Beyond Fellowship and Charities…Making the District Rotaract Committee Responsive in serving Rotaractors and the Youth.

Your facilitator:PP/PDRR MARIA ELIZABETH SALVADOR

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

I WANT TO PLAY A GAME

The GameI need a representative from each Area to come in front…

State the first thing that pops into your head when asked what is …

(Okay so it’s not really a game. It’s just…recitation.Paunlakan nyo nalang ako. Hahaha )

a duty or task that you are required or expected to do

something that you should do because it is morally right, legally required, etc.

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

~ Anonymous

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

The District Structure &

the role of the DRR

District Rotaract Structure

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.

DRR

Rotaract Clubs

District board

Rotary International

MDIO

District Committees

DRR assistants

Sponsor rotary clubs

DRR elect

District Governor District committees

DRR District Board

Rotaract Clubs

MDIO

Rotary International

The District Rotaract Representative 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.

DRR Responsibilities & Duties according to RI1) NEWSLETTER: Communicate Regularly / District Newsletter2) DISCON: Organize a district Rotaract conference3) ROTARY DISCON: Get Rotaractors at Rotary District

conference4) D-CHAIR: Work with District Rotaract Chair5) RI: Report information to Rotary International6) SERVICE: Plan district service events7) ADVISE: Provide advice and support to clubs8) BRIDGE: Help bridge gap between Rotaract & Rotary9) PR: Promote Rotaract at district level10)TRAINING: Train future Rotaract leaders

Other Essential functions of the DRR1) 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.

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.

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.

Keys to success Familiarization with District Structure

Close cooperation with District Rotaract Chair

Continuity of district leadership

The District Rotaract Committee

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.

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

District Rotaract Committee

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.

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.

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 meetingsParticipating in Rotaract District programmes, events, and

fundraising.Helping develop future district leaders.Briefing the incoming ADRR on the status of clubs.

Your responsibilities to the club includes:

Visiting clubs regularly (at least quarterly)Helping presidents-elect and presidents develop effective goalsMonitoring 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

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.

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

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

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

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

A district committee chair leads a committee, acting chiefly as an organizerand 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

outtheir 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

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

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.

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

Case AnalysisWorkshop

Case No. 1The 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.

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

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

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

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

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

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