Click on the DISTRICT GOVERNOR link in the menu at left for more helpful information (i.e., guidelines for citations; links to schedules, guidelines for club visits, etc.).

Click here for a link to RI's monthly checklist for club presidents, an 18-month planning calendar. It also is printed at the end of this page.

Click here to read about general liability insurance RI provides for every club.

Resources for Club Presidents & Secretaries

Information Resources for

Club Presidents and Secretaries

NEW!

Ready to induct a new member and you can't find any language to do it properly? Here is a PDF that has several different induction ceremonies with complete scripts. Enjoy!

Member Access Functionality by Roles Worksheet

There was a lot of discussion about what a club officer could see in Member Access on the Rotary.org website. Here is an Excel Worksheet that will provide you with what you can see as a club president, secretary, treasurer and Foundation chair.

Are you aware that Club and District Support (CDS) staff serve as your primary contact at Rotary?

Staff can answer any question about Rotary as well as provide advice on club elections, constitutional matters, club traditions and customs, club operations, and RI Board policy.

Below are some important web resources to assist in leading and supporting your club in the year ahead.

Use the Club Presidents' Checklist, a monthly calendar for both presidents and presidents-elect, with reminders of club and district functions, as well as RI and Rotary Foundation deadlines: http://www.rotary.org/RIdocuments/en_pdf/pres_checklist.pdf.Information in this document also is printed at the end of this page.

Learn the names and contact information of your CDS team members by using this web link:http://www.rotary.org/en/AboutUs/ContactUs/CDSandFinancialReps/Pages/ridefault.aspx

Review a list of helpful resources for club presidents and secretaries prepared by CDS:http://www.rotary.org/RIdocuments/en_pdf/club_pres_sec_resources.pdf

Make changes to your club's membership records at RI, reference various Rotary Foundation reports, pay your club's dues, and report next year's club officers using Member Access. Full instructions, helpful suggestions and frequently asked questions (FAQ) are found at: https://riweb.rotaryintl.org/faq.asp

Find helpful club publications, audiovisuals, forms and supplies: http://shop.rotary.org/catalog/default.php?cPath=37

Consider adopting the Club Leadership Plan - a strategic planning tool based on the best practices of actual Rotary clubs:http://www.rotary.org/en/members/runningaclub/ClubLeaders/Pages/ridefault.aspx

Rotary staff looks forward to working with you and supporting your club's service efforts. Be sure to contact your CDS representative whenever you need assistance.

INSURANCE INFORMATION

U.S. Club and District General Liability Insurance program

Did you know that active U.S. clubs and districts are automatically provided with general liability insurance through the U.S. Club and District General Liability Insurance program? The premium is collected annually on 1 July through the semiannual report assessment.

The program provides coverage for active U.S. clubs and districts (including Rotarians and volunteers in their roles as such for the club or district) for their liability arising out of bodily injury to a third party (a person who is not an insured under this program) or damage to a third party's property (subject to policy terms and conditions).

Click here to learn more about the program on the Rotary International website. Additional topics there include:

Certificate of insurance - Have you been asked to provide evidence or proof of insurance? Do you know what a certificate of insurance is? Did you know that you can create your own certificate of insurance?

Coverage details - Who is insured? What coverage is provided?

Contracts, permits, and waivers - Do you need guidance on a contract or agreement you're being asked to sign?

Loss-control guidelines for events - Do you have an event coming up and need loss-control guidance?

Claim and incident reporting - Has an accident occurred? Do you know that you must report it immediately to Rotary International?

Frequently asked questions

If you have further questions regarding coverage, please contact Lockton Companies:
Phone: 800-921-3172
Fax: 312-681-6769
E-mail: rotary@lockton.com

Club President’s Monthly Checklist

This checklist is designed to help Rotary club presidents-elect and presidents

plan and monitor club activities on a monthly basis. It also serves as a monthly

reminder of activities and deadlines that apply to all Rotary clubs.

Read the entire checklist to gain an overall perspective of the next 18 months.

You may wish to place a checkmark

in each box after the item has been addressed to your satisfaction. An asterisk (*) indicates a Rotary Foundation related

item.

IN THE SIX MONTHS BEFORE YOUR YEAR BEGINS ...

The Rotary events listed below do not have fixed dates. Write the dates that your club will attend the events on the lines below and then add them to the appropriate month's checklist. Also add local events that are specific to your club to your checklist.

District conference ____________________________________________

District leadership seminar ______________________________________

District membership seminar _____________________________________

District Rotary Foundation seminar ________________________________

Leadership development program ________________________________

Official visit of district governor ____________________________________

Assistant governor visits _________________________________________

Club assemblies ________________________________________________

Installation of club officers _________________________________________

Visit www.rotary.org, for details on programs listed or contact your Club and

District Support representative with questions at:http://www.rotary.org/support/index.html.

January - Rotary Awareness Month

Begin developing goals and appointing committee chairs.
Begin preparing for next year's club budget and reviewing the status of
continuing club projects.
Register for presidents-elect training seminar (PETS)
Encourage all incoming club officers and new members to attend the district
assembly.
Check with District Rotary Foundation Chair to determine the availability of
DDF to support Ambassadorial Scholarships *
Check with the District Scholarships Subcommittee Chair to determine the
district deadline to submit Educational Programs applications.*
Educate the club about the Ambassadorial Scholarships/Rotary Grants for
University Teachers and the Rotary Centers for International Studies
programs and promote them in your community. *
Identify and recruit a public relations (PR) chairperson and committee for
the club.
Obtain Rotary Foundation contribution and recognition reports from current
club leaders*
Work with club board and Rotary Foundation committee to determine your
club's Fund Development Goals prior to PETS*

February - World Understanding Month

Attend PETS on _____ February.
Hold the first meeting of the board-elect.
Register for presidents-elect training seminar (PETS).
Encourage all incoming club officers and new members to attend the district
assembly.
Encourage PR training for the public relations committee or encourage selftraining
by reviewing the Public Relations section of the Rotary Web site,
registering for Rotary PR Tips, e-newsletter, and ordering PR training
materials.
23 February: Celebrate the anniversary of the founding of Rotary. Conduct
a visible service project in your community.
Obtain contribution and recognition reports from current club leaders.*

March - Literacy Month

Attend PETS on _____ March.
Set the club's Fund Development goals to The Rotary Foundation, taking into account the "Every Rotarian Every Year" campaign and Rotary's US$200 Million Challenge*.
Using the RI Presidential Citation as a guide, develop a well rounded plan for the year incorporating projects and activities that reflect the RI President elect's emphases for the coming year.
Register to use Member Access and ensure incoming Club Secretary, Club Treasurer and Club Foundation Chair have also registered (www.rotary.org/en/selfservice )
Contact Governor-elect to confirm Group Study Exchange (GSE) pairing for
the coming year. Begin promoting GSE program within the club and encourage Rotarians to recruit potential GSE team member candidates and/or consider applying for the position of GSE team leader*.
Encourage the PR committee to develop a PR plan for the next Rotary year.
Review the publication Effective Public Relations (#257) for more information
Work with the current club president to ensure Best Cooperative Projects Award applications have been submitted to the governor.
30 March: Obtain and review Monthly Contribution Report (MCR) toward suggested benchmark of 65% of Annual Programs Fund goal achievement.*

April - Magazine Month

Attend the district assembly with other incoming club officers on ______ April or May.
Submit your Fund Development Club Goal Report form to your District Governor-elect by 1 May*
Ask the PR chair to finalize the PR plan for the club, and identify key local media contacts.
Obtain contribution and recognition reports from current club leaders.*

May

Review the status of current club projects and how they will affect planning for the upcoming year.
Review the status of current Humanitarian Grants and ensure progress/final reports have been submitted*.
Hold club assembly to discuss plans made at district assembly and upcoming RI theme.
Discuss goals set for membership development and giving to The Rotary Foundation.*
Confer with the secretary and incoming secretary to update the RI membership database via the web, (www.rotary.org/en/selfservice ), on or before 1 June, so that the July semiannual report (SAR) from Rotary International will be up-to-date and accurate.
Ask the PR chair to develop a list of prospective media contacts and an outreach calendar based on the PR plan.
Ask the PR chair to order PR promotional materials including This is Rotary (#001) and What's Rotary (#419) for distribution to the media as may be needed.
Obtain contribution and recognition reports from current club leaders.*

June - Rotary Fellowships Month

Consult with the secretary and incoming secretary to update the RI membership database via the web, (www.rotary.org/en/selfservice ), on or before 1 June, so that the July semiannual report (SAR) from Rotary International will be up-to-date and accurate.
Finalize the Planning Guide for Effective Rotary Clubs (www.rotary.org/jump/862en.doc) and submit it to the district governor-elect or assistant governor before 1 July.
Finalize the club budget for the coming year.
Finalize Rotary Foundation contribution goals for the coming year*.
Confer with the outgoing president to ensure a smooth transition.
Arrange for a joint meeting of the incoming and outgoing club boards to ensure continuity.
Ask the PR chair to promote new club officers to local media contacts1
Review interim Monthly Contribution Report (MCR) toward 100% of Annual Programs Fund goal achievement. Ensure that all contributions are sent in by 15 June to be credited in the current Rotary year.*

YOUR ROTARY YEAR ...

July

Plan and conduct monthly board meeting.
Promote attendance at the district conference.
Initiate membership development programs for the year.
Review current RI sponsored membership development certificate programs.
Send monthly membership and attendance report to the district governor or district secretary no later than 15 days after the last meeting of the month.
Contact the district governor for details on the selection procedure for the Significant Achievement Award.
Plan and conduct a club assembly to discuss and adopt the year's program. Affirm goals set for the club's participation in Rotary Foundation programs*.
Ensure that the semiannual report (SAR) has been received by the club secretary. Work with the secretary to complete the SAR and send with dues to RI. Submit district per capita dues, if applicable. A past-due reminder notice will be sent on 1 October if RI dues have not yet been paid.
Endorse the nomination of a club member for the Four Avenues of Service Citation for Individual Rotarians, between 1 July and 30 June. Inform the governor. Contact the RI Programs staff for details at RIawards@Rotary.org.
Request club Foundation committee and district alumni subcommittee chair to identify outstanding nominee for The Rotary Foundation Global Alumni Service to Humanity Award. *
Begin submitting applications for Matching Grants. Although the deadline for submission is not until 31 March, clubs are strongly encouraged to submit their applications as early as possible during the year*
Update classification roster. Prepare current list of filled and unfilled classifications.
Contact the District GSE Chair to confirm deadlines for submitting GSE team member/leader applications for district GSE selections. Recruit young professionals between the ages of 25-40 and encourage qualified candidates to submit a GSE Team Member Application. *
Rotary World Peace Fellowships: applications due to The Rotary Foundation from districts by 1 July.*
Lead by example and encourage every Rotarian to make a personal contribution to The Rotary Foundation at the first meeting of the new year or in the month of July.*
Log on to Member Access and download TRF contribution and recognition reports.*
Ask the PR chair to promote the club as planned

August - Membership and Extension Month

Plan and conduct monthly board meeting.
Promote attendance at the district conference.
Send monthly membership and attendance report to the district governor or district secretary no later than 15 days after the last meeting of the month.
Conduct club activities to support membership development and extension efforts.
Promote attendance at the district membership seminar.
Promote attendance at the district Rotary Foundation seminar*
Induct appropriate Rotary Foundation alumni into membership in the club.*
Consider nominating a club member for one of these service awards from The Rotary Foundation: District Service Award, Citation for Meritorious Service, or Distinguished Service Award. *
1 August - Deadline for submitting Competitive Matching Grant Applications for consideration at the October Trustee Meeting*
Ask the PR chair to promote club as planned - including any literacy projects for 8 September, International Literacy Day.
Log on to Member Access and download TRF contribution and recognition reports. This task can also be assigned to the club secretary, treasurer or club Foundation chair*

September - New Generations Month

Plan and conduct monthly board meeting.
Promote attendance at the district conference.
Send monthly membership and attendance report to the district governor or district secretary no later than 15 days after the last meeting of the month.
Highlight and promote youth-related activities and programs and celebrate club success in Interact, Rotaract, RYLA and Youth Exchange programs.
Submit a club project in need of funding, volunteers, donated goods and/or partners for a Rotary Foundation Matching Grant, or completed projects that can be used as examples of best practices to be posted on Project LINK, RI's online searchable database.*
Monitor membership development initiatives and goals.
Endorse qualified GSE team members' applications and submit them to the district GSE selection committee by their deadline for consideration. *
Ask the PR chair to promote club as planned - including any polio efforts for 24 October, World Polio Day.
30 September: Obtain and review Monthly Contribution Report (MCR) toward suggested benchmark of 20% of Annual Programs Fund goal achievement.*

October - Vocational Service Month

Plan and conduct monthly board meeting.
Promote attendance at the district conference.
Send monthly membership and attendance report to the district governor or district secretary no later than 15 days after the last meeting of the month.
Conduct vocation-related activities and programs.
Monitor membership development initiatives and goals.
Ambassadorial Scholarships: applications due to The Rotary Foundation from districts by 1 October. *
Based on the club's contributions to The Rotary Foundation, submit a timely request for Paul Harris Fellow recognition items, for presentation at a club ceremony during November, "Rotary Foundation" Month. *
Ask the PR chair to promote club as planned - including any service projects that might be highlighted by local media during the upcoming holidays
Continue submitting applications for Matching Grants. (Deadline is 31 March, but check with district TRF chair and Rotary's website for updated schedule information)*
Log on to Member Access and download TRF contribution and recognition reports.*

November - Rotary Foundation Month

Plan and conduct monthly board meeting.
Promote attendance at the district conference.
Send monthly membership and attendance report to the district governor or district secretary no later than 15 days after the last meeting of the month.
Consult with the secretary to update the RI membership database via the web, (www.rotary.org/en/selfservice ), on or before 1 December, so that the January semiannual report (SAR) from Rotary International will be up-todate and accurate.
Conduct related activities and programs on Rotary Foundation programs, including PolioPlus, and fund development*. (e.g. Paul Harris Fellows, Paul Harris Society, Benefactors, Bequest Society members and major donors).
Week including 5 November is World Interact Week. Support your local Interact club or help organize one.
Monitor membership development initiatives and goals.
15 November: Deadline to submit nominations for The Rotary Foundation Distinguished Service Award. *
15 November (US clubs only): Deadline to submit IRS Form 990 (and possibly form 990-T) to U.S. Internal Revenue Service. Contact the IRS for report forms, filing limits, and other requirements (www.irs.ustreas.gov).
Request club assistance in hosting the visiting Group Study Exchange (GSE) teams in the district. Forward contact information of interested Rotarian hosts to the district GSE Chair.*
Inform district GSE Chair of your club's interest in having an inbound or outbound GSE team make a presentation at your club. *
Nominations for The Rotary Foundation Global Alumni Service to Humanity Award must be sent to your zone's regional Rotary Foundation coordinator by 31 December. *
Ask the PR chair to promote club as planned - including any health or educational projects related to 1 December, World AIDS Day.
30 November: Obtain and review Monthly Contribution Report (MCR) toward suggested benchmark of 33% of Annual Programs Fund goal achievement.*
Recognize all of the club's Major Donors, Bequest Society Members, Benefactors, Paul Harris Society members, and Paul Harris Fellows with special acknowledgement during Rotary Foundation Month.*

December - Family Month

Plan and conduct monthly board meeting.
Promote attendance at the district conference.
Plan to send a club representative to the RI Convention. Check Rotary.org for the registration deadline
Send monthly membership and attendance report to the district governor or district secretary no later than 15 days after the last meeting of the month.
Consult with the secretary to update the RI membership database via the Web, (www.rotary.org/en/selfservice ) on or before 1 December, so that the January semiannual report (SAR) from Rotary International will be up-todate and accurate.
Assess the progress of club projects and provide progress reports for Humanitarian Grants as required by the Foundation.*
Conduct activities to demonstrate your club's commitment to family and community.
Hold annual club election no later than 31 December.
31 December: Deadline for reporting next year's club president and secretary to RI for the Official Directory (007-EN), and to the district governor-elect.
Monitor membership development initiatives and goals.
15 December - New deadline for submitting Competitive Matching Grant Applications for consideration at the April Trustee Meeting*
15 December: Encourage members to make TRF contributions prior to this date in order to receive (USA) tax receipts.*
Ensure that all contributions to be counted within the calendar year are received at The Rotary Foundation before 31 December*.
Ask the PR chair to promote club as planned - including any family or service projects related to the holidays.
30 December: Obtain and review Monthly Contribution Report (MCR) toward suggested benchmark of 50% of Annual Programs Fund goal achievement.*