership information is
updated with RI every six (6) months.

25. The District Trainer
 A District Trainer would be appointed by the Rotaract
District Board to conduct and execute all training activities
for the year.
 The District Trainer would be a Rotarian with experience
within the Rotaract community, and would also select a
senior Rotaractor to assist with planning and conducting
the Training activities.

26. Vice DRR / ADRR
 The vice/assistant District Rotaract Representative has responsibilities to
both the DRR and the club.
 District-level responsibilities include:
Assisting in developing district goals.
Coordinating the DRR’s official visit with clubs.
Communicating clubs’ strengths, weaknesses, and progress toward
goals to the DRR.
Attending district meetings
Participating in Rotaract District programmes, events, and fundraising.
Helping develop future district leaders.
Briefing the incoming ADRR on the status of clubs.

27. Your responsibilities to the club includes:
Visiting clubs regularly (at least quarterly)
Helping presidents-elect and presidents develop effective goals
Monitoring the progress of clubs toward their goals.
Assisting clubs in planning and scheduling the DRR’s official visit, and
attending all related club assemblies.
Motivating clubs to follow through on the DRR’s requests.
Coordinating club training with the appropriate district committee.
Promoting the District Leadership Plan and the Club Leadership Plan.
Identifying and encouraging the development of future district leaders.
Promoting attendance at the district conference and other district
meetings.
Vice DRR / ADRR

28. District Secretary
 This Rotaractor may be a Past President who has a good understanding of
the District Manual and the workings of the District.
 He/she must be readily accessible to the District Rotaract Representative.
 The District Secretary will assist the District Rotaract Representative with all
secretarial aspects of the administration of the District, including
correspondence and reporting requirements.
 He/she will oversee the club attendance reporting to ensure that the District
and Rotary International receive necessary reports from 100% of the clubs
prior to the deadlines provided.
 This position is appointed on an annual basis.

29.  This Rotaractor may also be a Past President who has a good understanding of the rules
of Rotaract and the workings of the District.
 He/she must ensure that the financial position of the District Rotaract Representative is
properly recorded and all reporting is provided on a timely basis.
 He/she also must ensure that each club remits their dues to the District prior to the
deadlines provided.
 All records need to be submitted for an audit at the completion of the year.
 He/she will report to the District Conference prior to the year, the budget of the District
and will report to the District Conference after the year the updated statements of the
District.
 He/she shall work with the Finance Committee to ensure that the rules of handling money
in the District are followed and that the clubs pay the appropriate dues on time.
 Working with the Finance Committee he/she will also see that the distribution of funds is
in accordance with the District rules and the rules of Rotary International.
 This position is appointed on an annual basis.
District Treasurer

30. Accountabilities of the District Treasurer:
1) Budget
2) Current Finances
3) Audit
4) District dues
5) Accounts
6) Donations in kind
7) Accounts Payable/Receivables
District Treasurer

31.  Cluster Representatives are crucial to the efficient administration of the District and are
appointed by the District Rotaract Representative.
 Each Cluster Representative is responsible for a number of clubs with which he/she
works to assist them in developing the club, reporting on a timely basis and providing
all the programs as required by the District and Rotary International.
 The Cluster Representative is responsible for assisting the Assistant District Rotaract
Representatives in the execution of tasks and duties; for acting as a liaison between
clubs and the District Rotaract Representative; for interacting with other Cluster
Representatives, committee members, and other District leaders; and for helping to
promote the District, Rotary International and Rotary Foundation activities and all
programs within the District.
 Club Presidents should receive the Cluster Representative with the dignity deserved as
the District Officer responsible for those clubs.
 Cluster Representatives shall not be allowed to serve in this capacity during their year as
President as it may be a conflict of interest between Club and District.
Cluster Representatives

32.  The District Rotaract Representative will appoint a number of individuals to
chair certain District Committees to oversee and develop specific areas of Club
or District administration.
 These Chairs are responsible for the specific area appointed by the District
Rotaract Representative and report to the District Rotaract Representative with
their activities and proposed projects.
 Examples would be Conference, Publications, Web-site, and aspects of the four
avenues of service.
 These positions are appointed on an annual basis.
 The committees should only be appointed to be effective working committees
and allowing for the involvement of as many Rotaractors as needed in the
affairs of the District, not just for the sake of having a committee.
 The District Rotaract Representative should provide each Committee with the
expectations and goals for that year.
District Committee Chairs

33.  A district committee chair leads a committee, acting chiefly as an organizer
and motivator. Committee chairs should:
 Serve as a resource for committee members, communicating with them
regularly.
 Share information from Rotary International.
 Monitor and report committee progress to district leaders.
 Ensure committee members have the skills and knowledge to carry out
their responsibilities.
 Attend the district assembly and other district meetings as needed.
 Assist clubs with committee-related activities.
 Educate club leaders about district and RI resources.
 Identify and recognize outstanding club projects and individual
Rotaractors.
 Coordinate with ADRRs and Cluster Representatives, who have regular
contact with Rotaract Clubs.
District Committee Chairs

34.  They provide support to the incumbent District Rotaract
Representative and training to the future DRRs without encroaching
into the incumbent and incoming DRRs’ sphere of activities.
 Propose, review, evaluate, deliberate and implement rules and
guidelines for the betterment of the Rotaract District.
 Serves as “speakers Bureau” and “mentors” for club / district
trainings.
 Rotaractors and Officers (Past, Incumbent, incoming) should receive
the PDRR with the utmost dignity deserved.
Council of PDRRs

35. The District Rotaract Representative may
appoint other committees from time to time in
order to achieve the goals and objectives of the
District and Rotary International.
Every effort will be made to make these
functional and effective committees existing for
a specific purpose.

36. 1) Look and gather for shared vision first.
2) Identify and establish persistent but diplomatic Leadership.
3) Properly comply with the paper requirements set by RI.
4) Secure and guide succession (start with end in mind).
5) Get started with trust but immediately formulate formal policies.
6) Protect the group from wreckers.
7) Policies should be dynamic (Revise, revise and revise!).
8) Provide effective training and support to Clubs.
9) Watch the wallet! (Strategize the financial status of the District).
10) Don’t let go of the “JEDI” and Tap the ”LORDS”. (PDRRs and
District officers should remain to guide the group even after their
term of office. Know when and whom to seek help to solve disputes)
10 LESSONS TO PONDER

38. Case No. 1
The Rotaract Club of XYZ is a newly chartered
university-based club. One day, they came to DRR
Ailea saying that they want to do a project in a poor
community near their school.
But since they are new, they are seeking her advice
on how to conduct service projects.
Suggest ways on how should DRR Ailea assist the
Rotaract Club of XYZ.

39. To begin the Rotary Year, DRR Ailea wants to
provide whole-day training for club officers.
90% of these officers have never attended a
District Training program before and their
average residency in Rotaract is 1-2 years.
Help draft a training program for DRR Ailea’s
District.
Case No. 2

40. In the areas within DRR Ailea’s District, there are
lots of students and young professionals who
aren’t involved with the Rotaract program yet but
according to the Rotaractors, they have
experienced a lot of rejections when they invite.
DRR Ailea wanted to help clubs in their District
with this problem.
Propose creative methods to attract young people
to join Rotaract.
Case No. 3

41. DRR Ailea’s District is planning on
conducting Battle of the Bands to finance a
district wide project.
Advise DRR Ailea on what items should be
on his list to effectively oversee the project.
Case No. 4

42. There is a Multi-District Information
Organization in the Philippines and DRR
Ailea’s District is not yet part of it.
How can he convince his club presidents to
have the District join the MDIO?
Case No. 5

43. DRR Ailea’s District has 20 Rotaract clubs
but he is very well aware that only 50% of
the Rotary clubs sponsor Rotaract clubs.
Help DRR Ailea by helping him develop
plan/s to convince Rotary clubs to sponsor
Rotaract clubs.
Case No. 6

45. 45
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