Transcript Pre-PETS 2009 - District 6360

President
Elect
Training
Seminar
2009
District 6360
Session 2
Friday Morning
DG Renée Merchant
• Rotary Leadership Institute
• Club Vision Facilitation Program
The Rotary Leadership
Institute
• The Rotary Leadership Institute (RLI) is a multidistrict, grassroots leadership development program of
member districts organized into regional divisions in
various parts of the world.
• RLI seeks to have Rotary Clubs in its member districts
identify those Rotarians who appear to have the
potential for future club leadership (not necessarily as
club presidents) and provide those so identified with a
quality education in Rotary knowledge and leadership
skills so important in voluntary organizations.
Vision Facilitation
Program
• Rotary Club Visioning started seven years ago in the Midwest
of the United States as Rotarians volunteered their skills as
planners and facilitators to lead a group of Rotarians from a
club other than their own in a vision process resulting in
operational continuity, consistency and consensus.
• Rotary Visioning has since grown to over 400 trained District
level Vision Facilitators delivering this service to their clubs in
over 45 Rotary Districts internationally. Our mission states
who we are: “Organized, dedicated and trained Rotarians
guiding a Rotary club to better envision its future.”
Interact
• Haley Rademacher, DeWitt Interact
– Interact club member perspective
– What makes Interact valuable to students?
• Deb Patterson, Portage Rotary
– Rotarian club sponsorship process
– What’s involved in organizing a new Interact
club and what makes it worthwhile?
Haley’s power point goes
here
Rotaract
• Matt Lechel, Rotaract Club President
– Rotaract club member perspective
– What makes Rotaract valuable to members?
• Jennifer Lang, Kalamazoo Rotary
– What’s involved in starting up a Rotaract
club?
– What makes it worthwhile?
Club Leadership Plan
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Develop long-range goals.
Set annual goals to support long-range goals.
Involve and inform all club members.
Open communication in club and with district.
Ensure continuity in leadership.
Customize bylaws to reflect club operations.
Provide regular fellowship opportunities.
Offer regular, consistent training.
Club Administration
President’s Role
• Strong officers
– Secretary, Treasurer, Committee Chairs
• Reporting
– SAR, Monthly attendance, Officer elections
– Using Member Access
• Budget / Finances
• Bylaws review
Club Administration
President’s Role
• Promotion of District Assembly, training
events, District Conference, etc.
• Use Rotary marks and name correctly
Club Administration
Meetings
• Weekly meetings
– Programs, program chair or committee
– Be prepared with technology
– Backup programs
• Club Assembly
– Quarterly at minimum
– General business discussion, updates,
committee meetings
Club Administration
Board of Directors
• Board Meetings
– Monthly meeting
– Prepare agenda, minutes
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Approve membership applications
Manage interests of the club
Approve budget and expenses
Align club actions with community needs
Presidential Citation
• Annual award for outstanding clubs
• Recognizes clubs with balance in all areas
Planning Guide
• Preparation Time with your AG and fellow
PEs
District Conference 2010
“Rotary Heroes: The Future of Rotary is in
you Hands”
• May 6-8, 2010
• Kalamazoo Radisson Hotel
• “How to” sessions with practical, relevant
information
• Outstanding club project success stories
• Project swap meet
• Updates on Rotary International, District and
local achievements
• Annual District meeting & voting
And did we mention . . .
• Fun & Fellowship
– Art Hop - First Friday arts & entertainment
event
– Iron Chef Competition
– Scotch/wine/chocolate tastings
– High Tea
– Hospitality Suites
– Incoming and Outgoing GSE teams to and
from Italy
– Home hospitality opportunities
Dana Tousley, District
Treasurer
• District 6360 Budget for 2009-2010
• What a president elect needs to know
about District and Rotary International
Finances.
Invoices
• District 6360 for Semi-annual Dues – Jul 1 and Jan 1 - $16.50
per member in FY 2010 = $33/yr
• District 6360 for RYLA Camp (paid with reservation in
May/Jun), Advanced Training Program (Mar), or College
Mentoring Program (Oct) – fees change every year
• District 6360 for next March PETS – Nov 1 - $185
• RI for Semi-annual Dues – Jul 1 and Jan 1 - $24.50 per
member (new members pro-rated monthly) in FY 2010 plus
$6 for magazine = $61/yr NOTE: the invoice is part of the
Club Secretary’s Semi-Annual Report of members’ names
and addresses and needs some coordination between the
Secretary and Treasurer and signature by the Club President.
Taxes
• Rotary clubs are non-profit 501 (c) (4) tax exempt
organizations for federal and state income tax purposes.
Donations to clubs are not charitable tax deductions. Rotary
clubs must file an IRS Form 990 - Return of Organization
Exempt from Income Tax for each fiscal year.
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• The federal tax return for fiscal year ending June 30, 2009 is
due November 15, 2009. Clubs with gross revenues less
than or equal to $25,000, file the email Form 990N. Clubs
with gross receipts greater than $25,000, but less than or
equal to $1,000,000 file Form 990EZ.
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• Rotary clubs may or may not be exempt from Michigan Sales
and Use Taxes depending upon what they are buying and for
what purpose.
Foundations
• Foundations are non-profit 501 (c) (3) tax exempt organizations for
federal and state income tax purposes. Donations to foundations
are charitable tax deductions. Foundations must file an IRS Form
990 - with Schedule A for each fiscal year. There are three
foundations you may need to know about, depending on club
activities.
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• Your club may have a separate foundation. Care must be taken to
keep activities, funds and bookkeeping separate from club activities.
• District 6360 Foundation – a separate entity associated with District
6360
• The Rotary Foundation – a separate entity associated with Rotary
International
Insurance
• Directors and Officers Liability Insurance – your club
has $1,000,000/claim, $1,000,000/aggregate
coverage, paid for by your district dues. Coverage
includes a $15,000 fidelity bond. I recommend that
the larger clubs, with more exposure, buy additional
fidelity bond coverage, above the $15,000 limit.
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General Liability Insurance - your club has
$1,000,000/occurrence, $5,000,000/aggregate
coverage, paid for by your RI dues. Coverage
includes fire damage, personal injury, liquor liability
and auto liability.
District incorporation
• District 6360 is now incorporated!
• CD with:
– Articles of Incorporation approved Annual
Meeting at District Conference 2007,
submitted to RI and approved in May 2008
– By-laws to be voted at District Conference
2009
– District Manual of Procedure and District
Leadership Plan to be voted at District
Conference 2009