Planning and Club Assembly

Zonal COTS

Questions Response in the Planning Process

What are we trying to achieve? The goals: service goals define the proposed benefit of the project What will each project achieve?

What activities does each project call for?

What resources will we need? How will we pay for them, and what will the activities cost?

The objectives: quantifiable outcomes or benefits that are expected results of implementing a project.

The activities: a list of the interventions necessary to accomplish each objective.

The financial plan.

2

Pre-Project Planning

• • • • • •

Needs Assessment Identify Resources and Restraints Set Priorities Considerations/Reviewing current projects Project Planning and Implementation Evaluation

Assess Needs

•

What are the needs of people?

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Listen

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Observe

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Examine

Identify Resources and Restraints

• • • • • Skills and talent of club members Past project experience Composition of the club Financial situation Geographical setting/ Political condition

Set Priorities

• • •

Every need won’t be addressed What are the needs of greatest concern?

What needs can project address?

• • • •

Considerations/ Review of current projects

• • • Which projects are members currently involved in?

What will be the goal of the project?

Who will be involved?

When will the project occur?

Does current projects meet the needs of the community?

Does it match the interest/capabilities of members?

Were there any areas that require improvement?

Club Assembly Plan of Directors

DATE VENUE Jointly with/ Line Agencies S.N. Project Objective Day Month Est. Budget Possible Contributors Coordinator

Rotaract Promotion Officer

Media Promotion

 Newspapers, Websites, TV Shows, FM interviews (what can we do?)    Submit articles on newspaper Report to R I on outstanding projects Create Rotaract Promotion Materials (eg. ROTASIA, club projects) • Stickers (by Aug), T-shirts (by Oct)

* Effective public relation: Guide for Rotary Clubs * Rotaract Public Relations Kit

Editor

Club Bulletin/ Newsletter

• •

(quarterly – aug, nov, feb, may)

Reports of the projects of the clubs should be available Note down the sergeant at arms and Secretary announcement during the club meeting • • • Minutes of the meeting should be available Photos of the club projects should be available For rotary information try to consult with parents Rotary or Rotary news and other feel appropriate • • Try for the joint bulletin with other Rotaract clubs.

Circulate well all the bulletin you published.

 Club Reports (from Secretary)  International Event Updates (ISD)

Editor

 Rotaract logo in all correctness.

 Publication number month and year.

 Name of club and sponsoring club.

 Name of bulletin  Editorial  Projects done after last publication.

 Resolution minuted in general meeting.

 Birthday, anniversaries celebrations, etc.

 Sergeant-at-arms corner.

 Miscellaneous articles.

Other tips as fillers

• •

Other tips as fillers

• • • • • Try to include funny things happened in club Funny articles or jokes International column (about country and its culture or any other things) 4- way test • Welcome column (new members, other delegates, IDYEP) Club update column (members, rotary meeting attendance, attendance percentage, no of general meetings, no of board meeting, No of Visiting Rotarians, Visiting Rotaractors, Visiting Interactors, Guests in general meeting) • • Short story Congratulation column, festivals or other wishes

If possible try to include advertisement in it.

IT Officer

Maintain and Update website

 Update club roster (coordinate with Club Service and Secretary)  Promote Rotaract Events (ROTASIA, Ro-Trek Tour etc)    Update international information (MDIO, RI and other international clubs and districts) Update links and online documents Maintain platform for social networking

IT Officer

Create Rotaract Promotion Materials

 Video Promos • • What is Rotaract? (for those interested in Rotaract, by August) Rotaract in Nepal (for Rotary and other international clubs, by Sept)  • Slide Promos (same as video promos) Logos and other designs (eg. ROTASIA t-shirt, ROTASIA stickers)

Club Service Director

 Updated Club Information (coordinate with secretary) and create a report (Aug?)  Update Club By-Laws and Constitution (coordinate with ZR, arrange for a zonal meeting on club documentation, Sept?)  Encourage joint meetings and programs (Rotary, Rotaract, Interact, once every 3 months?)  Twin Club Formation (coordinate with ISD)  Submission of Club reports (coordinate Secretary)  List of speakers for club meetings  (Editor, Rotaract Promotion, Membership, IT, Sgt at-Arms)

Club Service

Create Database/ Updates

 Clubs will create database by June 30, and send to ZR and DS  Communicate regularly with • Secretary (maintains database)  Monthly Updates (end of each month send a update report to Secretary)  Standardizing new member induction (criteria? discuss with club service directors) A folder with: • Rotaract Documents (SOP, Club by-laws) • • • Club newsletters Lapel Pin/ Batch Roles and Responsibilities as a new member

Sergeant –At-Arms

• • • • • • Before meeting look for the club inventories (Gavel, gong, collar, charter certificate, banner, all members should have label pins, attendance cards) Arrive early for meetings and sit with the President, Secretary and Club Service to plan for the meeting.

If visitors then signed him and also fill the attendance card for him and present it to the president.

Any birthday wishes, weeding anniversaries of Rotaractors or Spouses Has the authority to stop the meeting (President needs to ask permission) Before programmes look for Banners and other things needed for the programmes make sure that all the things are ready with you.

Community Service Director

 Focus on District Theme Projects  Focus on Rotary Designated Month  Identify financial resources (look for development partners, INGOs in Nepal, joint service or volunteering)  International Service projects (coordinate with ISD for joint club projects)  Promotion of Rotaract Community projects (coordinate with promotion officer)  Have Joint Projects to reduce duplication of event (more points for joint projects?)  Follow-up with Community Directors (Director’s Meeting)  Report of Avenue reports (coordinate Secretary)

International Service Director

           Promote Rotary International events and calendar (RI convention, pre convention-May; INTEROTA-June) Report to RI, follow-up with Rotaract clubs (coordinate with Secretary) (Outstanding Report-Feb 1?, President Citation- Mar 31?, Rotaract Week Celebration-Apr 15?) Promote Rotaract events to international clubs via website, facebook (coordinate with DS and IT officer) Inform on International events/meets (APPRC, EUCO etc) Conduct talk program on Twin club formation (coordinate with ZR) Try for GSE and Ambassadorial scholarship.

Participating and hosting IDYEP team.

Try to make Inter district Twin Club Try for joint project with International clubs (try for joint bulletin with them) Follow-up with Club Directors (Director’s Meeting, Aug?) Report of Avenue (coordinate with Secretary)

Professional Development Director

 Promote district Theme project (career fair)  Coordinate with other institutions on training and workshop (eg. Program planning, proposal writing etc. )  Career development programmes.

 In house speaker in the meeting for the leadership development of that member.

 Vocational Training  Lead and Organise RYLA for Rotaractors (Feb?)  Follow-up with Professional Service Directors (Director’s Meeting, Feb?)  Report of Club Avenue (coordinate Secretary)

RI (Rotary President)

Reach Within to Embrace Humanity

District District Governor’s Goal and Targets DRR’s Goal and Theme

Learn, Unlearn, Relearn

Club President’s Goal and Theme

July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June

Rotaract Promotion Publication Officer IT Officer Extension and Revival Sgt-at-Arms

July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June

Club Service Community Service Professional Development International Service District Events

July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June

Zonal Representative District Leadership Trainer District Directors District Treasurer District Secretary DRR